New Zealand Archivist Vol XIV No 1 Autumn/March 2003 ISS 0114-7676

Electronic Access and the Preservation of Heritage Materials

Theresa Graham

This article was originally a presentation at the annual conference of the Library and Information Association of New Zealand Aotearoa (LIANZA): "Winds of Change - Libraries into the 21st Century", Wellington, 17-20 November 2002.

Access to heritage documents has sands of manuscripts, books, maps, been changed forever by the introduc­ photographs and ephemeral material tion of digitisation. The Auckland which because of their significance, City Libraries have internationally rarity, antiquity and/or fragility, are significant heritage collections. There cared for in a world-class storage fa­ are issues relating to improved dig­ cility, behind the scenes. ital access to heritage collections, and • The Newspaper Reading Room • The Library Shop. the need for long-term preservation The Library was founded as a strategies. Electronic and preserva­ result of the 1886 gift to Auckland by tion initiatives may be complemen­ Sir George Grey of his personal tary rather than conflicting goals, collection of New Zealand and within the research environment. international manuscripts, maps and There is now, I believe, widespread books. Since then, the Special recognition that reformatting of paper Collections have developed heritage documents and the creation primarily from donations, bequests, of e-born products does not and purchases from a modest annual necessarily mean that the original acquisition budget. In 2002, the document is preserved. Digitisation valuation (a statutory requirement of and the linking of scanned images to Audit New Zealand) was put at $126 metadata is not in itself a preservation million for the Collections, which are strategy. There is, or should be, now defined as "appreciating assets recognition of the need to put in place Cards - Easter, 1939, Ephemera of Auckland City". strategies for the preservation of Collection, Auckland City Libraries. paper-based and electronic resources, whether they are Significance of the creation of a heritage websites, e-books, electronic databases or heritage facility in 1997 compact discs. Without preservation there will be no This constituted a public commitment by long-term access. Auckland City Council to heritage. While the traditional rare book collection had been well cared for before 1997, with the opening of the Heritage At Auckland City Libraries we are undertaking Floor, Auckland City Libraries demonstrated a steps to ensure the long-term preservation of and commitment to bi-culturalism (Te Roopu Ratonga improved access to original heritage resources of Maori) and to caring for and making accessible not national significance. only the international rare book collections but also the New Zealand heritage materials, many of which Background: Heritage Collections at Auckland City prior to this time appear to have been valued for Libraries their intellectual content rather than as documentary The Heritage Floor at Auckland Central City Library heritage artefacts. Public support and the opened in early 1997. We have 19 full-time staff, importance of a good press should not be under­ and the following sections in the Heritage Group: estimated. Since 1997, there has been a steady • The Auckland Research Centre. increase in donations and in use of the resources, by • The Special Collections Unit, which has many thou­ all sectors of the research community. How the Heritage Floor came about: the impact of heritage digital projects and strategies, and to work the growth of national awareness of preservation towards ensuring there are preservation standards for needs electronic-bom heritage materials! It was not until the early nineteen-nineties that A great achievement it was too, to have a preservation my own awareness of preservation issues and the management module prepared and presented by role of professional conservators grew. In this National Preservation Officer Jocelyn Cuming included respect I don't think that I was very different from in the training for librarians for the first time this year. my colleagues around the country; that brown Prior to her appointment as National Preservation folders were acidic came as something of an Officer, Jocelyn Cuming worked with us during 1996 epiphany to me in the late 1980s1. on a conservation plan, and survey of our heritage In the nineties there has been a growth of an collections, thanks to a grant from the Lottery Grants awareness in New Zealand libraries of the need for Board. The outcome, a series of guidelines for good preservation management principles and practices, conservation policies and practices, has remained our particularly in the area of documentary heritage blueprint for trying to do "the right thing" regarding collections. The growth of a national appreciation conservation, despite lacking an in-house conservator. that finite and unique heritage materials would The Auckland Library Heritage Trust continue to be put under increased pressure and This is a charitable trust which was formed specifically demand brought the recognition of the need to to assist Auckland City Libraries with fund-raising for address this at a national level. the ongoing preservation of its heritage collections. I have been with the Trust since then, and in the last eleven years, Significant national preservation landmarks Trust projects have been a focus of my work, as we have The Cultural Conservation Advisory Council of promoted, applied for sponsorship, public funds and the Department of Internal Affairs was established support to ensure the ongoing availability of these in 1988, preceded by a number of years as an Interim collections for future generations. Committee for the Conservation of Cultural Property. It made grants to cultural heritage Achievements, 1991 - 2002 institutions, which for the first time included Over the last decade the Heritage Trust has worked libraries. Previously grants had been made with library staff to obtain the following donations primarily to museums. The Interim Council had and grants: established a position of National Co-ordinator for the Conservation of Cultural Property in 1983. • ASB Charitable Trust donation: $175,000 for photo­ A National Preservation Symposium was held in graphic conservation Wellington in 1989, the first since 1978. Chief • ASB Charitable Trust donation: $277,000 for micro­ Executive Officers and senior managers of major film and digitisation projects to increase public ac­ libraries and Archives were invited. As a direct cessibility to specific heritage collections result of attending this forum, our then City • Lotteries Heritage & Environment Committee grant: Librarian, Jan Thompson, became aware of the $125,000 for photographic conservation extent to which our heritage collections were at risk, • Lotteries Heritage & Environment Committee grant: and began an analysis of heritage needs. Jan also $30,000 for completion of Grey manuscript copy­ took immediate action by establishing the Auckland ing project Library Heritage Trust in 1991. • Logan Campbell Trust grant: $10,000 for historic map conservation The creation of the National Preservation Office • Project partnership with the French Government to at the National Library of New Zealand in 1997 describe, preserve, and exhibit the Dumas Collection A thread that has run parallel with the development • Todd Foundation grant: $15,000 for rolled maps of the Heritage Trust in the last decade is the storage unit establishment of the National Preservation Office. • Personal donation of $65,000 for the preservation Made up of no more than two officer positions, the of early printed books Office has had a huge and much-needed impact on • Benefit auction of donated books and art works: education for librarians, archivists and the public about $45,000 raised the need for sound conservation advice and preservation management policies. This list is a tangible reminder of the value of It was a great achievement this year to have a series having such an effective network of support. The of week-long workshops with digitisation training recent ASB Charitable Trust grant would not have sessions taken by Dr Seamus Ross and Dr Ian Anderson been made to Auckland City Libraries directly as the from HATH (Humanities Advanced Technology and Trust does not give funding to central or local Information Institute at the University of Glasgow). The government agencies. Consequently, the Auckland workshops were held in May 2002, and were organised Library Heritage Trust, not Auckland City Libraries, by the National Preservation Office. will be the owner of the microfilm and digital assets What a huge achievement it was also, to have a created by these funds. National Digital Forum (co-ordinated by National Less easily quantified, but in my view of great Library) in New Zealand to develop collaborative value, is the Auckland Library Heritage Trust as a vehicle of community support for the services map. Images will be linked to a DBTextworks provided by the Library's Heritage Team, and their database for maps, which Map Librarian Ian role in preserving the collections and making them Snowden has recently created, to high standards accessible. with good quality metadata. The images will appear on Heritage Images Online, on the website. Into the 21st Century: Preservation Initiatives & Our application for funding included costs of a Electronic Access at Auckland City Libraries conservation assessment by conservator Marion • Conservation suite completed Mertens. She will disbind and flatten the maps, and advise us on appropriate re-housing of the original • Preservation Unit established, and change of focus documents. given for the Library's Bindery We intend the project to achieve electronic access • Preservation Manager/Book Conservator job de­ to the resources, and ensure the preservation of the scription approved and strategy to recruit planned original documents, which will receive less day-to- for this financial year day handling by researchers. • Library web-site launched, 2000; thirteen heritage About 30 of the maps are huge, and they will be databases presented catalogued, but not yet scanned. When the time • Digitisation policy completed, 2002 comes that they can be scanned we will look at • Heritage Images Online launched, 2001; c.15,000 im­ preservation treatment for them. For the time being, ages linked to metadata on website and until technology improves, they will remain rolled in acid-free material and stored in a rolled The point I want to emphasise is that we are not map unit; safe, if not scanned. treating digitisation and preservation imperatives in isolation from each other. Our progress in these areas The Future is influenced by, and is in conjunction with, We are soon to launch the manuscript and international, national and regional developments. ephemera catalogues onto the library's website, and aim to have a selection of scanned images from these ASB Charitable Trust grant to the Auckland Library collections linked to the metadata in due course. Heritage Trust in 2002 These are enormous resources and the potential for We were delighted to have had a successful application electronic conversion and presentation of them is recently for a variety of projects, presented under the unlimited. Decisions about what to do when, will be umbrella of Access Projects, which received the $277,000 made in accordance with the strategic direction of from the ASB Charitable Trust. One of these projects is the library, and within the digitisation and website the preservation microfilming of the New Zealand Woman's strategies, and preservation policies, which are all Weekly. This has received good media coverage, and priorities for development and completion this year microfilming is underway. Our intention is to lessen the [i.e. 2002]. I think it is safe to say that we have no handling of fragile original issues, and to widen access intention of digitising everything, and indeed, why to the journal by means of microfilm. Digitisation is would we want to? another matter, and would involve the publishers rather What I have described is the progress, at times than ourselves. However, with microfilm copies stumbling, that Auckland City Libraries has made. available, it may be more likely to happen. This has involved not only the Heritage Team, but all Another project to be funded by this grant is the sections of the organisation: technical, cataloguing, copying of the Church Maps. Perhaps less well- information technology, finance, policy-makers, known, this plans to photograph and scan c.500 subject specialists, and even our politicians and the original estate plans of the Auckland region that were customers. None of this could have been achieved given to the library years ago by Aucklander George without the co-operation of all these groups. When Church. There are five library-bound volumes we talk of national collaboration initiatives, as I am containing 200 maps, and approx. 300 loose maps. sure increasingly we will, it is probably not a bad idea This map series is a unique Auckland research to ensure we practise this very admirable principle resource, heavily used by researchers: students, local on our home turf first. history researchers, planners, archaeologists, real estate agents, historians and others. The volumes 1 Some of us were aware in the late 1960s, and one ex- are tightly bound and can't be copied. The loose Aucklander in the mid-1960s. See Frank Rogers: The Fowlds Papers: An Inventory of the Sir George Fowlds Collection. maps are fragile, and it is not possible to copy them University of Auckland Library Bibliographical Bulletin without causing damage. Our goal is to obtain 5- no.2,1964, p.vi. There were technical reasons why the folders inch by 4-inch 'best quality' colour transparencies, used as a result of this initiative were not acid-free twenty- photographic file prints and scanned images of each five years later. Ed. Relationships in Records : (5) Sequencing or Serialisation

Chris Hurley

archival bond The relationship that links each record, incrementally to the previous and subsequent ones and to all those which participate in the same activity. It is originary (i.e. it comes into existence when a record is made or received and set aside), necessary (i.e. it exists for every record), and determined (i.e. it is characterized by the purpose of the record)1.

5.1 We have so far examined how in the physical world, therefore, documents can belong • the two most critical relationships in records, to several sequences simultaneously - sometimes ownership and succession, are symbiotic physically and sometimes virtually. We know that in (Part 1) cyberspace, where all important relationships are • these manifold relationships, expressed merely virtual, the number of sequences to which a record (or as ownership ideas, exist in space and time part of a record, or accumulations of records) belong (Part 2) is, potentially, much higher. • taxonomies governing the documentation of record-keeping relationships differ from those 5.4 It may seem that this is a defining difference facilitating discovery (Part 3) between physical and electronic records, but that is • fundamentally flawed is any view of record­ not so. Even paper records could physically belong to keeping relationships based merely on associa­ two sequences simultaneously - documents on the file, tion or accumulation (Part 4). files in the accession, accessions in the series, series in In this Part, an examination will be made of the the fonds. Historically, we have fixated on the significance of sequencing in identifying, documenting, serialisation as the most significant sequence to which and managing “series". a record belongs, but it can be readily seen that, (once one borrows the insight from electronic document 5.2 Not all records exist in series. Notably, management that a document may have manifold registration, notarial, or declaratory records may exist simultaneous associations) even in the paper world, in isolation from any fellow, though such records may these different sequences were all potentially indeed be "filed" and would usually be supported by significant record-keeping manifestations. To elevate sequential record-keeping of one kind or another. In a series (defined as the physical organisation of items/ most other cases, however, typically in transactional files) to a position of significance over others, i.e. records, the connection of the record with some process potentially as important or more important in (either a business process or a record-keeping process, documenting evidence - we can now see was an or both) and the preservation of that connection is what erroneous attempt to make the series our only confers value on the records as documentation of an instrument for preserving provenance and original event or circumstance (evidence). A true isolate - one order. (This is not about the debate over the so-called may hypothesise about the diary of Robinson Crusoe "series system"; this role is assigned to the series in all - derives its "record-ness" from the bond it has with methods of archives documentation.) circumstance (i.e. context), rather than with other records. 5.5 Insofar as the physical series that we decided to preserve and document was usually the record- 5.3 In the paper world, the relationship(s) between keeper 's preferred means of managing his records, this a transactional record and the associated processes was was understandable and laudable. Insofar as it has the basis for serialisation. At its simplest, if the record- baffled our understanding of the truly infinite and keeper numbered records (1, 2, 3, ...) that process complex network of relationships in records, which established the series. Records were, and oftentimes may be equally or even more suitable for preserving still are, organised into series for convenience, retrieval, their evidential value, especially in cyberspace, it has and (most importantly) for evidence. In earlier Parts, been detrimental. We have, of course, always we have seen how even in the organisation of paper, recognised alternative sequencing principles - the more than one sequence is involved (e.g. the preservation of provenance by documenting "creation" sequencing of documents on a file, the sequencing of is an obvious recognition of a higher-level sequence to files containing the documents, the sequencing of which records-in-series also belong. The series, incoming letters in a register of correspondence, the however, meaning the actual physical organisation of sequencing of outwards letters in a letter book). Even files or dockets was regarded as primary - even "real". 5.6 The first fundamental division in the analysis • seeking simply to emulate outmoded methods of transactional record-keeping is between the doer in cyberspace, or and the deed (see Figure Eight). In traditional terms, • borrowing inappropriate methods from docu­ a record (documenting a circumstance or event) ment management and discovery. involves a creator (performing the deed) and a record (documenting the deed). During the registry era, All this boils down to a failure on our part to imagine corporations separated the deed into two processes - how to achieve record-keeping ends in cyberspace by business processes and record-keeping processes. abandoning inappropriate methods and figuring out Registries received, classified, numbered, despatched, how to accomplish traditional ends using newly and filed correspondence. Registries had control of developed means. This was David Bearman's message the process because they acted as the mail room to us all over a decade ago, and we are still struggling (received the mail), controlled the creation and to comes to terms with it. movement of files, and managed despatch (they had the stamps). With the onslaught of desktop PCs and 5.8 In cyberspace, the separation throughout a life the dissolution of the registries, responsibility for the cycle of the decision to make a record and a later record-keeping process was returned (usually decision to keep a record (file it) and the yet later unthinkingly) to those already responsible for the decision to dispose of it is, to say the least, difficult, business processes. There was little acknowledgement and probably very impractical and expensive. In the (let alone understanding) of this, no funding for it, no continuum of record-keeping, we can see that these training in it, no accountability for it. Little wonder are not three different decisions at all, but just that record-keeping processes are now in disarray. manifestations of one decision ("do I need a record of this?"). In the paper world, it was convenient and 5.7 Eventually, of course, poor record-keeping effective to implement this decision in three stages. In results in poorly managed business, but the evil cyberspace it will not be. consequences take a little longer to show up - like the erosion and salination problems turning up in 5.9 Just as some have perceived no problem in Australia 200 years after the ground began to be discovering series in cyberspace, others have doubted cleared for settlement. The fact that computerisation whether they exist at all. Series, understood as has destroyed record-keeping processes should not, meaningful sequences into which records are arranged however, be lamented; one might as well lament the or bonded in order to substantiate their evidential weather. It is natural for computerisation to break meaning, must still exist, even in cyberspace. Not down existing processes and rebuild them in ways simply because they are effective or useful, but because which facilitate achieving the same ends by using they are meaningful. In Figure Eight it is possible to different ways of doing business. The primary failure see that records (the documentary evidence of deeds) of record-keeping has been the futile attempt to deal can have relationships with a variety of entities without with this by involving any of the concepts traditionally associated with record-keeping, i.e. items, files, dockets, evidential relationship between two documents comes accessions, series, fonds. In the Figure, relationships not from their organisation in a record-keeping process, with doers (agents and actors) and with functions but from their emanation out of a business process. (actions and acts) are shown, but this is not exhaustive. The relationship does not exist between two documents, it exists between two deeds. It will be 5.10 In the paper world, the sequence of actions seen from this what a false path it is down which those which formed the basis of serialisation was that of are travelling who (having sensibly abandoned paper- the record-keeper: filing, numbering, indexing, based record-keeping methods in cyberspace) have moving. The focus of this process was the detritus instead of searching for evidence-based alternatives, left behind by a business process. Thus a letter or simply adopted the methods of document copy of outwards correspondence on a file was not management and discovery, or one might add, of seen (technically) as the documentary evidence of a digital preservation. business transaction. It was a logically separate manifestation of an activity or process undertaken 5.14 What this means in practice is that we don't by the record-keeper in an attempt to preserve the need systems for saving digital objects as records, documentary remainder as evidence of that business archiving digital objects, adding metadata to digital process. Logically and conceptually, the file was the objects, in short doing anything to digital objects which creation of a record-keeping process, not of a business has not already been pre-determined in the design of process. Juxtaposing an inwards letter and a copy of the systems which support the business processes the reply on the same file simply mimicked the actual within which the objects have been generated. What business process out of which they fell into the record- we need therefore, are systems which appraise the keeper's way. particular business process within which a digital object is created to determine what objects are needed, 5.11 We are accustomed to thinking of these and which can then save them, as records of the documents as being in series because of what the business. In order to do that, we need metadata record-keeper has done with them, i.e. associating management systems which identify, document, and them together and keeping the file into which they manage the analysis of business functions, so that this were placed in a sequence of files documenting the appraisal can be done. business, or some aspect of the business. In fact however, the record-keeping sequence is derived not 5.15 In a recent listserv debate, I raised a related from the process of filing, numbering, and placing, but question: "how much can we achieve by [merely] from the association the two documents have with each logging or "registering" business transactions instead other by virtue of the separate acts they represent being of archiving (or filing) the associated documentation? linked within a business process. The link between a Hardly anyone (in our field) is dealing with this latter copy of an outwards letter and the incoming letter to issue yet, but it is fundamental. Computers can log which it is a reply, comes from the business decision actions or document them with equal facility, whereas to answer the letter, not the record-keeping decision in paper systems registration was usually an additional to file them together. task. Indeed, in IT logging is automatic, documenting is the additional task. As so often in cyberspace, things 5.12 Of course, the record-keeping process and the become topsy-turvy at the implementation level. So business process are interdependent. Even though the one tactic we might well look at is moving the relationship between the two documents is based in a documentation of business into registration mode (as business process, the preservation of the evidence that the default) and documenting business with they are related is based in the record-keeping process. documentation only on the rare occasions when it is It is possible to deduce from internal evidence alone really necessary." that a document purporting to be an answer to a letter is related, but the only significant evidential 5.16 Where will systems be found which appraise relationship is a filing process which proves that the work? I think the answer lies in analysing, defining, document in hand (and not some variant copy or draft) and managing work space as functions, so that the was the final which was actually sent. corporate agent, or user, is located within appraised work space when working in any system. 5.13 As we have seen, however, most of the record­ Unfortunately, most appraisal methodologies keeping methods used in the paper world, which have proclaiming themselves to be "functional" are simply been given pre-eminence in our theorems for old-fashioned records appraisal masquerading as documenting and managing records, are practically functional. (I exempt the ground-breaking work done useless (in the sense of being of no practical value) in in Canada and the Netherlands.) True functional cyberspace. Rather than emulating the record-keeping appraisal, when it develops, will enable a system to processes of the paper world, therefore, in an attempt know the value the corporation places on the work to deal with electronic records, we must now strip being done and then the decision about whether or away the record-keeping processes and begin with an not a record needs to be made of it, and for how long understanding that record-keeping processes were it needs to be kept, is made (as it should be) by the never more than an attempt to emulate the business corporation, not the agent. In fact, the agent's ability process out of which documents came. That is, the to decide whether or not to make and keep a record is then removed almost entirely. The agent then won't Having now outlined a theoretical proposition based on even have to think about it. He can indicate that such a distillation: viz. that documentation of corporate metadata which is particular to the transaction in transactional records must be based on functional analysis which he is participating. This is the only part of the and linked to appraisal, I shall examine the practical metadata which needs to be supplied by the agent in application of this principle in Part Six. such systems. This article is part of a series appearing in parts, and is 5.17 Too often, the debate about electronic record­ formatted (with paragraph numbering) for publication in keeping focuses on the tools rather than the task. It is full on the Internet. not thus that record-keeping can be re-engineered into cyberspace. Mere replication of the methods of the 1 University of British Columbia InterPARES Project, paper-bound registry will get us nowhere. Distilling The InterPARES Glossary : A controlled vocabulary of terms the principles upon which those methods were based used in the InterPARES Project (No.2, Vol.l) January 1, 2002. See http://www.interpares.org/documents/ however, even when they were seldom if ever InterPARES%20Glossary%202002-l.pdf. articulated in ways which are useful now, is essential. Education or Training?

Sarah Welland and Gillian Oliver

Education and training for record-keepers in New problem-solving, with students undertaking Zealand is an area littered with the detritus of battle assessment activities that involve the application of and one into which the innocent wander at their theory and principles learnt as part of their study. peril. The fact that so few formal programmes are The onus is fairly and squarely upon the student to available means that expectations of any new apply their knowledge to a given situation, whether offerings are often unreasonably high - they are that be a case study or an instance in their own expected to fill all the gaps in current provision. environment. Consequently it is worth considering the different Misconceptions and a certain amount of prejudice objectives for education and training, while at the can exist about the type of education provided when same time looking at where a new undergraduate the providing institution is a polytechnic. This was archives paper developed by The Open Polytechnic voiced most eloquently by one of our new students of New Zealand fits into this picture. recently, astounded at the amount of reading and A recent Archives New Zealand report makes a analytical written work required: "If I wanted to do clear distinction between education and training: a university course I would have gone to university!" "'Training' relates to specific processes and Very much a minority view, of course - most procedures. It should provide people with students are fully aware of the nature of the techniques in how to apply rules and standards. It programmes offered, and can rightly feel proud of covers how principles are applied, in a practical successfully completing their study. What is of programme. greater concern is when similar views are held by 'Education' relates to general principles and the external environment, particularly key stake­ abstract theories, the whys and wherefores of any holders in the record-keeping community. Papers general recordkeeping regime. It should explain the that are part of our degree programmes (and all broader relevance of the ideas that a training record-keeping papers offered by the polytechnic programme provides the specific techniques to come into this category) are subject to rigorous support."1 quality monitoring by external agencies such as the The implication within this report was that The New Zealand Qualifications Authority (NZQA). Open Polytechnic of New Zealand's Diploma in This monitoring process involves academics from Records and Information Management programme other institutions; in our specialist area, often from would fall firmly within the 'training' category. This Australia. The development of a new paper, such is not in fact the case. Students expecting to be taught as our new archives offering, is subject to extensive all the "how to's" would be disappointed, firstly and continuing consultation and moderation, both because the "how to's" vary so significantly from externally and internally. institution to institution, and secondly because there is more to understanding a process than simply The New Archives Paper learning how to carry it out. The Open Polytechnic of New Zealand is offering It must be made clear that the pedagogical theory the equivalent of a six-point first-year university underpinning the polytechnic's degree and diploma paper on managing archives, from July 2003. In programmes encompasses critical thinking and polytechnic/NZQA terms, this translates to a 20- credit paper at level 5, involving about 200 hours of appropriate context of the principles and theories study. It will be the first undergraduate archives behind record-keeping. paper offered by distance education in New Zealand, The content takes into consideration the intended and as such, has already attracted a lot of interest in student audience. The paper has been designed so its development, from potential students. that people with some practical archives experience "Managing Archives" will fill a gap in the current can expand their knowledge alongside those who New Zealand educational environment. Short are new to the archives profession. courses currently offered by other providers are The paper includes examples and information meeting very different learning outcomes, and are from New Zealand archives and archivists, in order only available to those who can attend sessions in to provide a clear view of the archival environment specific locations. in New Zealand. This is important, since overseas In essence, the paper will cover the main texts, while very useful in many cases, can principles of understanding what archives are and exacerbate the feeling of professional isolation for how they are managed. It will introduce students those working with archives and manuscripts in to archival theory and methodology, and the New Zealand. practical and methodological issues that archivists face, such as electronic archives, ethics, access, and Diploma in Records and Information Management bi-culturalism. Practical focus will be on areas such Although it can be studied on its own, "Managing as policies and standards, acquisition and appraisal, Archives" can also be used as the starting point for archival organisation and finding aids, reference study towards an undergraduate Diploma in services and outreach, storage and preservation. Records and Information Management. The For example, the course discusses many of the Diploma in Records and Information Management influences on appraisal methodology here and is comprised of papers in records management, overseas, from theories such as macro-appraisal to electronic records management, knowledge the debate over the "ideal" documentation strategy. management, archives management, and business This supports the part of the paper in which a management. These are linked together, so that a student will be guided through the various steps of student who completes the Diploma comes away appraisal practice. with an excellent knowledge of modern information A similar approach is used for arrangement and management practices. description. There are a variety of ways in which archives and manuscripts can be arranged and Are we there yet? described; guidelines and examples of this variety Neither the new archives paper nor the diploma will be covered in the course notes. The course will fill all educational and training needs for record­ provides practical information within the context of keeping in New Zealand. The fact that they exist at the wider "archival organisation and description" all should, however, be taken as an extremely picture, e.g. a discussion of the main descriptive positive sign of a changing environment, in which standards (ISAD(G), EAD etc) being used overseas. educational needs relating to record-keeping are at The "Managing Archives" paper is therefore an last being taken seriously. It is to be hoped that example of the critical thinking approach adopted further programmes in education and training are by all Open Polytechnic degree papers, and as such developed by a variety of providers, so that the is very much an educational offering, but with learning needs of both current practitioners and new certain elements of the Archives New Zealand entrants to the field can be addressed. training definition contained within this framework. It covers specific processes and procedures, rules 1 Archives New Zealand. Training and Education: Final Report. and standards relating to archives management, Wellington: Archives New Zealand, 2001. Available at: h ttp :// while at the same time placing these within an www.archives.govt.nz/statutory_regulatory/reviews/ training_education/ final_report_frame.html. A Chronology of Archives-Keeping in New Zealand to 2002

David Retter

This chronology is intended to delineate the principal Nicholson (Wellington), included a Public Record events in the history of archives-keeping in New Zealand, Office among the principal public buildings envisaged during the first 160 years of organised European (Public Record Act passed in England, 1838). settlement. In particular, it traces the emergence of a national archives system, illustrates the development of 1840 other fields of archives, records and manuscripts-keeping, Instruction accompanied Captain William Hobson RN, through to the more recent emergence of electronic forms who became New Zealand's first Governor, that of record-keeping. We hope it will also serve to mark provision was to be made for the security of the colonial the growth of awareness of the importance of archives, records. Hobson's despatch (15 October) to the and of perceptions and Secretary of State for responses to issues the Colonies refers to relating to archives- documents including keeping. Lastly, it English and Maori indicates some of the versions of the Treaty milestones along the of Waitangi... "The route to an archivist originals of these profession in New documents are Zealand. preserved amongst the The first version of archives of the colony." the chronology, In June, Willoughby published in New Shortland became Zealand Archivist, Registrar of Records. Autumn/March 1992, was based on work 1841 done by Cheryl Shortland was Campbell (Simes) in officially designated 1983, with additional Colonial Secretary in material by Rosemary March 1841; the Pamela Cocks (Hall) as a rookie archivist in the strongroom at Dominion Collier, Mary Donald, Colonial Secretary (to Archives, 3rd floor o f the General Assembly (Parliamentary) Library, early 1950. Caroline Etherington, 1907) later his Photograph courtesy New Zealand Listener Judith Hornabrook, successor, the Minister Margaret and David Retter, Frank Rogers, Cheryl Simes, of Internal Affairs, were nominally responsible for and Mark Stevens (who acted as editor and compiler). public archives. A revised and updated version, edited by David Retter, appeared in New Zealand Archivist, Winter/June 1996. 1842 This third version, apart from being extended to the A fire (4 April) in the wooden cottage in Official Bay, end of 2002, contains new and updated entries as a Auckland, housing the office of the Surveyor-General result of further research by the editor, together with together with those of the Colonial Secretary, the suggestions from friends and colleagues, notably work Colonial Treasurer, Commissioners of Claims and done by David Colquhoun on the early history of Collector of Customs, destroyed many official records Government archives and record-keeping and recent but the Treaty of Waitangi and Seal of the Colony were writings by Rosemary Collier and Judith Homabrook. saved from the flames by the Clerk of Records, George Please contact the editor (David.Retter@ Eliot Eliott. The Treaty documents were apparently natlib.govt.nz) if there are any errors or omissions, and kept in an iron safe in Auckland until 1865, then handed they will be considered for inclusion in any re­ to the Colonial Secretary's Office, Wellington, for safe­ publication in a future issue of New Zealand Archivist. keeping. The Postmaster-General, William Connell, was appointed Registrar of Records (3 October). The Chronology 1847 1839 On 14 May, the Clerk of Records, George Eliot Eliott The New Zealand Company, planning the model and George Cooper, Colonial Treasurer and Collector settlement of "Britannia" to be founded at Port of Customs, wrote a memo complaining about conditions in their current office. They stated that the 1884 building was cold and leaked and that records were In the House of Representatives (17 September), John being damaged by water and mould in the winter; their Holmes, the member for Christchurch South, asked if request that a stove and chimney be installed was the government intended to introduce a Bill for the approved. protection of public documents (principally against unauthorised destruction by Ministers). Sir Julius Vogel 1848 (Colonial Treasurer) responded that such a Bill "might Births & Deaths Registration Act began civil be fitly termed a Bill to abolish waste-paper baskets, registration in New Zealand and committed the and it would be dangerous for any member of the government to systematic permanent retention of Government to tear up a single scrap of paper". The records on a significant scale. government had no such intention.

1853 1887 Canterbury Provincial Council passed the Public Sir George Grey (Governor 1845-1853 & 1861-1868, Record Office Ordinance, creating the Office and the Premier 1877-1879) presented a large collection of position of Keeper of the Public Records. Principal books and manuscripts, particularly relating to Maori duties were to accept the deposit, ensure the safe history and culture, to the Auckland Public Library. custody of, and supervise lawful access to, specified Further gifts followed until his death in 1898. categories of provincial government records. First Keeper: James Spowers. The Office was presumably 1889-1890 swept away with the abolition of the provincial Edward Tregear urged a formal archives programme governments in 1876. Ten Keepers are attested during and storage facility for the Colony, in two articles 1853-1876, including the Provincial political published in the Monthly Review, August 1889 and heavyweights Henry Tancred, Joseph Brittan, and John December 1890. Ollivier. 1892 1854 Polynesian Society established and began collecting, Colonial Secretary commented (29 September) on the collating and publishing Maori manuscripts; collection "very inadequate accommodation for keeping the now housed in the Alexander Turnbull Library, records of the colony". Wellington.

1862 1893 Wreck of the steamer White Swan (29 June) carrying 12 Survey records of the New Zealand Company, crates of government records and books from damaged by long storage in a damp strongroom in Auckland to Wellington. Although salvaged from the the Lands Department at Wellington, were destroyed hold while the vessel was aground, no boats could be in a cleanup. One bundle was temporarily saved and spared to take them ashore and Captain Harper transcribed by an interested bystander, W.H. Trimble, ordered them to be thrown overboard. Most drifted later the first Hocken Librarian. away on the out-going tide, though two crates floated ashore, one containing Postmaster-General records. 1895-1898 Some records of the Colonial Secretary, Attorney About 1895, James Izett, a clerk at Parliament, was General, Auditor and General Assembly were lost. appointed to work in the Colonial Secretary's Department, binding the inward letters for preservation. 1870 He also began listing the records of some departments. Land Transfer Act introduced the Torrens registration The task, described as "compiling the national records system for land title to New Zealand and committed and leaving them in a position that the history of the the government to large-scale retention of records of colony could be written from records that they know to permanent value. be authentic", continued for several years. Records disposal schedule prepared for records of the House of 1872 Representatives submitted to the Speaker for approval, Fire in Auckland Provincial Government buildings; by the Clerk of the House, Henry Otterson. It was laid many records lost. Commission (William Gisborne and on the table and ordered to be printed. There is no Charles Knight) appointed "to enquire into the mode record of a decision to adopt or reject it. of keeping and providing for the safe custody and protection of the records of the Colony". No action 1900 resulted. Augustus Hamilton wrote (26 January) to the Premier, Richard Seddon, lobbying for better care for the 1877 archives of the Hawke's Bay Provincial Government. First published version of the Treaty of Waitangi was issued and the documents were then placed in storage 1901 in the basement of the old Government Buildings, Following the filming of the Royal Visit of the Duke Wellington. and Duchess of Cornwall and York by a Salvation Army film crew from Melbourne, Colonel William of the Dominion Museum, offering to "present Peart wrote to Premier Seddon suggesting that "the unconditionally to each of the museums or negatives could be placed among the archives of the controlling authority in the four chief cities of the history of the state so that at any future period the Dominion a series of films depicting the funeral of scenes which took place could be reproduced with the the late King Edward VII...In years to come these actuality of life and movement". Although some of scenes... will still be of keen interest, educative or this film has survived and been conserved by the New otherwise, and it should be a valuable thing to have Zealand Film Archive, the idea was ignored. them available as required". Some scraps of this film have survived. 1906 Augustus Hamilton, now Director of the Dominion 1912 Museum, wrote to the Colonial Secretary, deploring Hunt Commission on the Public Service (established the lack of care for government records and advocating the modem non-political form of the NZ Public Service the construction of a reinforced concrete records office, which endured until 1988) deplored the lack of under the care of a Director of Colonial Records. No adequate and safe accommodation for government action resulted. archives and urged that provision be made for them. No action resulted. 1907 Catalogue of the Hocken Library published, organised Parliament Buildings' fire caused extensive losses principally by subject, including Dr Hocken's including most Native Department records. The Treaty collection of manuscript material. of Waitangi sheets are said to have been saved by being thrown out a window of the burning building. The 1913 The Treaty sheets "tom by rats" were sent to Augustus General Assembly Library wing survived. Hamilton at the Dominion Museum to be "renovated Dr Thomas Morland Hocken's collection of books and as far as possible" (27 March). manuscripts given to the University of Otago, and 1914-1918 became the nucleus of the Hocken Library. Hocken First World War: the Army reclaimed Alexandra died in 1910. Barracks, the National Historical Collection was dispersed, most going to the General Assembly Library 1908 basement. A public appeal in 1917 for archives and First volume of Historical Records of New Zealand by printed material about early settlers yielded little. Robert McNab published (Vol 2 1914), containing published and unpublished records relating to the 1915 European discovery, exploration and early history of The Treaty sheets were finally backed with linen and NZ, 1642-1842. parchment, returned (in May) to Internal Affairs for Cabinet again considered Hamilton's 1906 proposals storage in a tin box. but made no recommendations. 1920 1909 Alexander Turnbull Library established, following Internal Affairs Department set up a store of old Alexander Horsburgh Turnbull's death in 1918. He government records in the Alexandra Barracks on had bequeathed his collection of books, serials, Mt. Cook, Wellington, and Hamilton drew up plans newspapers, manuscripts, maps and artworks to the to use the building as an archives repository. Among Crown, "to form the nucleus of a New Zealand records received were New Zealand Company National Collection". The first Librarian was Johannes duplicates from the Public Record Office, London, Andersen and the Library constituted an office of for which Hocken had begun negotiating in 1903. Internal Affairs until 1966 when it became part of the The 'National Historical Collection' was set up newly-created National Library of NZ. under the auspices of the Dominion Museum, guided by a sub-committee of the new Board of 1921 Science and Art. National Historical Collection transferred to the care of In an interview given to the Otago Witness Dr Hocken the Alexander Turnbull Library until 1926, the Library claimed to have discovered the original sheets of the thus briefly becoming the 'Office of Public Records'. Treaty of Waitangi, "buried in a heap of old papers and rubbish" in the basement of the Government 1923 Buildings and damaged by water and rats. He did Board of Maori Ethnological Research established and not give a date for this discovery, which has so far began to play a role in the collection and preservation eluded confirmation from the records of the Internal of Maori manuscripts; collection now housed in the Affairs Department; possibly 1907 or 1908. Alexander Turnbull Library.

1910 1926 Mr John Fuller jnr, of Fuller and Sons (film-makers), General Assembly of the Presbyterian Church created believing that "libraries" of selected kinematograph a Committee on Early Records (allocation £20) to co­ films should be established, wrote to the Director ordinate archives endeavours within the Church; now known as the Historical Records Committee. Not constitutional documents were exhibited publicly for much success was achieved until after a revival in 1978 the first time, at Waitangi on 6 February. and the involvement of professional archivists in the initiatives of the Committee. A Church archivist (part- 1941 time) was appointed at Knox College in 1984. McCormick appointed to collect and collate archives Guy Hardy Scholefield, a former journalist, became generated by NZ forces fighting in the Middle East. A Controller of Dominion Archives in addition to his War Archives section was formed within the principal post as Chief Librarian of the General administrative organisation of 2NZEF. In December, Assembly Library. The extra title was the the Treaty returned to Internal Affairs and sent to the administrative solution to a question about the Public Trust Office in Masterton for war-time storage. justification for a higher salary level, and an historical accident. There was no separate Archives staff or 1944 accommodation, but a considerable quantity of McCormick appointed Chief War Archivist. government archives was slowly assembled from all over the country and housed in the attic of the General 1945 Assembly Library. War History Branch established within Internal Affairs, The principle gradually came to be recognised that to manage the war archives and co-ordinate the writing government records should not be destroyed without of the official war histories: Brig-Gen Howard Scholefield's consent. In fact, this was never seriously Kippenberger was the first Chief Historian. The Branch enforced and very large quantities of public records was renamed the Historical Publications Branch in were destroyed in "cleanups", especially during the 1968, and continues to the present day (as the Heritage period ca.1930-1950. Group, Ministry of Culture and Heritage). Scholefield published Archives Bulletin No 1, otherwise In October, the Australian Joint Copying Project (AJCP) known as Historical Sources and Archives in New Zealand, was inaugurated through an agreement between the the first general description of the public archives. National Library of Australia and the Mitchell Library, Sydney, to microfilm records of Australian and Pacific 1927-1929 interest held in the United Kingdom. The first reel of Scholefield undertook field surveys of archives, of film was produced in 1948. Partners today include central and local government, throughout New Archives New Zealand and the Alexander Turnbull Zealand, from Warkworth to Invercargill. Library.

1931 1946 Napier Earthquake (3 February) caused losses of McCormick produced a report on archives and a plan government district office and local council records. for future archives work, which was submitted to Transfer of the position of Dominion Archivist from Internal Affairs and received general approval. It Internal Affairs to Legislative Department control. focused on proposals to undertake appraisal of public records still not in Archives custody, the arrangement 1933 and description of archives, and the importance of Cabinet decision (11 May) that Cabinet was "to be the microfilming, including of NZ-related archives held controlling authority for the Dominion's archives", overseas. arising from a controversy over the fate of Governor Hobson's papers donated by a relative. 1947 Dominion Archives held 110m of archives in custody 1934 (many more records were under its supervision in the Repair work was again undertaken on the Treaty sheets cellars of government buildings), and received 12 visits after their "discovery" at Internal Affairs, after from researchers. publicity surrounding the gift to the nation of the Busby Scholefield retired as Controller of Dominion Archives. House at Waitangi by Lord Bledisloe in 1932. McCormick resigned and went to an academic post at Auckland University College. 1936 Michael Wordsworth Standish seconded from the War Eric Hall McCormick employed to work on the History Branch to look after the archives. archives, but interrupted by his successive appointments as Editor of the NZ Centennial 1948 Publications and Secretary of the National Historical Control of the Dominion Archives changed from the Committee, and then Chief War Archivist. General Assembly Library to Internal Affairs, where it was placed with the War History Branch under the 1939 general supervision of John Cawte Beaglehole. New Zealand Founders' Society established. Its collection of manuscripts and printed items was 1949 transferred to the Alexander Turnbull Library in 1964. Dominion Archives saw an increase in staff (a research assistant and cadet) and accommodation (wooden war- 1940 surplus shed at Seaview, near Wellington). New Zealand Centennial increased interest in NZ F.H. Rogers, who earlier in his career had been an history. Original Treaty of Waitangi sheets and other archivist at the University of Bristol (UK), appointed Otago University Librarian, a position he held until 1956. Preliminary Inventories, covering the principal The Treaty was briefly displayed in the Alexander nineteenth-century record groups. Turnbull Library and in July was returned to Internal Affairs, stored in a metal cylinder. 1954 Cabinet approved a plan submitted by Internal Affairs, 1950 for the development of a National Archives, archives Standish set out a policy on regional archives legislation, the appointment of a Chief Archivist and repositories for public archives, later embodied in the staff, appraisal of departmental records and proper Archives Act 1957, but a lack of resources meant little arrangement and description of transferred archives. was accomplished. However, public support for One-week visit to New Zealand by Theodore Roosevelt archives gathered momentum, the profile raised by Schellenberg, Director of Archival Management, US newspaper articles and a history conference. National Archives. Schellenberg took time off from a New Zealand Library Association (NZLA) archives longer visit as a Fulbright Scholar to Australia; his seminar, chaired by Scholefield, was held at the annual experiences and discussions were important influences conference. on his book Modern Archives (Chicago 1956). A committee of professors of the University of New Pamela Cocks, Archivist at Dominion Archives, Zealand called for archives legislation and increased travelled to the US as a Fulbright scholar to study resources for the Dominion Archives, but put off a archives administration, at American University deputation to the Prime Minister, convinced of (Washington DC) with Ernst Posner. At the same time inevitable failure. she worked part-time in various departments of the US National Archives, and the Library of Congress. 1951 Dominion Archives moved from the General Assembly NZLA Archives Committee established, chaired by Library attic to accommodation in the Employers' F.H. Rogers. Federation Building, 8-12 The Terrace, Wellington. Supervision of the Dominion Archives became a NZLA Archives Committee laid plans for a Union responsibility of the Chief Librarian, Alexander Turnbull Catalogue of Manuscripts; cyclostyled segments were Library, within the Internal Affairs Department. During issued from 1958 tol966. the next thirty years there were several attempts to A fire in the Rotorua offices of the Geological Survey subordinate the Archives to the Turnbull Library or resulted in the loss of 20 years of research and scientific National Library, initiated by Library managers records. advocating either complete administrative incorporation, or sharing the same accommodation. 1955 NZLA Archives Committee published An Elementary 1952 Guide to Archives Practice, edited by F.H. Rogers. Standish travelled overseas to study archival methods, Standish submitted the first draft of the Archives Bill visiting France, Britain and Australia, on half salary; to Internal Affairs. It was based on 1953 South African otherwise at his own expense. A secondary objective legislation, and included an Archives Advisory of the trip was to discover material of interest to New Council with substantial representation from the Zealand for microfilming. academic community, a provision opposed by Internal Hope Gibbons Building fire (30 July) in central Affairs and later dropped. Wellington resulted in the loss of, or severe damage to, the early records of the Departments of Public 1956 Works, Lands and Survey, Labour and Employment New Zealand Broadcasting Service began a radio (Immigration Division), Agriculture, Marine, and Sound Archive, based in Timaru because space was Scientific and Industrial Research. The initial available there, next to the radio station. newspaper coverage referred in passing to the loss of A meeting was held (April) at the offices of the National records, and that this might cause "slight Film Library, convened by its head Walter Harris, inconvenience" but they were mainly "dead files". In attended by representatives of the National Museum, Standish's absence, salvage work was carried out National Archives, National Film Unit, the film under difficult circumstances by the other two staff, societies and Film Censor, the purpose of which was Pamela Cocks (later Hall) and Betty O'Dowd. "to discuss the formation of a National Film Archive". No Archive was established but some procedures were 1953 put in place for the acquisition of films. NZLA Archives Committee began a survey of local government records, and appointed regional 1957 consultants to give advice to authorities concerned Archives Act passed. It provided for the creation of about their records. The Committee also urged the National Archives (the renamed Dominion Archives), Government to invite a suitable overseas archivist to and the appointment of a Chief Archivist with statutory visit New Zealand and make recommendations about duties and powers, charged with the custody, care and future archival development. control of all public archives and having sole responsibility for authorising the disposal of public 1953-1966 records. The Act also allowed for the inspection of records Dominion Archives (later National Archives) storage in departments, the seizure of archives in the published a Guide to the Dominion Archives and nine public domain and made provision for the establishment of "designated repositories" which were allowed to hold 1962 public archives. The Secretary for Internal Affairs State Services Commission also began to work in the exercised the powers of Chief Archivist until 1962. records management advisory field. The two (NA and National Archives was positioned by the legislation SSC) programmes worked in parallel until the within Internal Affairs (the Alexander Turnbull Library retirement of the personnel, and changing management had been in Internal Affairs since 1920, but only by attitudes, saw this work fade away during the late 1970s. administrative arrangement; it was thus easily excised Records Centres opened in Lower Hutt (Daly Street) and made part of the National Library in 1966). and Auckland (Hardinge Street), after previous attempts In the events leading up to the passing of the Act, over several years had been stifled by opposition from Professor J. C. Beaglehole wrote: "No one is more adept the Treasury. than the New Zealander in paying lip service to the Standish appointed first Chief Archivist, but died a few past, and in destroying the means of knowing it. Till months later. we convert our scattered, rat-ravaged records into a proper system of archives, our claim to civilisation is 1963 so much the more slender. We have hacked at the tree John Dobree Pascoe (Illustrations Editor, War History of our tradition with the murderous inconsequence of Branch), prominent writer, photographer and adolescent vandals in a public park. We have burnt mountaineer, appointed second Chief Archivist. our history with the same blind stupidity as we have burnt our forests."1 1966 National Archives moved to Borthwick House, 85 The 1958 Terrace, Wellington. Total staff 15, including 8 Abortive attempt in Melbourne to set up an Australian professional and 4 at the Records Centres. Total and New Zealand Society of Archivists. An inaugural holdings of textual records (including semi-current meeting was held and an interim constitution records) 6000m. formulated. Governance of Alexander Turnbull Library passed National Archives began to store semi-current records from Internal Affairs to the National Library, in an ex-US Army stores shed at Seaview, Lower Hutt, following the passage of the National Library Act. which had been used to store archives since 1949; all Agreement between Statistics Department and archives were finally removed from this building in National Archives was reached to retain every second March 1977. census; the schedules of the 1966 quinquennial census of population are due for release after one hundred 1959 years. Census schedules for 1976 and 1986 were also National Archives empowered by Cabinet to take retained but those for 1996 were destroyed, despite custody of records in departmental cellars without public concern from historians and genealogists. transferring them (in response to lack of archives accommodation). National Archives holdings in 1966-1977 Wellington scattered between 26 separate sites. National Archives published annual Summaries of Two records management advisory staff began Work in addition to reporting in a section of the working at National Archives, with responsibilities for Annual Report of Internal Affairs (published in the improving records management throughout the Public Appendices to the Journal of the House of Service. Representatives [AJHR]).

1960 1967 Treaty sheets and other constitutional documents Appointment of the first full-time manuscripts finally passed into the legal custody of National librarian (Margaret Scott) at the Alexander Turnbull Archives in July, following a recommendation Library. Manuscripts had been cared for by general (December 1956) and the passage of the Archives Act. library staff or part-time manuscripts assistants First full-time university course in New Zealand history established. 1968 Union Catalogue of New Zealand and Pacific Manuscripts 1961 in New Zealand Libraries, Part 1 published; Part 2 Genealogical Society of Utah (Church of Jesus Christ published in 1969; a few small supplements were of Latter Day Saints) began microfilming operations issued in the early 1970s. in New Zealand, starting with Anglican burial records. Pacific Manuscripts Bureau was established, within Treaty of Waitangi documents went on public display ANU, Canberra, to locate and assist in preserving and (6 February) at the Alexander Turnbull Library, providing access to archives and printed material, ultimately for a period of 18 years. held in the Pacific, through a microfilming Aotea Quay Post Office fire responsible for the programme (Alexander Turnbull Library is a partner destruction of the early journals of Bishop Selwyn and in this project). missionary James Hamlin, which were being returned to the UK, following microfilming by the Alexander 1970 Turnbull Library. Post Office records from 1887 to 1935 First archivist position created at the Hocken Library; in storage were also destroyed. Stuart Rothwell Strachan appointed. 1972 (Deputy Prime Minister 1935-1949, PM 1957-1960), Senior Archivist Judith S. Hornabrook appointed during processing at National Archives. Acting Chief Archivist, with the death of John Pascoe. Stuart Strachan became the first NZ archivist to receive 1977 a professional archives qualification, the Diploma in National Archives moved to Air New Zealand Archive Studies (University College, London). Building, 129-141 Vivian St, Wellington. Sufficient accommodation was available for the first time in this 1973 building and the two Records Centres for all archives First business archivist appointed: Robert Henry in custody. Total staff 18, including 10 professional (Robin) Griffin, at the Bank of New Zealand. and 5 at the Records Centres. Total holdings of textual Judith Hornabrook appointed third Chief Archivist. records (including semi-current records) 9100m. First National Archives archivist (Michael Hodder) 1974 sent to University of New South Wales to study for NZLA Archives Committee was revived after being archives diploma. From 1982, at least one staff member in abeyance for several years, and began publication was sent virtually every year, until 1994. of Archifacts, the first NZ publication wholly devoted Film Archives Committee of ARANZ produced a to the subject of archives and manuscripts. report on the deplorable state of film preservation activity and the lack of appropriate storage and 1975 technical expertise in holding institutions. First archives training seminar held (sponsored by National Archives, Alexander Turnbull Library and 1978 NZLA Archives Committee). Union Steam Ship Company Archives established and War History Documentation Centre established as a archivist appointed: Timothy J. Lovell-Smith. Position and joint venture between the Alexander Turnbull Library Archives disestablished in 1983, the records divided and National Archives, to collect and preserve between the Wellington Maritime Museum (now Museum privately held war memorabilia; a large number of of Wellington City and Sea) and the Hocken Library. soldiers' diaries and letters came in to the Alexander Wilfred L Smith, Dominion Archivist of Canada, visited Turnbull Library over the next 10 years. New Zealand at the initiative of ARANZ, to report on Cabinet formally ruled that Prime and Cabinet state of archives-keeping. Smith made 28 Ministerial papers should be deposited at National recommendations (the 'Smith Report'), resulting in much Archives (except for arrangements made with other discussion but little immediate action. One recommended institutions prior to these posts being attained). "that urgent attention be given to the establishment of a Antiquities Act passed forbidding the export, without national film archives". permission, of any book, document, photograph, film or recording which relates to New Zealand, is of 1979 national, historical, scientific, artistic or literary Publication of the first instalment of the National Register importance and is older than 60 years. of Archives and Manuscripts in New Zealand (NRAM), a joint undertaking by the Alexander Turnbull Library 1975-1977 and National Archives, with an index compiled by Jane Inter-departmental government committee formed to Tucker. Later, it became an entirely Turnbull publication. consider a photograph archive; it identified problems Management audit of National Archives by the State and issues, collected information, but made no Services Commission and Internal Affairs (the 'Wards recommendations for action. Report'). There were 89 recommendations, especially for increased resources, largely following and 1976 enlarging on the Smith Report. Archives and Records Association of New Zealand First Gazette notice (records disposal schedule) for local (ARANZ) founded, superseding the NZLA Archives government records published, listing 153 classes of Committee, as an organisation through which the records which could not be destroyed without the prior combined efforts of archives users and archives-keepers approval of the Chief Archivist. It was soon could be directed towards improving the levels of withdrawn after opposition from local governments, resources devoted to the care of and access to archives. which considered it too complex and intrusive. Option of a purely professional organisation for Treaty of Waitangi removed from display in the archives-keepers was rejected because the number of Alexander Turnbull Library and handed to the custody archivists was considered too small to have any of National Archives. After conservation work, it was persuasive influence on resource-allocators. First stored in the vaults of the Reserve Bank for years. President: Thomas Wilsted, Alexander Turnbull Working party was set up to actively pursue (over the Library Manuscripts Librarian, a US expatriate. next two years) the concept of a film archive. Local Government Act amended to include provisions for protection of local government archives. Chief 1980 Archivist empowered to promulgate regulations Second local government Gazette notice published. The relating to their identification, retention and number of classes of records reduced to thirteen. destruction. First consultant archivist and records manager began Intervention by the Security Intelligence Service to private practice: Rosemary Collier, formerly Senior remove sensitive documents from Walter Nash Papers Archivist at National Archives. 1980-1985 archives and 2843m of semi-current records. Circulation within National Archives of 'Alternative D' Publication of Archives New Zealand, by Frank Rogers paper by Michael Hodder proposing means of (Archives Press) identified more than 160 archives arranging and describing successive accessions from repositories holding more than 35000m of textual archives active series. Study group subsequently focused on the in New Zealand alone, and more in the Pacific Islands. Australian 'series system', and these two approaches Second edition, Archives New Zealand 4, published in 1992. merged as the basis of the GAIMS system adopted for Public Records and Archives Bill, intended to supersede the arrangement and description of public archives. the Archives Act, introduced into the House of Representatives, and 'killed' the same evening by 1981 dissolution of the House for a snap General Election. New Zealand Film Archive founded as a charitable trust Susan Kooyman appointed as first permanent Dunedin (March), with a Board of Trustees comprised of City Council archivist, succeeded shortly thereafter by representatives of the New Zealand Film Commission, Jill McClymont. National Archives, National Film Unit, Broadcasting Corporation, Education Department, Federation of Film 1985 Societies, and Minister for the Arts. First Director: Christchurch Regional Office of National Archives Jonathan Dennis (until 1990). By 1989, after several opened: Chris Adam appointed Regional Archivist. moves of premises and funding difficulties, there was a Archives and records manager (Bruce Symondson) total of 15 staff. appointed by Auckland City Council. Raymond Frank Grover (former Deputy Turnbull First purpose-built Archives building constructed, Librarian) appointed first Director of National Archives, Manukau City Council. a position created following a recommendation of the An archivist (Stuart Strachan) appointed Hocken Wards Report. Librarian. 1982 The Waitangi Tribunal given jurisdiction to investigate The General Synod of the Anglican Church in New Maori grievances over land rights back to 1840, Zealand passed a Canon on Provincial Archives, resulting in greatly increased awareness by both Crown encouraging archives-keeping at diocesan and parish and claimants of the importance of archives; extensive levels, and setting up a committee which included employment of researchers to search them for evidence membership by professional archivists. for claims. Ray Grover appointed fourth Chief Archivist following the resignation of Judith Homabrook, who left to take 1986 up the position of Chief Archivist of Papua New Survey of record-keeping in the Public Service, with Guinea, which she held for 6 years (the only person to recommendations for improvement, commissioned by hold Chief Archivist positions in two countries). the State Services Commission and National Archives. Thereafter, the Chief Archivist position held Undertaken by Canadian records management concurrently with Director of National Archives. consultant Patricia Acton, supported by a team drawn Official Information Act passed, bringing 'freedom of partly from National Archives. Recommendations and information' to New Zealand. The Act established the action plan produced in the report Information Can Be principle that government information should be made Managed (the 'Acton Report') were rejected by the State available unless there were good reasons for non­ Services Commission as out of step with Government release. In cases of conflict with the Archives Act, the policy to atomise the Public Service. provisions of that Act, permitting access restrictions Anglican Provincial Archives Committee published that the Official Information Act did not countenance, Parish Archives Handbook. take precedence. Manuscripts and archives collections held by the Alexander Turnbull Library were 1987 specifically excluded from coverage. Records Management Branch established by National Archives to manage records centres and provide 1983 records management consultancy and training on a First issue of biennial Directory o f Official Information cost-recovery basis (consultancy and training functions published, with overviews of the functions, activities, ceased in 1993). and records systems and categories maintained by Fletcher Challenge Ltd (New Zealand's largest public agencies subject to Official Information Act. company outside the financial services sector) set up Northern Archives and Records Trust formed by archives and records management programme; first Jolyon Firth and other business and community leaders archivist-records manager, Joanna Newman. in Auckland, to press for improved archives-keeping Alexander Turnbull Library moved (with other parts arrangements especially for local government and of the National Library) into the new National Library business in the region. It began user-pays advisory Building in Molesworth Street, Wellington. work in these areas the following year, under a Subsequently there was public acrimony over a partnership arrangement with National Archives. perceived intention by National Library management to reduce the independence of the Alexander Turnbull 1984 Library within the larger National Library. Auckland Regional Office of National Archives opened Purpose-built Archives building (behind North Otago (taking over the Records Centre in 1985). First Regional Museum and Public Library) opened in Oamaru. Archivist: Mark Stevens. The office held 3447m of 1988 Victoria University of Wellington's Department of Association of Records Managers and Administrators Library and Information Studies began offering an (ARMA) chapters founded in Auckland and Wellington. elective course in archives and records management, Archives Amendment Act permitted National Archives taught by Rachel Lilbum, formerly of National Archives. to charge for records management services. NZ Cartoon Archive opens, funded by a private trust Historical Records Committee of the Presbyterian Church but based in the Alexander Turnbull Library; first published Presbyterian Church Archives: Care and Director: Susan Foster. Conservation. 1993 1989 Dunedin Regional Office of National Archives opened Purchase of Government Printing Office building in in purpose-built premises in George Street, Peter Miller Mulgrave Street to be the new home of National having been appointed earlier in the year as first Archives in Wellington. Dunedin Regional Archivist. National Archives total staff 49, including 42 National Archives in Wellington restructured into professional. Total holdings of textual records, Collection Management, and Access and Client excluding semi-current records: 38400m. Alexander Services units. Turnbull Library Manuscripts and Archives Section F. Gerald Ham from the United States visited at the had 9 staff, 5035m of holdings. invitation of ARANZ, to assess archives and records Wairarapa Archive commenced operations. education and training needs; resulted in the production of the 'Ham Report', Towards Career 1990 Professionalisation: An Education Programme for New Foundation of New Zealand Society of Archivists, Zealand Archivists and Records Managers. Seminar to principally devoted to fostering the archivist discuss the report held in early 1994. profession in New Zealand, and advocating for and NZ Qualifications Authority began work to establish furthering its interests. First President: Mark Stevens. unit standards for archives, records and libraries, in Publication of New Zealand Archivist began, and of consultation with NZSA, ARANZ, ARMA, NZLLA and Directory o f Archivists in New Zealand 1990-91. other stakeholders; after discussion over a number of New Local Government Archives Schedule published years a document was developed, but the unit in the Gazette (February). standards were not taken up by providers. Balance of nation-wide holdings of Education Boards' Privacy Act passed. Public concern was expressed over records passed into custody of National Archives the implications for archivists and records managers (Boards having ceased to exist from 1 October 1989). of the long-term retention of records containing private Display of Treaty of Waitangi and other constitutional information, particularly in the health sector, and the documents opened to the public in the Constitution risks of prosecution resulting from the release of third- Room, at National Archives' future home. party information. Purpose-built facility for Christchurch Regional Office, Women's Suffrage Year, and the numerous projects National Archives, opened in Peterborough St. associated with it, saw enhanced interest in saving, listing and using women's collections. Director and 1991 Chief Archivist, Kathryn Patterson, awarded a Suffrage Kathryn Patterson appointed Director and Chief Medal; Women's Suffrage petitions displayed at Archivist of National Archives, on retirement of Ray National Archives. Grover, after a decade of service in the role. NRAM ceased publication with the special issue for Official opening of new National Archives, Wellington, Suffrage Year, published jointly with the Preserving in former Government Printing Office, Mulgrave Ourstory project, of the Archives of Women's Street; opened to the public on 9 December. The Lower Organisations. Hutt Records Centre was closed and archives were The Alexander Turnbull Library's TAPUHI database, removed to National Archives. Anew Records Centre providing public access to cataloguing records for opened in Thomdon Quay, Wellington. manuscripts and archives, as well as pictorial Wairarapa Community Polytechnic began providing collections, was launched. the first NZ-based and records certificate course, under Public Record Access, a private sector consortium of the tuition of Ellen Ellis, formerly of National Archives. Telecom, Unisys and NZ Public Information The course was later run at Auckland Institute of Management, was selected for a major database Technology. development in the Department of Justice public First conviction in NZ courts for theft of public archives registries: Companies; Births, Deaths & Marriages and and manuscripts: Graham John Sanders sentenced to Lands & Deeds. The project collapsed in 1995 amid 8 months imprisonment. Stolen items later returned to National Archives and the Turnbull Library. much public acrimony and threats of legal proceedings against the government. 1992 New Archives Bill drafted, successor to the ill-fated 1994 1984 Public Records and Archives Bill; but was never NZSA finalised first NZ professional archivists' Code introduced into Parliament. of Ethics, with a requirement that members attest to Cabinet minutes the preservation of free public access it, and an Ethics Committee was set up to adjudicate to National Archives. on alleged breaches. Wellington City Council appointed its first full-time ARANZ and the NZ Society of Genealogists jointly archivist: Michelle Redward, formerly of National initiate court action in the form of an injunction to Archives. prevent the creation of a Heritage Group within New Copyright Act passed. It established a 50-year Internal Affairs, to comprise National Archives, copyright period after the death of the writer for Historical Branch, Dictionary of NZ Biography, and manuscripts and archives and relaxed rules relating Heritage Properties. It was argued that this would to copying of material for private research. downgrade the status of National Archives and Health Information Privacy Code released by the Office undermine the statutory functions of the Chief of the Privacy Commissioner, with amendments in Archivist. 1995,1998 and 2000. New Zealand Theatre Archive set up as a trust to locate, preserve and list records relating to theatre 1995 companies, amateur theatre organisations, and Auckland Regional Office of National Archives moved individuals formerly or currently involved in into new premises on Mt Wellington Highway, Mt theatre. Richmond, amid local client concern over its distance from central Auckland. 1998 Consultants, having first begun investigations and Kathryn Patterson ended her six-and-a-half-year term interviews with stakeholders in 1994, released National as Director and Chief Archivist, National Archives. Archives: An Independent Review (the McDermott Miller Chris Hurley filled the position in an acting capacity. Report) which recommended a radical restructuring Hearing was held in the High Court, Wellington, in of National Archives, involving a policy-purchaser- July, of the injunction initiated by ARANZ and the provider split with an eventual move to Crown Entity NZ Society of Genealogists. Judgement was for status. The consequent changes proposed by Internal Internal Affairs and concluded that there was no Affairs resulted in considerable controversy and public evidence that the statutory functions of the Chief protest. Subsequent modifications were made; including Archivist would be circumscribed by the securing the statutory position of the Chief Archivist. administrative changes. Queen Elizabeth II Army Memorial Museum's new Electronic inputting began of births, deaths and Kippenberger Pavilion opened to the public (24 March) marriages records; conversion of the old paper housing the Kippenberger Military Archive and Library. records commenced the following year (March 1999); Wanganui District Council archives holdings opened to complete electronic registry aimed for by end of 2002. the public (13 June), accessible through the Wanganui New Local Government Schedule published in Gazette District library, in the Alexander Library building. in December. Museum of New Zealand Te Papa Tongarewa appointed its first archivist: Eamonn Bolger, formerly of National 1999 Archives. ARANZ/NZSG successfully appealed the High Court judgement; Internal Affairs is found to have 1996 acted illegally in transferring funds from National Restructuring of National Archives came into effect with Archives to help pay for the Heritage Group. a new position of General Manager (Margaret Retter Maori Land Court computerisation project costing acting) and a Manager, Statutory/Regulatory Group $6.5 million commenced in March with a new on-line (Michael Hodder acting). Other changes included the index; the project hoped to make nearly 5 million establishment of an Advisory Board to advise the CEO digitised records available by the end of 2000. of Internal Affairs, and an Advisory Committee, $2 million upgrade, involving earthquake comprising stakeholders' representatives, to advise the strengthening and re-roofing, of National Archives Director and Chief Archivist on professional matters. building. Wellington City Council opened its Archives in purpose- Waimate Archives opened (June) in specially-built built archives building in Barker Street. facilities, making local records dating back to 1880 Michael Hodder left National Archives after more than available to the public. 20 years service, to take up the position of Manager, Births, deaths and marriages records ceased to be State Records, South Australia. available through district courts; from July that year they became available only from the Lower Hutt 1997 Central Registry. Chris Hurley appointed to position of General NRAM's Internet web-site created and contributors Manager, National Archives after heading the Public began sending contributions on disk and by email; Record Office of Victoria, Australia, and Margaret W series was added and A to C series were also Retter left National Archives (due to re-structuring) scanned in; the printed version was thus superseded after nearly 20 years' service. Auckland and and improved through corrections and increased Wellington Records Centres closed (November). searchability. National Register of Archives and Manuscripts revived Ministry for Culture and Heritage was established. under the newly-formed NRAM Taskforce (which includes the major stakeholders) and a lottery grant 2000 was used to appoint Nicola Frean to investigate National Archives became a stand-alone institution possible databases, run a pilot project, encourage (with the Chief Executive reporting directly to the contributions and provide training. Minister) under the title Archives New Zealand from 1 October. Lyn Provost was seconded from State Further reading Services Commission as Acting Chief Executive and Anon. 'The Film Archive: a history, [1901-1989]' NZ Film Chief Archivist, and a period of rapid growth in staff Archive Newsletter, no. 24, Apr 1990. numbers began (approximately 100 positions by Acton Information Resources Management Ltd. February 2001). Information can be Managed. Wellington: State Services Mackenzie District archives opened to the public in Commission, 1986. The 'Acton Report'. the Fairlie Museum. Bagnall, A.G. 'The Historical Perspective' Archifacts, no.7 & 8, Sep-Dec 1978: special issue Perspectives on the Smith 2001 Report. Archives New Zealand held its inaugural and very well Barrowman, R. The Turnbull: A Library and its World. attended Open Day (10 March). Dianne Macaskill Auckland: AUP, 1995. appointed as Chief Executive and Chief Archivist (11 Campbell, C.Y. 'Miracles Take a Little Longer - Balancing June). Work began in earnest on an updated Public the Books at National Archives' Archifacts, no.1985/1. Records Bill for an early introduction to Parliament. Ham, F. Gerald. Towards Career Professionalisation: An Extreme public concern from surveyors, solicitors and Education Programme for New Zealand Archivists and family historians when Land Information New Zealand Records Managers. Wellington: ARANZ, 1994. began closing its smaller district offices (Blenheim, Homabrook, J.S. 'New Zealand's Archives' Archivaria Gisborne, Hokitika, Invercargill, Napier, Nelson, and no.7,1978, pp.82-85. New Plymouth) and relocating land records to larger Homabrook, J.S. 'The Development of Archives in NZ' city centres, culminating in numerous newspaper Archives & Manuscripts: A New Zealand Seminar eds R.S. articles and a Waitangi Tribunal claim. New LINZ Hill & M.D.W. Hodder. Wellington: NZLA, 1977. database Landonline commenced. McCormick, E.H. The Fascinating Folly: Dr Hocken and His ARANZ holds its 25th anniversary conference in Fellow Collectors. Dunedin: University of Otago Press, 1961. September. McDermott Miller Consultants. National Archives: An Hector Library, Museum of New Zealand renamed Te Independent Review. Wellington, 1995. Aka Matua Te Papa Library and Information Centre New Zealand Department of Internal Affairs. National with some comment in the media as to whether the Archives of New Zealand: A Review and a Summary of Work research function had been downgraded. 1966. Wellington: Government Printer, 1967. 2002 New Zealand Department of Internal Affairs. Report on Drafting Public Records Bill continued; its National Archives (unpublished 1979). The 'Wards Report'. introduction into Parliament was prevented by July Pascoe, J. D. 'The Archives of New Zealand' Indian election. Archives, 19 (2), 1970, pp.6-14. New National Library Bill introduced into Parliament Piggott, M. 'Schellenberg in New Zealand' Archifacts, with features aimed at clarifying the relationship October 1990. between the National Library and the Alexander Rogers, F. Archives New Zealand. Auckland: Archives Turnbull Library; strengthening legal deposit and Press, 1984 and Archives New Zealand 4 ,1992. establishing a Library and Information Advisory Rogers, F. Archives New Zealand Statistics. Auckland: Commission. Archives Press, 1985. Major fire at Christchurch Polytechnic Institute of Smith, A. 'The Acton Report - Right Message, Wrong Technology destroyed archives (21 May). Timing' Archifacts, October 1991. Ministry for Culture and Heritage launched its "Lest Smith, W.I. Archives in New Zealand: A Report. Wellington: we forget" campaign aimed at gathering in letters, ARANZ, 1978. The'Smith Report'. diaries and other memorabilia relating to war-time Stevens, M.H.S. Directory of Archivists in New Zealand 1990- experiences, backed by a network of repositories, in 1991. Wellington: NZ Society of Archivists, 1990. similar vein to the 1975 campaign. Stevens, M.H.S. 'National Archives - a Scorecard for the Western Pacific Archive, comprising records of Eighties' New Zealand Archivist, Summer / December 1990. Western Pacific High Commission and other British Wilsted, T. 'Face to Face Across the Counter: Archivists territorial records, covering 1877-1978, deposited (9 & Historians in New Zealand' Archives & Manuscripts October) by the British Foreign and Commonwealth 7(1), August 1977. Office at the University of Auckland Library, after over twenty years of lobbying to have the records 1 J.C.Beaglehole "The New Zealand Scholar" (1954), reprinted returned to the Pacific region. in The Feel of Truth edited by Peter Munz (1969), p. 251. Council News The New Zealand Society of Archivists, like most Society to serve its members, and the archives cause other voluntary organisations, depends on voluntary generally. Council members do not need to be resident effort to survive, and on the subscriptions of its members in Wellington; for years we have had members from and subscribes for its income. This means that we need elsewhere, and some Council meetings are held in subscriptions to be paid promptly, and for members other locations. If necessary, airfares can be paid. who do not wish to continue, to let us know that, so we Council has been working on the details of a scholarship, are not posting to people unnecessarily. to be awarded to a New Zealand archivist, in memory of Council and the Editor need feedback from you, the Ian Matheson, former President, and Palmerston North member or subscriber. Do you enjoy New Zealand City Archivist, who died last July. There will be more on Archivist? Let us know! Have you comments on any of this in the next issue of New Zealand Archivist. the articles? Is there something of interest in your archives We are joining with ARANZ Wellington Branch in environment that you could write about? Or news items planning a seminar on health records and archives, to either concerning archives generally, or in your own take place in May this year, in Wellington. institution, that you could contribute? Please help to make our journal lively and relevant. All contributions are most welcome. Please send them (preferably on EDUKIT Course floppy disk) to the Editor at PO Box 27-057, Wellington. As indicated in the December issue of New Zealand We also need people to consider standing for the Archivist, another course is planned to take place soon, Council of NZSA at the next AGM. We need people in the Wellington region. Contact Rosemary on 04- with ideas, energy, and enthusiasm who will help the 233-8155, or fax 04-233-2031 if you are interested.

NRAM Training and Support

Kay Sanderson

NRAM is the acronym for the National Register of process. Over the next few months a number of Archives and Manuscripts. It is a co-operative archives training courses will be held. The first took place in database to which any New Zealand organisation Wellington on 28 February. Further courses will be which acts as a repository for archives or manuscripts offered in Dunedin (4 April), Palmerston North (7 collections can contribute. The database can be April), Christchurch (15 May), Auckland (23 May) and searched on the Internet: www.nram.org.nz Currently Hamilton (5 June). 197 repositories are listed as contributors. These courses are intended to give archivists the NRAM is a "one-stop shop" for users of New skills and confidence they need to prepare entries for Zealand archives, and is highly regarded by NRAM. The content of tire courses includes: researchers both here and overseas. The web-site • the development and purpose of NRAM receives over one million hits per year. Small to • introduction to arrangement and description of medium-sized Archives will find NRAM a really useful archives addition to their own finding aids, and NRAM will • how to prepare an entry for NRAM give your collection a place on the World Wide Web. • how to send the prepared entry to NRAM. Small institutions can even use NRAM in-house as a The courses are informal. They include practical description and reference tool. It is very easy to isolate exercises, and there are plenty of opportunities for the holdings of a single repository and either list or questions and discussion. search them. If you work in an organisation which A fee of $50 will be charged to participants. Payment has its own web-site, you can create a link which will of this fee by most of those attending will enable us to take your users directly to the pages on the NRAM cover travel costs. However, the NRAM Taskforce web-site which list your collections. understands that some archivists work in very poorly The Auckland War Memorial Museum Library/Te funded situations, and that some are volunteers. We Pataka Matapuna has neatly turned NRAM into its own are able to reduce or waive the fee in such cases. Please online archives database by doing just this, (http:// contact the Administrator to discuss this. www.akmuseum.org.nz/web/content.cfm?ld=330). If you wish to register for any of the above courses, Nearly 20% of the library's enquiries come via NRAM, or if you wish to begin contributing to NRAM (it is which lists only part of their collections at present. When not necessary to attend a course first), or if you would all the library's archives and manuscripts collections simply like to find out more about NRAM, contact: are listed, it is reasonable to expect that about a third of Kay Sanderson their enquiries will come via www.nram.org.nz NRAM Administrator and Training Co-ordinator Contributing to NRAM is very easy, and the ph. 06-379-9333, or e-mail: [email protected] Administrator is happy to guide you through the or by post, 23 Connolly's Line, Carterton. Changes at the top in National Library

The new Chief Executive Officer of the National In announcing the appointment late last year, State Library, Penny Carnaby, took up her position in Services Commissioner Michael Wintringham said: January. Ms Carnaby has been the University Librarian "Ms Carnaby has a high standing and credibility in at Macquarie University in Sydney since February the library and information sector, in both New 2002. Before this, she was the Deputy Librarian there, Zealand and Australia. She has strong leadership from July 2000, including a period as acting Librarian skills and an interest in improving the accessibility from April 2001 to February 2002. of historical collections through the use of Between 1997 and June 2000 Ms Carnaby held various technology. She has an excellent understanding of positions at Christchurch Polytechnic, including New Zealand's information and knowledge issues, Polytechnic Librarian and Director of the Library/ and the relationship management skills necessary Learning Resource Centre. She qualified as a librarian to develop effective partnerships with the wide at Leeds Polytechnic, and has a Bachelor of Arts degree range of groups interested in achieving greater and a Diploma of Education from the University of New accessibility to New Zealand's research and heritage South Wales. She served as National President of the collections." Library and Information Association of New Zealand Mr Wintringham acknowledged the work of Sue Aotearoa (LLANZA) for 1999-2000, and was awarded a Guest, who has been the acting Chief Executive since Fellowship of the Association in 2001. June 2002.

Coming Events

A Privacy Issues Forum will be held in Wellington on 28 March 2003. The venue is the Legislative Council Chamber at Parliament Buildings. Keynote speaker is Hon. Justice Michael Kirby AC, CMG of the High Court of Australia. Topics to be covered include: Privacy Issues with Public Health Systems, Update on Mental Health Privacy Issues, Privacy Identity and New Technology, Reflections on Ten years of the Privacy Act. The Forum is organised by the Office of the Privacy Commissioner. The registration fee is $440 (including lunch), and forms may be obtained from the Commissioner's office in Auckland, PO Box 466; telephone 09-302-8680, or in Wellington, 04- 474-7590.

The Society of American Archivists' 67th Annual Meeting will be held from 18 to 24 August 2003, at the Century Plaza Hotel and Tower, Los Angeles. The theme is "Spotlight on Archives: Showcasing the Diversity of the Archival Enterprise." The conference will feature a rich mix of pre-conference workshops, 60 educational sessions, a variety of tours to archival repositories and cultural attractions, receptions, 40+ vendors at the international archives and technology exposition, and plenty of opportunity for networking with more than 1100 archival "I have a singular sprinkler for my archives." colleagues. Registration fees and additional information are available at http:// More suggestions please! www.archivists.org/conference/index.asp News Items

Professor Michael Fourman said the department Comm@NET - The staff had been grateful to those who had offered to Community Archive contribute their personal books and journals in an effort to rebuild the lost collection.... Network Professor Fourman said:"The loss of the library is a www.commanet.org hard one to take. It was unique, Edinburgh was the first to chart the history of the subject, from machine comm@NET is a new site offering a structure for intelligence to cybernetics."... online community archives, fully searchable collection http: / /news.bbc.co.uk/1 /hi/Scotland/2558655.stm of photographs, documents, text stories, oral 12 December 2002. reminiscences and video clips, created and owned by the community itself. The concept of a digital community archive was Senate treasure discovered! developed in 1994 as part of a Government-funded Whoever said "Clean up! You'll never know what regeneration programme. There was a strong belief you'll find" was right. On November 19, 2002 two in the importance of recognising a community's rich Senate aides uncovered a "literally, priceless" treasure cultural heritage as part of the social and economic while cleaning out the Capitol's east front basement regeneration process. The aim was to enable the local storage rooms: a 400 page Senate reimbursement community to utilise the potential of emerging new ledger from 1790 to 1881. Within minutes of its discovery, Senate Historian Richard Baker and technology to document their community's history. outgoing Senate Majority Leader Tom Daschle (D-SD) Commonly a 'community' is a geographically based were in the Capitol's basement to confirm the group of people with an interest in preserving their document's authenticity. Titled "Senators cultural heritage such as a village, small town or Compensation and Mileage," the gold-stamped neighbourhood within a larger town or city. volume provides a glimpse into the financial structure Sometimes the community is work-related, such as a of the Senate throughout the 19th century. group of ex-coal miners, steel workers, factory The document has the signatures of John Adams, workers. It can be a community with a common Thomas Jefferson, and Aaron Burr - all of whom were interest such as local history, folk music or even the Vice-presidents and hence also served as Presidents local football club. Other communities include schools, of the Senate. The ledger shows that Senators treated sheltered housing schemes and reminiscence groups. their reimbursement seriously. In 1790, Senators comm@NET is a 'not for profit' organization that received $6 for each day they were in session. They aims to act as a broker between communities and also a 30 cents a mile [sic] for a maximum of 20 miles potential sponsors and other funding agencies, and to allotment for their commute to and from their home manage and run the website which hosts community states. In 1816, Senate salaries increased from $6 to $8 archives. As well as currently showing several of these per day. Annual salaries did not take hold until 1855. databases, the site offers comprehensive advice to Today, Senators make an average, annual salary of others wanting to begin community archive projects. $150,000 to $166,000. As Baker said, "[This book] is a At present the site contains over 5,000 records which great metaphor for the growth of the nation, to say can be accessed freely; and in future it should prove nothing of the growth of the Senate." invaluable to any group thinking of building a Baker hopes the book will be digitized and accessible community archive using the comm® software. to the public via the Senate's web site within six months. History Today (UK), December 2002. Without a Senate historical office one wonders what would otherwise happen to such inadvertent discoveries. NCC Washington Update, Vol.8, #48, December 4, Fire destroys librarian's work 2002; reproduced on National Library intranet, 12 A librarian who worked for 20 years on a collection December 2002. of books and journals which was destroyed in Edinburgh's Old Town blaze has spoken of her 'despair' at the loss. Olga Frank is employed by the Old bank to house Otaki's School of Informatics at the University of Edinburgh treasures and has helped collate the department's artificial OTAKI will get a museum, you can bank on it. intelligence collection for two decades. Members of the Otaki Museum Establishment Group Books, journals and research papers, which were were busy clearing out the town's old BNZ building housed at 80 South Bridge, were completely destroyed yesterday to make way for historic objects that will when fire swept through Scotland's capital on Saturday eventually fill the building. night. ..."It is still sinking in that all of this material The group's secretary, historian Jan Harris, said has gone. I can't really put into words how that Kapiti Coast District Council had leased them the bank, feels."... which had recently been the council's service centre. Zealand but was previous chief historian at the "The building is the main object in the collection," she Ministry for Culture and Heritage. said. The 1918 bank was one of the earliest surviving The Palmerston North Heritage Trust was commercial buildings in the town. established in 1997 following a bequest from Alice "Right now, with no collection, it seems big Hester Nicholl. enough. I know that no museum is ever big enough. Jo Myers, Manawatu Evening Standard, 4 February Te Papa wasn't." 2003. The Otaki Museum had the support of Ngati Raukawa, the Rangiatea Vestry committee, Rotary, Council artefacts handed the Otaki Historical Society and the Otaki Community Board. A collection policy was still over to Gallery of History being developed, but the plan was to accept things Tararua District Council records and archives relevant to the Otaki area. Shipwrecks and market officer Colleen Gyde leaves next Friday [24 January gardening were recurring themes in Otaki history. 2003] to move with her family to Australia. Colleen Exhibitions would try to support the school has worked for the council for the past 15 years and curriculum, she said. has been the records and archives officer for eight Group member Margaret Long said offers of help of those years. from the public had been pouring in. Many people She has been cleaning up her department in the past were keen to donate things for the museum collection. few weeks, getting ready to hand over to her It was still too soon for that, but she hoped people replacement Trish Roberts of Pahiatua. During this time would hold on to the objects till the museum was some interesting items have surfaced and it was decided ready for them. "On the Kapiti Coast [Otaki] is the to pass them on to Dannevirke's Gallery of History. oldest European settlement...It's quite extraordinary The oldest item is a receipt for the purchase of that we haven't already got a thing like this. We've the Club Hotel dated March 4, 1893. It is made out got members of both Maori and Pakeha families going in the name of J.L. Kimbell and was signed by the back generations and generations here." licensee of the time John Henderson. It was too soon to say when the museum would The sale was for the sum of £586, five shillings open. "We intend to develop a group of Friends of and eight pence. The Club Hotel was one of the the Otaki Museum...We are also in the process of first hotels built in Dannevirke and stood on the site applying to become a trust," she said. where Merrylees Hotel now stands. [There are also archives which will be housed in Borough and county mayoral chains also came to the museum. Ed.] light during the clean up as well as an old gavel, Kathryn Powley, Dominion Post, 31 January 2003. fashioned out of a rock, used at county council meetings. A couple of rather special old pens, an ashtray and a Bid to preserve local archives couple of old borough stamps were also found. It was decided the Gallery of History is the place A COMMUNITY appeal in memory of city to display such items rather than them just gathering archivist Ian Matheson, who died in July last year, dust among the council archives. These historical is being launched next month. Its aim is to raise items from the council were handed on to the people's awareness of the need to protect safekeeping of Gallery of History secretary Pat community archives - a project very close to Mr Edwards-Sextus. Matheson's heart. Brian Setford, Dannevirke Evening News, 17 Professor Margaret Tennant, the head of Massey January 2003. University's history programme, said Mr Matheson was a real enthusiast for preserving community archives which tell the history of individuals, [Privacy and Archives] businesses and community groups. A publication with much of interest to the While local authorities must, by law, preserve archivist is Private Word, news from the Office of their archives, there is no requirement for councils the Privacy Commissioner. In issue no.44, to preserve community archives. So the Palmerston February-May 2002, were articles and items on North Heritage Trust is launching the Ian Matheson "Gap in journalists' know-how on official Memorial Appeal to honour Mr Matheson's lifelong information", "Concern over census data", commitment to historical work and in particular the "Privacy rights under review", "Freedom of care and retention of archives in the Manawatu. information laws N.Z. 'well overdue' for thorough Prof Tennant said Mr Matheson had the knack of review" (Nicky Hager specifically mentions that making archive material come alive for historians record-keeping and archiving techniques are not and other researchers. "He was so hands-on. He keeping up with the increasing volume of official had so much knowledge and enthusiasm." information, the problems with communication by The memorial appeal will be launched on e-mail, and even minutes being held on computer), Thursday March 6 with a public lecture at Te "Public registers creating privacy problems" and Manawa by historian Jock Phillips. Dr Phillips is an article on East Germany's spy files. The now the general editor of a new government-funded newsletters are available on the Commissioner's project the On-Line Encyclopedia [sic] of New web-site, www.privacy.org.nz. Archives In this Issue Electronic Access and the Preservation of New Zealand Heritage Materials. Theresa Graham Relationships in Records (5): Sequencing or Serialisation. Chris Hurley in the News Education or Training? Sarah Welland and Gillian Oliver Archives New Zealand held a second successful A Chronology of Archives-Keeping in New Open Day in November 2002. While the weather was Zealand to 2002. David Retter rather unkind and thus numbers were down on the Council News previous year, there was the advantage of Open Days NRAM Training and Support. Kay Sanderson being held simultaneously at the Parliamentary Library Changes at the top in National Library and the National Library. Coming Events: Privacy Issues Forum in A variety of special presentations at Archives Wellington; Society of American Archivists covered the subject of the current exhibition on the Conference Beehive and its architecture, researching genealogy, News Items: Comm@NET - The Community using finding aids, and the new online Encyclopaedia Archive Network; Senate treasure discovered!; of New Zealand. A singer performed a song found in Old bank to house Otaki's treasures; Bid to the archives, there were numerous interesting displays preserve local archives; Council artefacts in the Reading Room, and film screenings were held handed over to Gallery of History. Rosemary in the Training Room. Collier, Michael Hodder, David Retter, Noelene A Kapa Haka group, ranging in age from very small Wevell. children to teenagers performed, the Single File Cafe Archives New Zealand in the News. was open, and Behind the Scenes Tours took 15 people at a time to see the stacks and operational areas. ------♦------

A range of activities was presented at National About the Contributors Library, including visits to the Turnbull Library Pictures section, and tours took visitors into the bowels Theresa Graham is Heritage Manager at under the building, which are larger in floor area than Auckland City Libraries. any of the floors above ground. There were assistants Chris Hurley is Manager Archives, to help with family history questions, and even Commonwealth Bank of Australia, Sydney; demonstrations of different family tree computer formerly General Manager, Archives programs. Business, Archives New Zealand, Wellington. A print disability display gave a different Gillian Oliver is Head, Information and perspective on books, there was storytelling, juggling, Library Studies, The Open Polytechnic of New a swing band, and more. One could be guided round Zealand. the gallery displays, or if brave enough to stand the David Retter is President of NZSA and Team wind, have food in the forecourt. Leader, Research Centre, Alexander Turnbull Library, Wellington. Kay Sanderson is NRAM Administrator and Training Co-ordinator, and lives in Carterton. Sarah Welland is lecturer in Information Management at The Open Polytechnic of New Zealand, and freelance consultant.

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.