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New Zealand Archivist Vol XIV No 2 Winter/June 2003 ISS 0114-7676

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New Zealand Archivist Vol XIV No 2 Winter/June 2003 ISS 0114-7676 New Structure at Archives New Zealand On 9 May Rosemary Collier interviewed John Roberts and Jeremy Cauchi on their new roles at the restructured Archives New Zealand. The narrative below is her transcript of the interviews. Electronic Records John Roberts, Group Manager, This involves a range of problems including context Archives Management and media obsolescence. John says that any Archives New Zealand strategy will need to carry out 'media Since 1 October 2002, refreshing', which is a fairly common practice in Archives New Zealand overseas Archives now. This function may include the has been operating under necessity for acquiring some old machines. But a new structure. This new appraisal, metadata strategy, funding, and importantly, structure creates four delivery methods are all questions requiring more group manager positions: development. The many internal organisational changes there have Archives Management been over recent years, especially the work involved (John Roberts), responsi­ in the transition to department status, have held ble for Arrangement and Archives New Zealand back from pursuing these Description and Context things more quickly. There is a need for improving Control, Preservation, skills on electronic records and the surrounding issues, and Film amongst all staff. The importance of staff capability is Access Services (Jeremy reflected in the level of seniority held by the Human Cauchi), responsible for Reference (including Gov­ Resources Manager. ernment Loans), and Outreach On the operations side, there is a need to test and Government Recordkeeping (Michael Hoyle), trial methodologies for electronic records, and to responsible for Appraisal, Standards and Advice, ensure the integrity of the records. It is all very well and Policy reading about what others have done in other Finance and Business Services (Lindsay Ferguson). countries, but staff here must try things out themselves. These positions cover the bulk of Archives' There has been plenty of rhetoric — now they must functions. All the group managers report to Chief do it, and transfer and actively manage electronic Archivist and Chief Executive, Dianne Macaskill, as records. Additional funding will be necessary, but do the Regional Archivists, in Auckland, Christchurch Archives must be able to make a credible case for it. and Dunedin, the Human Resources Manager and also In practice, decisions on what is maintained as a the Kaiarahi (Maori Manager). This group, minus the record are not only made by administrators, nor only Regional Archivists, comprises the department's by archivists. Both departmental policy in the various Senior Management Group (SMG). Group managers agencies and individual personalities have a bearing have oversight of relevant programmes in the regions. on what decisions are made about retention. What is necessary is to design systems that will facilitate John Roberts agreed that the previous management making those decisions. However, it is not a matter of model was dictated by ideology (viz. policy/provider black and white; like appraisal of paper records, or operations split). The new model is more logical, decisions will still be ultimately a matter of judgement. and similar to that found in government archives Data quality is in the interests of both departments institutions in other countries. New policy advice to and archivists. government is tendered directly by Archives New Zealand now that it is a government department in its Arrangement and Description and Context Control own right. This means that records issues are more GLADIS (Government Locator Archival Description likely to be picked up by government agencies. Information System) is the largest single project at Current issues for the Archives Management Group present: the project to automate descriptions from the span several functions; for example, the development item level, including also work-flow for internal of capability for bringing electronic records into custody. management, and contextual information about records. It involves back-capture of finding aids into Clive Sowry, the Film Archivist is the sole person the system and will create interfaces to provide ready working full-time on film, although he is supported access to descriptive information. by preservation technicians. This makes Archives The GAIMS system (Government Archives Management the largest of the three professional Information Management System) is being extended business groups. to include a functional dimension, i.e. it will document the functions covered by government agencies and Interaction with other Groups their records. Thesauri are being developed, and will The focus of the Archives Management Group is be required when GLADIS gets to the stage when it is internal; the other two professional groups have an ready for on-line delivery. external focus. This group could be seen as the hub of archives work. Repository Management and Preservation Communication between arrangement and Archives New Zealand is continuing to move description, appraisal and reference functions is better towards prevention of damage to archives than previously. There is recognition of how each part (preventative conservation) rather than having to needs to feed into others. Technology can be used to undertake remedial work. This can be integrated with capture and share information. There is also improved the Government Recordkeeping side of the business, sharing between the four Archives New Zealand so that records can be managed well through their offices, by using e-mail facilities and other Archives' entire life. At Archives itself, repository management nation-wide IT systems, such as the electronic records is carried out by both Arrangement and Description, management system, Objective. and Preservation staff, with assistance and input from Building Services. Vision All work at all the repositories of Archives New The vision for the Group is to provide good Zealand needs to be co-ordinated, therefore there are management of the archives held in Archives New plans to integrate relevant input from Arrangement Zealand's custody, and good systems for that and Description and other sections*. In all areas of management. The intention is that some of these systems work, he is trying to prioritise to get the best results. can, in time, be used more widely: by government Priorities at present include processing all new agencies, and by other Archives institutions. accessions, and dealing with some of the backlog of John Roberts finds this a stimulating job, after spending unprocessed archives, to ensure that the more a few years in recordkeeping policy and advice. He says important old material is dealt with. GLADIS will it is nice to get back to more of a hands-on archives help with this process, for example by making it easier management focus, but in context of 'the effective for staff to improve poor quality lists of archives. management of the public record', for all purposes. Film *John is also concerned with management of Building Archives New Zealand holds a significant quantity Services. of film, including some old National Film Unit films; there is an arrangement regarding other NFU films held at the Television New Zealand Archive.1 The New Jeremy Cauchi, Group Manager, Zealand Film Archive is also part of the film Access Services preservation community. The organisations try not to duplicate efforts, to ensure that taxpayer dollars are The Access Services spent wisely. Group consists of the The treatment of nitrate film amongst Archives New Reference, Outreach and Zealand's holdings is progressing well, but it is a long­ Government Loans term project. functions. One of the There is considerable reference use made of the film aims of the formation of resources, partly through the growing number of self- the group was to give help reference videos. At the other end of reference more profile to access use are the enquiries from film-makers for use of services at the senior extracts from film holdings; it is pleasing to see this management level: this is professional use of the film archives. a significant result. The establishment of the Staff group has meant a There are around 30 in the Archives Management number of new positions Group, including some temporary staff working on have been created, including that of Group Manager, back-capture of lists for GLADIS. Janine Delaney is two team leaders, and an Outreach Co-ordinator. It responsible for Context Control, and has 4V£ staff enabled more thinking to be brought to bear on how including herself; Matthew Hockey is in charge of access services should be organised. It also provided Arrangement and Description, with 12 staff; the back- for more support to reference staff, through training, capture team employs 7 people, and Jonathan London mentoring, trouble-shooting and professional (Preservation) has 5 staff in Wellington (including leadership. These are provided by the team leader himself), and one part-time in each of the three regions. positions and specialised expertise in Outreach work. There are a number of challenges ahead of Access what records are available in all four offices, once it is Services, including developing new access channels, fully developed. The number of researchers visiting improving existing ones, and raising the profile of the regional offices is smaller, but it is still significant. services offered. Maintenance of similar standards and
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