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,which are described in detail below:

  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 Updating existing memorial or veteran records on the Register that are incomplete, inaccurate, or out-of-date.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.

To contribute new memorials or veterans to the Register or update existing records, you must be logged in. Click the Login/Register button at the top of the screen to begin. New to the Register? Learn how to get started below. 

Getting started

Your online account

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

If you want to start contributing to the Register, the first step is to create a free 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. We may contact you via these details to discuss your submission. Your personal data will never be shared publicly without your permission. Read more about this in our privacy policy.

You do not need an account to search the Register or report a concern about the condition of a memorial listed on the Register.

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.

1. Contributing to the Register

1a. Contributing new memorials

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

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

Follow the steps in the online submission form to submit the required information. Refer to the 'Contributing a new memorial or veteran to the Register' section on our Frequently Asked Questions page for helpful information and tips.

  • Saving your form - You can save a draft to work on later, after you have completed all the mandatory questions on page 2 of the form. Simply click the 'Save' button at the bottom of any page.
  • Submitting your form - When ready, tick the 'Submit for approval' box at the bottom of any page, then click the 'Save' button. 

After saving or submitting, you will be re-directed to your 'My submissions' dashboard. It will list your drafts and pending submissions. Click 'Continue editing' to return to a draft or make changes to a previously submitted form. Refer to the 'Your account' section on our Frequently Asked Questions page for more about your dashboard. 

Once the Register has processed your form, it will be removed from your pending list and you will receive an email notification. 

1b. Contributing new veterans

New veterans can be added to memorial records already listed on the Register as individuals or in groups. 

    • Individual veterans

      Download a copy of our veterans spreadsheet. Follow the instructions in the sheet and press 'Enable editing' or ‘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. 

    • 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' or ‘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. 

    Submit your spreadsheet to us via our online submission form. Refer to the 'Updating existing memorial records' section below. 

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

    Notes:

    1. The Register commemorates Australian service personnel only.
    2. Adding a veteran to a memorial record only affects the Register. It does not have any implications for having their name added or updated on a physical memorial. 

    2. Updating the Register

    2a. Updating existing memorial records

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

    Find the relevant memorial record using our simple suburb search. Refer to the 'Searching the Register' section on our Frequently Asked Questions page for helpful information and tips. 

    Once on the memorial record, click the 'Update this memorial' link on the right-hand side of the screen, directly above the map. You will be taken to the memorial submission form, which will be pre-filled with the details already on the Register, excluding the photographs and any veterans spreadsheets

    Review the content in the form and make any required changes/additions in the boxes provided. Refer to the 'Updating a memorial or veteran on the Register' section on our Frequently Asked Questions page for helpful information and tips.

    • New photographs can be uploaded on page 2 of the form; however, they are not mandatory to update an existing record. If the existing photos are of low quality or out-of-date, consider taking new ones. Refer to our comprehensive How to photograph a war memorial page for important information and helpful advice.
    • New veterans information can be entered on page 5 of the form. Refer to the 'Contributing new veterans' section above. 
    • Saving your form - You can save a draft to work on later, after you have completed all the mandatory questions on page 2 of the form. Simply click the 'Save' button at the bottom of any page. 
    • Submitting your form - When ready, tick the 'Submit for approval' box at the bottom of any page, then click the 'Save' button. 

    After saving or submitting, you will be re-directed to your 'My submissions' dashboard. It will list your drafts and pending submissions. Click 'Continue editing' to return to a draft or make changes to a previously submitted form. Refer to the 'Your account' section on our Frequently Asked Questions page for more about your dashboard. 

    Once the Register has processed your form, it will be removed from your pending list and you will receive an email notification. 

    2b. Updating an existing veteran record  

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

    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 of the screen. 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 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. 

    3. 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