How can I contribute?

Thank you for your interest in contributing to the NSW War Memorials Register.

The Register enables communities to record accurate and up-to-date information about war memorials in NSW, as well as the veterans inscribed on them. Anyone can contribute to the Register and we encourage you to get involved.

You can contribute to the Register in three ways:

  1. Contributing new memorials or veterans that are not already recorded on the Register.
  2. Updating existing memorial or veteran records on the Register that are incomplete, inaccurate, or out-of-date.
  3. Reporting a concern about the condition of a memorial listed on the Register.

This page provides information about these three ways in detail.

If you are new to the Register, we also recommend the following helpful pages:

All content submitted to the Register, including text, photographs, and documents, is subject to moderation before being published. Read more about our process in our Editorial Policy.

Please note, to keep the Register’s information consistent and manageable, we do not accept any submissions by post.

Your online account

If you an existing contributor to the Register and already have an online account, please log in here.

If you would like to start contributing to the Register, the first step is to create an online account.

You can watch our helpful video, which walks you through this process.

Creating an account allows you to contribute to the Register and save draft versions of your submissions if you need to conduct further research about a memorial or veteran. We may contact you via these details to discuss your submission. Your personal data will never be shared publicly without your permission. You can read more about this in our privacy policy.

You do not need an account to search the Register. 

Contributing new memorials to the Register

Start by logging in to your online account. If you do not have an online account, please refer to the above information. 

Once you are logged in, click 'Contribute to the Register' at the top of the screen, then click Add or update a memorial.

Follow the steps in the online submission form to submit the required information about the memorial.

For guidance, our helpful video walks you through completing each section of the submission form. You can also refer to the 'Contributing a new memorial or veteran to the Register' section on our Frequently Asked Questions page for helpful information and tips.

Contributing new veterans to the Register

New veterans can be added to the Register as individuals or in groups. Instructions are provided below for each situation. 

Please note, the Register commemorates Australian service personnel only.

Individual veterans

Download a copy of our veterans spreadsheet. Follow the instructions in the sheet and press 'Enable editing' and ‘Enable content’ when prompted. Refer to the example provided in the third row as a guide and fill in as much information as possible about your veteran in the fourth row. The minimum details required are first name, or first initial, and last name, as they appear on the memorial. Email us a copy of the spreadsheet and clearly state which memorial it belongs to in the subject line of the email.

Groups of veterans

Groups are generally added when they have not already been listed on an existing memorial record.

To add a veterans list (also known as a veterans table) to an existing memorial record, you firstly need an accurate transcription of all veterans listed on the memorial. Once you have this list, download a copy of our veterans spreadsheet. Follow the instructions in the sheet and press 'Enable editing' and ‘Enable content’ when prompted. Refer to the example provided in the third row as a guide and fill in as much information as possible about the veterans, starting from the fourth row. The minimum details required are first name, or first initial, and last name, as they appear on the memorial. Email us a copy of the spreadsheet and clearly state which memorial it belongs to in the subject line of the email.

If you are not familiar with spreadsheets, please email us to discuss alternatives. 

Updating existing memorial records on the Register

You can submit updates for existing memorial records to the Register via email. Please follow the guidelines below when preparing your submission: 

  • Send a separate email for each memorial record being updated.
  • Include the memorial's name currently shown on the Register in the subject line, so we can match your update to the correct memorial. You can propose a new name in your submission.
  • New text can be included in an attached document or in the body of the email. We strongly recommend you use sub-headings, such as Description and Inscription, to clearly identify which part/s of the memorial listing you are updating.
  • Attach your images to the email as individual image files, rather than pasted into the text document. Refer to our comprehensive How to photograph a war memorial page for important information and helpful advice.
  • Confirm in the email you own the copyright, or have sought permission from the copyright holder to use all photographs. If they were not taken by you, please state who the photographer was and what year the photo was taken e.g. Photos courtesy of Jane Smith, August 2020.

Please note, new memorial submissions are nor accepted via email. Refer to the 'Contributing new memorials or veterans to the Register' section above for this submission process. 

Updating existing veteran records on the Register 

To update an existing veteran on the Register, you will need to create an online account. You can watch our helpful video, which walks you through this process.

Once you are logged in, find the veteran using our search function. Refer to the 'Searching the Register' section on our Frequently Asked Questions page for helpful information and tips. 

Once on the veteran's page, click 'Update this veteran' on the right-hand side. Follow the steps in the online submission form to submit the information. 

Digital photographs of the veteran, or copies of their service documents can also be uploaded to the submission form. Refer to the 'Updating a memorial or veteran on the Register' and 'Photography' sections on our Frequently Asked Questions page for more information.

If you are interested in updating a large quantity of veterans, such as all those listed on an honour roll, please email us to discuss. 

Reporting a concern

If you are concerned about the physical condition of a memorial listed on the Register, please email us with the following information: 

  • Your name and organisation name (if applicable).
  • Your daytime phone number and email address.
  • The name of the memorial you are concerned about, as shown on the Register.  
  • A brief explanation of your concern.
  • Any recent photographs that show your concern. Please name your image files with the date the photo was taken and what it is showing e.g. Close-up of damage to memorial's stonework, 15 January 2021.
  • Please note, concerns generally fall into one or more of the below categories:
    • Cleaning - biological growth (e.g. moss), or staining
    • Damage to structure or stonework
    • Inscriptions/plaques - lettering is missing, faded, or damaged
    • Part or all of the memorial is lost, missing, or has been removed
    • Security around the memorial
    • Setting - relating to the area surrounding the memorial
    • Vandalism e.g. theft or graffiti
    • Other - a more detailed explanation may be required