New Zealand Archivist Vol XIII No 2 Winter/June 2002 ISSN 0114-7676
The Hope Gibbons Fire, 1952 (part one)
Judith S. Homabrook
Recently I was obliged to visit my dentist in the Hope Gibbons Building, and this reminded me that it is now 2002. On 30 July it will be the 50th anniversary of the Hope Gibbons fire; a significant date in the history of archives in Nezo Zealand. The building that remains seems to shozo no trace of the fire that burnt down its neighbour. The evidence remains in a large number of charred official files rescued from the building and now preserved by Archives Nezo Zealand.
The time is appropriate to commemorate the efforts interest in archives. Betty was another outstanding that saved irreplaceable archives. Some of the papers worker. salvaged were on the point of being thrown out as It was a few days after the fire that I met Pam irretrievable when Archives staff intervened. Over the as she crossed the road from the stricken building. years archivists and researchers have had cause to be She had just been inspecting the damage, and was grateful for the information in the files, which would looking somewhat dishevelled, tired, and full of otherwise have been lost. Regrettably, some papers concern. However, she was full of determination and could not be saved, but nevertheless the success rate common-sense. Betty was at the time, I believe, trying was impressive. to organise some assistance for salvage operations. Bear in mind that little was known by the public, or Come what may, these two were out to do their utmost even by the research community, about the fledgling to rescue damaged archives. If help and resources Dominion Archives. It was a tiny section of the were not available they would improvise as best they Department of Internal Affairs, with a staff of three. could, but action was urgent. It would have been This trio was based in an attic above the General hard to resist their appeal, and it is fair to say that Assembly Library, with access up a steep flight of their attitude gained many friends, and did much to stairs which were sufficient to deter all but the keenest further the archives cause. visitors. Certainly the response to the archivists' efforts To preserve non-current records of permanent to get technical advice and assistance to salvage value, proper housing was essential. But as it was, the and preserve papers was impressive. For example, archivists were obliged to "make do" with the most dry-cleaning firms, a banana warehouse and timber unsuitable storage space, including that in the Hope kilns provided drying facilities for water-damaged Gibbons Building. papers. Specialists in conservation, the Dominion In these three people, however, New Zealand was Museum (now Te Papa), the Department of Scientific most fortunate. They made a great combination. and Industrial Research, Lands and Survey Department Dedicated, tireless Michael Standish was the Officer- and the Alexander Turnbull Library all joined in in-Charge. He was quiet and unassuming, but a offers of help. fighter for the archives cause. This quality plus his The highly respected historian Professor J.C. professionalism made for an outstanding archivist. Beaglehole was quick to urge the need for better Nevertheless, with Archives so little known and facilities and recognition for New Zealand's official appreciated, he faced a hard struggle. Sadly, he archives. The little-known or appreciated Archives was to die not long after he was officially appointed earned valuable publicity. Chief Archivist in 1961, before many of his goals Time and experience have served to confirm respect were achieved. for what Pam and Betty did, and the significance of the At the time of the fire, Michael Standish was away event. The fire was followed by encouraging moves. visiting archival institutions overseas. But he left In 1954, Cabinet approved a plan put forward by the the Archives in the good hands of Pamela Cocks and Department of Internal Affairs for the development Betty O'Dowd. Pam was a dedicated archivist also: of a National Archives, including provision for full of energy, enthusiasm and initiative. There was a legislation, the appointment of a Chief Archivist and special gleam in her eye when she spoke of her work. more staff, the appraisal of departmental records, and In 1968 she left National Archives to marry Allan the arrangement and description of the archives. The Hall and five in Gisborne, but Pam has retained her Archives Act was passed in 1957, and slowly some progress was made with the other recommendations, Labour and Employment Department. All the closed and better accommodation was provided. Fittingly, records of this Department up to the present day. Pamela Cocks was awarded a Fulbright grant for Marine Department. All the records up to 1914 that archives study in the United States. had survived two previous fires, and the letter books The report so carefully presented by Pam at the up to 1922. time conveys the saga so much better than a mere Department of Scientific and Industrial Research. A bystander can. good many maps belonging to the Geological Survey. Department of Agriculture. Some few of these records. The loss of these records not only entails a complete loss of much of the more important aspects of New Zealand's life and history but will be a considerable hindrance to those whose duty is to administer affairs in the departments now. Such destruction would not have occurred had these records been placed together with all others of a similar nature in a fireproof concrete building in the custody of that part of the Government service whose duty it is to guard both the physical safety and the moral integrity of records, namely the Dominion Archives. Not only would the provision of a proper building safeguard the records against fire, damp, mice and earthquakes but would eventually save View of the fire in the Taranaki Street wing of the Hope space. Instead of having the records of the various Gibbons Building, Wellington departments in many, and often quite unsuitable, repositories, they would be concentrated in one Photo: Evening Post, Wellington. Collection at Alexander place, where they could receive every care. Records Turnbull Library, Wellington. Ref. EP 1952/4010 deposited in the Archives would continue to be available to the department of origin for reference or recall and would retain the original filing system and Dominion Archives reference numbers. This could not fail to benefit the 5 August 1952 work of the departments. Many records which are now lying in disordered heaps in departmental cellars Memo: Secretary, Department of Internal Affairs could be properly cleaned, arranged and indexing The recent fire in the Hope Gibbons Building has aids compiled where necessary. filled us with alarm for the safety of New Zealand's The Dominion Archives have been asked by the Government Archives. I should like to express my Speaker of the House of Representatives to leave its regret that such a major destruction should have present quarters, the floor of which is in danger of occurred and feel it my duty to suggest means by cracking. This would seem a suitable occasion to which the possibility of a similar destruction may be move towards securing some better accommodation obviated. New Zealand has suffered a comparatively where we would have adequate space to take over large number of losses by fire, shipwreck etc. but as many of the complete record accumulations as the this is probably a greater loss than that sustained Departments wished to deposit with us. even during the fire in Parliament Buildings in 1907. The building in which these records had been placed P.S. Cocks, for Controller of Dominion Archives had previously been condemned as unfit for use by There is also a much fuller report' which gives members of the staff of any department, firstly because more detail of the Public Works, Lands and Survey, of its close proximity to an inflammable industry and and Agriculture Department records which were lost. secondly, because owing to a large crack along the This report by Pamela Cocks, now signing as 'Acting whole length of the wall the building was likely to Officer-in-Charge, Dominion Archives', is dated 11 collapse. This would not seem a suitable place to store December 1952. records that were valuable enough for Departments It describes the Hope Gibbons building as of brick to wish to store them. construction, but with wooden floors. The fifth floor The following is a rough list of the records that was used for storing government records, but on the have been destroyed:- third and fourth floors were two electrical equipment Lands and Survey Department. All the Head Office factories. It was a known fire and earthquake risk. correspondence files from the beginning of the The report outlines in detail the events surrounding Department, 1854 to 1894 and including letter books. the fire, and the salvage effort. Mr C.R.H. Taylor Public Works Departm ent. All the early (Alexander Turnbull Librarian), representing the correspondence records up to about 1913. Archives, authorised "supervised destruction of such charred and water-damaged records as had survived They found that some valuable records of the complete incineration in the fire". Pamela Cocks and Works Department had been removed before they Betty O'Dowd were appalled at this decision. And were able to commence the salvage work. Agriculture from England, where he was on leave and spending considered none of its records important, and advised his time learning as much as possible about archives that all would have been eventually destroyed. The practice, the Officer-in-Charge of Archives, Michael Marine Department removed its records to its own Standish, urged "that every effort be made to save shed. as much as possible." The report goes on to describe the various Between 21 August and 5 September the two vicissitudes in drying out the records. This process archivists, initially with very little assistance, kept took two-and-a-half months, the bulk being so great ahead of the demolition men, decided what records as to prevent any rapid drying, or any detailed could be destroyed and removed other records from conservation processes. precarious upper floors to the ground, organised The report concludes with the statement "Internal their removal from the site as well as arranging and Affairs Department saw fit to present Miss O'Dowd hiring places to store them. As the pace of demolition and me a bonus of £10 each for our work in this speeded up, they were able to get help from some of matter." the departments whose records they were working on. ■ Archives New Zealand/Te Whare Tohu Tuhituhinga o Aotearoa, Head Office, Wellington ARCH 451 /4c
Relationships in Records: (2) How Do I Own Thee? Let Me Count the Ways
Chris Hurley
2.1 In Part 1, it was hypothesised that succession giving rise, in effect, to new kinds of relationships. relationships are actually ownership relationships 2.4 When a series is closed and control is passed in disguise. In order to apply this theory, it will be from the originating agency to a successor, the necessary to define ownership in much more precise inheriting agency acquires ownership but, if the ways than we have been accustomed to doing. series is already closed, these privileges are of a 2.2 The need for this, in any case, is apparent in different character. Where once ownership implied the emerging functionality of records management create, view, open, delete etc. in relation to a closed software. We are accustomed, in traditional record series, "create" privileges no longer apply. Thus the keeping theory, to express provenance in simple inheriting agency may view, open, and delete, but statements about records-creation. In fact, such not create. Such an inherited but limited ownership statements obscure a complex network of relationships is sometimes called "control" to distinguish it from between records and their creators. In records "creation". management software, the relationships between 2.5 But the situation is complicated still further records and actors within an agency are defined as by the fact that a file can be created in at least two permissions: create, see, open, edit, delete, assign, ways - by creating the file and by adding documents and so on. Each of these permissions represents, in to the file. Thus it is possible to create a file series different degrees, ownership privileges assigned by by exercising the privilege of creating new files or by the corporation to agents and to work groups within exercising the privilege of adding papers to an existing the organisation. file. It is clear that such privileges are different and 2.3 Similarly, the crude statements we are can exist in different time frames. The right to add accustomed to make about provenance disguise more papers to existing files in an inherited, but closed complex relationships which can be expressed as series, without the right to open new files being an differing types of ownership. A traditional file series exercise of "control" rather than "creation". It will be is owned by the creating agency. This encompasses clear that in a well-documented system, the change privileges of creation, viewing, editing, and deleting in the nature of ownership can occur without the (subject to archival regulation). Ownership may be succession of agencies - thus, the creating agency inherited by a successor agency, but as time passes ceases to be "creator" when it closes a series (denying the privileges associated with ownership will change, itself the privilege of opening new files) even though it continues to exercise the ownership privilege of (i.e. the decision about what records to make). The "control" by allowing itself to continue to add papers distinction between these two types of process will to closed files. be an important factor in any detailed analysis of 2.6 Upon close examination, it will be found that the types of ownership relationship which can be a list of privileges, not unlike the privileges identified documented - either about or within record-keeping within records management software, define a variety systems. of ownership relationships which it is possible to differentiate within a documentation system for Figure One record-keeping. 2.7 The kinds of ownership privileges identified above are either absolute or conferred. The creating agency has absolute privilege over what records to create. Creation privileges exercised by staff members and work groups are conferred on them by the agency. Moreover, the ownership privileges establish different kind of relationships. The ownership privilege of an agency to create records of its business is akin to the traditional provenance statement about creator of series. The conferred ownership privilege of creating records within a record-keeping system is traditionally documented (if at all) as part of the system, not ordinarily in an archival finding aid. 2.8 A distinction can thus be made between the creator of a record series (the agency exercising ownership privileges in deciding to make records of its affairs) and the creator of records within a series (the agents, usually employees, exercising ownership privileges conferred by the agency in deciding when to open a file). Each of these ownership relationships can (as discussed above) take a variety of forms depending on the type of ownership privilege being exercised. 2.9 Thus, the statement about records creation can be made in a variety of ways :
View 9 (ownership of a series)
Agency A Agency A Agency B Agency B Y Y Y Y
Margaret Tennant
Professor Tennant's citation has been edited to exclude some parts that have appeared in this journal already, in excerpts from newspaper articles.
I'm pleased to be able served on its committee to deliver this oration in for over a decade. Among support of the award of a the campaigns with which Massey University Medal Ian was involved was to Ian Roderick Matheson. one to resist the It's especially appropriate development of a stock- that this award is being car track alongside the bestowed on an archivist Te Rangimarie Marae, and historian in the and another for the University's anniversary preservation of an year, when we as an important building in our academic community are industrial heritage, the reminded of our past and Hoffman Kiln. Ian's the importance of heritage walks around The remembering and lan Matheson at the George Street entrance to Palmerston Square and the Terrace celebrating that past. [2002 North City Library, where the city's archives are housed. End Cemetery soon is the 75th anniversary Photo: Manaioatu Evening Standard became renowned, and of the founding of the formed the basis of the University's precursor: Heritage Trail brochures Massey Agricultural College. Ed.] now produced by the City Council and Historic Places As a fellow historian of Ian's I must acknowledge Trust. a little trepidation about my role, however: Ian's an Ian's also been a foundation member and office archivist, someone to whom details and dates matter, holder of the Manawatu Museum Society, the so it was extremely important to get this citation right Central Districts Branch of the Archives and Records - especially as the one for Ian's earlier public honour, Association and the New Zealand Society of Archivists. a Queen's Service Medal, didn't quite reach his own He was President of this last organisation between high standards of accuracy, I'm told. So, if I'm slightly 1995 and 1997, and its representative on the National apprehensive, it's because I half expect Ian to rush Archives Advisory Committee in the late 1990s. off and produce a file, which will demonstrate that But a listing of Ian's activities doesn't do justice to something happened in 1970 instead of 1971, or that his very real contribution to knowledge, to town-gown I've got the title of an organisation just a little bit wrong. relations, and to the way in which he has influenced What I'm really saying here is that Ian Matheson is a heritage issues in our community. person who has earned a formidable reputation for What makes Ian a particularly suitable recipient rigour and scholarship in regard to the history of our of a Massey Medal is his generosity in sharing his local community - it's a reputation to which most of knowledge and the many years of assistance he's us here would certainly defer. given to students at all levels. Secondary school pupils His family connections with the area go back to the are made welcome at the City Archive, but Massey 1880s, and this has no doubt contributed to his feel staff and postgraduate students in history, planning for, and personal commitment to, the history of the and geography, in particular, have also benefited from Manawatu. For many years Ian Matheson was the Ian's expertise. Massey history students regularly sole staff member of the City Council Archive, and consult Ian on topics as varied as protest in Palmerston he's been responsible for accumulating and ordering North, local politics and the history of power supply what's now a very substantial local repository. As in the Manawatu. They learn from him that history well as this, he has given considerable assistance to is not only about what happens in the main centres, neighbouring local authorities wanting to establish and on a national stage, but about the distinctiveness or extend their own Archives. He has helped raise of local patterns. Ian's unstinting in the time he gives public consciousness about such records in a way to students and they never fail to be inspired by his which ensures existing collections are constantly being enthusiasm - one never has a short conversation with augmented. Ian Matheson when the topic is local history or the In addition, Ian has been a pivotal figure on importance of archives! local and national heritage organisations. He was Others, too, have benefited from Ian's expertise as a foundation member of the Manawatu Branch archivist and historian. He's made a major contribution of the New Zealand Historic Places Trust and to collating and recording aspects of Rangitane history. Not only has he contributed to a number of local history has been preserved and a great deal of local historical publications but he's been active in genealogical material has been recorded. In the 1980s the compilation of unpublished tribal histories and and 1990s Ian assisted the Rangitane Maori Committee tribal records, most of which have been readily made with research for their pouwhenua project, Karaka available to whanau. Grove at Massey being the first such undertaking. As a result, substantial and detailed accounts of Ian's contribution to Maori history, to scholarship, both early and recent Rangitane history have been and to Maori cultural development therefore demands brought to light. Ian has drawn on earlier publications, particular recognition. often little known, but has also made extensive use of To conclude, it seems entirely appropriate to primary sources. Typically he has been able to verify award this Massey Medal to a man who shares our his work with reputable evidence and in that respect institution's commitment to the dissemination of has earned a reputation for commitment to accuracy knowledge and who has done so much to assist staff and scholarship, for sensitivity to local feeling, and and students of Massey University as well as the high ethical standards. As a result of this work, much wider community.
Co-operation not Competition: The Memorandum of Understanding between the Macmillan Brown Library and the Canterbury Museum
Jeff Palmer
If we are honest with ourselves as archivists, we would have to say that traditionally, there has been a tacit spirit of competition between collecting Archives in New Zealand. While we may be helpful and co-operative at social gatherings and archives conferences, at the same time we are very careful to protect our own institutions' collecting areas; our 'patch' as it were. In a small country such as New Zealand with a limited population base and ever-diminishing resources, such competition can have a counter-productive effect. With the increasing quantity of information resources being produced in this 'information age', a change in attitude is needed in the New Zealand archival community, so that we can ensure that archives which need to be preserved are preserved.'
In Christchurch, the Canterbury Museum and the broadest sense, between the two institutions. The the Macmillan Brown Library at the University of need to co-ordinate archival collection policies was Canterbury are the two largest non-governmental specifically mentioned in the research Memorandum, collecting Archives in Canterbury. Since the and acted as an added impetus for drawing up a formal appointment of the Macmillan Brown Library Archivist agreement regarding archives collecting policies. in 1997, there has been dialogue between the two In late 2000 the Macmillan Brown Library and institutions with regard to collection strengths and the Museum decided to attempt to produce a formal activities. At an informal level, curatorial staff have memorandum regarding their respective collecting been striving to co-ordinate collection policies to policies. This progressed through a series of joint ensure that the widest possible range of archival meetings of curatorial and archives staff in 2001. materials is preserved, and that resources are not Finally, on 31 January 2002 the Canterbury Museum wasted in senseless competition in the same areas and the Macmillan Brown Library signed the final of interest. Memorandum of Understanding. As far as can be It soon became obvious to staff at both institutions ascertained, it is the first time in New Zealand that two that while dialogue at this level was both beneficial and major collecting Archives have entered into dialogue rewarding, a more formal arrangement was needed, and co-operation in such a manner. to ensure that the co-operation remained an essential In a practical sense, this means that the two part of the work of future archivists and curators. repositories will have some clearly defined boundaries At the same time, the University of Canterbury and in archival collecting activities. We chose the areas the Canterbury Museum were working towards an for collecting based on an analysis of both our existing over-arching Memorandum of Understanding that collection strengths, and user demand. If either promoted co-operation in research and scholarship, in institution is offered archives in the other's stated area of interest, it will encourage donors to offer the Brown and Canterbury Museum have collections material to that institution. The ultimate decision as to of engineering drawings related to Canterbury. the disposition of the materials will, of course, be up However Canterbury Museum is not actively seeking to the donor. Once the reasons for the Memorandum engineering drawings, while Macmillan Brown is have been explained, we have found that donors are primarily collecting only those engineering drawings generally more than willing to be accommodating. that relate to its other architectural archives. The preface to the document neatly summarises G. Postcards its purpose and intent: No overlap as not collected by Macmillan Brown. "The purpose of this Memorandum of H. Oral History Understanding is to document the collecting areas No current issues as Canterbury Museum is not of the Macmillan Brown Library and Canterbury presently collecting Oral History. Museum with a view to their aligning their collecting I. Ephemera areas wherever possible, given the interests of their Neither institution is very active in collecting institutions. ephemera except for Macmillan Brown collecting Outlined in this document is a summary of the theatre and concert programmes. There is an apparent overlaps and areas of consensus in terms of collecting overlap in the area of performance arts. areas, followed by detail of the collecting areas - their J. Posters and Reproductions descriptions, geographical coverage and acquisition There is little conflict in this area with neither priorities." institution actively collecting and priorities being The Memorandum itself runs to some 12 pages, different. but the following summary, an edited extract from K. Books the document, neatly outlines the break-down of Both the Museum and Macmillan Brown need to collection areas and responsibility: hold books to support the research of the individuals "A. Archives and manuscripts in their institutions therefore overlap of collection is There is general consensus and differentiation both likely and necessary. Continuing discussions of acquisition priorities in this area and continuing should ensure that the institutions do not directly discussion will ensure no significant overlap develops compete in any acquisition of specific items of historical in Curatorial areas. Canterbury material. B. Family Histories and Notes L. Serials Canterbury Family Histories (particularly Both the Museum and Macmillan Brown need to unpublished) is a strength for Canterbury Museum hold serials to support the research of the individuals and not a particular focus for Macmillan Brown. in their institutions therefore overlap of collections is Therefore Macmillan Brown are prepared to offer any both likely and necessary. such histories to Canterbury Museum. M. Music C. Photographs There is potentially overlap in collecting of There is some conflict in this collecting area given Canterbury sheet music as Macmillan Brown collects the interest of both institutions in Canterbury and all published New Zealand scores. This should be West Coast photographs. However given the lack of considered in future reviews of collection of sheet a staff member at Macmillan Brown to actively collect music by Canterbury Museum. photographs, further discussions should be held N. Maps if/when such a staff member is appointed. Canterbury Museum and the Map Library of D. Artworks the Geography Department of the University of There is currently little conflict in this collecting area Canterbury have ongoing discussions to ensure given that neither institution is collecting very actively, alignment of collections. There does not appear to be both being dependent on donations. The Museum much overlap in maps collected by Macmillan Brown will open discussions with the Macmillan Brown and Canterbury Museum. Centre regarding the Museum's strong collection of O. Philatelic three-dimensional Pacific artworks and the potential Macmillan Brown does not collect philatelic items for collaboration in teaching and research using these therefore there is no conflict in this area. resources. P. Newspapers E. Architectural Plans Neither institution is actively collecting newspapers There is some overlap in areas of interest regarding therefore there is little issue. Canterbury Museum architectural plans with both institutions collecting will forward any proposed donations of Pacific Island plans from Christchurch and Canterbury. However newspapers to Macmillan Brown Library. Canterbury Museum is not actively collecting, except Q. Movie Film for records of its own buildings, and would consider Neither institution is actively collecting movie film offering to Macmillan Brown any significant collections and no conflict appears likely." brought in, given that Macmillan Brown is actively What then follows is a more detailed break-down collecting in this area. of collecting areas. For instance, the Macmillan F. Engineering Drawings Brown Library notes a special interest in political There is some overlap in that both Macmillan papers, labour and industrial relations, and archives relating to literature, while the Canterbury Museum other important repositories, such as Christchurch lays claim to papers relating to Antarctic exploration City Libraries, will be offered the opportunity to (particularly the heroic age), family histories and participate in the Agreement. Steps are already being notes, and philatelic archives. taken to widen the scope of the Memorandum, and Areas of overlap and mutual interest are the number of participating institutions. acknowledged (such as photographs and certain Estimates provided by Archives New Zealand architectural archives), and a commitment to dialogue indicate that that institution can collect only between on such collections on a case by case basis is made. 1% and 3% of potential archival material produced The Memorandum is not a static document, and by government, as a result of the modern information will be reviewed periodically. This will enable us to wave. We are operating, for better or worse, in the respond to the needs of our research communities. same environment. Because our facilities simply For instance, if the University of Canterbury were cannot keep expanding ad infinitum we will have to to embark on post-graduate health studies, we may prioritise. The Memorandum of Understanding will have to examine the possibility of collecting in that be one of the tools that will enable us to do just that. area also. Even though the Memorandum has begun life 1 This topic was a matter for heated debate nearly a quarter as a bilateral understanding between the two major of a century ago. See Archifacts nos. 4 & 5 n.s., March collecting Archives in Canterbury, it is envisioned that 1978, p.105. [Ed.]
Gail Pattie, University of Canterbury Librarian and Anthony Wright, Director, Canterbury Museum
Staff of Canterbury Museum and University of Canterbury Library Preservation of Electronic Information
Rosemary Collier
UNESCO Resolution on Digital Preservation It does this in various ways, including promoting The Conference of Directors of National Libraries training and providing advice and tools. Find out (CDNL) at The Hague in June 2001 proposed a draft more about it on www.erpanet.org resolution concerning the preservation of information An enthusiastic advocate of Erpanet was Vanessa in electronic formats, for consideration at the October Marshall, Director of the National Preservation Office UNESCO Conference. The resolution was formalised at the British Library, who visited New Zealand last and carried by the government of The Netherlands, September and spoke to archivists. A few bon mots and adopted by the General Conference. Its intention from her talk in Wellington: "The technology will is to state what is involved in the preservation of look after the technology, but not all the other things digital materials, and to encourage governments to we need to know to make it work." She said that take action. archivists must decide why they want to keep digital In adopting the resolution, the Conference invited archives, and not just "cherry-pick" choice examples. the Director-General to prepare for the Executive Similarly, there must be good reasons for digitising Board "elements of discussion for a draft charter on archives. It is necessary to move from the stage the preservation of digital heritage, for adoption at the of having projects to deal with digital records to 32nd Session of the General Conference in 2003". having regular programmes for their acquisition and The Director-General is to elaborate principles management. for the preservation and accessibility of the digital Subsequent to Vanessa Marshall's visit, in June heritage, in co-operation with libraries, archives and 2002 Dr Seamus Ross and Dr Ian Anderson from the museums; to raise awareness among governments and Humanities Advanced Technology and Information others of the need to safeguard the digital memory Institute (HATH) of the University of Glasgow came of the world; to ensure preservation by encouraging to New Zealand and ran two digitisation courses in member nations to have policies for national deposit; Wellington for cultural heritage professionals. The to promote the use of standards; to provide tools courses were attended by 40 people from libraries, for member states to monitor the state of digital museums and archives around New Zealand. The preservation; and to ensure that UNESCO itself, and visits of these three experts were organised by the other parts of the UN, have digital repositories. National Preservation Office, National Library of The documents can be viewed at www.unesco.org New Zealand.
Erpanet Two references Electronic Resource Preservation and Access Mary Feeney, ed. Digital culture: maximising Network is the full name of this European Commission- the nation's investment, British Library: National funded body. It works to enhance the preservation of Preservation Office, London, 1999. cultural and scientific digital objects through raising Jones, Maggie and Neil Beagrie, Preservation awareness, providing access to experience, sharing management of digital materials, British Library, London, policies and strategies, and improving practices. 2001. NR AM News
Sarah Welland One of the biggest changes that has happened Provincial Museum adding some records to the in the last three months since I became the NRAM database, (thank you Nelson Provincial Museum!), I Administrator is that the NRAM website has been would have been very worried. I therefore suggest thoroughly updated on all its main pages. The NRAM that you utilise well these long, dark winter months website, if you haven't visited it already, is at http:// by contacting me and discussing how we can transfer www.nram.org.nz the relevant parts of your finding aids to the NRAM Changes to the website include clearer screen database with the minimum of fuss. layouts, less text on the home page, clearer links to You may wonder whether there is any point in other pages, extra pages and updated information. sending material to NRAM, but you need to consider Further changes, are (as they say) in the pipeline, with that the database is open to a world-wide audience. It further work to be done on the articles pages, as well is a free way of promoting your archive or manuscript as the addition of graphics to bring the website in line collection within New Zealand. People do look at with contemporary standards. the site! Bruce Ralston from the Auckland Museum One of the more exciting things is the addition of has told us that 50% of the reference emails to the a "links" page. I am hoping that this page will grow Manuscripts Librarian come via the NRAM website. in size so that it eventually becomes a useful portal to If you haven't done so for a while, I suggest you New Zealand archive and manuscript sites. If you are visit the NRAM website and have a look around. interested in having your website listed here please Please feel free to contact me if you have any queries contact me via the contact details below. about the website, or would like to discuss sending I have found that when I search for archival information to the database. I apologise for the lack of information on the Internet the NRAM website contact information, but I am in the process of moving regularly appears within those vital top ten "hits". to the South Island. This happens even when using a search engine like "Google", so linking your website to NRAM's may not Sarah Welland be such a bad idea... NRAM Administrator (and soon to be Mainlander) In terms of additions to the database, things have [email protected] been very, very quiet. If it wasn't for the Nelson Phone: 021 216 8845
NEWS ITEMS
Sarah Tyacke, Keeper of Public Records and Chief The Tasman Bays Heritage Trust has bought a prime Executive of the Public Record Office, recounts her retail complex, on the corner of Hardy and Trafalgar interest in history, maps and archives in the May Sts. The purchase of the two-storey building ends a 2002 issue of History Today published in London, U.K. long search for a higher profile and bigger site than Entitled "On the Record", the short article recalls her the existing museum at Isel Park in Stoke. childhood interest in archaeology and her visits with Trust chairwoman Pat O'Shea said it was a her school history teacher and class to the Essex Record significant step in the relocation project. "It's taken Office, where the staff presided "apparently willingly, a lot of hard work and there's more hard work to do over our attempts at research." From university, but it's exciting," she said. The 2000sqm building was Sarah Tyacke went to work in the Map Room of the previously owned by a syndicate. It currently has a British Museum, which later formed part of the British number of tenants, most of whose leases run until at Library. Later, she became the first woman Keeper least 2003. Ms O'Shea said the trust would continue of Public Records. to lease the building until it was ready to refit it. Work History Today, May 2002. would start on the top storey first, which was soon to be vacated. The trust had set a target date of opening part of the upper storey in early 2003, although that Museum moves to $3.1m would be re-evaluated once details of the refit had been worked out. building Nelson Evening Mail, 14 November 2001. A 3.1 million central city property has been bought as the new home for the Nelson Provincial Museum. first settlers, George Clarke and his family. The albums Local memories sought of were among a collection of valuable possessions given Queen's NZ visits to the Northland Historic Places Trust this month. The trust's area coordinator, Stuart Park, said Local people's memories of royal visits, especially a Bible belonging to the original inhabitants of the the Queen's first visit to New Zealand in 1953-54, are Kerikeri Mission House was also donated and a book being sought. Te Manatu Taonga, the Ministry for of John Wesley sermons connected to the Te Waimate Culture and Heritage, is seeking people's recollections Mission. to add to its new website on royal visits. The website's But the albums were the most treasured find creation commemorates the Queen's 10th visit this because of the number of photos they contained of the month. Clarkes. George Clarke was a settler who came out People can send their contributions direct to the from England in the 1820s to work as a missionary in website but the Upper Hutt Leader has offered to be an Northland. Mr Park said the trust had in its possession intermediary and publish some of the local memories photos of George Clarke but not an entire album with contributed. We are also interested in publishing a raft of other family members. photos of the royal family visiting Upper Hutt. Jock "It gives images of people we didn't have before," Phillips, chief historian at the Ministry, says that the he said. "It gives us better images and gives us a lot website exhibition uses photos, films and excerpts more homework." from radio broadcasts to portray the first visit by the George Clarke, who worked as a gunsmith in Queen in 1953-54. It was the first visit to New Zealand England, began missionary work at the Kerikeri by a reigning British monarch. Mission House in 1824. His family later lived in During that visit the Queen attended the Trentham Waimate North where they began a farm to supply races, was driven through Upper Hutt and travelled by the Kerikeri mission. George Clarke eventually left train over the Rimutaka Incline to the Wairarapa. Waimate North and went to Auckland where he 'There are very few New Zealanders over the age was part of the land negotiations. He built the first of 55 who do not remember the day when they saw vehicle bridge at Waitangi and helped to construct the the Queen," says Dr Phillips. "The first royal visit was first road from Kerikeri to Waimate. He was also at one of the great events of the 1950s in New Zealand, Waitangi when the treaty was signed. and the Queen's visit this year offers an opportunity Mr Park said he did not know the albums existed to recall a very different age." until they were handed to him by one of the Clarke The Ministry is looking for interesting and amusing descendants in Thames, who decided the trust would stories relating to the Queen's earlier visits. It is be the appropriate place for the photos. Most of the particularly interested in stories about the first visit, pictures were taken in studios in Auckland between but also welcomes recollections bout other visits the 1840 and 1890. Queen has made to this country. Excerpts from many "Because of the significance of the Clarke family to of the stories will be presented on the website. All the Te Waimate Mission and the whole Waimate North those who [sic] reminiscences are posted will receive a area, it seems very appropriate that these items be free copy of Dr Phillip's [sic] book Royal Summer. returned home," Mr Park said. They will be on display Stories should be reasonably brief and can be sent in to the public at Te Waimate Mission House. via the website, by email to [email protected] Bridget Carter, The New Zealand Herald, 2 March or by post to the Ministry for Culture and Heritage, 2002. PO Box 5364, Wellington. The royal visit website is www.nzhistory.net.nz If you would like to share you memories and South's timeworks history photographs with the Upper Hutt Leader as well, phone the editor on 528 9654. traced in Bluff man's book Upper Hutt Leader, 27 February 2002. LIMEWORKS that processed one of the vital ingredients in Southland's farming wealth are A similar story appeared in the Auckland City described in a newly published book by the Bluff Harbour News, 1 March 2002. writer Ossie Collinson. Appropriately, the book, Limeworks of the South, was launched at the Awarua Browns Lime Ltd stand at the Southern Field-Days at Historic albums cast new Waimumu yesterday. light on old days Mr Collinson details the 19 Southland limeworks that processed the limestone into lime over the past The public will be able to view family photos of 100 years. A serpentine works is also included. Almost one of our first settlers. all of these were located in Central Southland where The Clarke family photo albums are more precious the distinctive geological deposit runs from Tussock than most. They contain no holiday shots of summer Creek north through the aptly named Limehills with at the beach, but portraits of one of New Zealand's outcrops at Dipton and Balfour. Further west, a deposit at Clifden, near Tuatapere, was also worked for many in the communities. "Linz has recognised that our years and is still in production. strategy...has had a significant impact on these In earlier times, these were labour-intensive and communities and we feel the need to compensate in muscle power was at a premium. At some places such some way." as Browns and Limehills small villages grew up near Mr Maseyk admitted that it looked like the records the quarries. "Today, with (mechanisation) some of were going full-circle. "That could be. I don't think them can produce more in a day than some could in a there's anything wrong with that. In the meantime year," Mr Collinson said. we have copied the records so an important aspect of There are five limeworks still operating in preservation has been achieved." Southland. These are AB Lime and Fernhills, near The previous National-led government had given Winton, Balfour, Clifden and Dipton. The serpentine Linz the mandate to close offices and centralise records, works were located near Mossburn. Mr Collinson but several things had changed since then, he said. praised the support of present and past limeworkers. "Since that time more information has been gathered, His previous publications also concerned working we have a better understanding of local needs, we have trucks and dairy factories in Southland. more of an idea of what closing these branches means The book, printed by Craigs, has a soft cover, 84 and there has been a change of government." pages, index and many illustrations. Linz was now compiling feedback and submissions, In addition to launching his latest book at the and planned to present a paper to cabinet in May. Southern Field-Days, Mr Collinson had a display Jane O'Loughlin, Nelson Mail, 6 March 2002. of limestone rocks - several clearly showing fossil remains - taken from Southland's many quarries. [For more information see www.linz.govt.nz and The samples carried metal labels identifying where search under 'copying'. A summary of submissions they had been taken from and a brief history of each on the document circulated regarding an investigation lime-works. into the best means of copying is available for Writing books had been a part-time hobby, he downloading. Ed.] said. It was important Southland's past was recorded before it was lost forever. Now 83, Mr Collinson thought his limeworks history might be his last - Wartime memories but who knows? I ALWAYS enjoy chatting with older constituents Vince Boyle, Southland Times, 28 February 2002. and they often share with me some of their wartime memories. That is why I am so pleased that the Prime Linz report goes to cabinet Minister and Minister for Arts, Culture and Heritage, Helen Clark, has launched the campaign Lest We Hopes of Nelson's historical records being returned Forget to preserve as much as possible of the human to the city lie with a cabinet paper to be considered in evidence of wartime - the triumphs and tragedies, the May. Land Information New Zealand officials recently boredoms and the excitements. held meetings in Nelson, Gisborne, Hastings and As Miss Clark says, war was an unforgettable and New Plymouth, asking for feedback on a proposal to powerful experience that affected everybody, and was copy some of the records removed from those centres a defining stage in our nation's evolution. As those when Linz branch offices closed and records were New Zealanders who lived through war sadly leave centralised last year. us, we owe it to future generations to ensure they The closure outraged Nelson historians, are not forgotten. genealogists, surveyors and iwi who said the local Letters, diaries, photographs, postcards, or even archives should stay in the community. Now the souvenirs, ration books, and paybooks all contribute to department is looking at various options of copying the story of our country's wartime experiences. And it those records not available on the agency's electronic is not only the experiences of service men and women Landonline service, and returning those copies - or that are worth remembering and preserving. Those in the originals - to the relevant community. the Home Guard, war refugees, war brides, members Linz meeting leader Jeremy Maseyk said the of patriotic organisations, people "making do" at meetings reveal that members of the four communities home - they all have important stories. involved held similar concerns, especially iwi members The Lest We Forget campaign wants to encourage who said the records were vital in preparing Waitangi New Zealanders to save this precious heritage before Treaty claims. 'The strong message from Maori was it is too late. Here in Wairarapa, Aratoi (377-1210) they would like to see the records, such as crown grant or Wairararapa [sic] Archives (378-9666) will gladly deeds, returned to their origin," Mr Maseyk said. welcome your donation of material. Remember Claims for the records entered to the Waitangi it is a gift to the future. More information on Tribunal by iwi in Nelson and Gisborne had carried www.mch.govt.nz/war-memory considerable weight in prompting a rethink on the • What a pleasure it was to meet the Queen again issue of where and how the records were stored, during Her Majesty's and the Duke of Edinburgh's he said, as well as the general strength of feeling Golden Jubilee royal visit. I was especially proud to represent Wairarapa and the mana whenua (people Thirty-two years later, and the Mathesons are of the region). talking at home on a quiet Palmerston North afternoon. I thought it was very appropriate that the official Mr Matheson has a serious illness and is on leave from gift given to Her Majesty to mark the visit was the work for a few months while he gets treatment. He Dictionary of New Zealand Biography, both in English plans to return to work later this year. and in Maori, plus the New Zealand Historical Atlas. Back in the 1960s he was something of a rarity - These are special and important works, charting one of the few people who bothered to fossick into the shape and history of the land and the stories of the city's past. From that, he gained a large store thousands of individual New Zealanders who made of self-taught knowledge about its beginnings. This a difference. led to his involvement in the city's centennial plans, Additionally, Prime Minister Helen Clark launched and his subsequent appointment as the country's first the online version of the Dictionary of New Zealand full-time archives officer in 1970. Biography, to increase the availability of this superb Although he'd written a few local history articles historical resource to all New Zealanders. Like for the Manawatu Evening Standard, had become a Miss Clark, I believe strongly in the importance of Manawatu Museum foundation member in 1967, and New Zealanders learning about and taking pride in had produced a radio documentary on Manawatu's our rich history. The important milestones of our flax industry, it was a startling public appearance that country's history are reflected in the eventful lives brought Mr Matheson to the city's attention. of its people. Palmerston North had boomed through the 1960s This new website makes available online well and the city's civic and business leaders wanted a over 3000 biographies in the five volume series of the party to celebrate expected continued progress and Dictionary of New Zealand Biography and its Maori good times in the new decade. They decided on language companion series, over 2000 images, and centenary celebrations. An association was created a substantial new feature - Our Land, Our People - and grand plans for sporting, cultural and business of historical events and trends. Of special interest events launched. Things were well underway when, at locally is the fact that 211 of these biographies have a public meeting in 1968, the 22-year-old Mr Matheson some strong connection with Wairarapa. To view challenged the association over ignoring the city's visit: www.dnzb.govt.nz history in its celebrations. Georgina Beyer, Wairarapa Times-Age, 4 March As he said, Palmerston North was surveyed and 2002. named in 1866 and the first borough council was formed in 1877. The city's 50th and 75th celebrations were based on the 1877 date. So what was the 1970-71 Telling his-story party about, he asked them. Mrs Matheson was there, too. "I can remember the looks on their faces when City archivist Ian Matheson was honoured with a Ian stood up. I saw one or two of those businessmen Massey Medal last month. Ewan Sargent meets the looking at each other, saying, 'Who is this guy? Where man whose passion for Palmerston North's history did he come from?"' has inspired others for three decades. Eventually, it was left up to Mr Matheson to find A COUPLE of weeks before Lila Stansfield married them a link as new chairman of the association's Ian Matheson in January 1970, she got a good reminder hastily and late-formed historical committee. He of how much history meant to her fiance. discovered the new town's first sawmill and first shop House hunting was the big topic when they met had opened in 1871. A grateful association announced up one day. Mrs Matheson thought a home she'd Palmerston North was now celebrating "100 Years of spotted might be perfect for a newly-wed couple Commerce and Industry". starting out. Mr Matheson thought the home he'd Mr Matheson has been the council's archives officer spotted would be perfect to move to The Square as since 1970. Collating and protecting records and part of an historical showpiece. And Mrs Matheson historical documents sounds dry as dust, but he saw couldn't get a word in. another side to it when he accepted the position. "I He was in the thick of helping put together the realised this was the core of where the city's history city's centennial celebrations in 1970-71 and had lay," he says. "The council had the greatest impact on discovered an original 1870s cottage. He'd also talked what the city was, particularly when it generated gas the owners into donating it to the cause, and now and electricity and ran a bus service and an abattoir. faced the job of getting the centennial association to The tentacles of the council touched all aspects of the understand that a real cottage was much better than city's development." vague plans to build shop replicas. He's used this information, plus more from a little Mrs Matheson still laughs at how he was more tentacle spreading of his own over the years, to build focused on getting an old cottage for the city than a formidable store of local history knowledge. But the choosing their future home. But she understood respect in which he's held comes mostly from what enough to end up joining the committee that retro he's done with that information - the way he's shared decorated the cottage (now called Totaranui and sited his knowledge and material with others and fought to at the Manawatu Museum). generally make local history exciting. Massey University associate professor Margaret way, and say it has special status. Nice as the idea Tennant touched on this during her citation at is, it's rubbish. Mr Matheson says The Square didn't his Massey Medal award last month. "Whereas exist until 1866, when Europeans mapped it out with many archivists limit their role to the collection and survey pegs. protection of archives, Ian is an enthusiast for them, It was part of a block of land bought from Rangitane and he's tireless in promoting their use. He is, in in 1864 by the Government. However, he says in 1878, fact, a hands-on historian himself, and acknowledged when The Square was a recognised public meeting expert in the history of Manawatu flax industry and of place, the Maori people of Manawatu gifted it a name Palmerston North city, someone who has experience - Te Marae O Hine (The Courtyard of the Daughter in using archives as well as protecting them." of Peace). This is special, he says, and those plotting Mr Matheson takes dry facts and makes them come changes to The Square should take it into account. alive. He sells the past with the enthusiasm of a "The name is an important statement about racial door-to-door vacuum salesman. His commission, harmony, social issues and social justice, and people if you like, is to win more and more people over to coming together and living in harmony and peace." protecting and valuing Manawatu's heritage. That's In 1990, a paved courtyard was created and wooden why he's been photographed doing such things as posts raised to create a visual statement of what rescuing old leather volumes from under the dirt at Te Marae O Hine meant. "But others can't see the the Levin dump, and dressing as a grim reaper giving significance of that sort of thing. The Square has to a guided tour at dusk at Terrace End Cemetery. Like be severely modified and the courtyard is too small or any good salesman, he has the gift of the gab. Ask facing the wrong way and needs an event stage and an open-ended historical question and it's best to giant speakers and such..." It's just one of a long fine make yourself comfortable. The answer can run for of battles of reminding the new of the significance of minutes: words tumbling out, a stream of detailed and the past. But the battles are taken up by many more vividly illustrated stories, broken only by occasional people now. He's pleased to see a proliferation of local pauses as his mind pulls another box of facts out into history organisations over the three decades. The huge the open to help with the tale. public response to heritage weeks and historical site Mr Matheson might be the city's keeper of records, open days shows great general backing as well. but it's a common claim that the biggest, best organised As for Mr Matheson, it could be argued that with and probably most important vault of Palmerston the Massey Medal award last month, the Queen's North's history rests up there behind those eyes that Service Medal in 1999, and widespread praise for peer out of those thick glasses lenses [sic]. his influence in helping history become important, Mr Matheson is Palmerston North-born and perhaps he's joined the city's list of notable historical considerably bred. His great-grandfather, Roderick, figures. He'll only joke that he's getting these awards then in his mid-50s, arrived at Kairanga in 1881 to "because I've got old and sick and they think they hack a dairy farm from the bush. A Matheson still better recognise me before I die". But for a moment he farms that original block. Mr Matheson doesn't slip lets the humble guard down. "I've never seen it as a on the rosy glasses just because it's his history. "Now, mundane job. It's a calling. I come from this place, and I can see my great-grandfather was the archetypal I've been fortunate enough to have the opportunity pioneer.. .He was part of the whole British colonisation to research this place, and protect the records I'm sweeping over New Zealand, destroying the forest enthusiastic about. I suppose some of my enthusiasm and knocking back the indigenous inhabitants and rubs off on others from time to time." indigenous vegetation and stamping British culture Manawatu Evening Standard, 20 April 2002. on the land." That sort of summary clearly identifies his leftish, liberal viewpoint. The history bug bit early. As a 15 year old, and City Archivist honoured while still at Boys' High, he put together a detailed PALMERSTON NORTH - The integrity, rigour family tree - hardly the usual interest of that age group. and dedication of Palmerston North City Archivist Ian Mr Matheson also taught for three years at Boys' High Matheson was recognised with the award of a Massey and the third form social studies school curriculum let Medal at a special ceremony at Wharerata recently. him insert local historical and geographical projects Mr Matheson was honoured for his commitment to into his teaching. preserving the city's and the region's heritage over As part of research for this, he sought out local the past 30 years. Maori to ask the meanings of names. One of his Orator Associate Professor Margaret Tennant paid main contacts was the Te Awe Awe family. The late tribute to Mr Matheson's "formidable reputation for Wiremu Te Awe Awe, of Rangiotu, was the elder rigour" and the respect in which he is held by groups and he gave Mr Matheson much information about in the community, noting it was appropriate to be local place names and sparked a deeper interest in the recognising an archivist/historian in Massey's 75th Maori side of the city's history. He's passionate about anniversary year. The Square and one thing he'd like cleared up is the Professor Mason Durie said Mr Matheson was one myth that it was donated to the city by Maori. This of few in the community who are entrusted with the is often cited by those wanting to protect it in some treasured history of the Rangitane people. In this Issue In reply, Mr Matheson said he was deeply honoured and humbled to receive the Medal. He gave special The Hope Gibbons Fire, 1952 (part one) Judith thanks to six groups - his family, the families of S. Homabrook Rangitane who had entrusted him with the taonga [he Relationships in Records: (2) How Do I Own wore a treasured Rangitane feather korowai (cloak) for Thee? Let Me Count the Ways Chris Hurley the ceremony Ed.], the City Council, the Palmerston Citation for Ian Roderick Matheson Margaret North Historic [Places] Trust and Manawatu Museum Tennant group and the people who use the archives, "who Co-operation, not Competition: The keep the archives going for the future". Memorandum of Understanding between the Mr Matheson has been responsible for accumulating Macmillan Brown Library and the Canterbury and ordering the history of the city and the region Museum. Jeff Palmer since 1971. He has helped raise public consciousness Preservation of Electronic Information Rosemary about the historical records and ensured existing Collier collections are constantly being added to. He is NRAM News Sarah Welland also a pivotal figure on local and national heritage News Items: Sarah Tyacke; Museum moves to organisations such as the Manawatu Branch of the NZ $3.1 million building; Local memories sought Historic Places Trust, the Manawatu Museum Society of Queen's NZ visits; Historic albums cast new and the New Zealand Society of Archivists. light on old days; South's limeworks history He has taken a special interest in preserving and traced in Bluff man's book; Linz report goes to recording the history of the Rangitane people and has cabinet; Wartime memories; Telling his-story; City shared his knowledge with students at all levels. In Archivist honoured. Eamonn Bolger, Rosemary recommending the award, Professor Barrie Macdonald Collier, Noelene Wevell said Mr Matheson's willingness to find time for individuals and community activities had made a ------♦------major contribution to a sense of historical awareness that is now stronger in this region than in many others. About the Contributors "He has used the role of City Archivist to encourage Rosemary Collier is Acting President of NZSA. and develop the historical research capacity of our Until recently she was Archivist at the Bank of community. Under Ian's leadership, the city archives New Zealand. have not been a mere repository of relevant historical Judith S. Homabrook is a former Chief Archivist of information but a working archive, friendly to and National Archives New Zealand, and of National supportive of researchers." Archives and Public Records Office, Papua New Massey News, 3 April 2002. Guinea. Chris Hurley is General Manager, Archives Business Archives New Zealand, Wellington. Jeff Palmer is Archivist, Macmillan Brown Library, University of Canterbury, Christchurch. Margaret Tennant is Associate Professor of History at Massey University, Palmerston North. Sarah Welland is lecturer in Information Management at The Open Polytechnic, NRAM Administrator, and freelance consultant.
Apology In March, the proof-readers were on holiday, and the issue appeared as Vol XII No 4, which was the number of the December issue. March should have been numbered Vol XIII No 1. Please alter your copy, and accept our apologies.
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, 1999. 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.