New Zealand Archivist Vol XV No 2 Winter/June 2004 ISS 0114-7676 New Zealand Conservators help to salvage Niue Archives

Tharron Bloomfield

In February two conservators from the National Library of New Zealand's National Preservation Office visited Niue to give advice and assistance in salvaging cyclone-damaged heritage collections. Jocelyn Cuming and Tharron Bloomfield were in Niue at the request of the Niue Government, who recognised the salvage of historic material as an important issue following the natural disaster.

The island nation of Niue, north­ The majority of the national east of Tonga in the Pacific Ocean, archives had been moved from is self-governing with a free the damaged building to a association with New Zealand. On temporary storage area before January 6th 2004 Cyclone Heta - Jocelyn and Tharron arrived in described as the worst cyclone in Niue. Many of the paper-based living memory - hit Niue. The archives were still wet, and winds of up to 300km an hour and drying them was a priority. the lashing waves caused extensive Several techniques were used to damage and killed two people. dry the archives including The hospital was destroyed, as erecting temporary lines and were many other residential, hanging the archives in the sun commercial and government to dry. The conservators had buildings in the main village of taken conservation equipment Alofi. Power and phone lines were with them and taught staff cut, roads were closed and crops (including archivist Joan Talagi) either badly damaged or and volunteers, how to dry, clean completely destroyed. and rehouse archives. The damage to heritage A room in the Community collections was significant. The Niue Archivist Joan Talagi cleaning cyclone- Affairs Department was assigned Huanaki Cultural Centre, where damaged archives as a temporary storage area for the national collection of artefacts the archives. The Community was housed, was completely Affairs building was ordinarily destroyed. Cultural Centre Curator Robin Hekau an office building, but in the wake of the cyclone, in estimated approximately 95% of the collection was addition to being a temporary repository for archives, destroyed or washed away to sea. The National Library it was also serving as a headquarters for aid relief and Archives building was badly damaged, with the arriving on the island. Although the temporary room front wall facing the sea completely tom away. It was for the archives was small, it was sufficient to act as with the national archives that Jocelyn and Tharron temporary storage. worked the most. The fact that the buildings on Niue are built with Jocelyn and Tharron were in Niue for seven days concrete blocks and are well-ventilated is one of the with support from NZAID (Ministry of Foreign Affairs contributing reasons for there being little evidence of and Trade), Archives New Zealand and the National mould on the archives. Almost all buildings on Niue Library of New Zealand. The brief as set out by NZAID have louvre windows, which allow fresh air to circulate. was "To undertake an assessment of all archival In addition, electric fans are used a great deal. This is material, artefacts and government records on Niue, an example of why new building designs for archives report on their condition and a system for their future should take into consideration the importance of preservation and conservation". Before these tasks passive environmental control. could be addressed it was necessary to complete the Tharron and Jocelyn designed a new temporary salvage of the national archives. storage space for the archives. This involved great Despite some media reports to the contrary, the resourcefulness. Archive boxes were at a premium, so archives in Niue were for the most part salvageable. in addition to those donated by Archives New Zealand and the New Zealand High Commission, the conservators adapted soft-drink boxes. Discarded pallets from the local grocery store were used to keep archives off the floor, and a volunteer builder from Auckland was engaged to build shelving and cut holes in the walls to allow air circulation through the building. The majority of the archives were government records such as Housing Authority files, Applications for New Zealand Passports, and Adoption papers. There were also a large number of reports written on Niue. In addition to the salvage work at the National Archives Tharron and Jocelyn visited archives at the Fale Fono (Parliament Building) and Department of Justice. Tharron and Jocelyn had extensive meetings with Niue government officials, all of whom had a very keen interest in the future of Niue's archives. In all of these discussions the conservators stressed the need for trained archivists to be sent to Niue to give advice and assistance. Even though Daphne Pihigia from the Niue National the majority of archives were stored adequately when the Archives with archives boxes conservators left they were not, for the most part, fully arranged and described. The Niuean Premier, Hon. Young Vivian, in describing the damage caused to his country by Cyclone Heta, said that while Niue took a severe blow from the cyclone which would take many years to recover from, the necessary rebuilding gave an opportunity for the people to take stock of where Niue is as a nation. They could then rebuild in a manner that equips them to face the challenges of the twenty-first century. This attitude should also be applied to the re­ establishment of institutions to preserve cultural heritage on Niue. Many of the government officials supported the idea of a combined national museum, archives and library being built to replace the two damaged institutions. This idea seems a practical one, and is in line with what is happening both in New Zealand and internationally. For other articles and photographs see Society News, the Newsletter of the National Library Society, April 2004; Off the Tharron Bloomfield from the National Record, Magazine of The Friends of the Turnbull Library, no.ll Preservation Office hangs files in the sun to dry [May] 2004, and Library Life, LIANZA, 288, April 2004. Disaster Help Day: dealing with damage to documents in the Central North Island Floods

Tharron Bloomfield In response to the severe storms that hit the central brought with them could be salvaged, and that people North Island in February, the National Preservation were often surprised how much could be done. A Office held a "Disaster Help Day" in association with variety of water-damaged articles were examined on Te Manawa (formerly the Science Centre and the day, including family Bibles, letters and diaries, Manawatu Museum) in Palmerston North. wedding videos, water-colours and oil paintings, and Three conservators were in attendance: Jocelyn ceramics. Cuming and Tharron Bloomfield from the National Several of the libraries and museums in the area also Preservation Office and Detlef Klein, Objects provided assistance to those affected by flooding, in Conservator from Te Manawa. The event was widely particular the Whanganui Regional Museum. advertised, and well-attended by people from the Manawatu-Wanganui region. For further information on the National Preservation The idea behind the day was to look at people's Office's assistance following the floods, see Off the Record, flood-damaged items and demonstrate simple the Magazine of The Friends of the Turnbull Library, no.ll procedures that could be used to salvage them. The [May] 2004. conservators found that most of the material people Disaster on Yap

Cheryl Stanborough

Good Friday 2004 is a day that shall live long in the memory of those living on the small island of Yap. It was the day that Super-Typhoon Sudal attempted to tear both the island, its surrounding reefs and the infrastructure of the island apart.

One of Sudal's victims was Yap State Archives, which seawater and left in filing cabinets for over two weeks. is located directly behind the dock area at sea level. We have also learnt some valuable lessons on drying After the storm I found fully loaded containers just off school textbooks and just how forgiving paper can be. a ship, against the fence outside the Archives door. Six weeks after the typhoon we are still getting in wet Pressure vessels, many full of oxyacetylene, were material and still successfully drying it. My trainees, scattered all around and beneath the containers. employed just two weeks prior to the typhoon, have Fortunately, the bulk diesel and propane tanks, both had very hands-on introduction to disaster within 30 metres of the Archives, were still in place, management! undisturbed by the containers. But still,...a disaster waiting to happen! The wind took the waterproof covering as well as most of the insulating Batts from the roof. Storm surge invaded the building, leaving mud and seawater in its ottftruatton Supplies. wake. Fortunately, the building is on two levels, with the repository in the higher section. That 15-20cm ? Archival & Conservation Materials additional height made all the difference, although sea­ Contact: Jim or Margaret Morrison water still entered the archives area. Phone: (09) 425 7380 • Fax: (09) 425 7385 | Because the majority of the collection was stacked |p Box 646, 81 Great North Road, Warkwortl on the floor due to a budgetary problem the bases of h - Email: [email protected] M many boxes were wet and the weight of the boxes above j Website: www.conservationsupplies.co.nzji f e a s : AC were beginning to crush those beneath, causing the higher boxes to topple onto the wet floor. Once the seawater and mud were removed, the dry boxes were moved to a dry area. Then the wet boxes were opened Archival Quality • Acid Free Adhesives • and any wet material dried. The collection is Board • Card • Paper • Boxes • Envelopes temporarily stored in Yap Fligh School Library - one of the few buildings to survive intact at the school. Folders • Polyester Film • Enclosures • It's interesting ...disaster management is generally Photographic Storage • Tapes • Tissue • about calling in the experts, and locating the nearest Resin • Cleaning Materials and more... large freezer. I must have missed the lesson on what to do when there is no power, or water, or telephones for a week, but I have learned just how effective clothes line, pegs, a good breeze and absorbent paper can be. 09 425 7380 We have successfully dried records from other offices PO BOX 646 • WARKWORTH including files that were completely immersed in Hamilton City Archives

Darryl Pike

After a long gestation period, the archives programme for the Hamilton City Council is under way.

In 1995 the then mayor, Margaret Evans, and University of Waikato Vice-Chancellor Bryan Gould met to sponsor the formation of the Hamilton Archives Working Party (HAWP). This group comprised a range of stakeholders including Hamilton City Council Archives participated in the 2002 genealogists, librarians, Christmas Parade, to raise the profile of the Archives. The historians, a curator and float bore the caption “Santa’s looking after his archives. researchers. HAWP lobbied the Hamilton City Council Are you looking after yours?” through submissions to the annual plan, to develop a facility to house Council and community archives, and the gradual amalgamation of land into the city to appoint an archivist to manage them. Lottery Grants boundaries from neighbouring local authorities. Board funding and two key reports in 1997 and 2000 I have also been involved with staff from across by archives consultant Rosemary Collier, were Council, and in particular from the Information instrumental in convincing the Hamilton City Council Management Unit, to develop new policies and to develop an archives programme. procedures to assist with records management and the The Hamilton City Council built a new implementation of a new work-flow database called administration building in the Civic Square adjacent "Authority". I have researched and developed an to Garden Place in the mid-1980s. By the late 1990s this archives policy, which was sponsored by the building was at capacity for both staff and records, so Community Services General Manager and approved space was not available for in-house Archives. The by the Management Executive in March 2003. basement storage area used for semi-current records As the projected archives storage facility was not a was unsuitable for conversion to an archives storage new building, developments within the library were facility and would not have been a visible access point necessary to create a facility to store safely, process and for researchers. A solution was found nearby within access the archives. An annex, which was formerly the Reference Services section of Hamilton City used as a library stack-room and miscellaneous storage Libraries. room, was converted for use as an archives storage Reference Services and the New Zealand Room in room. The room was sealed, painted, insulated, and a the earlier Hamilton Public Library building had been stand-alone air-conditioning unit added, to allow for collecting community archives and manuscripts since continuous treatment of the air and maintenance of 1980. The community archives collection comprised stable humidity levels. Mobile shelving was installed over 200 linear metres of archives and 400 discrete to maximise the storage capacity. collections ranging from organisational archives, In May 2004, the development of an archives reading scrapbooks, diaries and correspondence from room, work-room and office will be completed, to individuals, families, researchers and community complete the public face of the archives. This will groups. This collection provided the impetus to enhance both access to them, and visibility of the develop further archival holdings, and the library could archives within the library. The room will have a dual- readily provide an access point through the Reference purpose role: to act as a reading room for archives, and Services Information Desk. Reference materials would also for heritage materials from the Reference Services also augment the research needs of archives users. collection. Since my appointment in early 2002, I have been In April 2004, a part-time archives assistant was facing the challenge of developing an archives appointed to help tackle the backlog in processing. programme to manage Council non-current records Duties include compiling inventories and developing better. A records survey was conducted in early 2002 finding aids. Medium-term plans for the archives to gain insight into the holdings of records in the include the development of an enhanced database for Council basement. The poorly organised state of the community archives, development and approval of a basement storage rooms will be familiar to many community archives policy to formalise the status of archivists. Despite this neglect, the administrative the community archives collection, further community history of the Hamilton City Council is relatively outreach, and active collection of records from the straightforward, with a pattern of steady growth and Council. Relationships in Records (7): Are Relationships Ever Actual?

Chris Hurley records are documentary materials whose connections unintended or unselfconscious relationship with with a particular event or circumstance can be documentary materials may also be established established; they may be the intended or unintended evidence of an event or circumstance may be supplied result of any human activity involving documentary by records, or by other means; an evidential record may materials be the result of a deliberate recordkeeping process but deliberate records are records whose evidential it does not have to be - it may acquire recordkeeping character is supported by or results from internal metadata or have established relationships with evidence or from a recordkeeping process recordkeeping entities in unintended and unselfconscious ways accidental records are records whose evidential character results from connections with events or 7.1 Can records exist without recordkeeping being circumstances occurring without any deliberate action the intended result? Yes, they can. A connection or intent, established by testimony or internal evidence , between documentary material and an event or connections between records and events or circumstance can subsist without deliberate action to circumstances may be established by internal evidence ensure it. Evidence is admissible even if it does not inscribed on the face of the record, by testimony, and come from a formal recordkeeping system deliberately by documentation; documentation may or may not be documenting recordkeeping metadata and contemporaneous with the event or circumstance with recordkeeping entities. Accidental records have which a connection is established evidential value without purposeful intent. By the documentation is the process whereby records of same reasoning, it must also be possible to have an events or circumstances are made and kept; an event "accidental archives". or circumstance is documented when a record survives, 7.2 We can observe the truth of this in any court. whether or not this is the result of deliberate action; Documents are admitted as evidence if they are proven. the probative value of a record is circumstantial and a This involves testing their reliability and authenticity. matter of degree, and may vary depending on whether The tests are similar to those which provide the or not documentation is contemporaneous functional specifications for recordkeeping systems, but recordkeeping is a documentation method designed it is possible for them to be satisfied in other ways - as to ensure that the connections (relationships) between our courts do every day. Courts do not only admit documentary materials and a particular event or deliberate records. Without wishing to make a semantic circumstance are themselves documented; it is a argument, I would say that the documents courts admit deliberate process intended to ensure that records are are all records, but a mix of deliberate and accidental made and kept ones. What we recordkeepers call records are only the deliberate part of that larger species. Although making m etadata comprises attributes of documentary and keeping may be unselfconscious, the specifications materials; metadata which assists in establishing are the same as for deliberate records, but they are connections with events or circumstances, regardless satisfied differently. The difference is that intent - the of whether or not its use for this purpose is deliberate, invocation of deliberate action - manifests itself in a is recordkeeping metadata recordkeeping system in specific ways. Absence of recordkeeping (evidential) metadata comprises system does not mean absence of records or mean that attributes of a record which establish connections with they are necessarily of a different kind of intent1. a particular event or circumstance; when deliberately 7.3 This is no different really from saying that people employed for this purpose, it is a tool that supports can get well without becoming patients and that the recordkeeping. It is not the nature of the metadata innocent may sometimes get off without the help of attribute but its use (deliberate or otherwise) which lawyers. In such cases, healing takes place without distinguishes recordkeeping metadata from other kinds medicine and vindication is achieved without of metadata advocacy. Similarly, evidence can exist without recordkeeping (evidential) entities are documentable recordkeeping. Documentary memorials can exist objects that are (or may be) used to supply or validate without archivists. Metadata concerning (verify) the content or value of recordkeeping metadata. recordkeeping may be knowable even if a memory of The process of supply or validation may be it is preserved as a result of no deliberate act of accomplished via relationships in records; their use in recordkeeping. Recordkeeping is sufficient for a recordkeeping process is deliberate, but an evidence but not necessary. Figure Eleven : Axes of Frank Upward's Continuum

Recordkeeping Identity Transaction Evidence Document Actor Act Trace Record Agent Action Evidence Archive Agency Activity Organisational* memory Archives Organisation Function Collective memory * or Individual

7.4 This, unless I misapprehend him, is the point (or metadata on testimony alone. This demonstrates the a point) of the separation Frank Upward makes in his point clearly enough. In the absence of requisite continuum model between "Recordkeeping" and documented metadata, greater reliance must be had "Evidence"2. We don't do evidence as such; we do on testimony and inference. recordkeeping. You can have evidence without 7.7 Are any metadata elements unique to the recordkeeping3. Deliberate recordkeeping acts are not recordkeeping process? Are there any attributes co-extensive with evidence. This separation is needed for a recordkeeping purpose and no other? I particularly relevant to the notion of parallel think probably not. Ultimately, the reason for this is provenance4. that ours is the taxonomy of contingency, not of logic5. An illuminating example of this is the attitude of some 7.8 When we explore the intricacies of Australian Aborigines to the records of the Aboriginal recordkeeping, we are exploring the deliberate intent Protectorates. These records document, inter alia, the of the recordkeeper to capture, manage and preserve forcible removal of Aboriginal children to assimilate evidence, from the point of view of the creator of the them into white society (the "Stolen Generation"). They system, usually the creator of the records. This is what are the records of the government agency whose task we have been taught to do. But if contextual knowledge this was, but they are also evidence of the Aboriginal means more than that metadata which is inscribed on experience; to some Aborigines, they are "our" family the record by the creator, we may have to consider the histories. They are "our" records, even though status of metadata embodying contextual knowledge Aborigines had no part in their creation, as that would from other points of view. A's deliberate records may be understood within traditional notions of be the accidental records of B. provenance. 7.9 The same materials may have evidential value 7.5 The knowledge embodied in recordkeeping independent of the creator's intent, or at least not co­ metadata exists in human memory without being extensive with it. The intervention of the traditional documented. The evidential value of the content archivist documents metadata essential to the support depends upon being able to recall and verify the of evidential meaning not hitherto captured, but knowledge. Documenting it is just one way of doing usually this is only from a single point of view: by that - prudent and possibly desirable, but not essential. capturing (or, more correctly, recapturing) contextual Archival finding aids are like that. They document knowledge pertaining to one view of creation. Even knowledge about a deposit of records in order to the multi-provenance approach of the Australian preserve the contextual knowledge about them ("Series") System'’, does not break this paradigm. It possessed by their creators (and former custodians), only documents more than one provenance through which would be in danger of being lost if not written time; it does not establish co-terminous and alternative down at the time of transfer. The records themselves views of context simultaneously. had evidential value before they were transferred. The 7.10 Yet relationships in records are not confined to "new" metadata is not really new; it is just being those comprehended only by the creator, i.e. the documented for the first time. Archivists are not recordkeeper's view of the creator. The National creating this knowledge; it exists before it is written Library of Australia brought together letters written down in a finding aid. It existed in people's heads by Alfred Deakin and called them the "Deakin Papers". (living finding aids) - the heads of people who didn't When I was still bewitched by originality, I thought have to write it down because everyone knew it this a very bad thing. If it involves obliterating original anyway, who needed to know it. It is when the records order7, I still think so. But I now find my inherent are transferred elsewhere, into a place where the objections to the practice (based on giving the knowledge would be lost if we didn't put it in a finding documents a context they did not "actually" have) as aid, that we intervene and participate in records distinct from my technical objections (interfering with creation by documenting contextual metadata. the order they had in the several archives from which 7.6 In cyberspace, the physical boundaries within they were extracted) do not hold. Inherently, the which undocumented contextual (and structural) Library was implementing what I would now call knowledge does not have to be written down no longer parallel provenance, i.e. recognising that the body of operate. It makes sense, therefore, to cocoon e-records Deakin's outwards correspondence is just as valid a into the kind of contextual metadata that, in the paper view of the materials as the ones that would have been world, was usually needed only after the transfer of preserved if they had remained amongst the papers of records to an archival repository. Courts are admitting their recipients. Technical objections to rearrangement electronic evidence that lacks adequate contextual of physical materials, especially if that obliterates the original order of physical materials, still hold, but the 7.15 The challenge for archivists is to knit parallel imposition of a parallel view in addition to that views of provenance into a referenced conception represented by original order can be distinguished. encompassing contextual knowledge based on more 7.11 An archive of Deakin's outwards letters (his than one datum - a conception broader than that of letter-book, for example) is a perfectly valid the creator of the records. The essence of being an recordkeeping entity. Critics will point out that, while archivist is not that we undertake this task after the this may be so, I am overlooking the fact that this is not creator creates, but that it is done in addition to what Deakin's letter-book and that that fact makes all the the creator does. Indeed, I would go (and have gone) difference. Quite so, it is a difference, in fact, that needs so far as to say that the work of the archivist is actually to be documented by carefully crafting alternative part of the creation of the record, and that it could be relationships in records. A view of Deakin's outwards done simultaneously8. correspondence created by Deakin himself is different 7.16 Giving broader context9 to a limited view from a view of Deakin's outwards correspondence already inscribed on or with the records that we receive created individually by his several correspondents. No- is the traditional work of archivists. Nothing I say here one is suggesting otherwise. That is why it is wrong to should be taken as devaluing that work. It would be separate physical letters from their original context, dangerous for amateurs to take these insights as without at least documenting where they came from. grounds for abandoning or lessening the emphasis on It is quite another matter to say that because such traditional respect for originality, order, and materials belong originally in the archives of others, provenance. Nothing said here is intended to demean they cannot be viewed as Deakin's outwards or undermine traditional approaches. On the contrary, correspondence at all. They can exist in both contexts what I am suggesting is that memory can be broadened and both can be documented. and enriched by using the traditional approaches of 7.12 Nothing prevents us from documenting recordkeepers to document parallel views of the relationships from points of view alternative to that of meaning of records - views otherwise embodied only the creator - not at the expense of those from the in the accidental survivals of informal contextual creator's point of view, but in addition to them. This is knowledge. the essence of parallel provenance. In these articles, I 7.17 This is what I call GEMMS10 . It is a perspective feel I have made some progress in articulating different encompassing different views of the same context and kinds of relationships in records. Thus far, this has structure into a single, comprehensive, and broader mostly been within the traditional paradigm limiting view. It is not about making up different alternative such relationships to those seen from the point of view views of the same records, but of recognising that other of the creator. Acceptance of the notion of parallel views of the materials we handle are possible (and true) provenance opens a door into a new world of and seeking to use our traditional tools to document relationships hitherto not dealt with in the traditional them. Parallel provenance exists with or without way, viz. relationships divined from other points of GEMMS, but it remains undocumented by us. To view. implement GEMMS, we will need to reconceptualise 7.13 Just behind Circular Quay in Sydney Harbour what we mean by relationships in records and develop there is a pocket-handkerchief-size park. It is called a new set of implementation rules, but our most Macquarie Place Park. Off to one side is an obelisk pressing need will be for an obelisk. The relevance of made of golden Sydney sandstone. I sometimes visit this to the cultural mission of archivists should be it with great joy. Someone cares enough about it to apparent. At a more granular level its relevance to keep the lettering freshly painted (or did until recently). electronic recordkeeping in shared workspace is just The inscription reads: as important. This Obelisk was erected in Macquarie Place 7.18 Nothing is more surprising than the challenge I A.D. 1818. to Record that all the Public Roads receive to some of these ideas from Australian Leading to the Interior of the Colony are colleagues. The archives of Australian colonial Measured from it. development reek with parallel provenance and L. Macquarie Esq Governor opportunities to implement GEMMS - something I This is what architects, engineers, and surveyors call a suggested (to no avail) to the now defunct Australian datum - a point from which geospatial relationships Council of Archives as long ago as 1986, when I was can be given meaning relative to each other. head of the Public Record Office of Victoria. 7.14 Bourke is a specified distance from Walgett. This 7.19 The experience of the State of Victoria is typical. can be evidenced without documentation relative to It began as “District" of the Colony of New South Wales the obelisk in Macquarie Place Park. The position of in 183611. From 1838 until separation from New South the two towns relative to each other can also be Wales in 1851, it was an integral part of the Colony of measured. The verification of these distances and NSW. After that it was a separate Colony in its own distances to the rest of New South Wales (and hence right, until 1901 when it entered a new relationship with the world) relies, however, on this knowledge being NSW (and the other Australian Colonies) by becoming referenced back to the datum in Sydney. Beyond that a State within the Commonwealth of Australia. lies another datum and yet another and, ultimately, the 7.20 How are we to view the official records of the point of view represented by the Global Positioning administration of Port Phillip District from 1838 to System. 1851? Some of them are in Sydney (in the State Records Office of NSW) while others are in Melbourne (at the of view. The GEMMS datum would be different to Public Record Office of Victoria). On some matters, those of both Victoria and New South Wales, and would the Superintendent of Port Phillip was closely need to point only to already documented entities and supervised from Sydney, on others he had broad establish relationships between them. The relevance independence of action. In yet a third type of area of of this approach to the functions of a government responsibility, the Superintendent had no jurisdiction Archives authority in a post-custodial age, which is over some departments, which reported directly to trying to document and manage the recordkeeping Sydney. The courts were part of the NSW court system, hordes of otherwise disconnected agencies, is obvious. but lower jurisdictions operated without reference to 7.25 What I proposed in 1986 (taking up Peter Scott's Sydney and their records stayed in Melbourne. original suggestion) was establishing a fractured kind 7.21 The technical answer to this question is not of GEMMS. It would have meant contributing to a difficult. It could, in fact, be handled within Peter common contextual view of all the government Scott's rules for dealing with multiple provenances, activities of Australia back to 1788. This would have given a modicum of co-operative action amongst the been a context that did not correspond to any of our government Archives authorities of Australia. The separate ownership interests. Within it, we could have records, regardless of their ultimate location, were NSW severally documented what we had to document, and records until 1851 and Victorian records thereafter. The the resulting whole would have been a complete picture picture is complicated by what happened after of otherwise fragmented views. federation in 1901. The Commonwealth inherited 7.26 Thus parallel provenance ceases to be that, when certain functions from the Colonies (e.g. immigration, operated on by GEMMS12. What appeared to be the defence, customs). As a result, some pre-federation legitimate point of view of the Government of Victoria records now reside in the National Archives in turned out to be a parallel view of the larger picture. Canberra and elsewhere. Included in these are the This would have ceased to be an isolated view if the naturalisation records of Victoria. Some of these proposal to implement GEMMS had been taken up, and inherited records pre-date separation from the parent Victoria (like the other government archives colony (NSW). Thus, some records began as NSW programmes) had submerged itself into a larger records, were inherited when the child Colony comprehensive contextual view. Similarly, other separated, and were then inherited by the parallel provenance will, without breaking up and Commonwealth after federation. disappearing, be enlarged and enriched, upon closer 7.22 As long as I was associated with government examination under a GEMMS spotlight. When archives archives programmes, such records as these were programmes give up (or are forced to give up) their documented by each custodian from the datum each partial views of the data they manage and submit to a established as the point of view from which they more inclusive (and accurate) documentation of described records they actually held. This was contextual frameworks that they are singly incapable essentially without reference to the datum established of dealing with, perhaps it can also include the by other government Archives. One way of dealing Aboriginal view of the Protectorate records. with this would be for them to co-operatively create a 1 Thus, not to split hairs too finely, an accidental record also single context that we could all use. This was an early manifests intent; just a different kind of intent from deliberate idea of Peter Scott's. What government Archives do in records. an unco-ordinated way is thus a fractured kind of 2 Frank Upward, "Structuring the Records Continuum Part One: Post-Custodial principles and properties", Archives and parallel provenance, but one which could be handled Manuscripts Vol.24, No.2 (November 1996), pp. 268-285. through co-operative implementation of the rules of 3 Let us hope there are not too many instances of recordkeeping multiple provenance. without evidence! 4 For another insight into the notion of parallel provenance (as yet 7.23 Another way, which would not even require the only partially developed and inadequately documented) see involvement or co-operation of the various government Michael Piggott and Sue McKemmish, "Recordkeeping, Archives, would be for someone else to establish Reconciliation and Political Reality", Australian Society of Archivists Annual Conference (Sydney, August 2002), p. 13. relationships between the documented entities 5 See Part 3, New Zealand Archivist Vol.XIII, No.3 (Spring/September produced by each government Archives in Australia, 2002), pp. 7-10. using GEMMS rules. Each would then, consciously or 6 See Chris Hurley, "The Australian ("Series") System: an Exposition" in Sue McKemmish and Michael Piggott (eds.) The otherwise and independently of each other, be Records Continuum - Ian Maclean and Australian Archives First Fifty contributing to the documentation of the entire context Years (Melbourne, Ancora Press in association with Australian they all share. The GEMMS system would use their Archives, 1994), pp. 150-172. 7 I don't know one way or the other whether it did in the Deakin data (or as much of it as was needed) but not in the case. same way they make use of it. From the GEMMS point 8 Chris Hurley, "The Making and Keeping of Records: (1) What are of view, new relationships would be needed to Finding Aids for?", Archives and Manuscripts Vol. 26, No. 1 (May 1998), pp. 58-77 and "The Making and Keeping of Records: (2) document their entities as part of a larger whole. The Tyranny of Listing", Archives and Manuscripts Vol. 28, No. 1 7.24 Thus, the Port Phillip District, viewed in Victoria (May 2000), pp. 8-23. as an enterprise from 1838 to 1851 and in New South 9 So as to preserve undocumented context and structure. 10 General-purpose Extensible Metadata Management Schema Wales as a sub-enterprise, could continue to be (GEMMS). described in those ways in each system, provided 11 Actually, it began as a Police Magistracy and became a District GEMMS established a "same as" relationship between (under a Superintendent) in 1838. 12 Always acknowledging that one man's GEMMS is another man's the two documented entities, from the GEMMS point fractured parallel provenance. Conference Notices and Publications Received

Rosemary Collier

In May we received copies of the programme for the 2003 of archives and records education stakeholders, 2004 International Congress on Archives, to be held among them being a representative from The Open in Vienna, Austria, 23-28 August. There will be 160 Polytechnic of New Zealand. sessions, featuring some 500 presenters. Simultaneous A description of Archives institutions in South translation will be available for many sessions, in Australia records that Adelaide City Council is the English, German, French, Spanish and Russian. The oldest municipality in Australia (1840), and declares theme is "Archives, Memory and Knowledge", and a that that city is "really the spiritual birthplace of public huge variety of topics will be addressed, including archives in Australia", since the first government electronic records (surprise!), archival ethics, preserving archives was established there in 1919. It opened to migrants' cultural heritage, ICA descriptive standards the public in 1920, with the nation's first officially and encoded archival description and context, building appointed government archivist. Although it was for preservation, archival legislation, education aspects really only an historical manuscripts branch of the of the transition of political systems (topical for Eastern Public Library of South Australia, the state did have Europe), and much more. the nation's first archives legislation, in 1925. However, the deadline for registrations was 31 May The December 2003 ASA Bulletin carries an account 2004. of the October 2003 meeting of the International Round Notice has been received of the Annual Conference Table on Archives (CITRA), held in Cape Town, South of the Australian Society of Archivists, to be held in Africa. The meeting was opened by Archbishop Canberra, 15-18 September 2004, entitled "Challenges Emeritus Desmond Tutu. In talking about apartheid in the Field". The conference plans to "discuss and he said: "All of this and more is now part of our national question the context in which archivists and archives. It is part of our history. No one can say they recordkeepers operate, by taking a good look at the never knew. ...The records are crucial to hold us world around us. The exciting Conference Program accountable. They are indispensable as deterrents will challenge the idea that we know best about against a repetition of this ghastliness and they are a accountability, that we know the best way to document powerful incentive for us to say: 'Never again.' They Australian society and that we know best about are a potent bulwark against human rights violations." accessibility." For more information visit the web-site One of the resolutions of the meeting was to ensure http: / / www.archivists.org.au / whatsnew.html that archives which document crimes, in particular those of security and police services, tribunals and The ASA Bulletin issue for June-August 2003 commissions and all organisations, both government mentions in an ASA meeting report that a third edition and non-government, which protect human rights are of that basic text, Keeping Archives, is planned. It also kept. Further, it recommended making the existence reports on new Central-Adelaide accommodation for of such archives known, and developing guides for State Records South Australia, incorporating public their use and publicising them. access, exhibitions, training facilities and staff Elsewhere in the issue is the text of a citation read at accommodation. The new facilities are reported to the award of a fellowship of the ASA to Frank Strahan, provide a more secure environment for preservation long-serving and pioneering business archivist at the and improve accessibility for public and government University of Melbourne. His 'begging, cajoling, agencies, as well as providing operational efficiencies. borrowing but not actually stealing swept the unloved, The October 2003 issue of the ASA Bulletin records unwanted and unappreciated into his care.' the establishment of a new award for people In February 2004's edition of the ASA Bulletin there conducting research of benefit to the archival profession is a report on a meeting of the International Council on in Australia. It is known as the Ian Maclean Award, to Archives Committee on Descriptive Standards (ICA/ commemorate the distinguished career of Australia's CDS) which was held in Canberra in October 2003. The most notable archivist, who died last year. A separate review and revision of the International Standard accompanying leaflet documents Maclean's career. Archival Authority Record (Corporate Bodies, Persons Maclean was bom in Invercargill, but went to Australia and Families), ISAAR (CPF) was to be finalised, after during his school days. He was the first archivist to be comments had been received from 18 countries. appointed by the Australian Government, at the newly- Discussion was held also on EAC (Encoded Archival established Commonwealth National Library, in Context). Documents are available on the ICA web­ October 1944. The Commonwealth Archives Office site (but the article failed to give its URL). Following became a separate authority in 1960. the meeting, a seminar was held in Canberra on "The In this issue also is an account of a Forum in June use of Standards in the Development of Online Access Systems for Archives". Papers can be found at: http: / reviewer, Sigrid McCausland, praises the conference, /www.naa. gov.au / recordkeeping /rkpubs / and stresses its significance. papers.html "In these days when there is a new story every week in the Australian media about government The ASA Bulletin for April 2004 announces the manipulation of information, pressure on public establishment of a Collections Council of Australia servants to alter records or not to create them in the under the Cultural Ministers' Council (i.e. State and first place and denials that this behaviour even takes Federal). It will "represent the interests of archives, place, this conference was a welcome reminder that galleries, libraries and museums, and will assist in such pressure has been and is being resisted around developing long-term strategies to address issues facing the world." She speaks of the pressures archivists can collections, to undertake industry support, particularly be under, "caught between their duty to their through the development of a profile for the sector, and employers and their duty to uphold the law." to implement initiatives to address cross-sectoral McCausland quotes the paper given by Rachel issues." The Council will be established as a company. Lilburn (Victoria University of Wellington) at the The issue also reports the appointment by the Senate conference, concerning security archives, where she (of Queensland, presumably) of a Select Committee on states "that archivists must be active documenters not the Lindeberg Grievance, to examine certain matters passive players". Rachel also contrasted the Australian regarding the "Heiner Affair". (See Review of Archives and New Zealand governments' attitudes to the United and Manuscripts in March 2004 New Zealand Archivist.) States, citing New Zealand's deferential attitude Among the matters to be inquired into and reported compared with the National Archives of Australia, upon by 5 October 2004: "to prevent the destruction where Australian Security Intelligence Organisation and concealment by government of information which files are available for research. The papers of the should be available in the public interest" (n.b. Security conference are to be published "in the near future". Intelligence Service in New Zealand, regarding the The following review, by Michael Piggott of the Zaoui affair). The Committee is also required to look University of Melbourne, is of The History Wars, by into the appropriate protection of whistle-blowers, Stuart McIntyre and Anna Clark, (Melbourne following previous Select Committees on the subject, University Press, 2003). The message of the book is which apparently did not result in legislation. The that the interpretation of Australia's history has become committee is to print documents and evidence, and a politicised, and the 'national story' preferred on a daily Hansard of its public proceedings. The President number of important historical events and issues is not of ASA Stephen Yorke, notes that with all the previous based on the most sound use of archives. inquiries to be considered, the reporting date is rather Piggott believes archivists have been silent when optimistic. they should not have been, concerning Also in this issue is a review of a directions paper misinterpretation or inadequate research. He believes from the Australian Film Commission Consultation that a notable case involving the National Museum of concerning the future of the National Film and Sound Australia has left workers in Commonwealth-funded Archive, and gives paragraph by paragraph views of cultural institutions with self-censorship and extreme the ASA upon what is proposed. caution. He thinks that "public cultural institutions The November 2003 issue of ASA's Archives and ideally should be independent, inclusive and Manuscripts opens with a seminal article by Eric challenging; in practice, they must survive in the real Ketalaar of the University of Amsterdam "Being Digital world." The undercurrent is that archivists are assisting in People's Archives". He looks at predictions that were in perpetuating false interpretations of the past bv made in the 1960s and 1980s about how knowledge going along with the current mythology in their and information would be accessed in 2000, and shows exhibitions and their silence. how bold they were, and how librarians and archivists A favourable review of Elizabeth Shepherd and tend to be conservative in their approach. He calls for Geoffrey Yeo's Managing Records: A Handbook of a "goal-oriented entrepreneurial shift to new services Principles and Practice (Facet Publishing, London, 2003), that relate to people's minds, creating a public sphere, shows how far the British have come from their former where archives are Archives of the People by the People, attitude that intervention in records systems and and for the People. (Perhaps there is a contrast between records creation was no affair of the archivist. this article and the review (see below) of the Liverpool Prioritising the preservation of evidential records over Conference. Maybe archivists are conservative by informational ones is an interesting thought, worth nature and that attitude has helped them conserve pursuing where backlogs and the burden of quantity archives, often against enormous odds.) reign. The reviewer, Terry Gurr concludes ".. .Shepherd Further on in the journal is an article entitled "Sex and Yeo give a thoughtful, comprehensive treatment and Politics: The Eros Foundation Archive." Craig of the latest (including the already well-considered) Brittain describes the creation of an archive of the sex principles of recordkeeping." Gurr makes an industry, at Flinders University in Adelaide, which interesting conclusion that the lack of photographs includes X-rated videos, and discusses the ethical means the book will not date quickly, as has, he believes, issues. Keeping Archives 1, because of its many photographs. In the Reviews section is a review of the publication The International Notes section of the journal begins which emerged from a conference in Liverpool, UK, with a very full, interesting and even entertaining regarding Political Pressure and the Archival Record. The obituary of Robert Langdon, long-serving executive officer of the Pacific Manuscripts Bureau (PMB) at the Research School of Pacific Studies, Australian National NR AM News University, Canberra. The tales from some of his Kay Sanderson microfilming expeditions in the Pacific read like An article was written for Librarx/ Life, which appeared something from David Livingstone or H.M. Stanley in in the March issue. I related there about the recently Africa. The obituary, by Ewan Maidment of PMB ends reported collection of tender documents from the 1930s "...it is his contribution to the preservation of Pacific relating to harbour and bridge works all over the country, Islands archives which will be remembered by from the Chathams to Great Barrier Island. These are to archivists. Langdon was the Indiana Jones of be found in the South Canterbury Museum in Timaru. archivists." Included in the collection are letters from unemployed The next piece is an extensive note by Kathryn Dan men during the Depression who were seeking work. of National Archives of Australia, and Ken Scadden of It is pleasing to note from the April 2004 Library Life Archives New Zealand (inter alia), on the Pacific that Sheila Williams, the LIANZA representative on the Regional Branch of the International Council on NRAM Taskforce from its inception until recently, has been Archives (PARBICA) 10th Conference held in made an Honorary Life Member of LIANZA. Wellington in July 2003: "Remembering, Recording, Over the last few months a major activity has been updating contact details for contributors to NRAM. Reclaiming", which appears to have been a success. Thanks to all those who have updated their contact details. There is a separate review of the conference by Ewan I would be grateful to hear soon from any organisations Maidment of PMB. In an unusual move, Michael Hoyle which have not yet done so. of Archives New Zealand has been made President of To update your details, or for further information PARBICA; the president is usually an Islander. contact: Kay Sanderson, NRAM Administrator and Following that is a short report (made to the Training Co-ordinator. Telephone: 06-379-9333 PARBICA Conference) on the Niue National Archives, e-mail: [email protected]. 23 Connolly's Line, and reports on Archives in Papua New Guinea and Carterton. Website: www.nram.org.nz Tuvalu, another on Yap Archives (see also elsewhere in this issue of New Zealand Archivist). The Niue and STOP PRESS!! Yap reports, the one sad, the other ironic, describe the In this year's Budget, Archives New Zealand received extreme difficulties these two sole archivists (Joan an amount of money specifically for NRAM, and so will Talagi and Cheryl Stanborough) experience every day. be taking over financial responsibility from 1 July, and One hopes that the disasters the two island nations have full responsibility some months later. This is good news recently experienced may prove to be a catalyst for for NRAM, and something the Taskforce has been working improvements in the housing, management and towards for a long time. Read about it at preservation of their archives, and the provision of www.archives.govt.nz/publications/media.html expert assistance from better-off nations in PARBICA. The Taskforce is grateful for financial support from Issues of Library Life, the monthly magazine Archives New Zealand over the past four years. In the published by the Library and Information Association meantime, keep those entries rolling in! of New Zealand Aotearoa (LIANZA) are regularly received. The May 2004 issue includes a report by EDUKIT courses Michael Steemson of the Records Management Mary Donald Association of Australasia (RMAA), New Zealand Two Edukit courses were held in New Plymouth earlier Branch, on the Maori Information Management this year, taught by Mary Donald, former Taranaki Museum Workshop held at Archives New Zealand in and Puke Ariki Archivist. Wellington, as part of 2004 Archives and Records Week The first was a course for solo curators of small [22-26 March]. collections. Participants included three local church An audience of approximately 70, with more representatives, one genealogist, one local historian, a wishing to attend, made it necessary for Archives New member of the Masonic Research Lodge, one insurance Zealand to promise further sessions. Representatives company archives curator, and one person from an iwi of Te Puni Kokiri (Ministry of Maori Development) and research unit. New Zealand Television Archives spoke about the A second course was held specifically for the Taranaki cultural challenges of their holdings of Maori archives Hospital Historical Society. The Society has recently and records. opened an archive and museum within the Taranaki A principal issue for Archives New Zealand (Sandra Hospital, and 20 keen members attended. Falconer) was "who owned the information". [See The kit proved very versatile. While the previous Chris Hurley's article in this issue for an Aboriginal course was presented in the usual way, I made changes view of information in government records. Ed.] Tied for the Hospital Historical Society. I used the modules on with that was the question of who could have access to the nature of archives and on arrangement and it and who had authority on issues of access. More description, before moving to address the specific discussion needed to be held to establish guiding cataloguing and preventative conservation issues relevant principles. to the group. Other modules were not used in this second Alan Ferris for New Zealand Television Archives course. spoke of the Maori view of ownership being to do with Feedback on both courses was very positive, with respect, and that this was a big issue for his comments being made on the overheads used, and on organisation. group activities. Remembering Michael King

Rosemary Collier

In the last issue we reproduced news items eulogising Janet Frame, who had recently died. Now we remember her biographer, who wrote some of those eulogies, and himself died at the end of March: historian, biographer and journalist Michael King.

Michael King and his wife Maria Jungowska were and achieved for many readers and listeners. killed in a road accident near Maramarua in the Interview rebroadcast Waikato, on the way to a celebratory holiday in Television New Zealand, TV One, broadcast Kim Kerikeri, at the end of March. Michael King was 58, Hill's "Face to Face" interview with Michael King on 3 and had just recently had good news that his throat March 2004. This was rebroadcast on 2 April 2004, as a cancer was in remission, and that his latest book, the tribute to Michael. very significant Penguin History of New Zealand Kim Hill described King as a person who cared (Penguin Books, Auckland, 2003) has sold 80,000 copies. deeply about New Zealand. At the commencement of Another paperback, and a hardback, edition are on the the interview she asked him if he was surprised at the way. reaction to Opposition Leader Don Brash's speech at An extensive review of the book appeared in the Orewa, in which he had called for an end to special Listener of 6 December 2003, by Tony Simpson. This is privileges for Maori. King said he was surprised, by no means a totally laudatory review. Simpson looks because he had thought that there was a consensus in forward to more analysis in the future, of relationships society about the way to go in treating Maori issues. with the past and with Maori, through political and He pointed out that New Zealand had been social research as well as historical. He ends "King bicultural since the 18th century, and that Maori have has given it a welcome shove along the road." gone on being Maori, and Maori and pakeha A public commemoration of Michael King's life was (European) both want to preserve their customs. But held in Wellington, at Te Papa on 17 April, attended by pakeha want to turn Maori into pakeha, whereas Maori the Governor-General and a large crowd, which filled do not want to turn pakeha into Maori. Te Marae, the Soundings Theatre, and another overflow He said that governments recently have not been venue. Master of Ceremonies Peter Biggs spoke good at explaining to the public what the basis for movingly about his friendship with the author, and was Waitangi Tribunal hearings and government followed by tributes from Dame Silvia Cartwright, settlements of past grievances meant, and what the Hon. Marian Hobbs, deputising for the Prime Minister background to them was. He had suggested in the early who, along with Gordon McLauchlan (another days of the Tribunal's retrospective hearings that the intended speaker) was fog-bound in Auckland. The tribunal should publish its proceedings in a way that speeches of these two were read. the public could understand, but this was rejected. The other addresses were by Geoff Walker (his friend In answer to another question, King agreed that the and publisher for Penguin Books), Jock Phillips, Judy meaning of the Treaty of Waitangi today should be McGregor, Buddy Mikaere, and King's two children, publicly debated, to make the majority feel they are Rachael and Jonathan. All were impressive, and gave involved, and that they understand it - many do not. aspects of the man, his life and his work that made for He saw his mission as being to explain New Zealand a memorable occasion, rounded out with some of history to ordinary people, and chose to write rather King's favourite music. than teaching in a university, where only a small In remembering Michael King, we can do no better proportion of the population of the country discuss than to keep in mind the words from his Being Pakeha these things. Now, published in 1999, which were printed on the back King agreed that many pakeha feel their voice has of the order of service: "The most profound satisfactions not been heard on the issue of transferring resources are to be found in living a life in accord with the natural to Maori. Pakeha are afraid to raise these matters in world, exercising the human capacity for friendship case they are accused of racism. This indicates that we and altruism, engaging in creative and purposeful do not have a sufficiently open society. activity, and experiencing an allegiance to one's We needed affirmative action on many fronts in the origins..." 1970s: Maori did not get a fair go up to the 1960s, said King's stress on the importance of both Maori and King. 'Now' has occurred, i.e. things are better for pakeha history is timely. He had friends amongst both Maori, because of moves in the 1970s and 1980s. Do communities. Two fine tributes were published in the we still need all these resources, he asked? Some Listener of 24 April; one of them at once sensitive and perhaps not (e.g. John Tamihere had told him there were amusing by Steve Braunias, at whose request (and now enough Maori lawyers), some, yes. sometimes without it) King had written many Michael King said: "Don't take away from Maori, thoughtful reviews, and the other in the "Radio but affirm the other culture too. The Resource Review" column, by Camille Guy. It was entitled Management Act should consider pakeha cultural "Unlocking history", which is what King aimed to do, sensitivities as well as Maori ones." He continued by 12 New Zea d Archivist Winter 2004 New Zealand Archivist

June 2004 Note to all Society Members and New Zealand Archivist Subscribers

ITEMS FOR NEW ZEALAND ARCHIVIST

Publishing a regular journal requires an adequate flow of copy. This can only be assured with help from members and subscribers. We aim to publish news and views, theoretical and practical articles, book reviews, and other items of relevance and interest to New Zealand archivists.

We thank those who have contributed; please send us more! To those who are waiting to be asked, we say “Your contributions are welcome; if you have something of interest, don’t wait to be asked!” We want not only longer articles, but also copies of interesting and relevant newspaper and magazines articles or items (as long as they are not copyright), news about conservation ideas and products, and useful books. Details about appointments, promotions and departures of staff in your archives institu­ tion, changes in policies, significant new accessions etc. are all o f interest to others.

While some of what would once have been published in a journal is now available electronically, a lot is not. And New Zealand Archivist is shortly to become one of the journals picked up by an international electronic subscription agency, EBSCO, so that whatever you send us may in future be available much more widely through EBSCO ’s library clients.

There may also be advertisements you could place to reach other archivists and those who read New Zealand Archivist in libraries. Apply to the Editor for advertising rates. These might be for archives books for sale, or wanted; conservation materials required or for sale; exhibitions on in your institution; professional consultancy services offered...

Copy deadlines are 12lh of the month prior to publication, i.e. 12 August and 12 November 2004, 12 February, 12 May, 12 August and 12 November 2005.

Hope to hear from you soon.

Rosemary Collier Editor, New Zealand Archivist Phone: 04-233-8155 Fax: 04-233-2031 e-mail: [email protected] New Zealand Society of Archivists PO Box 27-057 Marion Square WELLINGTON New Zealand www.archivists.org.nz saying that we threw off the cloak of Britishness without having another to put on. We are still developing a second indigenous culture, whereas Maori have a stake Council News in pakeha culture, but they have a separate culture also. We are not as apart as we seem, and most pakeha NZSA Council has recently corresponded with are interacting more with Maori than they did in the Archives New Zealand concerning an article that past. Some pakeha are better at interacting than others, appeared in the Dominion Post in January 2004, and was and they are those who know more about Maori. reproduced in New Zealand Archivist March issue, in Information dissolves prejudice. We must understand News Items under the heading Vital paper destroyed the context of New Zealand history to understand as bridge dispute goes on. current affairs. Understand, without being threatened The article prompted discussion on the New Zealand or frightened by current happenings. records listserv on the Internet. We enquired in late "I remain an optimist" concluded Michael King. The March as to whether the destruction of a Defence report more we interact, and the more we get to know about had been carried out under a disposal authority from one another, the more our commonsensical, practical Archives New Zealand. A reply has now been received values will reassert themselves, he said. "We've had from Archives New Zealand, following their receipt of these spats before and we'll have them again, but I a response from the New Zealand Defence Force, the believe we will sort it out. We've been doing it for 150 builders of the bridge on the Berrymans' property in years and I believe we'll do it for another 150 years". the King Country, which collapsed in 1994, causing a Transcript by Rosemary Collier. Used with kind death. permission of New Zealand Television Archive. It now appears that the report had not been Paremata service destroyed, as the court had been told, but had been missing from the file. It has now been found, and On a humbler scale was a memorial service in Paremata, compared with the copies that had been reported to where Michael King grew up. still exist. They have been found to be identical, and Forty people attended, on a beautiful Friday last the original has been restored to its file, and is currently month [April], a memorial service for New Zealand held by the NZDF Office Solicitor. historian Dr. Michael King, held in the Paremata One does wonder if our enquiry prompted a more Boating Club. Michael lived at Golden Gate as a child thorough search than had the Berrymans' litigation. In from age 6 to 12. He often wrote and spoke about the any case, it does reveal a lack of thorough records- influences that time had on him and the sun on the keeping procedures; for example, in the lack of hills and the sparkling water reflected the love of Dr. restoration to the correct file of a paper presumably Michael King for his country. removed for photocopying. The gathering was partly sponsored by your Postscript: see News Items in this issue. association. Porirua Historical Association Inc. May 2004 Newsletter. News Items Data collection vault a mine to government agencies, for access at a future date by third parties. Geoscience Australia says that in most of information countries a petroleum company would keep its own A THREE-YEAR program to make 40 years of data and not give access to it to its competitors. seismic data more readily available to the exploration As well as 310 terabytes of seismic exploration data, industry has been launched by Geoscience Australia. Geoscience Australia has a vast collection of drill cores, Federal Industry and Resources Minister Ian cuttings and other material than can assist new-phase Macfarlane opened a vault in Canberra this week exploration. Most of the data was lodged under the containing around 33,000 boxes of geological secrets. terms of the old federal Petroleum Search Subsidy Act, "Here we have some of the most precious data or the current Petroleum Submerged Lands Act. The imaginable for companies considering mining federal act requires only the submission of offshore data exploration of any sort in this country," he said. "Access - all onshore data is handled by state government to this data is critical to the future of the resources agencies. industry in Australia, so we've started bringing this Geoscience Australia says the petroleum data is a information into the 21st century." valuable asset for the petroleum industry, as the cost The collection of petroleum geoscientific data held of re-collecting the seismic survey data would be many by Geoscience Australia in its data repository is hundreds of millions of dollars. In the past year seismic Australia's largest collection and one of the largest data for more them 258 exploration surveys have been collections in the world. It arises because Australia is borrowed, while petroleum companies have sought one of the few countries to require exploration access to the cores and cuttings collection more than companies to provide a copy of their exploration data 400 times. In the past 12 months industry has contributed in KGB reports and Western broadcasts. “I was a loner," around $300,000 to preserving data onto high-density he recalled, “but I now knew that I was not alone." modern tapes, while Geoscience Australia has funded Gradually, the project began to form in his mind of another $120,000 worth of preservation. The compiling his own private record of the KGB's foreign organisation now has a budget of $25 million for operations. His opportunity came in 1972, when the acquiring and preserving vital information for foreign intelligence directorate left its over-crowded petroleum, gas and minerals exploration. Mr offices in the KGB headquarters near Red Square, and Macfarlane said this week remastering the data onto moved to a new, Finnish-designed building at modem cartridges, which could take up to three years, Yasenevo, beyond the Moscow ring-road. For the next would make it easier and cheaper to distribute the 10 years, he was to be in charge of moving the entire information. Contracts worth $10 million have been foreign intelligence archive, file by file. signed to remaster the tapes to modem 3590 media While supervising the move, Mitrokhin was able to cartridges. note whatever top-secret files he wanted. Initially, he Nigel Wilson, The Weekend Australian, 7-8 February smuggled out his daily notes on small scraps of paper 2004. hidden in his shoes. After a few months, however, he realised that the security guards confined themselves to occasional inspections, without ever attempting Disillusioned Soviet body searches. Henceforth, he made his notes on office archivist whose great paper, which he then took out in his jacket pockets. Every weekend Mitrokhin buried the notes beneath diligence revealed nearly the family dacha in the countryside near Moscow. The enormous risks involved in compiling his secret 70 years of KGB secrets to archive, which might well have ended with his the West discovery, a secret trial and a bullet in the back of the head in an execution cellar, leave no reasonable doubt Vasili Mitrokhin about the strength of his convictions. The former senior KGB archivist Vasili Mitrokhin, After his retirement in 1984 he devised various who has died from pneumonia aged 81, will be best schemes to smuggle his archive to the West. In March remembered for his extraordinary achievement in 1992, after unsuccessfully trying to contact the CIA, noting down the contents of top-secret Soviet foreign Mitrokhin took samples of his archive to the British intelligence files and, at great personal risk, smuggling embassy in Riga, which put him in touch with MI6. them out of the secret police headquarters on almost Later that year, on the 75th anniversary of the every working day for 12 years. Bolshevik revolution, MI6 brought his family - and His The files ranged in time from the immediate archive - to Britain. Late in 1995 I met Mitrokhin. A aftermath of the 1917 Bolshevik revolution to the eve few months later we began writing a lengthy volume, of the Gorbachev era in the late 1980s, and contained based chiefly on the material he had smuggled out of details of KGB operations in most countries of the Yasenevo, which was published in 1999 as The world. Mitrokhin had access even to the holy of holies Mitrokhin Archive: The KGB In Europe And The West, in the foreign intelligence archives: the files that and later widely translated. Only with the publication revealed the real identities of the elite corps of KGB of this book did the existence of the archive, and “illegals" living under deep cover abroad, disguised Mitrokhin's escape to Britain, become public as foreign nationals. knowledge. When this private archive reached the West in 1992, The sections of the book that attracted most media it was described by the FBI as “the most complete and attention were predictably the human interest stories, extensive intelligence ever received from any source". such as the identification of Mehta Norwood (quickly Mitrokhin was born in Yurasovo, in Ryazan dubbed the "great-granny spy") as Britain's longest- province, south of Moscow. .. .After graduating in law serving Soviet agent. Understandably Mitrokhin during the second world war, and spending three years himself attached more importance to the chapters on at the Higher Diplomatic Academy in Moscow, the KGB offensive against the West, and its obsessional Mitrokhin was recruited as a Soviet foreign intelligence attempts to root out all forms of dissent within the officer in 1948. Though his criticisms of the KGB's Soviet bloc. unreformed bureaucracy were mild by Western Efforts by the media to track Mitrokhin down were, standards, they led to his transfer, in 1956, from happily, unsuccessful; he had perfected the art of being operations to the relative backwater of the archives, inconspicuous, and travelled unnoticed around Britain where he served for the remainder of his career. on his senior citizen's railcard. After the tragic death He continued to hope that the Soviet system might of his wife Nina, a Russian doctor, from motor neurone somehow reform itself. But when "socialism with a disease in 1999, he flew around the world on his British human face" emerged in Czechoslovakia in 1968, Soviet passport. tanks moved in. Henceforth, like many other While in Britain, scarcely a week passed without dissidents, Mitrokhin concluded that the system was Mitrokhin re-reading his papers. Despite declining unreformable. health, he continued preparing parts of his archive for Over the next few years, his views were influenced publication until only a few weeks before his death. by the dissident struggle, which he was able to follow His son survives him. Christopher Andrew system and other debacles, the SSC monitors major IT Vasili Nikitich Mitrokhin, archivist, born March 3,1922, projects. These include those likely to cost $15 million died January 23, 2004. or more; those involving IT capital investment of $7 The Guardian Weekly, 12-18 February 2004. million or more in any one year; those likely to make a significant impact on more than one department or Kennedy and Rivkin's 1994 agency; or those whose failure or delay would expose the department or Government to significant risk. A Offset discussion revealed responsible minister can also request that the project be monitored. Files give up trade secrets The present list includes Archives New Zealand's BUSINESSMAN Trevor Kennedy discussed with GLADIS (Government locator, archival documentation convicted insider trader Rene Rivkin in 1994 trading and information system), a group of projects at the shares in the Offset Alpine printing group, a court heard Education Ministry called the e-Admin programme, the yesterday. The discussion was contained in a letter Parliamentary Counsel's PAL (Parliamentary Access to written by the former Qantas director to Rivkin, which Legislation), and two police projects, the LES (Law was seized by the federal police officers when they Enforcement System) replacement and the computing raided Mr Kennedy's office last year. infrastructure replacement. The letter, one of thousands of computer files seized is significant because it was written a year before both The other police project being monitored is LES, Mr Kennedy and Rivkin gave evidence under oath to better known as the system replacing the Wanganui the corporate watchdog denying ownership of shares Computer. The $17.3 million project involves moving in the company through Swiss bank accounts. The a wide range of data and applications and ensuring letter referred to the purchase of shares by Mr Kennedy they are compatible with systems in other departments and sending a cheque to a Rivkin company, Timsa 69. like the Justice Ministry's Case Management System. It is part of the evidence in a case that began yesterday In light of Incis, a huge planning effort was put in to in the Federal Court. reduce risk. Mr Kennedy is seeking to force the Australian Archives New Zealand chief executive Dianne Securities & Investments Commission to hand back Macaskill said GLADIS, which involves a $2 million copies of the letter and other documents contained on software development by Unisys and a $5 million his personal assistant's computer hard drive. The hard information back capture effort, was on the list because drive, which contains thousands of documents, was it was 18 months overdue. "We are behind time because seized from his Sydney office during a raid on we really put a lot of effort into testing and making November 13, a fortnight after it was revealed Rivkin sure it was right," Macaskill said. "It is on budget, had told Swiss authorities that he, Mr Kennedy and though, and we have rolled it out to staff in the past former federal Labor Minister Graham Richardson couple of weeks." were the owners of a mysterious 38 per cent stake in GLADIS will allow the public to see on the internet Offset Alpine Printing. what documents Archives holds, rather than having to come into an office and going through a paper-based But counsel for Mr Kennedy, Peter Wood, argued cataloguing system. ASIC did not have the right to seize an entire hard drive The $8 million Parliamentary Access to Legislation just because its officers believed one document on it project is not only delayed but has been in limbo for a fell within the search warrant. It should have copied year as the Parliamentary Counsel Office argues with the single document and not the entire drive, he said. Unisys about how it should be completed. The computer forensic specialist who copied the hard The Education Ministry e-Admin projects aim to drive, Graham Henley, told the court more than 10,000 create systems and tools which schools can use for hits were found when he searched for the word Rivkin electronic administration and reporting. on Mr Kennedy's personal assistant's hard drive. Adam Gifford, "Connect", The New Zealand Herald, Mr Henley said this did not necessarily mean there 23 March 2004. were 10,000 documents relating to Rivkin on the computer. A chance to preserve oral Vanda Carson, "The Nation", The Weekend Australian, histories 20-21 March 2004. DON BRASH'S speech, the seabed and foreshore debate, Maori Television and the Fisheries Commission Incis debacle slows activity - Waka Huia tackles the big issues facing Maori today. GOVERNMENT: It’s time the Government Maori elders, leaders and politicians, including ensured a reasonable flow of projects, says Huirangi Waikerepuru, Patu Hohepa, Dover Samuels and Pita Paraone, discuss Maori concerns and debate ITANZ whether Maori MPs are doing enough to address these IT activity in government has gone right off the boil, matters in the first episode. judging by the small number of IT projects being The Waka Huia team are excited about the 2004 series monitored by the State Services Commission. Under of the long-running show (Waka Huia has been rules brought in after problems with the police Incis recording histories in the Maori language since 1987). US$48 billion, it said. Director/reporter Te Rangihau Gilbert, who was Commercial shredding is also booming, as many nominated for best supporting actor this year at the companies have become more vigilant. "We've seen a NZ Film Awards for his role in The Maori Merchant of double-digit growth as an industry in the last year. It's Venice, says: "Waka Huia to me is an opportunity for definitely a boom time for people in the business," said our old people to tell us their stories the way they were Robert Johnson, executive director for the National told to them. It is also a chance for our young people Association for Information Destruction, a Phoenix- to listen to their elders in a language that very few know based trade group for commercial shredders. today." New privacy legislation, coupled with the collapse Director/reporter Tihini Grant agrees: "This year on of Enron, the bankrupt energy giant fighting criminal Waka Huia we will continue to record and archive the charges that include the unlawful destruction of history and stories of our people and our land. It's a company-related materials, has prompted other job that is challenging, exciting and a privilege. Exciting companies to adopt a shred-all policy. because until we record them, a lot of these stories have "It's when companies have a shredding party at remained oral histories passed down through the 11pm on a Saturday that raises suspicion," Mr Johnson generations. Challenging because of the time, budget said. "So to stay out of trouble, a lot of companies are and logistic constraints, and we are privileged to have shredding everything all the time, the same way." Such access to all of the treasures who are our elders and the policies have spawned the mobile shredding industry, stores of great knowledge that they so willingly share." where companies are hired to arrive on site to destroy There are 628 Waka Huia programmes in TVNZ's documents. It has prompted Brink's security systems archives that are preserved for future generations. This and uniform maker Cintas, as well as several other year the team will be making another 38 documentaries. companies to enter the field. The team is made up of producer Miki Apiti from Ngati Shredders have grown in popularity since their Te Wehi, Hikairo and Wairere, and four director/ invention in the 1930s, gaining historical prominence reporters, Eruera Morgan from Te Arawa and Tainui, with the destruction of documents at the besieged US Te Rangihau Gilbert who is Ngai Tuhoe and Ngati embassy in Tehran in 1979 after the fall of the Shah and Kahungunu, Tihini Grant from the tribe of Te Arawa the Iran-Contra arms sales testimony in the 1980s. More and newcomer Stephanie Pohe from Rongomaiwhine. recently, there was the Whitewater real estate Pohe was formerly assistant principal at a kura partnership investigation involving former president kaupapa in Porirua and she is relishing the new Bill Clinton and his wife, Hillary. challenges of Waka Huia. "I'm really enjoying the job - But the best free advertising enjoyed by the and the privilege of meeting so many wonderful people shredding industry recently has been the campaign in who are so willing to share their stories - to share their the past year to provide awareness of identity theft. lives with us." Reuters/Dominion Post, 24 March 2004. "TV Week NEWS", Dominion Post, 23 March 2004. Identity snatchers boost Probe into Police shredder sales Law to open secret files LEGISLATION is being rushed through Parliament United States to open up secret files relating to allegations of YURI FERNANDEZ discovered recently that a misconduct against police to a commission of inquiry. stranger could snatch bills and receipts from his rubbish The move, which has alarmed the Police Association, bin and empty his bank account. To avoid that will throw open thousands of files containing the possibility, he did what a lot of other people are doing evidence of witnesses previously assured that their nowadays: he went out and bought a shredder. evidence would be kept secret. "I really need one of these, said the Broadway theatre The Police Association has urged the Government worker, eyeing a US$35 (NZ$54) shredder at Staples in to reconsider and instead award the two New York. The rise in identity theft, which has become commissioners, High Court judge Bruce Robertson and a nightmare for millions of Americans, has done Dame Margaret Bazley, temporary powers as members wonders for the shredding industry. Sales of shredders of the Police Complaints Authority. That would enable jumped 50 per cent at Staples and 30 per cent at Office the commission to carry out wide-ranging inquiries Max. Fellowes, an Illinois company that makes while protecting the identities of people who cane shredders, reported sales up 25 per cent last year. forward against the police, including internal police The boom in document destroyers goes hand-in- whistle blowers, association president Greg O'Connor hand with a surge in crimes involving stolen personal said. information, from credit card accounts to social security "We understand there is clearly a public mood to numbers. An estimated 27 million Americans have ensure that the police are clean, they haven't been been victims of identity theft in the past five years, covering up investigations against themselves. But that including 10 million in the past year alone, according [secrecy] is an important part if giving comfort to to the Federal Trade Commission. Identity theft cost people who come forward against police officers ... By consumers US$5 billion in out-of-pocket expenses last removing that now it's going to be very difficult to year, and businesses and financial institutions nearly assure people in the future that the same thing won't happen again." snooping into the private e-mails of workers." Police Complaints Authority files are covered by Under the new legislation, expected to be introduced blanket secrecy to aid the collection of information that this year, employers will have to show reasonable might be self-incriminating, embarrassing or from suspicion of wrongdoing by employees in order to look people fearing retribution. Evidence given to the at private messages. However, in New Zealand it is Authority cannot be used in court. widely accepted that employers are able to monitor all The commission of inquiry into police culture, which e-mails sent on work computers. was sparked by allegations of pack rape against police, Council of Trade Unions president Ross Wilson said warned earlier this month that the secrecy would if employees were using work equipment to send e- hamper its work. mails an employer was entitled to access them. "That's Police Assistant Commissioner Howard Broad said the choice you make as an employee to expose that yesterday the law change would result in files email to possible scrutiny by your employer." generated by police on behalf of the PCA being New Zealand Council of Civil Liberties chairman provided to the commission of inquiry in to police Michael Bott said it was acceptable for employers to conduct. Police were still assessing the impact of the filter Internet material that could be illegal or offensive, proposed amendment, which will lapse one year after but it would be different if they routinely read private the commission issues its report. e-mails or monitored private phone calls. Tracy Watkins, Dominion Post, 31 March 2004. Privacy Commissioner Marie Shroff said the law aimed to strike a balance between allowing an The dummies that defended employer to conduct business efficiently, and the rights of employees to privacy. Where there was suspicion of us wrongdoing by a worker, the employer might not need A RECENTLY unearthed collection of World War II to inform the worker that e-mails could be monitored, photographs has revealed one of the war's top secret but in most other cases workers should be informer. projects - dummy aircraft built to fool enemy pilots. Her office was investigating "one or two" complaints The wooden fighters and bombers were scattered from workers relating to private e-mail messages. "But around airfields in 1942 as Japan pushed down the it's pretty widely known that the Internet itself is not Pacific and wartime leaders feared New Zealand might necessarily secure..." be raided by enemy aircraft. Wellington lawyer John Edwards, who specialises Matthew O'Sullivan, keeper of photographs at the in privacy cases, said bosses had the right to regulate Air Force Museum in Christchurch, said that till last and control the use of their own information and year, when the collection of photographs was donated resources. But they should alert staff to their policies to the museum, little was known about the dummy and make them aware that personal e-mails could be aircraft, which were strategically placed around the open to scrutiny. "There needs to be openness and perimeters of vulnerable airfields. transparency about how they go about these things," "The 'dummies' were, of course, intended to draw he said. the enemies' [sic] fire and distract his attention from Filtering suspect e-mails was part of most the real thing," Mr O'Sullivan said in the latest issue of workplaces' sexual harassment policies. Disciplinary Air Force News. action had been taken against some workers who had made "improper use" of information technology. Such Early aircraft were "beautifully made with masonite as to harass another worker. coverings but some early models fell to pieces when Telecom Advanced Solutions provides an Internet they were moved". security service to many New Zealand businesses. NZPA/Dominion Post, 31 March 2004. Security architect Michael Long said the information that could be collected about an individual worker's e-mail and Internet use was almost unlimited. But most NZ bosses free to read staff employers were concerned with screening e-mails for e-mails objectionable or confidential material. Kelly Andrew, Dominion Post, 10 April 2004. EMPLOYERS in Australia could soon be banned from snooping through workers' e-mails, but there are no similar plans for New Zealand. Conan the Librarian In New South Wales proposed laws would place strict A fascinating account of the story of Sir Arthur limits on electronic surveillance in the workplace, Conan Doyle's personal archives is related in the preventing bosses from monitoring personal e-mail Weekend Australian Magazine for 17-18 April 2004, pp.14- messages. And for the first time in Australia employers 17. The author, Philip Norman, recounts how the would be barred from using equipment such as video whereabouts of Conan Doyle's papers had been a cameras and tracking devices to cast an electronic eye mystery, but that the papers had now come to light and over their workers' shoulders. were to be auctioned on 19 May at Christie's in London. "We don't tolerate employers unlawfully placing They were estimated to be worth £2 million. The papers cameras in changing rooms and toilets," New South had been put 'in order' by his widow, whose Wales attorney-general Bob Debus has said. "Likewise annotations always referred to the great man as 'My we should not tolerate unscrupulous employers Darling'. The papers reveal a good-humoured, vigorous man of many talents and skills. Times, fears visual historians will look back on this as the "lost decade" where images were deleted or stored Snap unhappy - digital at below archival quality. Most pictures taken during the millennium celebrations were on digital cameras photography's dirty little that have already been surpassed by new technology. "The worry is that in 50 years' time, we won't have secret an effective record of family life," he says. "The pictures Loading your camera with film is almost a thing of the I took of my 22-year-old son when he was bom are past. But, says JOANNA WANE, the digital revolution is black and white prints that will still be of good quality creating a gaping hole in our heritage. in a family album when his great-great-grandchildren SLIPPING INTO the past used to be a magical are around." journey through the cobwebs and mothballs in Notoriously early adopters of new technology, New grandma's basement. Hidden among the battered Zealanders have embraced the digital revolution suitcases, hatboxes, painted china, furs and dress-up whole-heartedly. International photo agency Getty clothes would be the most prized treasure of all: boxes Images, which holds 70 million images, says 100% of of old photographs and family albums that reached its New Zealand clients now source images digitally. back in time to another world. Wayne Sheppard, owner of Fast Finish Photo in Even if the pictures of long-lost relatives and distant Auckland, has been in the photographic business for childhood were faded or tom, beautiful new prints the past 24 years. Official processor for the Rally of could be taken from negatives often decades old and New Zealand, he handled 500 rolls of film shot by local then framed, creating a literal hall of memories. and international photographers at the event in 2001. For the millennium generation, that's as quaint and Last year, that dropped to 300. This year, he processed old-fashioned as the concept of hatboxes (let alone furs). just three. Instead, they'll revisit the past by flicking through He encourages customers to store their digital shots digital images on computer - if any survive. on CD or DVD and says people are often disappointed In the United States, the sale of digital still cameras at the quality of the prints that they're able to produce has outstripped film, with New Zealand and Australia from low-to mid-range cameras. close behind. Worldwide sales of camera phones are In the floods in Foxton, people grabbed their photo expected to near 150 million in 2004, accounting for a albums and their pets - not their laptops and hard quarter of all mobile phones and generating an drives," he says. "If your PC goes down, all your additional 29 billion digital images this year. pictures go down with it." One day those albums may But while the public and the professionals have even be valuable antiques. At a rare book auction at embraced this magical technology that allows pictures Webb's this month, a 19,h-century photo album of Maori to be viewed in an instant and transmitted around the portraiture sold for $15,000. globe, concern is being raised that our pictorial history Auckland Museum's archives hold a large collection is at risk. of family albums and snapshots. Glass plates, negatives Few of the images taken on digital cameras are ever and transparencies are kept in cool stores and key printed out, which means many are permanently lost collections (such as Robin Morrison's Sense of Place: The when the file is deleted or damaged. Even if prints are South Island of New Zealandfrom the Road) are gradually made, the cheaper commercial models currently used being scanned to create a digital database. for family snapshots reproduce at significantly lower Gordon Maitland, curator pictorial collections, says quality and have less depth than film, especially when this means images can be viewed and supplied enlarged. electronically, without disturbing the original. So far, Imagine, for example, the exhilarated couple who 13,000 images have been stored on hard drive, with a snap off some shots on their mobile phone to announce back-up copy on CD. One of the bonuses of this the arrival of their newborn baby to the world within technology is the ability to repair and restore damaged minutes of his birth. Later, when they're looking for images, but Maitland shares concerns about the security pictures to frame or save in an album, they'll be caught of digital preservation. short if that low-resolution mobile-phone image is all "You get varying predictions of longevity," he says. they have. "As technology changes, you're not going to be able to At the professional level, the more critical problem read these disks eventually because the machines will is digital storage. The fear is that as technology evolves, be obsolete. You can keep up with technology by any storage medium in use today will eventually copying, but the fact that's not always considered is become obsolete and the material it holds lost to future that copying has its limits, with the risk of incorporating generations. corruption into the files." "It's a major issue now," says David Ryan, head of The Alexander Turnbull Library in Wellington is the digital preservation department at the National busy constructing its own archive to handle new Archives and Family Records Centre in London. arrivals of "digitally bom collections", including digital "While people are busily creating digital information photographs and published cartoons. More than 35,000 using emails, digital cameras, home video and even of the library's 1.5 million photographs have also been sound recordings on MP3, few are thinking much digitally scanned, including the '30s work of Wellington beyond immediate use." photographer Albert Percy Godber. Neville Marriner, picture editor at the Sunday Star- Question marks over storage security is what Jim McGee, a US photographer and publisher of online Vivid Light Photography Magazine (ww.vividlight.com), Tough lesson for empty calls "digital's dirty little secret". school employee On a personal crusade to alert consumers, he recently ETHEL WHAREHINGAhas got a pretty lonely and, highlighted the plight of a reader who lost four years' at time, emotional job. As secretary of the soon-to-be- worth of images when his hard drive crashed and a closed Whakaki School, north of Wairoa, she now new computer wouldn't read his back-up CDs. spends her days sifting through old school records and It's not all bad news - a growing number of websites equipment deciding what should be kept and what and service providers are now offering virtual gallery should be thrown out. space to host digital archives - the online equivalent of The full Maori immersion school is technically open renting a lock-up garage. Data-recovery software has till, she says, "uncle Trevor [Mallard]" gives his final been developed to retrieve lost images, and digital word. However, there have been no pupils at the school cameras are being produced with the capability to print since last year and its sole teacher-principal has also directly from the camera. long gone. Joanna Wane, Sunday Star-Times, 25 April 2004. For Ms Wharehinga, who has worked at the 92-year- old school for nine years, it's an empty feeling. "This How Monica and Bill's is a family school. My mother went to this school, I went to the school, my children went and so did my clinch was almost lost grandchildren. It's sad to see it close and because I am DOZENS OF press photographers were clicking their here on my own emptying out the classrooms it's cameras as US president Bill Clinton hugged a then- becoming harder and harder." unknown young intern on the White House lawn. But Unlike other schools in the Wairoa district which are when the news broke of his affair with Monica fighting to remain open, Whakaki School opted for Lewinsky, only one enduring image of that intimate voluntary closure because of a declining roll and poor moment had been captured on film. ERO [Education Review Office] reports. In what has become a cautionary tale symbolising Education Minister Trevor Mallard has agreed to the dangers of an increasingly disposable society, the close it but that won't happen till he announces the entire press corps was using digital cameras - except final outcome of the Wairoa school review possibly next Time photographer Dirck Halstead. When news of the month. The 13 pupils who attended last year now go Lewinsky scandal broke, Halstead thought her face was to other schools in the area. familiar and set the magazine's researchers scouring Asked if she found her job lonely, Ms Wharehinga his photographic archives. A single frame was found. jokes: "Oh definitely, so when someone rings me I The magazine then sat on the picture for eight months, gossip." She said the hardest part was clearing out the until Lewinsky agreed to testify before the grand jury office area where old school records of past pupils in 1998. where [sic] kept - many of whom she knew. "Some "Within six hours of the time Time magazine put out days I can really get going and some days I read a press release with that picture, ABC was able to go whatever I come across," she said. into their files and find the video," Halstead says, on a Ms Wharehinga regrets that the school couldn't stay new television documentary American Photography. open long enough to reach its centenary year but "Once they had [the date], they had a place to look." concedes it had been living on borrowed time. The For Halstead, the incident highlights the vulnerability roll had steadily dropped from 40 when she first started of our visual history. working there down to 13 last year. All the photographers shooting digital had gone Glen Prentice, Dominion Post, 28 April 2004. through the images on their laptop computer and deleted what, at the time, didn't seem useful. "They all erased their pictures. Every one of them. Suitcase full of medical files We see photographers who cover the White House, lost cover major news events, things that are history, A SUITCASE of confidential medical files never throwing away two-thirds to three-fourths of their made it back to Masterton Hospital after they were sent pictures from the [computer] desktop, just to clear from a Wellington radiology service last month. space. If I had erased the photograph of Monica Wairarapa District Health Board confirmed today the Lewinsky hugging Bill Clinton from my hard drive, as courier suitcase containing X-rays of 32 patients had the other photographers who were there that night did, gone missing in transit, after being sent from the there would be no visual evidence in existence of that service. moment, which helped to decide the legacy of a The files, containing some patient personal president. We still don't know the long-term information and reports, were dispatched from implications of what that moment captured in time will Masterton Hospital to Pacific Radiology on April 15 have in years to come. As photojoumalists we have but did not arrive back at Masterton Hospital. not only the privilege of witnessing history, but we also "Patients have been either telephoned or visited or have the responsibility of saving it." both, and the situation explained, DHB chief executive Sunday Star-Times, 25 April 2004. David Meates said. "From a clinical perspective it is fortunate that the X-rays had been reported on before going missing. The Ministry of Health has been measuring more than 100 tonnes and built since 1815. notified, as well as the police. GPs and specialist He has even given the mammoth catalogue a local consultants, as appropriate, are being notified and name ensuring that wherever it is accessed throughout advised of the situation." the world the Miramar Index is indelibly linked with He said investigations are continuing and it is hoped Wellington. the material will be located in the near future. At the same time Mr Haworth is adding "The X-rays were in a large, dark-green trolley complementary information to the world-famous suitcase with the Wairarapa DHB logo and Masterton Lloyds Register of Ships - two logistical tasks that Hospital Radiology written on it," Mr Meates said. "If would leave a less analytical person all at sea. any member of the public has seen it abandoned, or "It's a retirement project which has become rather knows of the whereabouts, please contact either more than a retirement project," he said in his and wife Masterton Hospital or the nearest police station." Marion Leahy's floor-to-ceiling book-lined library. No Sean Hoskins, Wairarapa Times Age, 4 May 2004. prizes for guessing the subject matter on the bookshelves either. "There's books on Jane's fighting and military ships and others on merchant ships and Secret police files to be ship building." Another wall is devoted to his wife's opened interest in World War II. THOUSANDS of secret files will be thrown open While Mr Haworth's working life was spent in the after a select committee ruled a commission of inquiry, army, it is naval and maritime interests that now take investigating historic rape allegations against police, priority. The monumental collection, all orderly could inspect them. Parliament's law and order select shelved, serves as vital resource for Mr Haworth's committee has recommended that temporary research work. At present he has 194,600 entries on the Miramar Index and expects to reach 200,000 by the provisions in the Police Complaints Authority Amendment Bill be granted allowing the commission end of next year. Though the Lloyds Register only to inspect secret police files. The commission should records ships in service at the time of its annual be able to decide for itself whether some secret evidence compilation, Mr Haworth's index is historical and should be suppressed, it has ruled. "always growing". His preparation and work routine The proposed change would throw open thousands are as meticulous as those befitting any serious biographer or historian. Details of each ship are entered of files containing the evidence of witnesses previously assured that their evidence would be kept secret. starting with which yard it was built in, the builder's Parliament is expected to debate the second reading of name, the year the ship was launched, other names it the bill tomorrow. was known by and its ultimate fate. Police Association president Greg O'Connor "My target is to enter 30 new entries each day in believed the inquiry's objectives could still be achieved writing. Some days are harder than others because while maintaining the secrecy of names mentioned in some of the information takes longer to find." secret evidence. But the committee said the commission Mr Haworth's wife is not complaining about the should have discretion to decide whether evidence level of devotion to his task. Married for many years should be suppressed. The inquiry was set up to to a former master of the Wellington pilot launch, investigate allegations by Louise Nicholas that she was Paddy Leahy who died in 1993, Marion married her pack-raped by Auckland police commander, Assistant husband's friend Mr Haworth some years later. At the Commissioner Clint Rickards, and two former officers, same time the couple put their respective book Bob Scholium and Brad Shipton. The men deny the collections and vast store of nautical knowledge allegations and say sex with Ms Nicholas was together. "There are more books than there is space for them," consensual. Due to the inquiry's "unique circumstances" the she said. bill's provisions should apply only to this commission, Paul Mulrooney, Dominion Post, 12 May 2004. the committee said. Mr O'Connor wondered whether such assurances could be guaranteed. "Who is to say MPs agree to open secret that once it's been done once, it won't be done next time?" Mr O'Connor agreed the commission should files in police rape inquiry have access to all the information needed but said there MPs have unanimously passed legislation allowing needed to be a guaranteed right of privacy on all PCA a commission of inquiry to be set up to consider evidence. previously confidential information following Paul Mulrooney, Dominion Post, 5 May 2004. allegations of police rape. The Police Complaints Authority (Commission of Inquiry into Police Conduct) Amendment Bill will allow the commission to see files A labour of love for covered by secrecy rules. maritime enthusiast The Government set up the commission to inquire MARITIME historian Rodger Haworth may be a into police conduct and procedure when receiving and likely candidate for cabin fever. For the past 10 years investigating allegations of sexual assault made against Mr Haworth has been painstakingly adding to a police or their associates. The bill introduces temporary computer database the history of every powered ship provisions enabling the commission to fulfil its terms of reference by seeing PCA files. Parliament earlier agreed to surprise changes to the hand comer. On the ground floor you will find the legislation, put forward by ACT MP Steven Franks, Palmerston North City Council's archives. That will which will prevent the authority disclosing information help you access a slice of the region's past. without assurances from the commission. The Upstairs in the New Zealand and Pacific Islands assurances include that the commission will take "all Room are rows of film and microfiche readers. These steps necessary or desirable" - such as publication will take you to the past via newspapers; registers of restrictions or closed hearings - to protect the births, deaths and marriages; census records; old confidentiality of information. The prohibitions could electoral rolls and post office directories; biographies be waived by those who had given the original of local personalities; and a raft of other official evidence to the authority. documents. Mr Franks said yesterday that the commission Some of the most vigorous users of the latter facility needed a high degree of transparency to ensure it was are genealogists engaged in ancestral searches. So not seen as another cover-up. It also needed to consider many people use the second floor records for this those who had previously given evidence, believing it purpose that skilled genealogists are on hand each to be confidential. "In this case there's a statutory Friday (10.30-lpm) or Saturday and Sunday (l-4pm) immunity - effectively the statute says to people who to help the less experienced. Be warned. This time give information to the PCA that they can be confident travel is great fun and highly addictive. But if that is that they will not have their particulars disclosed," he so, you ask, why is it such a great secret? Why do so said. few people know that the library holds the key to time Associate Justice Minister Rick Barker, on behalf of travel? Justice Minister Phil Goff, told Parliament the bill was "Most people never venture up to the second floor," a balancing act between equally compelling but said New Zealand and Pacific Islands zone librarian competing interests. "This bill represents the best Heather McGregor. "The people who come up the possible balance, and its unanimous support by stairs are usually looking for something specific. Very Parliament is testament to that. This bill will assist the few simply wander up here." commission of inquiry to restore the public's confidence A user survey conducted by the library recently in one of the world's best police forces." showed that only 1 percent of its 1.5 million issues each National MP Tony Ryall agreed Parliament must act year is made from the second floor. True, there are to restore confidence in police. The commission follows "inspect-on-the-premises" reference books up there, allegations by Louise Nicholas that she was pack-raped but there are also thousands of books that can be by three policemen in Rotorua during the 1980s, and checked out. by Judith Garrett that she was raped by a constable in To get up there, visitors must run the seductive Kaitaia in 1988. gauntlet of the sound and vision section and archives NZPA/Dominion Post, 14 May 2004. in the lowest level; the newspaper room, cafeteria, internet zone, returns, issues and administration on the [Vaults' use transformed] mezzanine, and children's books, juveniles, more internet access, and adult fiction and non-fiction on the The Library of Congress is to use vaults built into a first floor. hillside during the cold war for storing money to re­ There are signs pointing up the stairs to the New prime the US economy following a nuclear attack. The Zealand and Pacific Islands Room and there are Library will use them to store films and music elevators for the leg-weary or less athletically inclined, recordings, especially tapes, because of their stable but library staff members believe that some visitors environment. might not even know that there is a second floor. Music news on Upbeat!, Concert FM, Radio New Zealand, 13 May 2004. Strangely enough, there is evidence that children are turning their parents on to the delights of the second Party planning under way floor. They come in on school visits or take part in Psst! Don’t tell anyone, but Palmerston organised tours and go home to talk about what they have seen. "I saw a photograph of our house 50 years North City Library knows how to travel through ago," or "I saw the birth notice you put in the paper time! Hundreds of people do it every week, about me," or "I saw a picture of my great grandfather," says writer Mervyn Dykes. But he warns that are all comments likely to bring parents to the second time travel is addictive. floor asking to see the same thing. ONE of the best-kept secrets of the Palmerston North City Library is that there are time machines there. To As the name suggests, the New Zealand and Pacific be sure, they are hidden away in small chambers where Islands Room provides a one-stop shop for students of few visitors venture and you do need to know the right things Maori and relating to the Pacific. These books people, but they are there nonetheless. were once scattered throughout the library according to their subjects - history, language, culture, If you want to find the time machines at the contemporary issues, or whatever - but research Palmerston North central library, you need to go either revealed a reader preference for grouping them. to the ground floor, or to the second floor, back right- The ambience in the room is more conducive to quiet, serious research and the librarians are close by and Neil Duff from the Hibiscus Coast souvenired two willing to help. It is even possible, by arrangement, to items from the German dictator's bomb-shattered retreat into the stacks when using material not on the Berlin office in 1945. They were auctioned in Auckland general shelves. A small table has been set up there yesterday. One was a religious text book bearing his and you can enjoy a cuppa as you work. own "ex libris" book-plate, the other a typed thank- Law records, official publications, statistics, census you card carrying his signature. data, Hansard parliamentary transcripts and A private collector in the South Island bought the magazines are all to be found on the second floor as book for $8500. Its estimated selling price was $1200. well. The book, God’s Work and Luther's Teaching, was given to Hitler in 1933 by a Lutheran pastor who handwrote Quite often, researches upstairs will send visitors a dedication. down to the archives, where three main kinds of records The card - its estimated selling price was $3000 - are held: went for $6500. A printed card probably produced in • The administrative archives of the Palmerston North bulk, it reads: "I express to you my sincere thanks for City Council and its predecessors. your greetings on the occasion of my birthday. They • The archives of business firms and community or­ have afforded me great happiness." ganisations in the Palmerston North area. Dunbar Sloane jnr said the auction house had taken • Personal papers and manuscripts of individuals and no steps to authenticate the signature and had families from the Palmerston North district. advertised the lot as "buyer beware". The buyer, who There they will also find such oddities as chairs once made his bid by post, will not talk. He apparently has used by the Queen, old business seals and large-scale a sizeable collection of military memorabilia and aerial photographs of the city in various eras. doesn't want to publicise the fact. Dunbar Sloane rare Anyone can copy documents held in the archives, book principal Peter Trowem said he had never seen receive advice on strategies for local history projects, Hitler's possessions come up for auction in New learn how to preserve historical documents, or simply Zealand. "I'll never see the likes of that again." study in a quiet environment. Talks are also held for Me neither, so I had to have a look. It was strange to their community groups on archives and local history. handle - and without gloves - things associated with The archives even includes one of the rooms the library one of the most reviled figures in history. Opening the hires out for public and private meetings, seminars and plain black book, once held in Hitler's hands, stirs special events. Out of sight are rooms of huge, rolling emotions: wonderment that history can be so palpable, filing cabinets filled with maps, charts, council minutes coupled with a vague revulsion. The Nazi swastika and other documents. on both bookplate and card remains a potent symbol Using the information at the library and the city nearly 60 years after Hitler's death, even to someone council, my wife was able to discover the history of whose parents were not yet bom when he came to our house, including original blueprints and a record power. of all who had lived there. British-born Mr Duff, a sprightly 84-year-old living at Stanmore Bay, took the items from Hitler's office at But as impressive as the records might be in the the Reich Chancellery in Berlin. Mr Duff served in the archives and the New Zealand and Pacific Islands Royal Navy in World War II. His German language Room, both are struggling to find storage space and skills saw him seconded to the Russian, American and the manpower to process materials into a form in which British naval commission that mopped up remnants of they can be catalogued and made available to library the German fleet after the fighting stopped. users. Such is the demand that the processing work In May 1945, a Russian admiral invited him on a has fallen several years behind. Even so, the library tour of Hitler's office and library, which had been staff and volunteers continue to do the best they can "blitzed to blazes". with what they've got as they delve back to the future. "That's when I helped myself, says Mr Duff. "In his Manawatu Evening Standard, 13 May 2004. absence, I borrowed the book." And the card. So has [We have to express concern at a method of there ever been any stigma in owning Hitler "preserving historical documents" that allows readers memorabilia? "Oh no," laughs Mr Duff, who has been using "old books" such as the one shown in the in New Zealand for 30 years with Belgian-born wife accompanying photograph, to "enjoy a cuppa" as they Josiane. "We were on the winning side. I use it work! This is against all common sense regarding the sometimes to show people - particularly the younger preservation of unique or rare archival and research generation, who can't quite believe that Hitler existed." materials. Ed.] There's no emotion attached to the relics, so it wasn't hard to decide to sell. He was pleasantly surprised by Hitler makes history at the prices the items fetched and plans a leisurely South Island tour. auction Geoff Levy, a Jewish lawyer in Auckland, said Hitler AUCTION: Ex-Navy man plans South Island and any memorabilia were symbolic of evil. holiday, courtesy of borrowed goods "Why would anyone in their right mind want to What's in a name? Quite a lot of cash, if the name is collect that kind of memorabilia?" said Mr Levy. The Adolf Hitler. pain and suffering of that time were still fresh for many in the Jewish community. "If some people want to pay large amounts for it wrote. Mr Berryman said he was "disgusted" by the then that's their prerogative, but it's not something I threat and his wife was "in a real state" over it. Their can approve of." judicial review action against the Crown is on hold Julie Middleton with additional reporting by Stuart while they seek higher compensation, believed to be Dye, New Zealand Herald, 14 May 2004. about $500,000. Lawyer Rob Moodie, who has taken up their case, said the treatment of the Berrymans by OBITUARY Crown Law made him ashamed to be a lawyer. OSH prosecuted the Berrymans when a bridge the (Gilbert) Randal Springer army built to their farm as a training exercise collapsed, On May 8, the day of Randal Springer's funeral killing Inglewood beekeeper Kenneth Richards, who service, a Mustang aircraft did two circuits over the was driving over it to check his hives on their land. city in an unexpected tribute that he would have loved. OSH prosecuted them because it thought the bridge was on their land, but it was later found to be on public [During] World War 2... he was stationed in the land. It withdrew two charges and the district court United Kingdom as an air crewman in the 75 (NZ) threw out a third, but the Berrymans got heavily into Squadron of the Royal Air Force and was a wireless debt repairing the bridge and through legal fees, operator aboard Lancaster bombers in several leading to bankruptcy. European operations. They now live in Wanganui, but want their farm back, or one of equal value. Dr Moodie wrote to Miss Mr Springer was... supervisor at Ohakea Air Force Clark recently telling her "there are two frail and broken Station, near Bulls... While there he researched and people" needing justice. He told The Dominion Post that planned the building of the new Ohakea Air Traffic the case was evidence that the average person could Control Centre tower. For the contribution this made not get justice when facing the might of the Crown, to safety he was awarded a military MBE in 1985. even when they were in the right. "Their life has been stolen from them by the brutish, He retired in 1985... to the Wanganui suburb of uncaring behaviour of the Crown," he said. "I'm Springvale. ashamed to call myself a lawyer because I'm part of the profession that's failed the Berrymans and failed Mr Springer was a volunteer for Wanganui's the public of New Zealand." museum, library, Conservation Department and district A spokesman for Miss Clark, David Lewis, said that council archives. He was a member of the council's she was replying to Dr Moodie's letter and hoped the heritage working party and of Wanganui's botanical Berrymans would accept the Crown's offer. It was their group. He wrote and transcribed papers, diaries and choice to accept or reject it, but it had been extended biographies, some published and some unpublished. several times in the hope that both parties would avoid He collected Wanganui biographical details for the further legal costs. National Library and also reviewed books for the Crown Law spokeswoman Jan Fulstow said she Chronicle, preferring non-fiction. could not comment on the letter Mr Hancock wrote, other than to say that, at the end of the day, [of course! Laurel Stozvell, Wanganui Chronicle, 18 May 2004. Ed.] the case might have to go to court, costing more and more money. Crown threat to axe bridge David McLoughlin, Dominion Post, 26 May 2004. compo Lost Berryman report turns THE Government has threatened to withdraw a $150,000 compensation offer to embattled Wanganui up couple Keith and Margaret Berryman unless they drop AN IMPORTANT report about the Berryman bridge legal action over a 1994 fatal bridge collapse case, which was thought to have been destroyed, has prosecution. This is despite Prime Minister Helen mysteriously turned up after intervention by Archives Clark's intervention in the case to support the couple, New Zealand. who were bankrupted and lost their King Country farm Keith and Margaret Berryman, who lost their King after an aborted Occupational Safety and Health Country farm after Occupational Safety and Health prosecution over the death of a beekeeper when a prosecuted them when the bridge collapsed in 1994, bridge to their farm collapsed. killing a beekeeper, sought the report through the courts The threat is made in a letter by Crown lawyer as part of their fight for compensation. But Crown Law Hamish Hancock that rejects the Berrymans' claim for said the Defence Ministry report had been destroyed much more than the $150,000 offered by the Crown in and only copies existed, which the Berrymans were 2001 after Miss Clark asked Attorney-General Margaret forbidden to see because, by law, such reports could Wilson to deal with the decade-long battle. not be used in litigation. "If litigation is to continue, the Crown may wish to After The Dominion Post published an article on the consider whether it is sensible to both maintain the offer lost report, the Society of Archivists wrote to Archives whilst also incurring the cost of litigation," Mr Hancock NZ chief executive Dianne Macaskill asking if she had given authority for its destruction. Government documents are meant to be held for posterity and can couple's lawyer to look at excerpts from a copy of the be destroyed only if Archives NZ approves. lost report, but the law prevented the lawyer showing Archives NZ appraisals manager Eamonn Bolger it to them. They wanted to be sure the copy was said that the Defence Ministry had found the file, which identical to the original. "What I believe is that this it now said had been missing rather than destroyed. report is very good news for the Berrymans and very The army built the bridge to the Berryman farm as a bad news for the Crown," he said, adding that if the training exercise, which is why Defence staff report support the Crown case, it would not be kept commissioned a report on the collapse. secret. Mr Berryman said Crown Law had allowed the David McLoughlin, Dominion Post, 26 May 2004.

In This Issue About the Contributors

New Zealand Conservators help to Salvage Niue Tharron Bloomfield is National Preservation Archives. Tharron Bloomfield Officer, Maori at the National Library of New Disaster Help Day: dealing with damage to Zealand / Te Puna Matauranga o Aotearoa. documents in the Central North Island Floods. Rosemary Collier is Editor of New Zealand Archivist Tharron Bloomfield and a semi-retired archives consultant. Disaster on Yap. Cheryl Stanborough Mary Donald is currently working on the Hamilton City Archives. Darryl Pike application of design to fabrics for the film Relationships in Records (7): Are Relationships production of The Lion, the Witch and the Wardrobe, Ever Actual? Chris Hurley in Auckland. She was formerly Archivist at the Conference Notices and Publications Received. Taranaki Museum and Puke Ariki, and still offers Rosemary Collier services as a contract archivist and oral historian. NRAM News. Kay Sanderson Chris Hurley is Information and Archives EDUKIT Courses. Mary Donald Specialist, Knowledge Management, Remembering Michael King. Rosemary Collier Commonwealth Bank of Australia, Sydney Council News. Darryl Pike has worked at the Royal New Zealand News Items: Data collection vault a mine of Police Museum in Porirua, in the book trade for information; Disillusioned Soviet archivist whose Whitcoulls in Wellington, and as Archivist for great diligence revealed nearly 70 years of KGB Rotorua District Council. Darryl was appointed secrets to the West; Kennedy and Rivkin's 1994 Archivist for Hamilton City Libraries in early 2002. Offset discussion revealed; Incis debacle slows Kay Sanderson is NRAM Administrator and activity; A chance to preserve oral histories; Identity Training Co-ordinator. snatchers boost shredder sales; Probe into Police; Cheryl Stanborough is Archivist at the Yap State The dummies that defended us; NZ bosses free to Archives, Micronesia. She is Australian, and did read staff e-mails; Conan the Librarian; Snap her training at the University of New South Wales. unhappy - digital photography's dirty little secret; Richard Overy, now at Wanganui District Council, How Monica and Bill's clinch was almost lost; was the previous Yap Archivist. Tough lesson for empty school employee; Suitcase full of medical files lost; Secret police files to be opened; A labour of love for maritime enthusiast; MPs agree to open secret files in police rape inquiry; [Vault's use transformed]; Party planning underway; Hitler makes history at auction; Crown threat to axe bridge compo; Lost Berryman report turns up. Rosemary Collier, Robin Griffin, Michael Hodder, Noelene Wevell.

New Zealand Archivist (ISSN 0114-7676) is the quarterly journal of the New Zealand Society of Archivists Incorporated. It is published each year in: Autumn/March; Winter/June; Spring/September and Summer/ December. It is compiled by the editor: Rosemary Collier. Copyright © NZSA and contributors. Views expressed do not necessarily represent those of the NZSA. The editorial address is PO Box 27-057, Wellington, NZ. All other correspondence to Secretary, NZSA, at the same address. Contributions for publications are invited. The journal is available through membership of the society (personal $45.00 in NZ, $55.00 overseas, or institutional $100.00) or separately by subscription at the same rates. Overseas rates include airmail postage. All charges payable in New Zealand dollars only. NZ Archivist is listed with EBSCO Publishing Inc., who make content available to their subscribers.