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Teacher Help

Set up a Project

How to obtain a password and log in
How to create a new project
How to create student groups
How to select a project area on the map
How to edit and save a map
How to upload and geo-reference a map
How to add maps to projects
How to manage projects

Find Maps

How to find maps

Find and Link to Pictures

How to find pictures

Copyright and Privacy

How to deal with copyright and privacy

Set up a Project

Obtain a password

The One Place, Many Stories website can be viewed by anyone, but registration is restricted to Victorian teachers. Teachers can register and receive a password to the site by contacting us through our online enquiry form. Public Record Office Victoria will then create an account for you and email your login details. Please include the following details in your enquiry in order for us to create your account:

  • Your name;
  • The name of your school;
  • Your teacher email address; and
  • A preferred password

Log In

Teachers can log in to the site using the ‘TEACHERS’ button at the top of the home screen.

Once logged in, clicking on the ‘MAINTAIN MY PROJECTS’ button provides access to project setup and map uploading. Further details on project setup and maintenance are below.

  • After a period of inactivity (not updating the site or changing screens), the site will disconnect and teachers will need to log in again.
  • Use of the browser ‘back’ and ‘refresh’ buttons while on the project screen will cause the screen to refresh to the main page without saving any changes made. You will be still logged in as a teacher.
  • If teachers and students are using the same computer, teachers will need to log out before students can log in.

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Create a new project

The site allows teachers to create one or more ‘projects’ and assign maps to them. Once you are logged in as a teacher and have clicked the ‘MAINTAIN MY PROJECTS’ button:

  • Click on the ‘Add project’ button to create a (blank) new project.
  • Name the project. Remember the project name appears on the public website and needs to be meaningful and succinct.
  • Add a project description and any ‘Project related links’ to support students in their research. These do not appear on the public website but help guide students as they work.
  • Save the project by clicking on the ‘Save’ button at the top right of the screen.

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Create student groups

One or more student groups can be created for each project.

  • Click on the ‘Add Group’ button and a new line will appear in the list of student groups.
  • Type a name for the group. A random four-digit PIN number will be generated so the students can use it to log in and create stories. This number can be changed manually.
  • Group names and PIN numbers can be changed later by updating the text in the boxes and saving the project.
  • Groups can be deleted after a project has been saved by clicking on the red cross next to each group. WARNING: Deleting a group will also delete any stories associated with that group. The system will ask for a confirmation that this was intended.

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Select the project area

The teacher selects the relevant project area on the Google map. Once selected, this project area will appear whenever the project is opened.

  • Select the area the project covers by panning and zooming the map in the top right window.
  • The search box underneath the map window can be used to jump to a particular location.
  • Once you are satisfied with the location that appears in the window, click the ‘Save’ button.
  • The area can be changed at any time.
  • Locations are not restricted to Victoria.

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Edit and save a map

Information on finding maps and copyright requirements for reproducing them can be found in the ‘Finding Maps’ and ‘Copyright’ sections of this help page.

  • The site will accept several common image formats, but NOT PDF. The best format to use is JPEG.
  • Digitised maps can be up to 10 MB in size.
  • Before you upload a digitised map, check the file size. This can usually be done by right clicking on the file (before you open it) and selecting ‘properties’.
  • You can use an image editing program to reduce the resolution of the map or crop it down to an area of interest. You can use editing tools such as Microsoft Picture Editor Microsoft Paint or Adobe Photoshop to achieve this. Gimp is another editing tool that can be downloaded for free from the web.
  • Save your map to your local file system ready to be uploaded.

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Upload and geo-reference a map

The process below describes the steps for geo-referencing your digitised map to correspond to the selected project area in Google maps, allowing the overlay of maps to occur in your project.

  • Click on the ‘Upload and geo-reference new map’ button.
  • A dialogue box will appear and ask for a ‘Map title’ and ‘Year’. These are mandatory fields.
  • The other mandatory field is ‘Hotlist’ (the web address where the map originated).
  • Click on the browse button to bring up a dialogue box showing your local file system. Locate your map file, select it and click ‘OK’.
  • Click the ‘Upload’ button. This copies the map file to the server. A progress bar is displayed.
  • Next, the map is ’tiled’, or split into squares ready for geo-referencing. This process generally takes 3-5 minutes and an onscreen message will inform you when the process is complete.
  • Once the map is tiled, a new screen is shown which displays your uploaded map in the box on the left, and a view of Google Maps on the right. In the centre of each of these screens is a cross which can be used to geo-reference the maps.
  • Pan the Google map to the rough location of the digitised map. You can use the box under the map to ‘jump’ the view by typing the name of a location and clicking on the magnifying glass symbol.
  • Identify a point on the digitised map and a corresponding point on the Google map. Move each map so the same point is under the centre of each cross. You can use the plus and minus buttons to zoom both maps and match points more accurately.
  • Once you have lined up a point under the cross of both maps, click on the ‘Set’ button of the first line of coordinates under the maps.
  • You need to match at least four points to geo-reference the map, but you can match up to six to increase precision. Try to pick points that are widely separated on the digitised map. You can ‘clear’ points and ‘reset’ the map to view points you have previously matched.
  • Once you have geo-referenced 4 to 6 points and are satisfied with the accuracy of them, click the ‘Save’ button at the bottom of the screen. This is an instruction to the website to re-tile the digitised map and create the overlay. This process may take up to 15 minutes and you will receive an email when it is complete.
  • You can continue using the site whilst this process happens.

Geo-referencing issues

  • If you receive a message indicating that the geo-referencing process has failed, check the size of the image file. If it is larger than 10MB, reduce the file size and try again.
  • If the file size is within the 10 MB limit, try starting the process again from scratch. It may be a glitch at the server end caused by high traffic to the site.
  • If this does not work, contact Public Record Office Victoria for advice.

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Add maps to projects

At the bottom right of the screen are two buttons: ‘Add map to project’ and ‘Upload and geo-reference new map’. Further details on finding and uploading maps can be found below.

  • Once imported, one or more maps can be associated with a project, and the same map can be associated with multiple projects.
  • Click on the ‘Add map to project button’ to associate a map with the

project. A new line will appear in the box below the button. Select the map you want to appear from the drop-down menu.

  • Use the check box to indicate whether you want the map to be visible when the project is first selected from the main screen. All maps can be made visible or invisible on the main screen. The ‘default’ check box is useful for providing an initial view if you are creating a project using multiple maps.
  • Once the project is saved, maps can be removed from the project by clicking on the red box. This does not delete the map. It remains available for use with other projects.

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Manage projects

  • Once created, details of projects can be changed. Save changes by clicking on the ‘Save’ button at the top of the screen. If the system has detected that you are trying to move away from a page without saving it will warn you before allowing the move.
  • The ‘Reset’ button at the top of the page allows you to discard any changes to projects that you do not want to save.
  • The ‘Delete’ button deletes projects. WARNING: Deleting projects also deletes student stories attached to those projects. The system will warn you before allowing deletion to happen. Deleting projects does not delete uploaded maps. These can be re-used for other projects.
  • The ‘Main Screen’ button returns you to the main screen of the site. You remain logged in as a teacher, but can log out from the main screen.

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Find Maps

Teachers can make use of maps already uploaded to the website; they can also import their own digitised maps.

  1. The simplest way to find maps is to search the collections of the major libraries, the State Library of Victoria and the National Library of Australia’s Trove website in particular. In both of these catalogues you can search for maps and limit your search to already-digitised items. In many cases you can download the digital files direct from their websites. In other cases you can order a digital file from them.
  2. If you want to use a map that someone else has added to the One Place, Many Stories site, contact us to have it added to your collection.
  3. Public Record Office Victoria holds a wide range of maps and plans. However, only a small proportion of them have been digitised and are available online. You can search for plans and maps at on Public Record Office Victoria’s Buildings and Land Research page. If you are unable to locate maps from the Public Record Office Victoria’s website, please contact us for assistance.
  4. You can digitise and upload copies of paper maps that you have access to, provided you satisfy copyright requirements. If necessary, digitisation can be as simple as taking a picture of the map with a digital camera.

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Find and Link to Pictures

One Place, Many Stories links to pictures on the Internet, rather than making copies of them. When students add a picture to a story, they paste in the URL (web address) of the picture, and the site creates the link.

The picture needs to be published to the Internet on a site with a URL straight to the picture (in other words, you can see it by itself in a browser, with no page surrounding it). Some sites, such as flickr do not allow this for all pictures. This is often because the people who contributed those pictures did not license copying of the pictures.


Trove is an online database and search engine which helps to locate historical information on Australia and Australians. It is hosted by the National Library of Australia, in collaboration with many other major libraries and cultural institutions from across the country. Trove provides access to a large number of digitised images on a diverse range of historical subjects.

Public Record Office Victoria

Public Record Office Victoria has digitised photographs available on their website. There are over 21000 digitised images in the Public Transport Corporation Image Collection, showing historic photographs of places, people and events all over Victoria.  Other historic images from the 1956 Melbourne Olympics Photographic Collection are also available online.

Other places to find pictures

You can often source pictures from councils, local libraries, historical societies and other community groups. These images are often posted online. These organisations are often willing to help schools with sourcing materials such as historic photographs and documents for educational use.

Link to online pictures

Once a student has found an online image that they want to include in their story, they can:

  • Copy the URL for the image they want to link to their story.
  • Click on the blue ‘Select image’ button in their story to add a picture.
  • A dialogue box appears requesting a ‘URL’ (or the web address of the picture).
  • Paste the URL into the box.
  • Add an image title.
  • Click on the ‘Save this story’ button to save the changes.
  • The image can easily be removed and another by using the ‘Remove image’ button and repeating this process.

This creates a link to the website where the image is hosted. In other words, unlike maps and the text that students create, the site does not store a copy of the image.

This system works best if images that can be accessed directly (without a web page surrounding them) are used.

For more information on copyright in images linked to in this way, see the copyright information below.

Link to your own pictures

If you have taken your own pictures and want to put them in to a story, you can do this by uploading them to a website that allows you to copy the URL for the image file as described above. There are many online image sharing websites.

If you do not have an account with another website, you can upload the image to the Public Record Office Victoria Wiki.

  • Create an account on the Wiki by clicking on the ‘Log in/create account’ button at the very top of the page. You need to provide an email address and create a password.
  • In the left-hand menu below the search box there is a link to an ‘upload file’ page. Use this page to upload the image from your local computer. You may need to reduce the size of the copy of the image you upload, as there is a 2 megabyte limit.
  • Click on the image once it is uploaded so it appears by itself on your browser. The URL in the address bar can be pasted into One Place, Many Stories.

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Copyright and Privacy


The One Place, Many Stories is a blank slate on which maps, images and stories can be brought together. Uploading material to the site involves making copies and therefore copyright laws need to be respected.

There are three main kinds of content brought together on this site:

  • Maps, uploaded to the site;
  • Images linked to by the site and incorporated into students’ work; and
  • Text created by students or teachers.


In order to create overlays on the site, paper maps must be digitally copied and a copy uploaded. If you intend to copy and upload a map you need to obtain copyright clearance.

Public Record Office Victoria grants permission to upload and manipulate copies of maps from its collection.

Maps from other sources need to be cleared appropriately before they can be copied and/or uploaded.


The site does not retain or manage copies of images. Instead, the site ‘deep-links’ to image URLs in order to display images as parts of stories. This simplifies but does not eliminate the need to clear copyright for reproduction of images. More information on the implications of ‘framing’ images in this way for educational purposes can be found on the Commonwealth Government’s Smartcopying website.

One Place, Many Stories asks students to provide sources and citations for images they wish to attach to stories.

Copyright should be considered if student work including images is going to be reproduced or recreated outside the site.

Public Record Office Victoria grants permission to reproduce and manipulate images sourced from its website in student work. Other sources of images that are easily obtainable are listed on the Finding Images page.


Copyright in text and stories created by students and teachers using the site is retained by them and can be reproduced, subject to the considerations listed previously.


The One Place, Many Stories site is a public website. Projects are not behind a firewall and can be shared and seen by anyone in the community. The site does not require that students identify themselves or store any personal information. There are however some potential risks if students publish personal details as part of any stories that they create.

Teachers should discuss online safety with students and the importance of not including personal information which may identify them or where they live (eg. First and last name, address, phone number, personal email address etc.) whenever they are online. For further information, teachers should visit DEECD’s Learning On Line website.

Visit the One Place, Many Stories website

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