New Zealand Archivist Vol XII No 2 Winter/June 2001 ISSN 0114-7676 ABC of Archives: 'B' Is for Bears
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New Zealand Archivist Vol XII No 2 Winter/June 2001 ISSN 0114-7676 ABC of Archives: 'B' is for Bears Mary Monckton South Taranaki District Museum Volunteers met with Rosemary Collier, Consultant Archivist and President of the New Zealand Society of Archivists on 11 June for a 7-hour marathon training workshop, based on the Society's Edukit. Museum Curator Bridget Wellwood saw this as an excellent way to bring professional standards to the Archives located in the museum in Patea. But what do bears have to do with Archives? like. Rosemary gave out sample sheets of policies, Actually, teddy bears, stuffed toys, and toy cars forms, and lists of terms used. were used to give the group practice in arranging The ten people who attended felt the day was far a 'collection'. This proved a very graphic, fun way too short, but very valuable. We would recommend to make decisions based on Collection Development to other museums to make use of the Edukit from Policy, Weeding Policy, and Arrangement. the New Zealand Society of Archivists, and thank The day was full on, with many useful overhead Rosemary for the time and presentation, which was projection transparencies illustrating subjects such targeted at just the right level for us. Her reward, as who makes records, what archives look like in she said on leaving, was to have the beautiful view practice, and what the ideal arrangement could look of Mt. Taranaki appear at twilight as she left the museum. Rosemary's class action: how bears are arranged and described From left: Rosemary Collier, Bridget Wellwood (at rear), Livingston Baker, Kitty Parsons, Joan Thorstensen, Ena Baker The Role of Records in the Democratic State, and the Gisborne Cancer Inquiry Rosemary Collier In his report on the Inquiry into the disaster at Cave Creek, it was stated by Judge Noble to be in large part a records f'nure, because no-one had consulted the records of what was done previously, when the area was under the control of the Forest Service. Restructuring and changed ideology have cost lives. And heads have rolled: the former Minister of Conservation, and the last two Prime Ministers, who appear to have failed to persuade the voting public that restructuring was progress. But accountability does not reside only in individual Ministry staff did not know of that system, and people. It resides also in creating and using accurate, thus did not use it fully, or at all; with limited cross- complete and unbiased records. referencing from current records and a high staff Now it is the Ministry of Health which seems to turnover, soon there were few left who even knew have denied the value of the documentation of its about the files sent to Archives. recent past. In the Television One programme Face the Surely some files would have contained, and Nation on 12 April 2001, the Ministry avoided the issue probably evaluated, Professor Skegg's warnings, of why it did not have regard to an article written by and those of others concerned about the programme Professor David Skegg in 1989 concerning cervical which emerged from the Cartwright enquiry, the screening. In the article, Professor Skegg, of Otago implementation of which was the Ministry's (and the Medical School, warned of unfortunate consequences former Department's) responsibility. if certain things did not happen, such as setting up a The Westminster model of democracy depends on central cervical screening register. continuity of government despite political change. If It is well known in records and research circles, public servants refuse to be aware of precedent and that upon formation of the Ministry out of the old history, or to take responsibility for the past actions Department of Health, virtually all of the Department's of their departments (or the predecessors of those records were transferred to National Archives (now departments), then we are doomed to endless costly Archives New Zealand). A few officials who did want restructuring and endless repetitions of history, with to use previous records, knowing that the world did all its mistakes, absurdities and tragedies. not begin on the day of the Ministry's formation, were My thanks to Warwick Brunton, former Ministry senior frustrated by their, and their support staff's, inability staff member, for his help with this short article. Readers to have quick access to files. While access at National interested in the subject are referred to his chapter entitled Archives was pretty good, the files were far too recent "The Place of History in Health Policy-Making: A View to have ever been sent to Archives. The real problem from the Inside", in: Linda Bryderand Derek A. Dow (eds.), was the discontinuity of approx. 80 years of historical New Countries and Old Medicine, Auckland, 1995. memory, as represented by the filing system. Most New System for Accessing Records Michael Mead Land Information New Zealand (LINZ) is a government department that looks after millions of land records for the Crown including: property titles, related transactions, survey plans, Croum grants, deeds records and indexes and maps. LINZ and its predecessors have stored and managed records for more than 150 years. The records are of great interest to land professionals such as lawyers and surveyors and also to genealogists, Maori and the general public. From paper to electronic records paper records were produced each year, filling entire floors of large buildings. The need to save space, the Until 2000 these records were paper-based and advent of new technology and the associated economic stored in LINZ's 12 offices across the country (five benefits, led to Landonline, LINZ's digital title, related regional offices and seven branch offices). Millions of transactions and survey plan system. Landonline will convert seven million high use records - property titles Original records and survey plans - to electronic format. The system Sometimes land professionals and other groups is open to registered users who pay a subscription. need to see the original of a land record. If you want Landonline will gradually roll out across New Zealand to view an original, unconverted paper record, use with a projected completion date of 2002. the appropriate access method. Please note that the original record will not be sent to you, unless you What we're doing now are an accredited supplier. Accredited suppliers have The introduction of Landonline will mean the way special arrangements with LINZ in order to serve the LINZ staff and customers access records will change. Crown's land transaction requirements. Anyone else Two other factors will also change the way access to must view all original, unconverted paper records at land information is provided: the LINZ home office. • LINZ branch offices in Invercargill, Nelson, This option is not available for originals of Blenheim, Hokitika, Napier, Gisborne and New records converted under Landonline. You must access Plymouth will close, beginning with Invercargill. converted records through Landonline. Exceptions • LINZ's paper records which are not being converted may be made if the details on a converted record are and which are currently held at branch and regional not viewable, due to the quality of the original. You offices, will be stored and managed differently. can order an original record using current services but High-use paper records from branch and regional you must view it at the LINZ home office. offices required for LINZ business processes, such as deeds records and Crown grants will Delivery be available, stored at the appropriate regional All remote requests for copies of records, i.e. office. To enhance preservation standards and save requests other than over-the-counter requests at space, low-use paper records such as discharged regional offices, will be responded to by post or fax. mortgages, abstracts, and converted records from Original paper records must be viewed at the LINZ branch and regional offices are being moved off home office. site to Recall, a national records management Note that once a request has been received company. under the new system (with all relevant information included) and payment made, LINZ will make the How this affects users required information ready for delivery within 36 You will still be able to get the information you hours. need, irrespective of where a record is held or whether it is converted or not. LINZ fees for land information will remain the same. What is changing is the way Information you need for a record request information is provided. When Landonline is rolled As with the old system, you will still have to know out in your area, you will be able to access copies what you're looking for and provide LINZ with key of local records and copies of records from other pieces of information including: areas where Landonline has been rolled out, using the • the land district your search relates to following new services access methods: • the appropriate record reference number, for • through the LINZ Internet site example, a title reference such as CT 15B/1437. • by a fax to the appropriate LINZ regional office • by an email to the appropriate LINZ regional Other resources office LINZ's website: http://www.linz.govt.nz has useful • through a Landonline registered user who offers a information to help you find the record you want. public search service. LINZ print brochures (available from LINZ regional You can order an original record using the new offices): services, but you must view it in the LINZ 'home' Searching a title in a region where Landonline has been office, i.e. the regional office where the records are rolled out held. Searching a title in a region where Landonline is not yet available Current services access methods A guide to land title registration under Landonline All customers can still get a copy of the land record A guide to land title registration in a region where they want by: Landonline is not yet available • visiting a LINZ regional office and ordering a record over the counter; payment is made with If you have any questions about the new system you your order can ring 0800 ONLINE (0800 665 463).