Tāmaki Paenga Hira Auckland War Memorial Museum, Online Cenotaph, digital volunteers

In today’s digitally connected world, the scope of volunteer work has expanded beyond the physical walls of museums and galleries, allowing people from all over the world to lend their skills and time to meaningful projects.

At Auckland War Memorial Museum, volunteers have become an integral part of Online Cenotaph—a digital collection dedicated to preserving the stories of New Zealand’s military service personnel. Online Cenotaph relies on publicly accessible information sourced through records, personal documents, and contributions from families, researchers, and volunteers, to continually grow and enhance the collection.

Since its establishment in 1996, Online Cenotaph has thrived thanks to the invaluable contributions of more than 160 volunteers, both onsite in our Memorial Discovery Centre, and online through transcription and research. These dedicated individuals have been essential to the platform’s development. Volunteers are at the heart of Online Cenotaph, bringing valuable experience, knowledge, and diverse perspectives, that enriches our work.

Over the past few years, we have seen the transformative power of digital volunteers. By breaking down geographical barriers we can now engage with a diverse group of volunteers, many of whom would not have had the opportunity to contribute otherwise. This expansion has provided flexibility for individuals unable to visit the Museum in person, or those who prefer to volunteer their time from home.

This article aims to provide an overview of the significant role digital volunteers play in the ongoing development of Online Cenotaph, highlighting their contributions and the significant impact of their work.

The 2020–2021 collaboration between Auckland War Memorial Museum and Archives New Zealand Te Rua Mahara o te Kāwanatanga (Archives NZ) has been pivotal in enhancing Online Cenotaph through the work of our digital volunteers. Focusing on under-represented military forces and more recent conflicts, the Museum shifted the focus of Online Cenotaph’s collection development policy to creating and enhancing records on Navy, Air Force, Merchant Navy, and post-1945 service personnel.

To support this initiative, the Museum took a forward-thinking approach by enabling former Online Cenotaph Collection Technician Dan Millar to work remotely from Wellington, where he accessed military records held by Archives NZ. This project resulted in the imaging of over 200 archival sources, consisting of 30,000 pages of digitised records, laying the foundation for our long-term transcription project.

The selection of archival materials focused primarily on embarkation rolls, index cards and lists that contained useful military or service information, such as name, rank, unit, squadron, medallic entitlements and prisoner of war camp (see Fig. 1). Essentially, we targeted any documents that could help create records or verify a person’s service. Narrative materials were not a priority, as we aimed to get the most value out of resources that would directly contribute to expanding and improving Online Cenotaph’s records. Relying on the available technology, many images were taken on Dan’s smartphone, allowing the project to progress despite a limited budget. This work created the potential for previously under-represented personnel records to be created.

Figure 1. 

Archives New Zealand. (c.1945). “Merchant Navy War Medal Index Card - 1939–1945 - Insley, Henry William” Item code R26152412. Wellington repository. CC BY 2.0.

The COVID-19 pandemic posed significant challenges for museums worldwide, and Auckland Museum was no exception. However, it also underscored the resilience and adaptability of the Online Cenotaph team, as well as the dedication of our digital volunteers and Museum Visitor Hosts. The disruptions caused by the lockdowns became an opportunity to initiate a large-scale transcription project, allowing us to continue enriching Online Cenotaph even when the Museum was closed.

It was timely that the Archives NZ project was already underway when the pandemic began, as it provided essential work that kept full-time Museum staff employed and engaged during quite an isolating period. Additionally, it offered traditionally in-person Museum volunteers the opportunity to remain connected and contribute to meaningful work from home.

During this period, 14 dedicated Visitor Hosts and 17 digital volunteers worked remotely to transcribe material. Some focused on using Google Sheets to transcribe archival records sourced by Dan Millar in Wellington. In parallel, we collaborated with Museum volunteers on a Memorials transcription project, tasking them with transcribing 3,359 images of memorial plaques and headstones using the open source Zooniverse platform. For example, from April to June of 2020 volunteers transcribed an average of 200 records per day. This introduced a new way of working with volunteers. Participants joined from Auckland, the wider North Island, and from Australia. Their combined efforts resulted in the transcription of dozens of personnel listings and thousands of pages of data, contributing to the creation of more than 15,000 new Online Cenotaph records across the Army, Air Force, Navy, and Merchant Navy. What would have taken two to three years under normal circumstances was accomplished in just a few months.

This collaboration showcased the power of teamwork. The transcriptions filled critical gaps in our records, particularly from World War II including records for the Royal New Zealand Navy, Royal New Zealand Air Force, Women’s Auxiliary Services, Army service in the Pacific and conflicts such as the Korean War and the Malaya-Borneo conflicts.

As Visitor Hosts returned to their onsite roles, the Online Cenotaph transcription project continued, driven by the ongoing efforts of our digital volunteers. These volunteers remain crucial in growing and enriching Online Cenotaph by continuing to transcribe files from Archives NZ, along with other historical documents. These are often sourced from the Museum’s Human History or Documentary Heritage collection, out-of-copyright materials, or open-access sources (see Fig. 2). Volunteers also cross-reference this information with existing Online Cenotaph records, ensuring the collection is continually updated and expanded.

The commitment and dedication of our volunteers have been essential to the success of Online Cenotaph. Beyond data entry, they engage in research, uncover forgotten histories, and help us to continuously update the platform with newly transcribed sources. This collaborative effort provides a living, ever-evolving resource for New Zealand’s military history.

A great example of this is the Chronicles transcription (Figs 3, 4). Over the past two years, 12 digital volunteers have to date transcribed over 62,000 entries from hospital reports in the “Chronicles of the New Zealand Expeditionary Force” (1916–1919). The “Chronicles” was a magazine published twice a month in London during World War I from 1916 to 1919, that chronicled service life in the New Zealand Expeditionary Force. It featured reports, stories, and updates on entertainment, sporting and social events and hospital stays. This project, which began as the transcription of the hospital reports of four of the 61 issues, was originally established by the New Zealand Society of Genealogists as part of their research into those who served in Le Quesnoy for the New Zealand Liberation Museum—Te Arawhata. Online Cenotaph later inherited the project, expanding the transcription efforts to complete the full listing.

Marion Dickinson’s research has also been instrumental in expanding our understanding of the 1918–1920 Influenza Pandemic’s impact on New Zealand’s military personnel. This devastating pandemic claimed around 9,000 lives in New Zealand including many servicemen and women returning from World War I.

Marion worked though the “Provisional List of Victims of the 1918 Flu Pandemic” to identify and document the pandemic’s toll on New Zealand’s military community (Nickless 2024). While the original list included about 5,000 casualties, Marion’s research pinpointed 581 individuals who were actively serving or had served when they succumbed to influenza. Her efforts have extended Online Cenotaph’s records to include over 700 service personnel impacted by the pandemic, with the potential for more to be identified as research continues.

While Liz Wilkinson transcribed and cross-referenced the 185-page embarkation rolls of Jayforce personnel travelling via Italy and the Middle East to Japan (Elborough and Nickless 2023). Her work contributed nearly 4,000 new records, bringing the total of Jayforce entries in Online Cenotaph to 10,500. While the records of the later Jayforce Military Drafts were already available, Liz’s careful efforts were vital in identifying the personnel diverted from returning home after World War II to serve in Japan, offering a more comprehensive and accurate record of Jayforce personnel.

Finally, Marguerite Durling (Fig. 5), who has been volunteering at Auckland Museum for nearly two decades was awarded the prestigious title of Associate Emerita in 2021 (Reeves and Durling 2022). Marguerite has dedicated herself to transcribing tens of thousands of names and numerous archival documents include transcribing 700 pages of Royal New Zealand Navy records and hundreds of Merchant Navy index cards.

Figure 2. 

Example of collection transcribed by digital volunteers. Signature tablecloth embroidered by Mrs Emma (Pat) Simmonds and her mother Mrs Ansell during WW2. Collection of Auckland War Memorial Museum Tāmaki Paenga Hira, 1999.76.1. © Auckland Museum CC BY.

Figure 3. 

Cover (30 August 1916). “Chronicles of the N.Z.E.F.”, 1(7), 17. Auckland War Memorial Museum Tāmaki Paenga Hira D547.N5 CHR. No known copyright restrictions.

Figure 4. 

New Zealand War Contingent Association. Weekly Report. (30 August 1916). “Chronicles of the N.Z.E.F.”, 1(7), 17. Auckland War Memorial Museum Tāmaki Paenga Hira D547.N5 CHR. No known copyright restrictions.

Figure 5. 

Marguerite Durling, Museum Medals 2021 (June 2022). Auckland War Memorial Museum Tāmaki Paenga Hira. All Rights Reserved.

Figure 6. 

Screenshot of transcription. Archives New Zealand. (n.d.). Nominal rolls – Embarkation rolls J-force personnel from Italy, Middle East to Japan. Item code R22440245. Wellington repository. CC BY 2.0.

Over the past five years, the Online Cenotaph team has managed a total of 40 individuals transcribing more than 250 discrete projects, totaling 30,000 pages of text and helping to create more than 30,000 new records. This has meant we have gained significant experience in managing digital volunteer projects. These efforts have provided us with valuable insights, allowing us to refine our processes and streamline how we engage with our volunteers.

One key lesson is to keep the process simple. While external platforms like Zooniverse were useful in enabling staff to learn about new technologies it is not always user-friendly for our volunteers. Therefore, we have found that using straightforward tools like Google Sheets can be just as effective while requiring far less administration.

In line with keeping things simple, we also prioritise high-impact documents when selecting material. Lists containing names, ranks, units, and service numbers are especially valuable, as they provide the most significant benefit in creating new or enriching existing records. While narrative heavy sources can be interesting, focusing on these lists helps us avoid unnecessary “make-work” and keeps the project running efficiently.

Providing clear instructions, regular email updates, and recognising their contributions helps to foster a positive and rewarding experience for our volunteers. Additionally, documenting the process and methodically tracking progress ensures that projects are well-coordinated and can be sustained over the long term.

Volunteer engagement has also been a crucial area of learning. Not every volunteer will find every project as engaging as others, and this is a reality we have come to embrace. Some volunteers may lose interest in certain tasks, and it is essential to be proactive in guiding them towards projects that better match their interests and strengths. By doing so, we maintain their motivation and ensure that their contributions remain valuable to the project.

We also focus on regularly showing volunteers the impact of their work. Regular updates to Online Cenotaph allow volunteers to see how their efforts fit into the larger picture, reinforcing the importance of their contributions. This sense of achievement is vital for keeping volunteers engaged, particularly in long-term projects where results may not be immediately visible.

Digital volunteering at Auckland Museum is about more than completing tasks—it is about connecting with the past. Every transcription and piece of data contributed helps preserve the personal stories of those who served, making it a deeply fulfilling experience for volunteers. Their work is essential to the ongoing mission of remembrance and commemoration.

Volunteers often find great satisfaction in their ability to bring these stories to light. For some, the work offers an opportunity to apply their skills, whether in data management or research, while for others, it is about connecting with history on a personal level. The sense of fulfilment comes from knowing their efforts contribute to a larger mission of preserving stories for future generations.

Location can also play a significant role in how volunteers engage with this work. For example, Kate Jones, who lives rurally, highlights how digital volunteering enables her to stay involved despite her remote location (K. Jones, personal communication, October 14, 2024). As she says, “It is the only way to be involved, and I enjoy volunteering my time digitally. It allows me to participate in a meaningful way, even from a remote location, which makes it accessible and convenient for my circumstances.” For volunteers like Kate, digital platforms offer the flexibility to contribute to the preservation of history regardless of geographical constraints, ensuring that everyone can have a hand in this important work.

Despite the challenges of remote work, such as occasional technical difficulties or interruptions by needy pets, volunteers are driven by a shared commitment to ensuring the accuracy and completeness of the Online Cenotaph records. This work not only helps families connect with their ancestors but also enriches New Zealand’s military history, making it accessible to researchers and the public alike.

We recently asked some of our digital volunteers to reflect on what motivates them to contribute their time and effort to Online Cenotaph, and here is what they shared.

Liz Wilkinson reflected, “[Online Cenotaph is] a wonderful site that recognises people’s service, connects family, friends, and provides in-depth information for researchers. I’m motivated by the opportunity to make respectful contributions that help preserve and share these stories” (personal communication, October 20, 2024).

For Kate Jones, the motivation extends to ensuring accuracy for future generations: “I find it rewarding to help make updates and ensure that data is as accurate as possible. The work contributes to the accuracy and completeness of historical records, which is fulfilling, knowing that this information will be accessed by future generations” (personal communication, October 14, 2024).

Marguerite Durling reflects on her personal connection to history: “History has always been a strong interest of mine, particularly recent history as both my parents and forebears were involved and affected all their lives by the events they lived through. I truly believe we should never forget what the true cost of war is and that it resonates down the generations” (personal communication, October 11, 2024).

Recent research conducted by Associate Professor Chern Li Liew (School of Information Management at Victoria University of Wellington) and me has shown that these motivations are closely linked to a broader sense of social cohesion fostered by Online Cenotaph (Liew and Passau 2024). Volunteers are not just contributing to individual records; they are part of a larger, collective effort to preserve national heritage. This collaboration strengthens connections across diverse communities and ensures that stories of service resonate beyond individual experiences. By preserving these personal stories, volunteers contribute to a shared history that fosters a deeper understanding of the past and its ongoing impact.

At Auckland Museum, the transformative power of digital volunteers is evident in the ongoing success of Online Cenotaph. By breaking down geographical barriers, we have expanded our reach, engaging a diverse group of volunteers who might not have had the opportunity to contribute otherwise. This approach has provided flexibility for those unable to visit the Museum in person, while also tapping into a broader network of history enthusiasts and researchers.

As Online Cenotaph continues to evolve, we are committed to supporting and growing our volunteer network. The dedication and passion of our volunteers ensure that the platform remains a dynamic and invaluable resource for researchers, descendants, and the public alike.

Through the combined efforts of our staff, onsite and digital volunteers, and Visitor Hosts during the COVID lockdowns, Online Cenotaph has not only enriched historical records but also created a lasting tribute to New Zealand’s military personnel. This collaboration highlights how digital tools and flexible approaches enable individuals from all over the world to contribute meaningfully, regardless of physical location.