ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

1986/3

September 1986

T h i s i s s u e c o n t a i n s some papers d e l i v e r e d a t t h e 9 t h Annual Conference o f t h e A r c h i v e s and Records A s s o c i a t i o n i n A u c k l a n d , September 1985: t he a r t i c l e s by S.R. S t r a c h a n , A . P . O ' B r i e n , Rachel L i l b u r n , Pe te r M i l l e r and David C. R e t t e r . Other papers d e l i v e r e d and r e c e i v e d f o r p u b l i c a t i o n were p r i n t e d i n Archifacts 1986/2 (June 1986)

R e c o r d s management newsletter 6 W i l l appear as a Supplement to Archifacts

1986/4 (December 1 9 8 6 ) .

C O N T E N T S

EDITORIAL: Chas ing t h e t i d e

ESTABLISHING AN ARCHIVE

ESTABLISHING LOCAL AUTHORITY ARCHIVES

DEVELOPING LOCAL AUTHORITY ARCHIVES IN THE AUCKLAND REGION

LOCAL ARCHIVES: CURRENT STATUTORY PROVISIONS

THE PROTECTION OF LOCAL ARCHIVES NOTICE

BUSINESS AND LEGAL ARCHIVES: THE HOCKEN LIBRARY'S EXPERIENCE

BUSINESS AND LEGAL RECORDS AT THE ALEXANDER TURNBULL LIBRARY

JAMES COOK'S CHARTS & DRAUGHTSMEN

SECOND SURVEY OF NEWSPAPERS IN NEW ZEALAND LIBRARIES

A DONATION OF HMV HISTORICAL RECORDS, 1929

ANALECTA

Government g r a n t money; Lesb ian and Gay R igh t s Resource Cen t re b u r n t ; Auck land Branch news; Manawatu Museum r e c o r d s c o m p u t e r i s e d ; New Zea land a r c h i v i s t i n N o r t h A m e r i c a ; More Babbage p a p e r s ; O f f i c i a l I n f o r m a t i o n A c t ; New Zea land document 'more i m p o r t a n t t han Magna C a r t a ' ; U n i t e d S t a t e s A r c h i v i s t n o m i n a t e d . . . ; And o p p o s e d . . . ; A r c h i v i s t m u r d e r e d ; M i c h a e l a n g e l o ' s g r o c e r y l i s t f ound

NATIONAL ARCHIVES AND ALEXANDER TURNBULL LIBRARY STAFF NEWS

BOOST FOR ORAL HISTORY

BOOK REVIEWS

J . K . Haas; H.W. Samuels ; B.T. Simmons. Appraising

the r e c o r d s of modern science and technology:

a guide

Denys John T r u s s e l l . Fairbum

The New Zealand book of events, e d . Bryce F r a s e r

D.F . McKenz ie . Oral culture, literacy and print

in early New Zealand : the Treaty of Waitangi

ACCESSIONS

EPILOGUE

SUPPLEMENT (loose insert)

A r c h i v e s New Zea land : corrigenda

S.R. S t rachan

A . P . O ' B r i e n

Rachel L i l b u r n

S.R. S t rachan

P e t e r M i l l e r

David C. R e t t e r

P h i l Ba r t on

(A.P.W. Hodder)

(James Watson)

( J i m S u l l i v a n )

(Tom B r o o k i n g )

Frank Rogers

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contained 24 issues (nos. 4 S 5, 7 & 8 were combined) with consecutive pagination

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ISSN 0303-7940

Β

1986/3 September 1986

ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

CHASING THE TIDE

On 20 November 1872 t h e Government b u i l d i n g s i n S h o r t l a n d and F o r t S t r e e t s , Auck land were d e s t r o y e d by f i r e Dan ie l P o l l e n , t h e General ( i e C e n t r a l ) Government 's Aqent i n A u c k l a n d , r e p o r t e d a t once t o t h e C o l o n i a l S e c r e t a r y i n W e l l i n g t o n - f i r s t by t e l e g r a m and then by a more d e t a i l e d l e t t e r Wh i le i t seemed t h a t t h e m a i l , l e t t e r s and r e c o r d s o f t h e Post O f f i c e had been saved - even t h o s e n o t i n t h e s t rong room -a l l t h e documents i n t h e Record Room o f t h e P r o v i n c i a l Government O f f i c e s were d e s t r o y e d and c o n s i d e r a b l e damage was r e p o r t e d t o t h e r e c o r d s and maps o f t h e Waste Lands Depar tment

The response o f t h e General Government m i g h t e a s i l y be passed o v e r now, because o f a f r a g m e n t a r y s u r v i v a l o f t h e r e l e v a n t documents I n December 1872 W i l l i a m G isbo rne and C h a r l e s K n i g h t were a p p o i n t e d as a Commission " t o e n q u i r e i n t o t h e mode o f keep ing and p r o v i d i n g f o r t h e s a f e c u s t o d y and p r o t e c t i o n o f t h e r e c o r d s o f t h e Co lony " The s o l e connex ion between t h i s e v e n t and t h e Auck land f i r e i s t h e C o l o n i a l S e c r e t a r y ' s f i l e r e f e r e n c e on t h e copy o f t h e l e t t e r s e n t t o G isborne and K n i g h t - t h e same as t h a t used t o r e g i s t e r t h e i n i t i a l t e l e g r a m f rom P o l l e n i n November An e x a m i n a t i o n o f t h e C o l o n i a l S e c r e t a r y ' s indexes and r e g i s t e r s o f l e t t e r r e c e i v e d shows t h a t a f r e s h sequence was e s t a b l i s h e d c o n c e r n i n g t h e Commission - s t a r t i n g w i t h t h e j o i n t appo in tmen t o f F i t z g e r a l d and G i s b o r n e , and then F i t z g e r a l d ' s b e i n g r e p l a c e d by K n i g h t (a change wh ich t h e r e g i s t e r e n t r y a s s o c i a t e s w i t h t h e removal o f Crown Lands Department r e c o r d s i n t o t h e C o l o n i a l S e c r e t a r y ' s s a f e ) The two seemed t o have g o t o r g a n i s e d q u i c k l y By 3 January 1873 t h e y were f o r w a r d i n g a f o rm o f r e t u r n t o be f i l l e d i n by depar tmen ts on t h e c i r c u m s t a n c e s s u r r o u n d i n g t h e c u s t o d y o f r e c o r d s , and on 8 January t h e y s u b m i t t e d a p r o g r e s s r e p o r t

A t t h i s p o i n t impetus ceased The C o l o n i a l S e c r e t a r y ' s r e g i s t e r shows t h e p r o g r e s s r e p o r t was r e f e r r e d t o t h e C o l o n i a l A r c h i t e c t - t w i c e , t h e second t i m e b e i n q 10 Februa ry - f r om whom i t was n o t r e t u r n e d And t h e r e i s no f u r t h e r ev i dence o f work by G isbo rne and K n i g h t These two f a c t s e x p l a i n why t h e r e a r e no s u r v i v i n g r e c o r d s w i t h i n t h e C o l o n i a l S e c r e t a r y ' s inwards l e t t e r sequence However, we do know someth ing o f t h e f i n d i n g s o f t h e Commiss ion , because t h e y a p p a r e n t l y d e p o s i t e d t h e r e t u r n s t h e y r e c e i v e d ( t o g e t h e r w i t h t h e o r i g i n a l commiss ion) w i t h t he C o l o n i a l S e c r e t a r y t h e s e s u r v i v e i n t h e a r c h i v e s o f t h e Depar tment o f I n t e r n a l A f f a i r s ( I A 1 2 4 / 1 - 4 ) The most r a p i d scan t e l l s a s t o r y o f i nadequa te s t rong room space f o r government r e c o r d s

D e s p i t e t h e concern o f t h e C a b i n e t o f t h e day t h e d i s a s t r o u s f i r e i n Auck land seems t o have made no l a s t i n g impac t on government a t t i t u d e t o t h e impor tance o f m a i n t a i n i n g secure c u s t o d y o v e r i t s r e c o r d s Perhaps we s h o u l d n o t read t o o much i n t o such h i g h - l e v e l a c t i o n t h e r e a r e more r e c e n t i n s t a n c e s where Cab ine t d i s c u s s i o n and d e c i s i o n have y i e l d e d no a p p a r e n t e f f e c t But t h i n k i n g i n t h i s way may l e a d us i n t o t h e v iew o f B r u t u s

There i s a t i d e i n t h e a f f a i r s o f men W h i c h , t a k e n a t t h e f l o o d , l e a d s on t o f o r t u n e , O m i t t e d , a l l t h e voyage o f t h e i r l i f e I s bound i n s h a l l o w s and i n m i s e r i e s

That t i d e , t h e consc iousness o f r e c o r d s , i s a m a t t e r wh ich t h i s A s s o c i a t i o n has he lped t o i n f l u e n c e Community awareness and s u p p o r t a r e as s i g n i f i c a n t as p r o f e s s i o n a l deve lopment by t h e c u s t o d i a n s

(SOURCES IA 1, 72/3424 (72/3225 attached) In 4/30, ρ 406 (letter 807)

IA 3/1/25-26 IA 3/3/15 IA 124/1-4 National Archives, Wellington

Shakespeare Julius Caesar, ι ν , 3, 218-221 )

2

E S T A B L I S H I N G AN ARCHIVE

E s t a b l i s h i n g a bus iness o r l o c a l a u t h o r i t y a r c h i v e , i f i t i s t o be done p r o p e r l y , i s no t a l i g h t t a s k , no r i s i t an overwhe lm ing one But j u s t how does one go abou t s e t t -i n g up such an a r c h i v e 7 I w i l l t r y t o do t h e s u b j e c t some j u s t i c e I n w o r k i n g o u t my a p p r o a c h , two bas i c assumpt ions have been made F i r s t , t h a t t h e r e i s i n t h e o r g a n i s a -t i o n a t a r e a s o n a b l y h i g h l e v e l , a t l e a s t a vague consc iousness t h a t an ar rangement f o r t h e p r o p e r p r e s e r v a t i o n o f pe rmanen t l y v a l u a b l e r e c o r d s i s r e q u i r e d , t h a t i n f a c t t h e r e w i l l be v a l u e i n c r e a t i n g a formed a r c h i v e Second l y , t h a t i t i s more i m p o r t a n t t o have sound n o t i o n s abou t how t o proceed i n a g e n e r a l way r a t h e r t han t o p r o v i d e ' n u t s and b o l t s ' i n f o r m a t i o n abou t boxes , s h e l v e s , c a t a l o g u i n g and l a b e l l i n g T h a t k i n d o f i n f o r m a t i o n i s a v a i l a b l e e l sewhere

So, i n s e t t i n g up an a r c h i v e , what i s i n v o l v e d 7 One t h i n g i s q u i t e c l e a r t h a t t h e p u t t i n g i n p l ace o f a c o n t i n u i n g a r rangement f o r t he p r e s e r v a t i o n o f an o r g a n i s a t i o n ' s p e r m a n e n t l y v a l u a b l e r e c o r d s i s no t someth ing t o be e n t e r e d i n t o l i g h t l y I t o u g h t t o be a m a j o r d e c i s i o n , t h e s u c c e s s f u l i m p l e m e n t a t i o n o f wh ich w i l l r e q u i r e c a r e f u l c o n -s i d e r a t i o n , p l a n n i n g , p e r s e v e r a n c e , and p a t i e n c e There i s seldom a q u i c k o r easy way, and c e r t a i n l y no one r i g h t road Each o r g a n i s a t i o n , whe the r a bus iness o r l o c a l a u t h -o r i t y , w i l l have a d i f f e r e n t s i t u a t i o n , d i f f e r e n t i n t e r e s t s , d i f f e r e n t r e q u i r e m e n t s , and d i f f e r e n t e x p e c t a t i o n s These d i f f e r e n c e s w i l l be r e f l e c t e d i n t h e way r e c o r d s a r e g e n e r a t e d , u s e d , and p r e s e r v e d , and must a l l be i n d i v i d u a l l y t a k e n i n t o accoun t B u t , wha teve r t h e n a t u r e o f t h e o r g a n i s a t i o n , t h e r e a re c e r t a i n common f e a t u r e s t o t he process o f s e t t i n g up o f a r c h i v e s so t h a t i t s b e n e f i t s a r e f u l l y r e a l i s e d , t h e r e a r e g e n e r a l l y d e s i r a b l e g o a l s t o be aimed f o r and t r a p s t o be avo ided

The f i r s t gene ra l p o i n t IS t h e need t o be quite clear about the benefits t o be had f r om an o r g a n i s e d a r c h i v e Why b o t h e r 7 I t w i l l i n v o l v e some expense , and a s t r o n g j u s t i f i c a t i o n w i l l be r e q u i r e d t o meet and overcome t h e i n e v i t a b l e s c e p t i c i s m o f some o t h e r s , and t o g e t a f u l l y worked p roposa l accep ted And u n l e s s t h e r e i s a v e r y good idea o f t h e b e n e f i t s t o be had f rom a formed a r c h i v e , i t s f u l l p o t e n t i a l i s u n l i k e l y t o be r e a l i s e d

What a r e t h e b e n e f i t s 7

1 A number o f +egal requirements r e l a t i n g t o t h e keep ing and a v a i l a b i l i t y o f r e c o r d s a r e most e a s i l y met t h r o u g h t h e i r p r e s e r v a t i o n i n an a r c h i v e There a r e many more o f t hese f o r l o c a l a u t h o r i t i e s than f o r bus inesses S e c t i o n s 248 t o 259 o f t h e Loca l Government A c t 1974 impose q u i t e e x t e n s i v e r e q u i r e m e n t s r e l a t i n g t o bo th c u r r e n t and h i s t o r i c a l r e c o r d s o t h e r s e c t i o n s o f t h e same A c t r e l a t e t o p a r t i c u -l a r c l a s s e s o f r e c o r d s , such as Counc i l m inu tes and f o r e s t r y w o r k i n g p l ans A number o f o t h e r s t a t u t e s , such as t h e R a t i n g A c t 1967, Town and Coun t r y P l a n n i n g A c t 1977, and the B u r i a l and Cremat ion A c t 1964 have s i m i l a r r e l e v a n t s e c t i o n s There i s a l s o an i m p l i e d d u t y t o m a i n t a i n adequate r e c o r d s i n t h e P u b l i c Bodies M e e t i n g s A c t 1962 When l o c a l a u t h o r i t i e s f e e l t h e f u l l w e i g h t o f t h e O f f i c i a l I n f o n i a t i o n A c t 1982, t h a t o b l i g a t i o n w i l l be c o n s i d e r a b l y r e i n f o r c e d Companies, t o o , a re s u b j e c t t o l e g a l r e q u i r e m e n t s The Companies A c t 1955 o b l i g e s them t o m a i n t a i n a number o f r e g i s t e r s - o f s h a r e h o l d e r s , d i r e c t o r s , and deben tu res -and memoranda and a r t i c l e s o f a s s o c i a t i o n

2 A r c h i v e s can a l s o be administratively beneficial O r g a n i s a t i o n s o f t e n w i s h t h e y had t h e background t o p a r t i c u l a r d e c i s i o n , p o l i c y o r agreement , o r w o u l c M i k e t o know how a s i t u a t i o n a rose I f a c o u r t case i s i n t h e o f f i n g , a g r e a t dea l can hang on hav ing t h e r i g h t i n f o r m a t i o n t o hand W i t h d i s o r d e r e d r e c o r d s , t h i s can r e s u l t i n an e x t e n s i v e and p r o t r a c t e d search wh ich may o r may no t be s u c c e s s f u l I n some cases t h e t a s k may n o t even be a t t e m p t e d as t oo d i f f i c u l t Or i t may be t h a t an o r a a m s a t i o n w i l l spend much t i m e and money o b t a i n i n g i n f o r m a t i o n a l r e a d y i n i t s possess ion bu t which i t never knew i t had I t s a common e x p e r i e n c e a f t e r an a r c h i v e has been e s t a b l i s h e d t o hear t h e w o r d s , Ί w i s h I had had t h o s e papers when I was l o o k i n g a t [ s u c h and such ] q u e s t i o n Indeed i t i s a r a r e o r g a n i s a t i o n wh ich knows e x a c t l y what r e c o r d s i t has and what i n f o r m a t i o n they c o n t a i n Loca l a u t h o r i t i e s p a r t i c u l a r l y , need t o be a b l e t o j u s t i f y d e c i s i o n s p u b l i c l y and t o answer q u e s t i o n s f rom r a t e p a y e r s and o t h e r i n t e r e s t e d members o f t h e p u b l i c I n New Z e a l a n d , Pa lmers ton N o r t h , Dunedin and Auck land c i t y c o u n c i l s have a l l e s t a b -

3

11 shed t h e i r own i n - h o u s e a r c h i v e s t o house a d m i n i s t r a t i v e l y u s e f u l r e c o r d s Companies w i l l f i n d i t advantageous t o r e t a i n , f o r example , r e c o r d s r e l a t i n g t o t r a d e m a r k s , p r o t e c t e d d e s i g n s , and p a t e n t s , and a l s o i t s t a x papers f o r use i n t h e i r annual bou ts w i t h t h e I n l a n d Revenue Department

3 A r c h i v e s a l s o can be v e r y useful for forward planning by p r o v i d i n g base i n f o r m a t i o n as a p o i n t o f d e p a r t u r e f o r f u t u r e c o r p o r a t e deve lopment Here I quo te f r om an Amer ican w o r k , e n t i t l e d Everybody ε Business, an almanac wh ich has been d e s c r i b e d as an ' i r r e v e r e n t g u i d e t o c o r p o r a t e A m e r i c a 1

" C o r p o r a t i o n s , l i k e p e o p l e , a r e o f t e n b e t t e r unde rs tood by l o o k i n g a t t h e i r pas t I n t h e bus iness w o r l d where eyes a r e u s u a l l y f i x e d f i r m l y on t h e road ahead t h e e x e r c i s e i s seldom per fo rmed "

F u r t h e r , some o f t h e b i g g e s t p l a n n i n g e x e r c i s e s i n government , namely t he r e p o r t s o f Royal commiss ions o f i n q u i r y , on such g r e a t m a t t e r s as t h e C o u r t s , s o c i a l w e l f a r e , and e d u c a t i o n , have a lways found i t necessary t o i n v e s t i g a t e t he h i s t o r i -ca l background o f t h e programmes and i n s t i t u t i o n s concerned t o f i n d o u t how p a r -t i c u l a r s i t u a t i o n s came about Use o f t he r e a r v iew m i r r o r , as w e l l as a keen eye on t he road ahead , he lps a v o i d a c c i d e n t s

4 improved public relations can be a v e r y t a n g i b l e b e n e f i t o f w e l l o r g a n i s e d a r c h i v e s , and i t i s one wh ich has been taken advantage o f i n t h i s c o u n t r y O r g a n i s a t i o n s , l i k e p e o p l e , l i k e t o be l i k e d , t o have a good image A good image i s he lped by d i s p e n s i n g n o t i o n s o f commitment , s e r v i c e , s o c i a l r e s p o n s i b i l i t y , and l o n g s t a n d -i n g s o l i d i t y By d raw ing on a formed a r c h i v e s f o r d i s p l a y s , e x h i b i t i o n s , and p u b l i c a t i o n s , a company can a c h i e v e a h i g h e r p r o f i l e i n t h e communi ty , and even be a s s i s t e d d i r e c t l y w i t h p r o d u c t a d v e r t i s i n g A good r e c e n t example was t h e use made by U n i l e v e r i n New Zea land o f i t s a r c h i v e s i n p romo t i ng i t s S u n l i g h t Soap c e n t e n a r y campaign Very n o t a b l e a r e t h e l a r g e number o f branch h i s t o r i e s o f t h e Bank o f New Zea land produced by t h e BNZ A r c h i v e s and wh ich depend l a r g e l y on t h e Bank 's own r e c o r d s f o r t h e i r w r i t i n g These h i s t o r i e s c o n s c i o u s l y p l ace t h e work o f t h e Bank i n an h i s t o r i c a l c o n t e x t , showing how i t has served t h e community i n v a r i o u s l o c a l i t i e s T h i s l e a d i s now be ing f o l l o w e d by t h e Westpac Bank ing Cor -p o r a t i o n i n a v e r y s i m i l a r v e i n The b i g h i s t o r y i s an i m p o r t a n t , i f s p e c i a l i s e d and v e r y o c c a s i o n a l , a c t o f p u b l i c r e l a t i o n s , though t o be s u c c e s s f u l i t has t o be an hones t and t h o r o u g h work The r e c e n t c e n t e n n i a l o f c o u n t y government i n 1977 produced a s p a t e o f passab le t o v e r y good coun t y h i s t o r i e s Bus iness h i s -t o r i e s have a l s o become someth ing o f a genre i n New Zea land Very few a r e i n t h e f i r s t r a n k , bu t t h e a t t e m p t has been made by many f i r m s aware o f t h e p u b l i c r e l a -t i o n s v a l u e o f a w e l l produced h i s t o r y The two c e n t r e s wh ich have produced t h e most bus iness h i s t o r i e s a r e Dunedin and Auck land w i t h C h r i s t c h u r c h and W e l l i n g t o n l a g g i n g w e l l beh ind T h i s i s someth ing o f a p u z z l e What i s c l e a r however i s t h a t t h e q u a l i t y and i n t e r e s t o f t h e h i s t o r i e s w r i t t e n depend v e r y d i r e c t l y on t h e use made o f a v a i l a b l e a r c h i v e s I n many cases where a r c h i v e s have no t been w e l l k e p t , t h e i r p r e s e r v a t i o n has been g i v e n a s t r o n g boost by t h e demands o f w r i t i n g a f u l l h i s t o r y Tha t i s p r e c i s e l y how t he BNZ A r c h i v e s began

5 A w e l l o r a a n i s e d a r c h i v e s w i l l a l s o he lp f o s t e r a sense of corporate identity

They embody i n t he most t a n g i b l e way p o s s i b l e i t s t r a d i t i o n s , and i t s p h i l o s o p h y I t s n o t i c e a b l e how compames and l o c a l a u t h o r i t i e s w i t h formed a r c h i v e s draw on them h e a v i l y i n i n - h o u s e magazines f o r b e t t e r s t a f f commun ica t ion and m o r a l e , and a l s o use them i n t he i n d u c t i o n o f new s t a f f The New Zea land Sugar Company has used a r c h i v e s i n j u s t t h i s way C o r p o r a t e p r i d e was a p redominan t m o t i v e i n e s t a b l i s h i n g t he a r c h i v e o f t h e Union Steamship Companv

6 F i n a l l y Bus inesses and l o c a l a u t h o r i t i e s have a community responsibility f o r t h e p r e s e r v a t i o n o f t h e i r a r c h i v e s I t i s most o b v i o u s i n t h e case o f l o c a l a u t h o r i -t i e s , t he r e c o r d s o f wh ich w i l l t end t o r e f l e c t t he whole h i s t o r y o f t he communi-t i e s t h e y se rve The new p o p u l a r h i s t o r i c a l c o n s c i o u s n e s s , p a r t i c u l a r l y t h e i n t e r e s t i n f a m i l y h i s t o r y , has engendered a rruch g r e a t e r p u b l i c e x p e c t a t i o n t han e x i s t e d b e f o r e , t h a t l o c a l a u t h o r i t i e s w i l l p r e s e r v e t h e i r own a r c h i v e s f o r community use

Secondary schoo l s have been encouraged by t he r e c e n t changes i n t h e s y l l a b u s

4

emphas is ing l o c a l s t u d i e s t o make much g r e a t e r use o f such a r c h i v e s I f o n l y i n s e l f d e f e n c e , i t w i l l pay l o c a l a u t h o r i t i e s t o p u t t h e i r a r c h i v e s i n o r d e r , o t h e r -w i se t h e y w i l l no t be a b l e t o cope w i t h o u t s i d e e n q u i r i e s The o b l i g a t i o n i s no t so o b v i o u s f o r bus inessses bu t i s p r e s e n t n e v e r t h e l e s s Ma jo r bus inesses have had a l a r g e share i n t h e deve lopment and g r o w t h o f New Zea land One t h i n k s r e a d i l y o f banks , i n s u r a n c e compan ies , s t o c k and s t a t i o n a g e n c i e s , t i m b e r and paper compan ies , f r e e z i n g w o r k s , and t r a n s p o r t f i r m s T h e i r a r c h i v e s bus inesses a r e v i t a l f o r a rounded u n d e r s t a n d i n g o f New Zea land h i s t o r y A few examples w i l l i l l u s t r a t e my p o i n t - t h e r e c o r d s o f t h e NMA Company o f Ν Ζ L t d i n t h e Hocken L i b r a r y , D u n e d i n , o f L e v i n & Co i n t h e A l e x a n d e r T u r n b u l l L i b r a r y , o f t he Union Steamship Co now p a r t l y i n t h e Hocken L i b r a r y and p a r t l y i n t h e W e l l i n g t o n M a r i t i m e Museum, o f t h e Bank o f New Zea land i n U s own a r c h i v e s , and o f S i r John Logan Campbell i n t h e A u c k l a n d I n s t i t u t e and Museum L i b r a r y I f bus inesses do n o t p r e s e r v e a r c h i v e s t h e r e i s a danger t h a t t h e f u t u r e w r i t i n g o f New Zea land h i s t o r y w i l l t end t o under-p l a y t h e r o l e o f bus iness i n o u r n a t i o n a l deve lopment and o v e r v a l u e t h e r o l e o f government , wh ich has p r e s e r v e d i t s own v e r y s u b s t a n t i a l r e c o r d s i n t h e N a t i o n a l A r c h i v e s

So a good a r c h i v e s w i l l be a source o f p r i d e , p r e s t i g e and e f f e c t i v e f u n c t i o n i n g t o any o r g a n i s a t i o n I t canno t be bought o r c r e a t e d a f r e s h I t i s un ique t o t h e o r g a n i s a -t i o n t h a t c r e a t e d i t and once l o s t i s i r r e c o v e r a b l e F i n a l l y , an a r c h i v e a s s i s t s an i n s t i t u t i o n t o o p e r a t e e f f e c t i v e l y A w e l l fo rmed a r c h i v e i s bo th an e x p r e s s i o n o f an o r g a n i s a t i o n ' s e f f e c t i v e n e s s and c o n t r i b u t e s d i r e c t l y t o i t

T h i s l e a d s t o a second genera l r u l e Do not establish an archives in isolation

from records management w i t h i n y o u r o r g a n i s a t i o n A r c h i v e s and r e c o r d s management a r e p a r t o f a s i n g l e c o n t i n u u m , an unbroken a d m i n i s t r a t i v e p rocess f r om t h e c r a d l e t o t h e g rave S e t t i n g up an a r c h i v e may be done s u c c e s s f u l l y as a s e p a r a t e e x e r c i s e , bu t i t shou ld never be an i s o l a t e d one Records management i s t h e s y s t e m a t i c and s c i e n t i f i c c o n t r o l o f a l l an o r g a n i s a t i o n ' s r eco rded i n f o r m a t i o n , o f wh ich t h e a d m i n i s t r a t i o n o f a r c h i v e s i s t h e f i n a l , s p e c i a l i s e d phase How w e l l c u r r e n t r e c o r d s a r e managed and how w e l l a r c h i v e s a r e a d m i n i s t e r e d a r e bo th i m p o r t a n t f o r t h e good h e a l t h o f t h e whole p rocess I f one p a r t f a i l s , then t h e w e l l b e i n g o f t he o t h e r w i l l s u f f e r I t s a two-way s t r e e t A w e l l manaaed c u r r e n t r e c o r d s sys tem, a p p r o p r i a t e l y c o n t r o l l e d and c l a s s i f i e d , i s an immense f o r c e f o r o r g a n i s a t i o n a l e f f i c i e n c y and w i l l c o n t r i b u t e d i r e c t l y t o t h e good q u a l i t y o f t h e a r c h i v e s as t h e y a r e t o be p r e s e r v e d A v i g o r o u s s e l e c t i o n p r o -gramme w i l l s t i m u l a t e good r e c o r d keep ing p r a c t i c e s f u r t h e r up t h e l i n e i n p a r t i c u l a r t h e d e v i s i n g and i m p l e m e n t a t i o n o f r e c o r d s d i s p o s a l schedu les can have a p a r t i c u l a r l y i n v i g o r a t i n g e f f e c t Moreover o r g a n i s a t i o n s , l i k e p e o p l e , do no t work w e l l i n a c l u t t e r o f u n d i f f e r e n t i a t e d r e c o r d s I t i s m e n t a l l y s t u l t i f y i n g A w e l l a d m i n i s t e r e d a r c h i v e e x e m p l i f i e s q u a l i t i e s o f d i s c i p l i n e and o r d e r i n h i g h d e g r e e , and i s a p l e a s u r e t o beho ld But i f i t i s c u t o f f f rom the d a i l y p rocesses o f management, bo th ends o f t h e con t inuum w i l l s u f f e r t he a r c h i v e s may w e l l s t a g n a t e and become i r r e l e v a n t t o t h e o r g a n i s a t i o n ' s r e a l needs* w h i l s t t he l a c k o f an o r d e r l y programme o f d i s p o s a l and p r e s e r v a t i o n o f r e c o r d s can s l o w l y r e n d e r t h e management o f c u r r e n t r e c o r d s i n e f f e c t u a l

Once i t has been de te rm ined t o do someth ing about an o r g a n i s a t i o n ' s a r c h i v e s , and hav ing worked o u t t he b e n e f i t s l i k e l y t o a c c r u e , the n e x t s t e p , i f a t a l l p o s s i b l e , i s t o get a paid consultant with real expertise t o p repa re a r e p o r t T h i s IS t h e t h i r d g e n e r a l r u l e Employ ing a c o n s u l t a n t has a number o f v e r y s o l i d advan tages The f i r s t o f t h e s e i s t h a t t h e c o n s u l t a n t ' s t i m e w i l l be devo ted s o l e l y t o t h e t a s k o f i n v e s t i -g a t i o n and p r e p a r i n g a r e p o r t , so t h a t good p r o g r e s s can be m a i n t a i n e d I n m y e x p e r i e n c e u n l e s s an o r g a n i s a t i o n i s l a r g e and i t s management i s very d e t e r m i n e d , i t i s a l m o s t i m -p o s s i b l e f o r an i n d i v i d u a l o f t he necessary s e n i o r i t y and a b i l i t y f rom w i t h i n t he o r g a n i -s a t i o n t o f i n d t he t ime t o p r e p a r e a f u l l , c o n s i d e r e d r e p o r t Second l y , a c o n s u l t a n t must have t h e e x p e r t i s e , a lmos t c e r t a i n l y no t p r e s e n t w i t h i n t h e o r g a n i s a t i o n , t o do t h e j o b w e l l He o r she shou ld b r i n g t o bear a wide and u p - t o - d a t e knowledge o f r e c o r d s and a r c h i v e s , and have t h e a b i l i t y t o make compar isons and deve lop s o l u t i o n s J u s t o c c a s i o n -a l l y a l o c a l a u t h o r i t y may have a l i b r a r i a n o r r e c o r d s manager w i t h t h e q u a l i t i e s needed, bu t v e r y l i k e l y t h e y w i l l n o t have t he t i m e A t h i r d advantage i s t h a t a c o n s u l t a n t , hav ing no axe t o g r i n d , shou ld b r i n g o b j e c t i v i t y t o the e x e r c i s e T h i s i s more i m p o r -t a n t t han m i g h t be f i r s t t h o u g h t , as o t h e r w i s e i t i s v e r y easy f o r an a r c h i v e s p r o j e c t t o become a p o l i t i c a l f o o t b a l l i n some o r g a n i s a t i o n a l game F o u r t h l y emp loy ing a c o n s u l -t a n t r e p r e s e n t s a r e a l commitment by the o r g a n i s a t i o n t o t h e goa l o f e s t a b l i s h i n g an a r c h i v e I t i s a sad f a c t t h a t i n b u s i n e s s , v a l u e tends t o be p l a c e d o n l y on what i s

5

p a i d f o r , and t h i s i s no l e s s t r u e o f e x p e r t a d v i c e Unpaid a d v i c e , no m a t t e r how w e l l conce i ved and t e n d e r e d , i s e a s i l y i g n o r e d and deemed o f l i t t l e v a l u e Moreover , o u t s i d e a d v i c e i s g e n e r a l l y more h i g h l y rega rded than t h a t o b t a i n e d i n t e r n a l l y , and so i s more 1 i k e l y t o be a c t e d on

Having d e c i d e d t o employ a c o n s u l t a n t , g e t t h e bes t you can and make su re he o r she has r e a l a r c h i v e s e x p e r t i s e Do no t h e s i t a t e t o ask f o r r e f e r e n c e s , and check on them There may be some g e n e r a l management c o n s u l t a n t s who a r e capab le o f t h e j o b , bu t u s u a l l y t h e y have v e r y l i t t l e read knowledge o r e x p e r i e n c e o f r e c o r d s , aid a r c h i v e s and systems a n a l y s t s a r e prone t o t h i n k e n t i r e l y i n terms o f computer a p p l i c a t i o n s , wh ich may w e l l be q u i t e i n a p p r o p r i a t e t o t h e case U n f o r t u n a t e l y t h e s o r t o f e x p e r t i s e r e q u i r e d can be d i f f i c u l t t o f i n d Auck land w i t h i t s N o r t h e r n A r c h i v e s and Records T r u s t i s much b e t t e r served t han most o t h e r p a r t s o f New Zea land Except f o r W e l l i n g t o n , wh ich i s t h e home base o f Miss Rosemary C o l l i e r , a c o n s u l t a n t a r c h i v i s t , t he e x p e r t i s e i n o t h e r c e n t r e s i s w h o l l y c o n c e n t r a t e d i n employees w i t h i n e x i s t i n g i n s t i t u t i o n s , such as l i b r a r i e s , a r c h i v e s , and museums, wh ich may sometimes make t h e i r s t a f f a v a i l a b l e under some fo rm o f c o n t r a c t u a l a r rangement Depending on t h e s i z e and c o m p l e x i t y o f t h e o r g a n i s a t i o n c o n c e r n e d , i t can t a k e a n y t h i n g f r o m one t o s i x weeks, o r even l o n g e r , f o r an i n v e s t i -g a t i o n t o be made and an a p p r o p r i a t e r e p o r t t o be p repa red

Much can be done t o make the consultant'ε task easier An i m p o r t a n t p r e l i m i n a r y s tep i s t o s e t o u t , a t l e a s t i n gene ra l t e r m s , i n a w r i t t e n b r i e f , how i t i s seen an a r c h i v e s w i l l b e n e f i t t h e o r g a n i s a t i o n and what i s expec ted o f t h e c o n s u l t a n t These shou ld then be d i s c u s s e d w i t h t h e p r o s p e c t i v e c o n s u l t a n t and t h e s a l i e n t p o i n t s , p l u s t h e i m p o r t a n t m a t t e r o f t h e c o n s u l t a n t ' s f e e and a da te f o r t h e c o m p l e t i o n o f t he w o r k , i n c o r p o r a t e d i n t o a w r i t t e n c o n t r a c t An open ended a r rangement i s no t recommended I t i s v e r y d i f f i c u l t f o r a c o n s u l t a n t t o work and r e p o r t e f f e c t i v e l y i n a comp le te vacuum o f e x p e c t a t i o n s , and t h e r e i s a g r e a t r i s k t h a t t h e r e p o r t may no t be what i s wanted S t a f f shou ld be f u l l y i n f o r m e d be fo rehand o f what i s g o i n g on An advance memorandum w i l l g e n e r a l l y s u f f i c e , bu t some pe rsona l i n t r o d u c t i o n s w i l l a l m o s t c e r t a i n l y be i n o r d e r Too o f t e n , c o n s u l t a n t s have been t r e a t e d w i t h s u s p i c i o n , even h o s t i l i t y , by s t a f f because t h e i r m i s s i o n has been i n a d e q u a t e l y e x p l a i n e d o r no t a t a l l Free access by t he c o n s u l t a n t t o a l l s t a f f and r e l e v a n t d o c u m e n t a t i o n , wherever i t may be, must be a l l o w e d The c o n s u l t a n t shou ld n o t have c o n s t a n t l y t o seek p e r m i s s i o n t o c o n s u l t d i f -f e r e n t members o f s t a f f , o r t o examine p a r t i c u l a r r e c o r d s F i n a l l y , p r o p e r o f f i c e f a c i l i t i e s shou ld be g i v e n t h e c o n s u l t a n t These shou ld i n c l u d e a s e p a r a t e o f f i c e , on the premises i f a t a l l p o s s i b l e , and access t o t y p i n g and c o p y i n g

The consultant's report shou ld cove r a number o f d i s t i n c t a reas I f i t does n o t , then e i t h e r he o r she has been i n a d e q u a t e l y b r i e f e d o r t he wrong person has been c o n -t r a c t e d F i r s t t h e r e shou ld be an assessment o f t h e c u r r e n t a r c h i v e s s i t u a t i o n , bo th i t s s t r e n g t h s and weaknesses i n c l u d i n g t h e r e s u l t s o f any s y s t e m a t i c su rvey t h a t has been made I t i s i m p o r t a n t i n such a r e p o r t t o g i v e c r e d i t where i t i s due C o n s u l -t a n t s n a t u r a l l y t end t o c r i t i c i s m and i t i s o n l y t oo easy f o r a r e p o r t on such a t r a d i t i o n a l l y n e g l e c t e d area as a r c h i v e s t o beome a l i t a n y o f wrongs The r i g h t no te must be s t r u c k I f t h e r e p o r t i s no t ba lanced and c o n s t r u c t i v e , i t shou ld be i m m e d i a t e l y r e f e r r e d back f o r r e v i s i o n T h i s i s n o t t o say t h a t bas i c t h r u s t o f t h e r e p o r t ' s f i n d -i ngs o r recommendat ions shou ld be r e j e c t e d , bu t i t a lways he lps t o sweeten t he p i l l The r e p o r t shou ld a l s o i n c l u d e an e s t i m a t e o f needs and b e n e f i t s w i t h r e s p e c t t o t h e i r a r c h i v e s wh ich may w e l l i n c l u d e some necessary i n t e r p r e t a t i o n o f t h e o r g a n i s a t i o n ' s b r i e f e d w ishes O r g a n i s a t i o n s a r e v e r y good a t knowing t h e y want someth ing w i t h o u t be ing q u i t e su re what A superb example o f t h i s i s t h e p r e s e n t g o v e r n m e n t ' s w ish t o have a P a c i f i c C u l t u r a l Cen t re A s i m i l a r s i t u a t i o n can e a s i l y e x i s t w i t h r e s p e c t t o a r c h i v e s Next shou ld come an o u t l i n e o f t h e v a r i o u s o p t i o n s t o meet t h o s e needs Any compar isons shou ld be f a i r l y made I n p a r t i c u l a r , beware o f i n e q u i t a b l e c o n t r a s t s be-tween an a c t u a l , d i s o r g a n i s e d system o f paper r e c o r d s and an i d e a l i s e d c o m p u t e r i s e d system o f r e c o r d keep ing wh ich has y e t t o happen A l l t h e a l t e r n a t i v e s , an improved paper system o r a c o m p u t e r i s e d one , an i n - h o u s e a r c h i v e o r o u t s i d e d e p o s i t w i t h a n o t h e r o r g a n i s a t i o n , must be examined and c a r r i e d o u t P a r t i c u l a r q u e s t i o n s t o be answered w i l l i n c l u d e

a Who i s t o keep o r manage t h e a r c h i v e s 7 The o r g a n i s a t i o n i t s e l f o r an o u t s i d e body I f an o u t s i d e body, on what t e r m s 7

b I f i n s i d e t h e o r g a n i s a t i o n , where s h o u l d t h a t f u n c t i o n be l o c a t e d 7 W i t h t h e

6

manager ' I n t h e l i b r a r y ' W i th t h e company s e c r e t a r y 7 I n t h e Town o r County C l e r k ' s o f f i c e 7

c What f u n d i n g w i l l t h e a r c h i v e s r e q u i r e f o r s e t t i n g up and f o r c o n t i n u e d o p e r a t i o n 7

d What c o n t r o l w i l l t h e r e be o v e r t h e d e s t r u c t i o n o f r e c o r d s 7 And o v e r t h e t r a n s f e r o f r e c o r d s t o t h e a r c h i v e s 7

e Who w i l l have access t o them, and on what t e r m s '

f The scope o f t he a r c h i v e s What k i n d s o f r e c o r d s a r e t o be i n c l u d e d and f r om wh ich d e p a r t m e n t s '

g how much space w i l l t h e a r c h i v e s r e q u i r e now and i n t he f u t u r e '

h What minimum s tanda rds o f p h y s i c a l p r e s e r v a t i o n a r e r e q u i r e d '

ι Are any emergency s topgap measures r e q u i r e d

j How shou ld the r e p o r t ' s recommendat ions be implemented A r e p o r t w i t h o u t s p e c i f i c recommendat ions i s a l m o s t w o r t h l e s s

The o p t i o n o f d e p o s i t i n g an o r g a n i s a t i o n ' s h i s t o r i c a l a r c h i v e s i n a l i b r a r y , museum or a r c h i v e s i n s t i t u t i o n can be an a t t r a c t i v e one , bu t i t w i l l o n l y be v i a b l e i f t h e q u a n t i t y i s n o t v e r y l a r g e and t h e a r c h i v e s have s u f f i c i e n t gene ra l v a l u e t o the com-m u n i t y t o j u s t i f y p r e s e r v a t i o n i n t h i s way I f t h i s s o l u t i o n i s adopted t h e r e needs t o be f i r m agreement between t h e two p a r t i e s on

a Ownersh ip o f t h e a r c h i v e s

b Payment o f expenses t o the a c c e p t i n g i n s t i t u t i o n

c Subsequent a c c e s s i o n s

d Loan o f a r c h i v e s back t o the d e p o s i t i n g o r g a n i s a t i o n

e P u b l i c access t o t h e a r c h i v e s

t o be s e t o u t f o r m a l l y i n w r i t i n g , even i f o n l y i n an exchange o f l e t t e r s The d i s a d -van tages o f t h i s k i n d o f a r r a n g e m e n t , w h i l e i t has he lped t o save many v e r y v a l u a b l e a r c h i v e s , a r e t h a t i t t ends t o d i m i n i s h t h e i r v a l u e t o t h e d e p o s i t i n g o r a a m s a t i o n and t h e r e i s a lways a l i m i t t o how much an o u t s i d e i n s t i t u t i o n can a c c e p t D e p o s i t i n i t s p u b l i c l i b r a r y can be v e r y a t t r a c t i v e f o r a t e r r i t o r i a l l o c a l a u t h o r i t y , bu t i t i s a r a r e p u b l i c l i b r a r y wh ich has the c a p a c i t y o r even d e s i r e t o a d m i n i s t e r a l a r g e l o c a l a u t h o r i t y a r c h i v e Un less i t i s g i v e n a d d i t i o n a l r esou rces s p e c i f i c a l l y t o a d m i n i s t e r t he a r c h i v e , e i t h e r t h e l i b r a r y ' s b a s i c a c t i v i t y w i l l s u f f e r o r t he a r c h i v e w i l l be n e g l e c t e d

From t h e r e p o r t , assuming i t i s a c c e p t e d , w i l l need t o be drawn up a statement of

archives policy, w h i r h w i l l be the f o u n d a t i o n f o r a l l f u r t h e r a c t i o n T h i s p o l i c y must be f o r m a l l y adopted i n w r i t i n g a t t h e h i g h e s t p o s s i b l e l e v e l - by t he f u l l Counc i l o r Board o f a l o c a l a u t h o r i t y , o r by a company's Board o f D i r e c t o r s W i t h o u t such o f f i c i a l s a n c t i o n a t t he h i g h e s t l e v e l i t w i l l be d i f f i c u l t f o r t h e a r c h i v e s , i f e s t a b í i s h e d , t o g a i n o r g a n i s a t i o n a l accep tance and t o a t t r a c t f u n d i n g and t h e o t h e r r e s o u r c e s i t needs g e n e r a l l y

Attention to implementation i s c r u c i a l as more p o l i c i e s f a i l a t t h i s s tage than any o t h e r Have a d e f i n i t e programme, and pe rseve re and p e r s e v e r e I t w i l l t a k e t i m e Work ing w i t h d i s o r g a n i s e d r e c o r d s i s v e r y l a b o u r i n t e n s i v e But i t i s s u r p r i s i n g how q u i c k l y t he b e n e f i t s beg in t o appear as l o n g runs o f v a l u e l e s s r e c o r d s a r e d i s p o s e d o f , space i s f o u n d , and v a l u a b l e m a t e r i a l i s i d e n t i f i e d o r d e r e d secured and made a v a i l a b l e I f a t a l l p o s s i b l e , have t he c o n s u l t a n t r e t u r n p e r i o d i c a l l y t o v iew and r e p o r t on p r o -g r e s s , f o l l o w up s t r o n g l y on any u n a n t i c i p a t e d p rob lems , and g e n e r a l l y h e l p t h r u s t t h e programme t o a s u c c e s s f u l c o n c l u s i o n

7

No o r g a n i s a t i o n has r e g r e t t e d e s t a b l i s h i n g an a r c h i v e So make t h e e f f o r t

S R S t rachan Hoc ken L i b r a r y

ESTABLISHING LOCAL AUTHORITY ARCHIVES

I canno t r e s i s t t he t e m p t a t i o n t o commence my paper by s a y i n g how embarrassed I was t o r e c e i v e t he i n v i t a t i o n t o address you I am sure my good f r i e n d and c o l l e a g u e J o l y o n F i r t h , w i l l c o n f i r m t h i s , and I w i l l no t r e p e a t t o you word f o r word what he s a i d t o me on t he s u b j e c t bu t he may ca re t o e n l i g h t e n you l a t e r I n e x p l a n a t i o n o f t h a t , I shou ld say Manukau has r e c e n t l y found i t s e l f a lmos t by a c c i d e n t , i n t he f o r e f r o n t o f those l o c a l a u t h o r i t i e s i n New Zealand who have gone ou t and done someth ing c o n s t r u c t i v e about t h e i r a r c h i v e s The reason f o r my embarrassment i n t h i s r e s p e c t i s t h a t t h i s came abou t more f r om n e c e s s i t y t han some more i d e a l i s t i c n o t i o n wh ich may have been prompted by a commitment t o see ou r h i s t o r i c a l r e c o r d s p r e s e r v e d i n some way

The Manukau C i t y C o u n c i l ' s a d m i n i s t r a t i o n b u i l d i n g was comple ted i n 1978, and i t was a f a c i l i t y wh ich a t t r a c t e d a good deal o f a t t e n t i o n The s t a f f were c o n s i d e r a b l y a s -t o n i s h e d by t h e decor o f t h e i r new accommodation w i t h v i b r a n t c o l o u r s i n v a r i o u s hues such as o r a n g e , b l u e , no t t o men t ion g r e e n s , and a l l t he o t h e r c o l o u r s T h i s was o f course a s i n i s t e r p l o t on t he p a r t o f management t o keep t he s t a f f awake most o f t he t i m e b u t t h a t i s a n o t h e r s t o r y 1

However on moving i n t o t h i s f a c i l i t y , i t soon became appa ren t t h a t one p o s s i b l e area t h e a r c h i t e c t o v e r l o o k e d , c o l o u r schemes a s i d e , was t he s t o r a g e space

I guess i t wou ld be f a i r t o say we muddled t h r o u g h t h e f i r s t f o u r o r f i v e y e a r s w i t h no e f f o r t , b u t , i n 1983, i t soon became appa ren t t h a t someth ing would have t o be done , and t h i s was when, c o i n c i d e n t a l l y , t he f i r s t p u b l i c i t y m a t e r i a l emerged, wh ich d i c t a t e d t h a t l o c a l a u t h o r i t i e s a l o n g w i t h most o t h e r o r g a n i s a t i o n s around New Zea land wou ld have t o l a y p l ans t o accommodate a r c h i v e s a n d , i n many cases p r o t e c t them f o r a l l t i m e Manukau C i t y C o u n c i l , be ing t he p r o g r e s s i v e e n t i t y i t i s immed ia te l y g rasped the s i g n i f i c a n c e o f the i ssue and dec ided t h a t i t c o u l d h a p p i l y accommodate t h i s new demand, and a t t h e same t i m e p r o v i d e much needed e x t r a s t o r a g e f a c i l i t i e s f o r i t s f i l e s , o r shou ld I s a y , a r c h i v e m a t e r i a l A b u i l d i n g was t h e r e f o r e p lanned a t ou r East Tamaki Depot , and e v e n t u a l l y comp le ted i n e a r l y 1985

I t was about t h i s t i m e t h a t I r e c e i v e d a v i s i t f r om N a t i o n a l A r c h i v e s ' Auck land Reg iona l A r c h i v i s t , Mark S t e v e n s , who was e n q u i r i n g as t o what Manukau was d o i n g i f a n y t h i n g , about p r o t e c t i n g i t s v a l u a b l e h i s t o r i c a l r e c o r d s He was s u i t a b l y h o r r i f i e d and impressed a l l i n the one t i m e f r a m e , t h a t t he answer t o t h i s was Yes" and N o ' 1

Yes, Manukau was d o i n g someth ing about p r o v i d i n g e x t r a s t o r a g e f a c i l i t i e s and , No, i t was no t do ing a n y t h i n g c o n s t r u c t i v e about p r o v i d i n g a comprehens ive p o l i c y f o r p r o -t e c t i n g i t s h i s t o r i c a l r e c o r d s T h i s was about t he t i m e t h a t I took over as C i t y S e c r e t a r y a n d , need less t o s a y , I found i t a c h a l l e n g i n g s c e n a r i o wh ich needed immedia te a t t e n t i o n When Mark had r e c o v e r e d f r o m h i s i n i t i a l shock he sugges ted t h a t i t may be a p p r o p r i a t e f o r Counc i l t o d e v i s e an a r c h i v e s t r a t e g y as a m a t t e r o f some u r g e n c y , t o ensure t h a t t he C i t y ' s h i s t o r i c a l r e c o r d s c o u l d be i d e n t i f i e d and p r o t e c t e d p r i o r t o any m a t e r i a l be ing s h i f t e d i n t o t he newly comp le ted f a c i l i t y In v iew o f t he n e c e s s i t y t o move w i t h a lmos t i n d e c e n t h a s t e i n t h i s r e s p e c t , I h i t upon t he idea t h a t i t may be p r u -dent t o engage e x p e r t a s s i s t a n c e t h r o u g h the Reg iona l A r c h i v i s t a n d , a f t e r S O U P d i s c u s s i o n i t was agreed t h a t we would a c q u i r e t he s e r v i c e s o f Rachel L i l b u r n N a t i o n a l A r c h i v e s Local A u t h o r i t y A d v i s o r y A r c h i v i s t , as a c o n s u l t a n t

8

I t was no t i m m e d i a t e l y a p p a r e n t a t t h e o u t s e t , b u t t h i s p roved t o be a v e r y happy m a r r i a g e o f c o n v e n i e n c e , and one wh ich we have no t r e g r e t t e d I t i s t r u e t h a t Manukau had n o t , as y e t e v o l v e d t he d e t a i l e d p o l i c y s t r u c t u r e wh ich i s c r i t i c a l f o r t h e p r o -t e c t i o n o f a r c h i v e s bu t i n my v iew t h i s o b j e c t i v e was ach ieved by emp loy ing e x p e r t a s s i s t a n c e and d e v i s i n g a p p r o p r i a t e p o l i c i e s t o complement t h i s a t t he same t i m e as c a r r y i n g o u t p r a c t i c a l work i n v o l v e d Hav ing s t u d i e d t he p o l i c y i n i t i a t i v e s taken by o t h e r New Zea land l o c a l a u t h o r i t i e s I must compl îment them on t he amount o f work wh ich has gone i n t o a r c h i v e s a t t h i s p r e l i m i n a r y s tage However, I wou ld sound a no te o f wa rn ing t h a t t h e r e a re s t i l l some v e r y c r i t i c a l a reas t h a t can n e i t h e r be f o r e s e e n nor a n t i c i p a t e d t h a t must be s t r e s s e d a t t h e t i m e t h a t t he work i s be ing done

Manukau has l e a r n e d a g r e a t dea l f r o m i t s e x p e r i e n c e i n c o m p l e t i n g i t s a r c h i v e s f a c i l i t i e s and t h e s e l essons have been p u t t o good use We a r e now p r e p a r i n g and w r i t i n g our own p o l i c y manual t o deal w i t h a r c h i v e s a l t h o u g h i t wou ld have been n i c e t o have had t h i s i n p l ace p r i o r t o u n d e r t a k i n g t he p h y s i c a l work

In r e t r o s p e c t , I b e l i e v e we have ga ined a g r e a t dea l f rom t h i s e x p e r i e n c e , f o r examp le , t h e s t a f f who have commi t ted themse lves t o e s t a b l i s h i n g t h e a r c h i v e s have had t o t h i n k f o r themse lves t o a l a r g e degree In t h i s r e s p e c t , o f c o u r s e , t h e i r p e r s p e c t i v e has been g r e a t l y i n f l u e n c e d by t he c o n s u l t a n t a r c h i v i s t who has worked a l o n g s i d e them and g u i d e d them i n d o i n g what needed t o be done I t t u r n e d ou t t o be a genu ine l e a r n i n g e x e r c i s e and I f e e l Manukau i s b e t t e r geared f o r w r i t i n g a manual f o r a r c h i v e s now t h a t i t has p h y s i c a l l y done most o f t h e work i n v o l v e d Those o f you who doub t t h e n e c e s s i t y o f c a r r y i n g o u t e x t e n s i v e work and expend ing money on t h e p r o v i s i o n o f such a f a c i l i t y shou ld t h i n k v e r y c a r e f u l l y The amount o f b e n e f i t t h a t Manukau has d e r i v e d i n t h i s e x e r c i s e i s enormous The h i s t o r i c a l r e c o r d s o f t he C i t y and t h e County wh ich preceded i t have p r o v i d e d a v e r i t a b l e g o l d mine o f i n f o r m a t i o n wh ich has now been i d e n t i f i e d , c a t a l o g u e d and p h y s i c a l l y l o c a t e d i n an env i r onmen ta l f ramework wh ich ensures speedy r e t r i e v a l when necessary

Can I perhaps men t ion t h e Loca l Government Commission i n t h i s r e s p e c t Manukau, l i k e most o t h e r l o c a l a u t h o r i t i e s i n t h e Auck land r e g i o n , indeed New Z e a l a n d , has been faced w i t h t h e task o f p r e p a r i n g submiss ions f o r t he Loca l Government Commission The e s t a b l i s h m e n t o f o u r a r c h i v e s f a c i l i t i e s i n c o n j u n c t i o n w i t h t h i s e x e r c i s e has been one o f t h e h a p p i e s t c o i n c i d e n c e s t h a t has eve r happened as f a r as I am concerned The w e a l t h o f m a t e r i a l t h a t has s u r f a c e d f r o m ou r f i l i n g sys tem has been v e r y c a r e f u l l y c a t a l o g u e d u s i n g ou r A r c h i v e s S t r a t e g y and much o f t he m a t e r i a l wh ich we assumed had been l o s t o f a number o f y e a r s , has now s u b s e q u e n t l y come t o l i g h t T h i s w i l l be o f immense b e n e f i t t o Counc i l as i t goes t h r o u g h t he v a r i o u s s tages o f a d h e r i n g t o t h e d e a d l i n e s f i x e d by t h e Local Government Commission

I can see most o f you s a y i n g How much i s t h i s g o i n g t o c o s t 7 , and I guess t he answer t o t h a t i s t h a t i t w i l l c o s t as much as you a r e w i l l i n g t o commit t o t h e purpose Mark Stevens w i l l p r o b a b l y say t h a t t h e v a l u e t o t he C o u n c i l , t he communi ty , and t he i n f o r m a t i o n g e n e r a l l y , canno t be measured i n terms o f c o s t However b e i n g more o b j e c t i v e abou t t h i s q u e s t i o n t he main c o s t t o any c o u n c i l i s g o i n g t o be t h e p r o v i s i o n o f a s u i t -a b l e b u i l d i n g wh ich i s t o be used f o r t h e purpose The f a c i l i t y wh ich Manukau C i t y Counc i l has p r o v i d e d f o r t h i s has been what may be d e s c r i b e d i n some c i r c l e s as a f a i r l y s p a r t a n a f f a i r A t p r e s e n t i t compr ises a s t e e l c l a d b u i l d i n g wh ich i s some 232 square met res i n s i z e I t i s f u l l y l i n e d and has a c o n c r e t e f l o o r The e s t i m a t e d c o s t when i t was comp le ted e a r l y t h i s y e a r , was i n t he v i c i n i t y o f $50,000 I would have t o concede t h a t as £ a r as Manukau i s c o n c e r n e d , t h i s i s me re l y an i n t e r i m measure Counc i l i s a l r e a d y p l a n n i n g a much more e l a b o r a t e f a c i l i t y wh ich w i l l be more i n t h e n a t u r e o f a t r u e l i b r a r y amen i t y T h i s however i s some seven o r e i g h t y e a r s away, and th"e p r e s e n t f a c i l i t y w i l l se rve us ve ry w e l l i n t h a t i n t e r i m p e r i o d In b u i l d i n g our e x i s t i n g f a c i l -i t y , we c o n s e q u e n t l y made sure t h a t i t c o u l d be used f o r o t h e r purposes when t h e t i m e comes t o s h i f t t h e m a t e r i a l The r e m a i n i n g e x p e n d i t u r e i n v o l v e d w i t h t h e f a c i l i t y i s t h e s t a f f commi tment , wh ich must go i n t o i d e n t i f y i n g and c l a s s i f y i n g a l l o f t h e r e c o r d s i n v o l v e d The s t a f f a t Manukau have worked o v e r t i m e f o r a p e r i o d o f some t h r e e o r f o u r months d u r i n g t he t r a n s f e r o f m a t e r i a l As p r e v i o u s l y m e n t i o n e d , we were g r e a t l y a s s i s t e d i n t h i s r e g a r d by t h e employment o f t h e C o n s u l t a n t f rom N a t i o n a l A r c h i v e s ' Reg iona l A r c h i v e s o f f i c e i n Auck land who j o i n e d us f o r a h a l f day per week t o a s s i s t i n s e t t i n g up t he a p p r o p r i a t e systems wh ich must be e s t a b l i s h e d The a v a i l a b i l i t y o f t h i s C o n s u l t a n t has been an i n v a l u a b l e a i d f o r Counc i l and t he s t a f f who have worked a l o n g -s i d e her have r e a d i l y a p p r e c i a t e d her e x p e r t i s e and s k i l l i n t h i s area To have muddled

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through on our own without that guidance would have been disastrous and having put in my plug for the Consultant Archivist, I can refer you to Jolyon Firth who will be happy to negotiate a suitably daily rate, and from whom I will get a commission in due course1

Manukau City Council has now reached the point where the transfer of material to the archives facility is virtually complete This has had the benefit of generating a tremendous amount of storage space within our,existing building and, as an added bonus we can now actually find what we are looking for merely by referring to the transfer sheets which have been prepared in conjunction with the movement to the archives facility To those of you who have not yet embarked on a programme of archive identification and the related storage thereof I would commend my Council's experience to you It would be fair to say that the initial approach to this whole problem was definitely lacking in enthusiasm in terms of archives for archives' sake1

In retrospect, necessity in the venture which promoted the move, has been tremen-dously beneficial, not only in terms of the fact that we have acquired storage space but also that the historical records of Manukau City Council have for the first time, been placed in an order which is proving to be extremely beneficial for the current administration

If any of you would like to view this facility and see what has been done by Manukau during the last three or four months I would be very happy to assist in what-ever way possible There are several photographs currently doing the rounds out there on the floor and if you would like to ask any questions about Manukau and its Archives Strategy which may have come to mind during my address I will be pleased to answer them

A Ρ O'Brien Manukau City Council

DEVELOPING LOCAL AUTHORITY ARCHIVES IN THE AUCKLAND REGION

Some years ago at an ARANZ Conference the Director of National Archives expressed the view that local authority archives will come into existence when an effective group of people shows an interest and concern for archives on a broad front Furthermore he was confident that local authorities can be persuaded to fund house and staff local authority archives 1

As far back as the 1950s when legislation was being considered for the archives of central government there was a survey of all local authority records by the Archives Committee of the New Zealand Library Association The survey s objectives were to gather information from local authorities about the present state of their records and about their attitude to their future preservation The answers showed that there was an enormous quantity of unique material scattered throughout the country a large part of it in a precarious state of preservation 2

There has been legislation as you all probably know empowering local authorities to care for and preserve their archives in effect for little over seven years Not all reaction to it has been positive It was suggested by one local authority charged with the responsibility that

"One can just imagine the historian the geographer, or the economist, a non-ratepayer of course long-haired lean bespectacled time-consuming, ingratiating its personself to some already overworked Town Clerk in order that it can suck up enough data to write a thesis, publication, etc to that person s glorification '

The difficulties of policing the Act must be all too apparent to this audience but that may not be the reasons why local authorities have never been penalised for breaking the Act Because the tenor of the legislation is ethortatory rather than man-datory, local authorities are permitted to do a good deal with their archives, all of which will cost money Moreover, since the legislation was passed in 1977 (and

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p a r t i c u l a r l y s i n c e t h e r e v i s e d schedu le o f r e c o r d s h a v i n g permanent v a l u e ) l o c a l a u t h o r i t i e s have been r e g u l a r l y r e q u e s t i n g a d v i c e on what r e c o r d s they ought t o p r e -s e r v e and how t h i s shou ld be done

The r e s o l u t i o n o f t h i s d icho tomy between t he r e g u l a t o r y and a d v i s o r y r o l e s o f N a t i o n a l A r c h i v e s has been i m p o r t a n t Our p r i o r i t y i s t o adopt a p r a c t i c a l e d u c a t i v e and a d v i s o r y r o l e as t he most p o s i t i v e method o f g a i n i n g a l l i e s f o r l o c a l a u t h o r i t y a r c h i v e s I n t e r e s t i n g l y , t he A r c h i v e s Commit tee o f t h e 1950s a l s o adopted a r e s o l u t i o n t h a t t h e r e be a r c h i v e s c o n s u l t a n t s d i s t r i b u t e d on a g e o g r a p h i c a l b a s i s , who wou ld be a v a i l a b l e f o r c o n s u l t a t i o n by l o c a l a u t h o r i t i e s on the ca re o f r eco rds 3

A p p r o x i m a t e l y t h i r t y y e a r s l a t e r N a t i o n a l A r c h i v e s has been a b l e t o a p p o i n t i t s f i r s t Loca l A u t h o r i t i e s A d v i s o r y A r c h i v i s t , f a c i l i t a t e d by t h e N o r t h e r n A r c h i v e s and Records T r u s t The p r i n c i p a l o b j e c t i v e o f t h e p o s i t i o n i s t o work towards f u l l r e s p o n s i -b i l i t y by l o c a l a u t h o r i t i e s f o r t h e keep ing o f t h e i r a r c h i v e s t o p r o f e s s i o n a l s t anda rds That g r o u n d s w e l l o f o p i n i o n ( r e f e r r e d t o i n t he open ing s e c t i o n o f t h i s speech) f a v o u r i n g t h e deve lopment o f l o c a l a u t h o r i t y a r c h i v e s i s g a t h e r i n g momentum i n t he Auck land r e g i o n Not t he l e a s t n o t e w o r t h y i s t h a t a ma jo r Auck land t e r r i t o r i a l a u t h o r i t y has j u s t a p p o i n -t e d i t s own Records and A d m i n i s t r a t i v e A r c h i v e s Manager

Of t he t w e n t y - n i n e t e r r i t o r i a l l o c a l a u t h o r i t i e s and e i g h t e e n ad hoc a u t h o r i t i e s i n t h e Auck land r e g i o n , i n my c a p a c i t y as t h e Loca l A u t h o r i t i e s A d v i s o r y A r c h i v i s t 1 have v i s i t e d t w e n t y - s i x i n a l l The v i s i t s have ranged f rom h a l f - d a y o r f l y i n g v i s i t s t o l o n g e r v i s i t s , ex tended t o two t o f i v e days

My b r i e f f o r t h e s h o r t e r v i s i t s , ( t h a t i s under two days) has been t o c o n c e n t r a t e on t he c l o s e d r e c o r d s i n s t o r a g e and s t o r a g e f a c i l i t i e s i n the p a r t i c u l a r a u t h o r i t y I have a t t e m p t e d t o assess f o r each a u t h o r i t y t h e s t a t e o f i t s a r c h i v e s how and t o what e x t e n t t h e o r g a n i s a t i o n appears t o be mee t i ng i t s r e s p o n s i b i l i t i e s t o m a i n t a i n i t s a r c h i v e s

In t h e l o n g e r v i s i t s , I have been a b l e t o c o n c e n t r a t e a l s o on the c u r r e n t r eco rds systems o f t h e C o u n c i l t h e i r s t a t e any improvements t h a t c o u l d be made i n r e c o r d s management and t h e i r p o t e n t i a l a r c h i v a l v a l u e In bo th v i s i t s t h e most i m p o r t a n t recommendat ions I have made a re about t h e p o t e n t i a l i n each Counc i l f o r an a r c h i v e s programme

To summarise my e x p e r i e n c e s i n t h e f i e l d I wou ld say t h a t a l l the C o u n c i l s and ad hoc a u t h o r i t i e s I have surveyed and r e p o r t e d upon have t h e i r weaknesses and s t r e n g t h s These were l a r g e l y r e l a t e d t o t h e amount o f c o n t r o l o v e r what i s p l a c e d i n s t o r a g e t he c o n d i t i o n s o f t h a t s t o r a g e and t he r e c o r d s u l t i m a t e f a t e wh ich shou ld i n v o l v e s e l e c t i o n e i t h e r f o r t h e a r c h i v e s o r d e s t r u c t i o n a f t e r a s p e c i f i e d p e r i o d

A r e l a t e d f e a t u r e , common t o a good p r o p o r t i o n o f t he a u t h o r i t i e s i s t h e l a c k o f d e s i g n a t i o n o f a person t o be r e s p o n s i b l e f o r e i t h e r t he a u t h o r i t y s c u r r e n t semi -c u r r e n t o r c l o s e d r e c o r d s , o r t h e a r c h i v e s on an ongo ing and d a y - t o - d a y b a s i s Theore t i c a l l y t h e a u t h o r i t y ' s t o p e x e c u t i v e o f f i c e r town c l e r k o r c i t y s e c r e t a r y i s u l t i m a t e l y r e s p o n s i b l e

In most i n s t a n c e s a recommendat ion has been made to the a u t h o r i t i e s concerned t h a t t he most s u i t a b l e o p t i o n wou ld be t he p r e p a r a t i o n o f an a r c h i v e s programme The b a s i c components i n c l u d e t he d r a f t i n g o f an o f f i c i a l a r c h i v e s p o l i c y s t a t emen t as a g u i d e t o Counc i l s t a f f and t o t he community I t i n v o l v e s d i s c u s s i o n about t h e a l l o c a t i o n o f t he r e s p o n s i b i l i t y f o r s u p e r v i s i n g and c a r r y i n g o u t t h e a r c h i v e s programme t o a p a r t i c u l a r o f f i c e r as p a r t o f h i s o r her d u t i e s I t i n v o l v e s o r g a n i s i n g and i n v e n t o r y i n g t h e back-l o g o f a r c h i v e s , s e t t i n g up p rocedures f o r t he p r o c e s s i n g o f a r c h i v a l documents and access t o them and hence p r o v i d i n g a base upon wh ich a l o c a l a u t h o r i t y can b u i l d

However t h e most i m p o r t a n t s tage o f t he a r c h i v e s programme i s t he p r e p a r a t i o n o f a d e t a i l e d d i s p o s a l schedu le f o r t he i n d i v i d u a l l o c a l a u t h o r i t y so t h a t a t t he t i m e a r e c o r d i s deemed o f no f u r t h e r a d m i n i s t r a t i v e v a l u e a d e c i s i o n has been made f o r i t s f a t e , e i t h e r d e s t r u c t i o n o r t r a n s f e r r a l t o t h e A r c h i v e s As Graham Bush has q u i t e r i g h t l y s t a t e d , e x p e n d i t u r e on a r c h i v e s shou ld be seen a g a n s t t h e backdrop o f n e g l e c t ove r many y e a r s and t h a t e x p e n d i t u r e on them i s a l o n g t e rm i n v e s t m e n t i n a c u l t u r a l a s s e t j u s t as t he c o n s t r u c t i o n o f a c i v i c monument 4

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Moreover t h e sooner a r c h i v e s a re made d i r e c t l y r e l e v a n t t o t he management o f a l o c a l a u t h o r i t y s c u r r e n t r e c o r d s t h r o u g h the development o f d i s p o s a l schedu les t he b e t t e r Not o n l y does a l o c a l a u t h o r i t y t hen have a c u l t u r a l a s s e t b u t a l s o one wh ich shou ld enhance t he o r g a n i s a t i o n s a d m i n i s t r a t i v e e f f i c i e n c y

Of t h e l o c a l a u t h o r i t i e s su rveyed so f a r f i v e have r e q u e s t e d t h a t f u r t h e r work be done Work c u r r e n t l y i n p r o g r e s s o r programmed f o r t h i s y e a r i s a t Manukau C i t y C o u n c i l , Newmarket Borough C o u n c i l , E l l e r s l i e Borough Counc i l Mt Eden Borough Counc i l and Otahuhu Borough Counc i l Such s u p p o r t i s tremendous and f r om wh ich l o c a l a u t h o r i -t i e s i t i s com ing , i s i n t e r e s t i n g The p r o v i s i o n s o f t he Loca l Government Ac t f o r a r c h i v e s were p a r t l y i n response t o t h e f e a r t h a t l o c a l government r e f o r m i n t h e 1970s c o u l d mean a w h o l e s a l e d e s t r u c t i o n o f t he a r c h i v e s o f a b o l i s h e d o r a l t e r e d l o c a l a u t h o r i t i e s , i f t h e y were n o t g i v e n s t a t u t o r y p r o t e c t i o n 5

Auck lande rs have been accused o f hav ing t he weakest a t t i t u d e o f t e r r i t o r i a l i d e n t i -f i c a t i o n by an academic l o c a l h i s t o r i a n 6 However I wou ld l i k e t o sugges t t h a t t h e s u p p o r t o f an a r c h i v e s programme by Newmarket E l l e r s l i e Mt Eden and Otahuhu a l l l o c a l bod ies g r a p p l i n g i n 1985 w i t h the i s s u e o f ama lgamat ion , demons t ra tes t h a t t h e r e i s an i d e n t i f i c a t i o n w i t h a l o c a l i t y When t h r e a t e n e d i t may have become m a n i f e s t i n t h e d e s i r e t o p r e s e r v e t h a t i d e n t i t y by p r e s e r v i n g t h a t o r g a n i s a t i o n s h i s t o r i c a l r e c o r d s

U n f o r t u n a t e l y , because o f t h e c o n s t r a i n t s o f t i m e I have had t o l i m i t m y s e l f t o genera l comments o n l y about my work as an a d v i s o r y o r c o n s u l t a n t a r c h i v i s t i n t he Auck land r e g i o n I wou ld no t l i k e t o hazard a guess a t t h i s s tage about t h e i n f l u e n c e o f such a p o s i t i o n as a r o l e model f o r t he r e s t o f New Zea land

P r e s e n t l y , as I s t a t e d e a r l i e r as t he NART a r c h i v i s t I am w o r k i n g f o r t he f u l l r e s p o n s i b i l i t y by l o c a l a u t h o r i t i e s i n t he Auck land r e g i o n f o r t h e keep ing o f t h e i r a r c h i v e s t o p r o f e s s i o n a l s t a n d a r d s Whether a l o c a l a u t h o r i t y a c t u a l l y c o n t i n u e s t o a d m i n i s t e r i t s own a r c h i v e s o r d e p o s i t s them e i t h e r i n a r e g i o n a l o r d i s t r i c t r e c o r d o f f i c e , o r , i n t he f i n a l r e s o r t i n N a t i o n a l A r c h i v e s , i s t he n e x t r e a l i s s u e t o be f a c e d As S t u a r t S t rachan ment ioned t h i s morn ing two r e q u i r e m e n t s o f a r c h i v e s a re an a p p r o p r i a t e space and p rope r s t a f f i n g I t s i m p l y may no t be p o s s i b l e f o r a l l l o c a l a u t h o r i t i e s t o f u l f i l i n t e r n a l l y t hese two r e q u i r e m e n t s

To g i v e t h e a r c h i v e s t o a l i b r a r y a s s o c i a t e d w i t h t he a u t h o r i t y may no t be t h e answer f i r s t l y because l i b r a r y methods and t e c h n i q u e s a re no t a p p l i c a b l e t o a r c h i v e s a n d , second ly w i t h o u t p r o p e r s t a f f i n g and e x p e r t i s e t h i s p r a c t i c e d i v e r t s l i b r a r i a n s f rom t h e i r p r i m a r y r e s p o n s i b i l i t y A r e g i o n a l r e p o s i t o r y t h a t i s one s e t up by a number o f a u t h o r i t i e s c o - o p e r a t i v e l y o r run by one a u t h o r i t y c o u l d be t he answer P r o f e s s i o n a l s t a f f would then be shared and s m a l l e r c o u n c i l s c o u l d draw on the a d v i c e o f such p r o f e s s i o n a l s as w e l l as h a v i n g t h e i r r e c o r d s p r e s e r v e d Both s o r t s o f r e p o s i t o r i e s c o u l d a l s o be run as r e c o r d s s t o r a g e c e n t r e s f o r those reco rds wh ich W i l l

e v e n t u a l l y be d e s t r o y e d

S t u a r t S t rachan i s a l s o f o r w a r d t h i n k i n g when he says t h a t we w i l l need t o work towards a common p a t t e r n o r l i m i t e d number o f p a t t e r n s f o r t h e a d m i n i s t r a t i o n o f l o c a l a r c h i v e s , so t h a t ad hoc ar rangements do no t p r e v a i l F i n a l l y I t h i n k i t w i l l be i n t e r e s t i n g t o see t h e s t a t e o f l o c a l a u t h o r i t y bounda r i es by t h i s t ime nex t y e a r i n bo th Auck land and t h e r e s t o f New Zea land By t h a t t i m e any d i s c u s s i o n on r e g i o n a l r e p o s i t o r i e s may no t be so t e n t a t i v e

Rachel L i l b u r n Loca l A u t h o r i t i e s A d v i s o r y A r c h i v i s t N a t i o n a l A r c h i v e s

REFERENCES

1 R G r o v e r , ' L o c a l Body A r c h i v e s and N a t i o n a l A r c h i v e s t h e c u r r e n t s i t u a t i o n i n ARANZ Fifth Annual conference Papers ed M a r j o r i e Maslen Dunedin 1982 Ρ ι

2 N a t i o n a l A r c h i v e s ( W e l l i n g t o n ) f i l e 7 /1 p t 1 C o o p e r a t i o n - New Zealand L i b r a r y A s s o c i a t i o n , 1951-1954, N a t i o n a l A r c h i v e s , W e l l i n g t o n

12

3 I b i d

4 G W A Bush, ' D o n ' t f o r g e t t he a r c h i v e s ' , wz Local Government March 1985 ρ 25

5 S R S t r a c h a n , "Records and A r c h i v e s P r o v i s i o n s o f t h e Loca l Government A c t and t h e Schedu le " u n p u b l i s h e d March 1983

6 W J G a r d n e r , 'New Zea land r e g i o n a l h i s t o r y and i t s p l a c e i n t h e s c h o o l s , New Zealand Journal of Histoiy 13 ( 1 9 7 9 ) , ρ 184

7 S R S t r a c h a n , ' Loca l body a r c h i v e s i n New Zea land A pe rsona l v i e w ' , New Zealand

Libraries 37 (1974) pp 171-174

LOCAL ARCHIVES CURRENT STATUTORY PROVISIONS

(4) Even, council ι hcrebv dec ared to be an authorised person Eor th p u r p (.a of section 3 to o of tin. Fvicicnce Amendment λ ι 19ο1 (ν hich relate to the production of photOL,raphic copie of public records in evidence; and even, document as defined in section 948 of this Act is hetebv declared to be a public record lor the purposes of the slid section-* 3 to o

Local \rcki es [256 Protection of local archives—(1) I he Chief

\ichi ist ma\ from time to time bv noti t in the Ga ette pi bl sh a li t spec Κ ng am classe of local a chives that ma not be destro ed bv the lot x\ amhonrv having the custod oí them either at anv time or before the expiration of a specified time without the prior app oval of the Chief Archi ist and without notiKing the Chief Archivist oí us intention to destrov those archives

(2) Fver\ local authontv shall do all things neces an. or expedient to provide adequate protection for and the u e of and for access to anv local archives to which a notice under subsection ( I ) of this section for the time being applies and an other local archives that che local authontv considers to be oí sufficient historic value to warrant permanent preservation (including in the case of a territorial luthontv the documents of district communit councils and communitv councils within us district)

(3) If it appears to the local authority that anv locii archives to which subsection (1) of this section (or the time being applies or anv other loca] archives preserved under subsection (2) of this section contain information ν hich if made available under this sectioi would or might constitute a breach of good faith on the part of the local authontv or on the part oí the persons who obtained tht information the local authontv mav resotvt thit those local archives shall not be available for public inspection until ifter the expiration of a period of time specified in the resolution bting not more thin ~>D \e irs

[257 Use of local archives—(1) \ loc-1 authontv mi\ ν ith re peet to anv lot al archi es under us control —

( a ) L tabli h or join \ ith anv one or m o u othei lo il authorities or public bodies in establishing district or rt^unal art hive repositories

(b Contribute an local archi e under us cintro! t< rep JsiL >ne est ibhshed or recognised under the \nhivr Act 19>/

R S V 1 3 L I Go mmrnt t f -Í 28 211

Provided that no local archives that have been accepted for depo it unde section j8 ( 7 ) of this Act shall be contributed to anv repositorv under this pangraph \ ithout the consent of the person making the deposit or in brea h of anv condition on which tho e archives \ ere deposited with the local authontv

(ei Make piovision for enabling persons \ ith or without chirg and subject to such conditions as the loe il authontv mav determine to in peet local archives and to make or obia η copies thereof

{d\ Prepare or procure or assisi in the preparation of indexes and guides to and summaries of the local a chi es

(ej Publish or procure or assi ι in the pubJitition oí the records of or anv index or guide to or ummarx of the lo ai archives

(f) Hold exhibitions of the local archives and arr inge for the dehverv of explanatory lectures with or without charging for admis ion to such exhibitions or lectures

(g) Subject to ensuring that adequate protection will be given to the local archives direct tn it the local archives be temporanlv entrusted to other persons for exhibition or stud>

(h) Consult the Chief Archivist or any other person or body suggested by him on the best use and preservation of the local archives held by the local authority

(2) Nothing in ubsection ( I ) of this section shall be taken to authorise the doing of anv act which infringes copvright of anv local archives or contravenes conditions subject to which an local archives arc under the control of a local authority

[258 Acquisition of local archives and other docu ments—(I) A council mav—

{a) Purchase anv documents ν hich or (in the case of a collection) the majomv of which appear to the council to be oí general local or regional interest

(b; Accept the gift from anv person of anv documents ν hich or (in the case of a collt etion} the majontv of

hich appear to the council to be of general local or regional interest

(2) A council mav accept for deposit anv documents that— {ai Vppear to the council to be of general local or regional

interest (whether local archives or not) or

13

Reproduced a r e t h e r e l e v a n t s e c t i o n s o f t h e Loca l Government A c t ( R e p r i n t e d

s t a t u t e s , vo l 5 ) and t h e P r o t e c t i o n o f Loca l A r c h i v e s N o t i c e i s s u e d on 26 May 1980 {New Zealand Gazette,

5 June 1980 , no 6 3 , ρ 1695)

2Θ8 L l G tntmtnt RS~V5T~5 212

(b) Arc of an historical nature but arc not local archives — subject to any conditions as to availability to the public or otherwise that are agreed upon between the person making the deposit and the council

(3) This Part of this Act shall apply with respect to any documents purchased or accepted as a gift or for deposit under subsection (1) or subsection (2) of this section that are not local archives as if they were local archives * (4) In this section the term documents means all papers documents or records of any kind whatsoever and without limiting the generality of this subsection includes registers books maps drawings plans photographs films cinemato-graph films computer records and sound and video recordings

[259 Destruction of certain local archives—(1) A local authority shall not destroy any local archives under its control that are of a class specified in any notice gazetted under section 256 (1) of this Act unless—

(a) The local authority has given to the Chief Archivist at least 3 months notice in writing of its intention to destroy those archives specifying the archives proposed to be destroyed and the date on or after which they are to be destroyed and

(b) The Chief Archivist has not within that period required the local authority to transfer the archives to his control

(2) Where within the period specified pursuant to subsection (1) of this section the Chief Archivist has required the local authority to transfer the archives to his control the local authority shall transfer the archives to the control of the Chief Archivist subject to such terms and conditions as the local authority thinks fit ]

P ru II to XVII (compnung u 38 259) were b> ted for th nginaJ Ρ η Π by 2 I the Local Govemm Am dm Λ (N 3) 1977 tee t(!)ofth*A

Pároli XVII re by 4 (5) ( ) of th Local Govemme Amendm A 1978 deemed to be 1 th ρ rposes I h Α α ! rprtu Act 192* A eo wild g th en* un u repealed by H (1) of th Cn me DO ed Act See ftbo 10 (1) ( ) Í th Local Govemmen Amendme Ac 1979

[ P A R T X V I I I

[ G e n e r a l P r o v i s i o n s as t o F u n c t i o n s a n d P o w e r s

[260 Functions of united councils—(1) No .withstand ing anything to the contrary in this Act a united council shall

Extract from Ν Ζ Gazette 5 June 1980 No 63 page 1695

Protection of Local Archives—Notice Specifying Classes thai may not be Destroyed Unless Prior Notice Given to Chief Archivist

P u r s u a n t to section 256 ( I ) of the Local Government Act 1974 the Chief Archivist hereby gives notice that the classes of local archives specified in the Schedule hereto may not be destroyed by the local authority having custody of them without the prior approval of the Chief Archivist and with out notifying the Chief Archivist of its intention to destroy those archives Section 2:>9 of the Local Govern ncnt Act 1974 provides that a local authority shall not destroy any of those archives unless

(a ) It has given the Chief Archivist at least 3 months notice in writing of its intention to destroy them specifying the archives proposed to be destroyed and the date on or after which they are to be d stroyed and

(b ) The Chief Archivist has not within that period required the local authority to transfer the archives to his control

If within the period specified in paragraph (a) above the Chief Archivist has required the local authority to transfer the archives to his control the local authority shall transfer the archives accordingly subject to such terms and condi tions as the local authority thinks fit

Local authority for the purposes of this notice means every local authority or public body of the classes for the time being specified in part 1 or part II of the First Schedule to the Local Government \ct 1974 and every local authority or public body for the time being specified in part I I I of that Schedule

The notice by the Chief Archivist published in the New Zealand Gazette of 24 August 1978 N o 73 on pages 2373 to 2376 is hereby revoked

SCHEDULE

1 Minutes of all authority and committee meetings—signed set

2 Meeting papers—reports and sitnificant correspondence considered at authority meetings

3 Monthly and annual reports of chief officers when kept separately and not included with meeting papers

4 Bylaws and standing orders—one copy of all existing superseded and consolidated bylaws

5 Planning schemes—one set of all district planning schemes regional p! inning schemes maritime planning schemes and urban renewal schemes in draft and operative stages

6 Annual accounts and statistics—one audited set 7 District electoral rolls—one master set 8 Rate records within the meaning of the Rating Act 1967 9 Valuation and urban faimland rolls 10 Registeis of contracts 11 Contract documents specifications and plans of significant

works 12 Registers of burials and cremations and of grave plots 13 Similar classes of archives of merged predecessor

abolished or other authorities in custody of the local authority Dated at Wellington this 26th day of May 1980

J U D I T H S H O R N A B R O O K Chief Archivist

Ρ η II wit* 8 G m c i P m Well «to Ν 7 1 d—1980

14

THE PROTECTION OF LOCAL ARCHIVES NOTICE

To understand fully the protection of Local Archives Notice gazetted on 5 June 1980, it is necessary to trace the origins of the Notice It is in its way an interesting story, one with a moral for archivists in the Public Service

Those of you who saw recently that excellent television programme, The Death of a Prime Minister may well have been stirred to recollect that the pace of change under the fourth and present Labour government was almost equalled by the reforming enerqy of the third Labour government of Norman Kirk and Wallace Rowling from 1972 to 1975 Remember the Government Superannuation Corporation, Roger Douglas's two television corporations and colour television Tom McGuigan s White Paper on the health services, and most pertinently for the Notice, Henry May and the reform of local government

Attempts to restructure New Zealand local government into fewer and more comprehen-sive units (there were and still are well over 1 000 territorial and ad hoc bodies) have a long history of failure But the appointment of Henry May as Minister of Local Government in December 1972 brought with it the prospect of substantial change Experienced in local body politics committed to reform and determined to succeed May introduced on 9 October 1974 a new principal measure which was to replace completely the Counties and Municipal Corporations Act which had previously controlled local government and replace counties and boroughs with a new three-tier system of local government (at regional, district and community levels) The Local Government Commission was to have substantial powers of reorganisation towards the implementation of the new order The Bill became law as the Local Government Act on 1 November and came into effect on 1 April 1975

For archivists the very few oí us then and for others concerned with the préser-vai on of our documentary heritage the expectation of wholesale local government reorganisation was a arming Not that there was any objection in principle it was simply that the record of local authorities with some rare exceptions in preserving their archives was not good and the new legislation lacked any provision to protect the records and archives (non-current records) of abolished or reorganised authorities An archives holocaust was feared This Association's predecessor body, the Archives Committee ot the New Zealand Library Association did submit to the Select Committee considering the Bill on precisely these points but without avail

The Labour government was defeated the following year, and the succeeding National government proceeded to emasculate Labour s local government legislation so that the pace of restructuring slowed abruptly Paradoxically this gave an opportunity for a second bite at the cherry through the necessary amending 1 gislation particularly as senior piblic servants concerned with local government in the Department of Internal Affairs were sympathetic, and as National Archives was located within the same depart-ment the development of legislative proposals to protect local government arch ves was greatly eased The result was success of a kind in the Local Government Amendment (No 3) Act 1977 which hurriedly passed through all its stages late in the parliamentary session with this Association making a full submission on its records and archives provisions

The Act by inserting fresh sections on 'Documents and Local Archives' into the Local Government Act and making them a part of the principal measure as Part XVII did a number of things of importance

1 It placed on local authorities an obligation to care for their ntaiied records and archives

1

2 It provided for the transfer of the records of an abolished authority to its functional successor or failing that to the National Archives

3 It authorised the Chief Archivist of the National Archives to specify by notire in the u^w », aland id <=tte, classes of non-rurrent records ('local archives') which may not be destroyed

15

by a l o c a l a u t h o r i t y w i t h o u t f i r s t g i v i n g t h e C h i e f A r c h i v i s t 3 months n o t i c e o f i t s i n t e n t i o n t o do so The C h i e f A r c h i v i s t was g i v e n t h e o p t i o n o f h a v i n g such a r c h i v e s proposed f o r d e s t r u c t i o n t r a n s f e r r e d t o t h e cus tody o f t h e N a t i o n a l A r c h i v e s

4 R i g h t o f p u b l i c access t o ' l o c a l a r c h i v e s ' was assu red

5 F i n a l l y , l o c a l a u t h o r i t i e s were empowered t o e n t e r i n t o v a r i o u s ar rangements f o r t h e p r e s e r v a t i o n o f ' l o c a l a r c h i v e s ' , and t o encourage t h e i r use and a p p r e c i a t i o n

These p r o v i s i o n s were u n q u e s t i o n a b l y a ma jo r b r e a k t h r o u g h f o r t h e p r e s e r v a t i o n o f a r c h i v e s i n t h i s c o u n t r y , p a r t i c u l a r l y as t h e y were w e l l i n advance o f c u r r e n t l o c a l government t h i n k i n g and p r a c t i c e The g a z e t t i n g p r o v i s i o n was a l s o o r i g i n a l , w i t h o u t p r e c e d e n t , so f a r as I know, i n t h e w o r l d ' s a r c h i v e s l e g i s l a t i o n The l e g i s l a t i o n , however , commi t ted l o c a l government and c e n t r a l government t o v e r y l i t t l e i n r e a l t e r m s , p a r t i c u l a r l y t h e e x p e n d i t u r e o f f u n d s , on ' l o c a l a r c h i v e s 1 No l o c a l a u t h o r i t y was compe l l ed under i t t o keep a r c h i v e s i t d i d no t w a n t , n o t even those c l a s s e s o f a r c h i v e s s p e c i f i e d i n t h e Gazette n o t i c e There was no power o f i n s p e c t i o n by t h e N a t i o n a l A r c h i v e s t o ensure t h a t t h e p r o v i s i o n s r e l a t i n g t o g a z e t t e d r e c o r d s were o b s e r v e d , and t h e r e was no p e n a l t y f o r non-observance I f a n y t h i n g , N a t i o n a l A r c h i v e s was a r e l u c t a n t p a r t i c i p a n t , b u t as t h e o n l y r e m o t e l y competent n a t i o n a l a u t h o r i t y , i t was t h e o b v i o u s i n s t i t u t i o n on wh ich t o peg t h e new l e g i s l a t i o n Bu t i t was t o r e c e i v e no a d d i t i o n a l s t a f f i n g f o r t h e new f u n c t i o n , nor d i d i t have t h e c a p a c i t y , e x c e p t perhaps i n A u c k l a n d , t o r e c e i v e r e j e c t e d ' l o c a l a r c h i v e s ' i n any q u a n t i t y The hope was t h a t l o c a l a u t h o r i -t i e s wou ld choose t o p r e s e r v e t h e i r own a r c h i v e s , w i t h t h e N a t i o n a l A r c h i v e s as a d e p o s i t o r y o f l a s t r e s o r t A l l t h e s e m a t t e r s were s u b m i t t e d on by the A s s o c i a t i o n t o t h e S e l e c t Commit tee wh ich c o n s i d e r e d t h e B i l l , b u t f r u i t l e s s l y I n t h e p r e v a i l i n g p o l i t i c a l c l i m a t e t h e N a t i o n a l government was a n x i o u s t o keep t h e e lement o f compu l s i on t o a minimum, and no t t o i n c u r any a d d i t i o n a l c o s t s

Wi th t h e Ac t due t o come i n t o f o r c e on 1 A p r i l 1978 t h e b a l l was c l e a r l y now i n N a t i o n a l A r c h i v e s c o u r t A schedu le o f p r o t e c t e d c l a s s e s o f l o c a l a r c h i v e s was c l e a r l y expec ted o f i t Drawing up e f f e c t i v e d i s p o s a l schedu les f o r r e c o r d s i s a d i f f i c u l t and e x a c t i n g t a s k , and i t was c l e a r f r om t h e o u t s e t t h a t i n s p e c i f y i n g a l i s t o f c l a s s e s o f ' l o c a l a r c h i v e s ' f o r permanent p r e s e r v a t i o n t h e r e were a number o f d i f f i c u l -t i e s F i r s t , i t had t o t a k e t h e f o r m p r o p e r t o a Gazette n o t i c e , a l e g a l i n s t r u m e n t w i t h a p a r t i c u l a r bu t n o t v e r y f l e x i b l e f o rm I t wou ld o n l y be p o s s i b l e t o s p e c i f y what shou ld be r e t a i n e d , no t what c o u l d be d e s t r o y e d I t a l s o had t o guard a g a i n s t t he assumpt ion t h a t i f a c l a s s o f ' l o c a l a r c h i v e s ' was no t s p e c i f i e d f o r r e t e n t i o n , then i t c o u l d be s a f e l y d e s t r o y e d T h i s c r e a t e d a p a r t i c u l a r d i f f i c u l t y f o r c l a s s e s o f ' l o c a l a r c h i v e s ' where o n l y p a r t i a l r e t e n t i o n was d e s i r a b l e Ano the r f a c t o r was t h e d i v e r s i t y , bo th i n scope and s i z e , o f l o c a l a u t h o r i t i e s w h i c h came under t h e Loca l Government A c t , w i t h an equa l range i n t h e k i n d s o f r e c o r d s t h e y g e n e r a t e d and accumu la ted I d e a l l y , each l o c a l a u t h o r i t y ough t t o have i t s own r e c o r d s d i s p o s a l s c h e d u l e , t a i l o r e d t o i t s p a r t i c u l a r s i t u a t i o n , w h i l e mee t i ng common c r i t e r i a But w i t h i n t h e compass o f a Gazette n o t i c e o n l y a g e n e r a l i s e d l i s t i n g was p o s s i b l e F i n a l l y , t h e r e was an awareness t h a t t h e a b i l i t y and w i l l i n g n e s s o f l o c a l a u t h o r i t i e s t o t a k e up t h e c h a l l e n g e o f ' l o c a l a r c h i v e s ' p r e s e r v a t i o n wou ld v a r y marked ly C o n s e q u e n t l y , i t was dec ided t h a t t h e o n l y s a f e cou rse was t o draw up the N o t i c e t o p r o v i d e f o r t h e ' w o r s t case 1 I t was a d e c i s i o n made e a s i e r by t h e knowledge t h a t N a t i o n a l A r c h i v e s had p r e c i o u s l i t t l e i n t h e way o f r e s o u r c e s t o devo te t o t h e s l o w e r , i f more a c c e p t a b l e and s u r e r , p rocesses o f e d u c a t i o n

A f t e r much l a b o u r , and some c o n s u l t a t i o n w i t h a r c h i v i s t s who had e x p e r i e n c e w i t h l o c a l government a r c h i v e s and w i t h t h e Loca l Government D i v i s i o n i n t h e Depar tment o f I n t e r n a l A f f a i r s , t h e r e appeared i n t h e New Zealand Gazette on 24 August 1978, a t h r e e page l i s t i n g wh ich s e t o u t i n some d e t a i l t h e v a r i o u s k i n d s o f l o c a l a r c h i v e s w h i c h i t was f e l t ough t n o t t o be d e s t r o y e d w i t h o u t p r i o r n o t i f i c a t i o n t o t h e C h i e f A r c h i v i s t A l l r e c o r d s c r e a t e d p r i o r t o 1945 were so r e s e r v e d , these i t was c o n s i d e r e d would p r e s e n t t h e i r own p a r t i c u l a r d i f f i c u l t i e s , a n d , f o r t h e p o s t 1945 r e c o r d s t h e r e s e r v e d c l a s s e s were o r g a n i s e d under a s e r i e s o f genera l heads - c o u n c i l and Commi t tees , r e g u l a t o r y , r e p o r t s , co r respondence and c i r c u l a r s , e l e c t i o n s and p o l l s , p l a n n i n g and deve lopmen t , l e g a l and so on 153 c l a s s e s i n a l l were s p e c i f i e d , a n d ,

16

where a p p r o p r i a t e , t h e r e q u i r e m e n t was t i e d t o t h e r e l e v a n t s t a t u t o r y p r o v i s i o n i n each case The N o t i c e , u n d o u b t e d l y , had t h e appearance o f c o m p l e x i t y and comprehens i veness , b u t t h a t i t was reasoned was i n t h e n a t u r e o f t h e beast I n any c a s e , many o f t h e c l a s s e s l i s t e d wou ld o n l y be o f i n t e r e s t t o some l o c a l a u t h o r i t i e s , o r wou ld o c c u r v e r y r a r e l y And t h e r e were a number o f c l a s s e s l i s t e d , p a r t i c u l a r l y f i n a n c i a l r e c o r d s , and maps and p l a n s , where r e t e n t i o n was c o n d i t i o n a l on o t h e r c l a s s e s no t h a v i n g s u r v i v e d

The New Zealand Gazette i s no t w i d e l y r e a d , and though t h e N o t i c e was i n d i v i d u a l l y c i r c u l a t e d w i t h an e x p l a n a t o r y c i r c u l a r t o a l l l o c a l a u t h o r i t y c h i e f o f f i c e r s , a l l m i g h t have gone w e l l and t h e N o t i c e q u i e t l y - c o m e i n t o e f f e c t , bu t f o r t h e September 1978 i s s u e o f New Zealand Local Government, an a r t i c l e by Gary G l o v e r , A r c h i v i s t a t t h e C a n t e r b u r y P u b l i c L i b r a r y , e n t i t l e d ' Loca l Body A r c h i v e s - t h e new r e g u l a t i o n s " T h i s pu t t o l o c a l a u t h o r i t i e s t h e i r d u t y w i t h r e s p e c t t o l o c a l a r c h i v e s v e r y p l a i n l y , and t h i s i n c l u d e d t h e e x t e n s i v e employment o f a r c h i v e s s t a f f Too p l a i n l y , as i t t u r n e d o u t , as t h e Schedule was descended on w i t h g r e a t o u t r a g e by l o c a l body p o l i t i c i a n s who saw l o c a l a u t h o r i t i e s as b e i n g burdened w i t h y e t a n o t h e r example o f u n r e a l i s t i c e x p e c t a t i o n s by c e n t r a l government N a t i o n a l A r c h i v e s , t h r o u g h f a i l u r e t o t a k e accoun t o f t he p o t e n t i a l l y p o l i t i c a l d imens ions t o i t s N o t i c e , had u n w i t t i n g l y b l u n d e r e d i n t o t h e l o n g r u n n i n g and q u i t e b i t t e r fued between c e n t r a l and l o c a l government ove r l o c a l government f i n a n c i n g N a t i o n a l A r c h i v e s c o n s u l t a t i o n s had not i n c l u d e d l o c a l government a s s o c i a t i o n s and p o l i t i c i a n s , and t h e s e , m i s i n t e r p r e t i n g t h e N o t i c e w i t h ease , had a f i e l d day Led by Mr B r i a n E lwood , Mayor o f Pa lmers ton N o r t h and P r e s i d e n t o f t h e M u n i c i p a l A s s o c i a t i o n , t h e d i s p l e a s u r e o f l o c a l a u t h o r i t i e s was made known, w i t h t h e i r o p p o s i t i o n b e i n g r e p o r t e d i n newspapers i n C h r i s t c h u r c h , I n v e r c a r g i l l , Pa lmers ton N o r t h and W e l l i n g t o n , as w e l l as be ing a i r e d on t he r a d i o The N a t i o n a l government showed i t s e l f embar rassed , and had t h e N o t i c e e f f e c t i v e l y suspended w i t h a r e q u e s t t o the C h i e f A r c h i v i s t t h a t i t be r e v i s e d i n c o n s u l t a t i o n w i t h l o c a l government i n t e r e s t s N a t i o n a l A r c h i v e s p l a i n t i v e p leas o f ' n o t u n d e r s t o o d ' went c o m p l e t e l y unheeded

The c o n s u l t a t i o n s , by N a t i o n a l A r c h i v e s w i t h r e p r e s e n t a t i v e s o f l o c a l government a s s o c i a t i o n s and t h e Loca l Government D i v i s i o n t o o k p l a c e i n 1979 and e a r l y 1980 The r e s u l t was a much more g e n e r a l , l e s s d e t a i l e d , and a b b r e v i a t e d schedu le o f c l a s s e s wh ich appeared i n t h e New Zealand Gazette o f 5 June 1980 and revoked t h e N o t i c e o f 24 August 1978 The 153 s p e c i f i c c l a s s e s c o n t a i n e d i n t h e o l d N o t i c e were r e p l a c e d by 13 i n t h e new, where they occup ied about one t e n t h t he space o f t h e p r e v i o u s l i s t i n g The p r o t e s t s o f l o c a l government were a p p a r e n t l y v i n d i c a t e d

However, a q u i t e d i f f e r e n t c o n c l u s i o n i s p o s s i b l e i f one s t u d i e s t h e two schedu les t o g e t h e r c l o s e l y The schedu le i n t h e second N o t i c e was c o n s c i o u s l y r e s t r i c t e d t o what were t h o u g h t o f as t h e backbone o f p r ime r e c o r d s o f a l o c a l a u t h o r i t y t h e i r r e d u c i b l e minimum necessary f o r i t t o p r o v i d e ev idence o f i t s p o l i c i e s and f u n c t i o n s , wh ich l a r g e l y compr i sed r e c o r d s d e r i v e d f r o m s t a t u t e e g m i n u t e s , p l a n n i n g schemes, b y - l a w s , e l e c t o r a l r o l l s , e t c These were r e c o r d s wh ich no l o c a l a u t h o r i t y wou ld n o r m a l l y c o n s i d e r d e s t r o y i n g , eve r However as t h e l i s t o f c l a s s e s was f i n a l l y drawn up i t i s q u i t e c l e a r , under c l o s e s c r u t i n y , t h a t each o f t he 13 c l a s s e s cove red a c o n s i d e r a b l e range o f r e c o r d s , and t h a t t h e r e d u c t i o n i n t h e scope and q u a n t i t y o f ' l o c a l a r c h i v e s ' schedu led i s much more appa ren t than r e a l For i n s t a n c e p l a n n i n g schemes i n t he second schedu le equa tes d i r e c t l y t o 10 c l a s s e s (36 t o 45) i n t h e f i r s t S i m i l a r c o m p a r i s o n s , showing appa ren t r e d u c t i o n s o n l y , a re p o s s i b l e f o r a number o f o t h e r c l a s s e s f o r examp le , d e p a r t m e n t a l r e p o r t s , and v a l u a t i o n and r a t i n g r e c o r d s

As t h e c o n s u l t a t i o n s p r o g r e s s e d , t h e r e emerged genera l agreement t h a t t h e r e were many o t h e r c l a s s e s o f l o c a l a r c h i v e s , o t h e r than t h e so c a l l e d p r ime c l a s s e s wh ich m e r i t e d permanent p r e s e r v a t i o n But t o pu t them a l l i n t o t h e r e v i s e d N o t i c e wou ld g i v e i t l e n g t h app roach ing t h a t o f t h e o r i g i n a l one , and so d e f e a t t he whole o b j e c t o f t he e x e r c i s e I t was c o n s e q u e n t l y dec ided t h a t t hese o t h e r c l a s s e s shou ld be l i s t e d i n a supp lemen ta ry c i c u l a r t o be i s s u e d by t h e C h i e f A r c h i v i s t A c c o r d i n g l y a f u r t h e r 25 c l a s s e s were ag reed upon and l i s t e d f o r i n c l u s i o n i n t h i s c i r c u l a r , o f these 11 were recommended f o r r e t e n t i o n i n t h e i r e n t i r e t y A d d i t i o n a l no tes were appended on t h r e e p rob lem a reas gene ra l co r respondence b u i l d i n g p e r m i t r e c o r d s , and maps and p l a n s The i m p o r t a n t p o i n t t o r e a l i z e about t h e d e s i g n a t e d c l a s s e s i n t h e C h i e f A r c h i v i s t ' s C i r c u l a r , though da ted 15 May 1980, was i ssued when t h e r e v i s e d N o t i c e was g a z e t t e d , i s t h a t t h e y do n o t have fo rma l p r o t e c t i o n accorded t o c l a s s e s l i s t e d i n t h e N o t i c e i t s e l f

17

Three months ' n o t i c e t o t h e C h i e f A r c h i v i s t o f any i n t e n t i o n t o d e s t r o y t h e c l a s s e s l i s t e d i s no t l e g a l l y r e q u i r e d However, t h e C i r c u l a r does have c o n s i d e r a b l e moral f o r c e I t r e p r e s e n t s a n e g o t i a t e d agreement between t he t e r r i t o r i a l l o c a l a u t h o r i t i e s and N a t i o n a l A r c h i v e s I n e f f e c t t h e N o t i c e and t h e C i r c u l a r have t o be c o n s u l t e d t o g e t h e r On i t s own t he N o t i c e i s r ecogn i sed as i n s u f f i c i e n t

F u r t h e r and most i m p o r t a n t , t he C i r c u l a r s p e c i f i e s t h r e e gene ra l c r i t e r i a f o r t h e s e l e c t i o n o f l o c a l a r c h i v e s f o r permanent p r e s e r v a t i o n These a r e documents wh ich

Ά P o r t r a y t he c o n s t i t u t i o n o r g a n i s a t i o n , f u n c t i o n s , p o l i c i e s and f i n a n c i n g o f l o c a l a u t h o r i t i e s Such a r c h i v e s s h o u l d show t h e f o r m a t i o n o f p o l i c y , i t s a p p l i c a t i o n , p receden ts c r e a t e d , r esou rce a l l o c a t i o n , t he i n t r o d u c t i o n and o p e r a t i o n o f s e r v i c e s and t he r a i s i n g o f revenue

Β Demonst ra te t h e r o l e o f t he a u t h o r i t y i n i t s d e a l i n g s w i t h i n d i v i d u a l members o f t he community Such a r c h i v e s shou ld show r e g u l a t i o n s and r i g h t s imposed, r i g h t s and p r o t e c t i o n s g i v e n , and t h e e x e r c i s e o f i n s p e c t i o n and l i c e n s i n g f u n c t i o n s

C P rov ide i n f o r m a t i o n about t h e l i f e and g rowth o f t he community and o f t e c h n o l o g i c a l development Such a r c h i v e s shou ld p o r t r a y a s p e c t s o f t h e s o c i a l , economic and c u l t u r a l l i f e and development o f t he community '

These c r i t e r i a a re i m p o r t a n t i n two ways F i r s t , t h e y p r o v i d e l o c a l a u t h o r i t i e s w i t h a r a t i o n a l e f o r s e l e c t i o n f o r p r e s e r v a t i o n , and a r e a g u i d e f o r t hose a u t h o r i t i e s who w ish t o unde r take t he t ask themse lves They a re p a r t i c u l a r l y i m p o r t a n t i n t hose cases where o n l y a p a r t i a l s e l e c t i o n f rom p a r t i c u l a r c l a s s e s o f a r c h i v e s , r a t h e r t han f u l l r e t e n t i o n , i s j u s t i f i e d

Second ly t he c r i t e r i a make i t q u i t e c l e a r t h a t t he v a l u e o f l o c a l a r c h i v e s i s no t o n l y t o t he l o c a l a u t h o r i t y i t s e l f , bu t a l s o t o t h e community a l l a r g e No l o n g e r can a r c h i v e s be rega rded p u r e l y as t he p r i v a t e p r e s e r v e o f l o c a l a u t h o r i t i e s a d m i n i s t r a -t i o n s C r i t e r i o n A, i n emphas is ing t h e impor tance o f ev i dence f o r p o l i c i e s and f u n c -t i o n s r e f l e c t s t h e va lues which are o f most i n t e r e s t t o l o c a l body a d m i n i s t r a t o r s , and which l a r g e l y i n f o r m t h e c l a s s e s o f l o c a l a r c h i v e s s p e c i f i e d i n t h e cazettr N o t i c e However c r i t e r i a Β and C, p a r t i c u l a r l y C, wh ich s t r e s s e s t h e i m p o r t a n c e o f i n f o r m a t i o n about t h e l i f e and g rowth o f t h e communi ty , make i t p l a i n t h a t a p r i m a r y o b j e c t i v e o f l o c a l a r c h i v e s keep ing i s t o r e f l e c t t he i n t e r e s t s and se rve t he needs o f t he whole communi ty , not j u s t t h e o r g a n i s a t i o n wh ich c r e a t e d them In making t h i s t h r e e f o l d s p e c i f i c a t i o n o f t h e C i r c u l a r f o l l o w s c l o s e l y S e c t i o n 8 ( 1 ) o f t h e A r c h i v e s A c t 1957 which o u t l i n e s i n a s i n i l a r way t h e p r i n c i p l e s t o be observed i n s e l e c t i n g c e n t r a l government r e c o r d s f o r permanent p r e s e r v a t i o n i n t he N a t i o n a l A r c h i v e s

What t hen can one make o f t h e P r o t e c t i o n o f Loca l A r c h i v e s N o t i c e n o w F i r s t , t h a t i t a rose ou t o f an a n t i c i p a t e d c r i s i s wh ich never i n f a c t o c c u r r e d , and was a f t e r -wards implemented as a s top gap measure As such i t bears t h e marks o f has te and exped iency Desp i t e t hese sho r t comings however and i t s i n a u s p i c i o u s b e g i n n i n g s t h e s h o r t t e rm e f f e c t o f t h e N o t i c e has w i t h o u t doubt been s a l u t a r y Many l o c a l a r c h i v e s have been saved w h i c h , w i t h o u t t he N o t i c e , wou ld u n q u e s t i o n a b l y have o t h e r w i s e p e r i s h e d , and some ve ry c o n s c i e n t i o u s l o c a l a u t h o r i t i e s have been d i r e c t l y l e d t o examine t h e adequacy o f a r rangements f o r t h e i r own a r c h i v e s As a s top gap measure t he N o t i c e s i l l has a p l a c e , b u t i n t h e l a s t t h r e e o r f o u r y e a r s as a t o o l f o r l o c a l a u t h o r i t i e s i t s sho r t com ings have become appa ren t The u r g e n t need i s now f o r more p r e c i s e , d e t a i l e d a r d f u l l y worked gene ra l d i s p o s a l schedu les wh ich can be t a i l o r e d by l o c a l a u t h o r i t i e s t o t h e i r own i n d i v i d u a l r e q u i r e m e n t s In p a r t i c u l a r , t he p r o b l e m s , a l r e a d y i d e n t i f i e d , i n s e l e c t i n g g e n e r a l c o r r e s p o n d e n c e , e n g i n e e r i n g r e c o r d s , and p e r m i t r eco rds have s t i l l t o be r e s o l v e d , and t h e impact o f m i c r o f i l m and computer t e c h n o l o g i e s on t r a d i t i o n a l r e c o r d keep ing and what t hese m igh t mean f o r ' l o c a l a r c h i v e s ' a r e o n l y now j u s t b e g i n n i n g t o be g r a p p l e d w i t h

F i n a l l y the f o r c e s o f e d u c a t i o n are s l o w l y showing t h a t i n t he l ong run t h e y have the g r e a t e r impact The r e s u l t s o f t he work o f t h e N o r t h e r n A r c h i v e s T r u s t i n t he Auck land a rea o f N a t i o n a l A r c h i v e s , and o f t h i s A s s o c i a t i o n a r e most encou rag ing

18

The appointment of a records/manager/archivist by the Auckland City and of an archivist by the Dunedin City Council are two very large steps forward No longer is Palmerston North alone Or Auckland a black hole And the moral of the story for archivists' Professionalism alone is not always enough

S R Strachan Hocken Library

v o t t in sou rces This is not a definitive account It is largely based on my own recollections as a participant in these events when I was a Senior Archivist at National Archives Something of the story can be traced on National Archives files 2/2 Local Bodies - General, Parts 1 and 2, 1956-78 and 1978-80 respectively but they do not have the full flavour of its political dimension This may be available on the relevant files of the Local Gover-nment Division, which 1 have not been able to consult

ANZ BANK - NEW ZEALAND'S FIRST

In 1840 John Smith opened a branch of the Union Bank of Australia forerunner lo A N Z Bank at the N e w Zealand

C o m p a n y s seulement of Britannia

A N Z Bank Archives has an unbroken senes of historical material beginning with John Smith s signature book-

Access for research can be arranged by contacting

The Archivist

A N Z Banking G r o u p ( N e w Zealand) Limited

Ρ O Box 1492

W E L L I N G T O N

Telephone 738 622

AX % B A N K

19

B U S I N E S S AND LEGAL ARCHIVES THE HOCKEN L I B R A R Y ' S EXPERIENCE

I consider that it is particularly appropriate that a representative of the Hocken Library should be asked to speak at this session in view of the Library having been in-volved in the field of business and legal archives for over thirty years During this period, a considerable amount of expertise has been built up and in the time available, I propose to share with you my thoughts on various aspects stemming from this experience

To begin at the beginning Why keep these archives at all 7 In my opinion, there are indeed good and sound reasons to do so, whether they are kept Ίη-house' or placed in an institution Firstly business archives These can serve as a memory and ad-ministrative tool for the firms which created them and their successors ρ g in the area of recording details of the origins of major equipment purchase wnen renewal is under consideration building replacement superannuation schemes Then again there is their historical value at the time of a jubilee or a move to new premises when they can be used as the basis for newspaper articles tracing the firm's beginnings The breweries and others have shown in recent years how their archives can be mined as an advertising resource They are also the basis of published centennial and other histories, e g those produced by banks employing archivists Gordon Par.y's Ν Μ Ά the story of the first 100 years Gavin McLean's Spinning Yarns a centennial history

ot Alliance Textiles and its predecessors 1881-1°81 and F J MacLean'S River of

Ixperîenec the story of a Vew Zealand accounting firm

Genealogists, theses students and local historian-; all can make use of them - more than they have to date I would venture to say Russell Stone s Makers of fortune -i colonial business eommumty and its fall is a classic analysis of the Auckland business community in the 1880s, based largely on business archives 1 Thirdly as Stuart Strachan has put it " if the place of business in New Zealand history is to be properly appieciated by future generations, then it must rest on substantial and fully documented histories 2 Linked to the latter is what can be described as pride in having oreserved their archives as part of the cultural heritage of this country 1 believe that firms have a moral, albeit not a legal responsibility to fulfil in this regard

The archives of legal firms have similar but also some different leasons for retention In addition to thnr value for writing of histories of firms and law Societies - Michael Cullen S Lawfully occupied the centennial lustoru of the Otago

o strict Law Society3 is an excellent example of the latter - they can be used by the firms themselves to answer client enquiries which often necessitate delving back many years Academic uses include studying how the practice of law as a profession has developed - its nature methods scope ethics and participation of practitioners in public life - and there are those by economic and local historians where archives of firms to which legal practices have acted as company secretaries are extant

The forthcoming New ¿palana Dictionary of Biography illustrates another potential use and perhaps eventually genealogists will have access to trace adoptions The examples I have mentioned are far from exhaustive, but they do poirt up the possi 1111 ties

Having considered the value of bus ness and legal archives the obvious question arises as to what categories of each should be preserved In my experience, two major difficulties present themselves Firstly, the records we are discussing are frequently voluminous Secondly, they are often of some complexity These problems require a good deal of experience in a rem ves work e g of sampling techniques, and knowledge of accounting and legal procedures

The Hocken Library has issued pamphlets on business and legal archives Business records their continuing value and preservation contains a Schedule for the disposal

of business records4 Tins lists those records which should be preserved permanently and those which may be destroyed1, including their retention periods While it is not possible here to mention all the records worthy of preservation, some of the more important ones are prospectuses memoranda and articles of association minutes (of all kinds) annual reports and accounts ledgers, journals and cashbooks, selected correspondence production and sales reports taxation returns registers of property plant and equipment photographs, architectural drawings and contract documents,

20

newspaper clippings and staff lists Sampling may be required in several fields especially that of correspondence

The other pamphlet I mentioned is entitled The records of it-gal firms their historical value5 Again, it sets out those series of records to be preserved but does not contain details of ones for destruction In the former category are partners' diaries, 1etterbooks, selected inwards letters, selected deeds, deed index books ^elected draft files ledgers, journals and cashbooks (trust and business accounts), etc The full schedu1e is reproduced as an appendix to my paper It will be noticed that 1 have again indicated that selection will be necessary in several categories

Some general comments concerning appraisal You will frequently find that you receive little or no guioance from the business or legal firm and that the task has to be completed in a very short space of time It is important that hasty appraisal decisions which later you may regret are not made and therefore in such instances we have found that it is better to take records away for more leisurely appraisal on our premises where working conditions are usually better and advice as to retention/ disposal can be sought

The^e ate two options for keeping business and legal archives - in house and deiosit in an institution such as those listed in Archives New 7eaiandc> Each has its advantages and disadvantages from a firm's point of view They are as follows -

1 IN-HOUSE

A Advantage s

1 Archives are on hand - m theory no access problems

2 No problems with loss of conndential ι ty vis-a-vis an institution

3 Few approaches from researchers unless publicised

4 The firm decides what is kept - local knowledge utilised

5 Archives available for firm s administrative use - better decisions'

^ Pride in having preserved them

.οι m any firms have established their own archives set up with designated staff except for the trading banks and sevtral insurance companies

B ûi^advantay^s

1 Space problems occur with resulting temptation to destroy his-tor C c l l y valuable tecords

I rost in monetaty terms - space is expensive, especially in city centres Shelving must be provided

3 Seivicing - staff otgamsation, etc are needed and have to be paid for

4 Security - becomes a worry when strongrooms are full and areas not of similar standard are used

5 Conservation - preventive and restoration will need to be allowed for if the archives are to be maintained in good order

2 JCPOSIT H MSTITUTION

A Advantages

1 Solves firm's space problems

2 Archivists undertake the appraisals

21

3 No charge usually made

4 Researchers catered for

5 Archives still available for the firm's use - list of holdings provided Ownership usually remains with the firm as depositor

6 Good for public relations

7 Conservation requirements met

8 Security guaranteed7

Β D i s a d v a n t a g e s

1 Archives not immediately on hand, which leads to underuse

2 Confidentiality vis-a-vis clients needs to be ensured i e is the institution trustworthy7

3 Deposit conditions have to be considered and agreed upon

4 Researchers wanting to use the archives require access permission from the firm

5 The firm is morally bound not to destroy records without refeience to the institution - loss of control over records

6 Shrugging off of responsibilities7

c o v r ; i,sio\

In my opinion the larger business and legal firms in this country can and should establish their own archives sections including qualified archivists to manage them The returns will justify such steps administratively and from the point of view of out-side use Firms in countries such as Australia and the United Kingdom have done so and advettise the fact The banks do so in New Zealand Others should follow their example

For firms simply without the resources to hold on to their archives I urge them to contact an appropriate institution e g a library, to see whether they would take then They should tot destroy records without reference to anyone ARANZ has a business Archives Committee which can be contacted for advice 1 believe firms have a social responsibility to the community to preserve archives as part of New Zealand s historical heritage

Peter Miller Hocken Libraty

REFCr NCES

1 A G Parry Ν M A the story of the f r s t 100 years Τ L iational Mortgage and

Agency Company of New Zealand Ltd 1S64-1964 Dunedin ' M A , 1964 G J

McLean Spinning ynrns a ccntenm i- nistory of Alliance Fextiles Ltd and its

predecessors 1881-1981 Dunedin Alliance Textiles 1981 F J MacLean R i v e r of experience the story of a í'ci» Zealand accounting firm Wellington Wilkin-

son WllberfOSS 1980 R C J Stone M a k e r s of fortune a colonial business

community and its fall Auckland University Press, 1973

2 Hocken Library 3usiness records their continuing value and preservatio ι Dunedin

Hocken Library, 1973, ρ Γ Π

3 M J Cul 1 en Lawfully occupied the centennial history of the Otago District Law

Society Dunedin the Society, 1979

4 Hocken Library, loc cit

22

Hocken Library The records of legal firms their historical value Rev ed Dunedin

Hocken Library, 1980

F H Rogers (conip ) Archives V e w Zealand a directory of archives and manuscript

r pisitories m Vi w Zealand the Cook Islands Fiji Niue Tokelau Tonga and

/ e s t e n Samoa Auckland Archives Press 1984

R e c o r d s f o r permanent preservation

raitners diaries

Pa^n^rsnip accounts

Outwaid letters - letterbooks

^elected inwards letters

ι α fed det_ds

Ο ι rdtx boofs

Ι ι > ii α aft nies

0 r a ι-1 lie ι ndex books

.^lecued e^ta'e files

tácate file index books

^elected estate papers

Partnership agreements

Articles of clerkship

Correspondence between partners

Selected briefs

Extract from Hocken Library τ hi. records of Dunedin Hocken Library, 1980 p3

Statement books

Costs books

Costs journals

Trust account ledgers

Trust account journals

Trust account cashbooks

General ledgers - Business Account

General journals - Business Account

General cashbooks - Business Account

Rent books

Records of 1iauidated companies, minutes ledaers correspondence, agreements, etc

Photographs

Maps and plans

'.égal Liíms then historical valut

23

BUSINESS AND LEGAL RECORDS AT THE ALEXANDER TURNBULL LIBRARY

The Alexander Turnbull Library has been acquiring business and legal records for two decades now In the short time I have available this afternoon I want to look at the development of the Library's acquisition policy m both areas to indicate the results that have been achieved and to look at the research use that has been made of the collections

In the late 1960s and early 1970s the library was active in soliciting records that were known to be at risk Concern was already evident at the Wanton destruction of business records in particular Mr Bagnall then the Chief Librarian, expressed his concern clearly in one such letter of solicitation in May 1970

To understand properly the functions and processes of business in this country it is necessary to study the evolution of local industries and firms and to analyse the changes that have taken place Furthermore, commerce in New Zealand has been significantly linked with social and political changes and the extent to which this relationship may be demonstrated will be reflected in the actual records saved during the historical process Unfortunately at the present rate of destruction of industrial records any future economist's^ historian's task in this field could become impossible

By 1973, the Library was receiving direct notification of compames that had gone into receivership and which were therefore potential sources of records from the Wellington District Registrar of Companies and these notifications continued until recently It has however not been the lucrative source one might think, mainly due to the rather lowly nature of the majority of liquidated companies, from lawn mower sharpeners to dairies The crashes of large companies in any event, are readily heard through the news media I am only aware of a handful of small collections secured in this way The vaste majority of those reported fell outside the range of the Library s acquisition policy By the beginning of 1974 the pace was starting to quicken with several large groups of records having been deposited, New Zealand Shipping Company Ltd (MS Papers 1148) Dalgety Ν Ζ Ltd (Acc 76-291 & 77-136), New Zealand Loan and Mercantile Agency Company Ltd (Acc 76-291) Consolidated Goldfields Ltd (Acc 76-83) and New Zealand Express Company Ltd (Acc 76-23, 76-42 & 80-183)

There were ample indications that business archives were likely to become one of the fastest qrowing sectors of acquisitions but there was also concern

The bulk of most business archive collections places considerable pressures on manuscripts staff for sorting, arranging, and the preparation of inventories, and creates accommodation difficulties but the Library has a clear responsibility as the holder of the national collection of the literature relating to New Zealand to seek out and preserve business archives

A report prepared by the New Zealand Institute of Economic Research in 1974 entitled Business Archives m New Zealand stressed that growth in the study of business history experienced in the United Kingdom and Australia had followed the establishment of Business Archive Councils or similar bodies seeking and preserving records It postulated that it was more than likely that the slow growth in New Zealand business history [at that time] was the result of the lack of a similar organisation here

The report advocated the setting up and staffing of such a body with a central processing agency that would collect, process and return collections to their regions A proposal was put together for the establishment of a centre at the Turnbull Library It did not eventuate but certainly provided added impetus to the acquisiton of business records, leading to rapid growth in the collections which peaked in the late 1970s Business archives were identified as an area with considerable potential as a future growth point for research studies and the Library determined to acquire the collections

24

t o f u l f i l t h i s need However t h e p r e d i c t e d g rowth i n bus iness s t u d i e s d i d no t o c c u r , perhaps s t u n t e d by t h e l a c k o f a Bus iness A r c h i v e s Counc i l A t t h e same t i m e s t r i c t government c o n t r o l o f s t a f f i n g l e v e l s meant t h a t t h e i n c r e a s e d s t a f f necessary t o a r r a n g e and d e s c r i b e t hese new c o l l e c t i o n s c o u l d no t be ga ined We a re now t o some e x t e n t , pay ing t he p r i c e o f t h i s g rowth i n a c q u i s i t i o n s , w i t h some l a r g e c o l l e c t i o n s o f bus iness r e c o r d s t h a t remain unprocessed These have p r e l i m i n a r y l i s t s bu t a re l a r g e l y un reques ted by r e s e a r c h e r s Not s u r p r i s i n g l y , ou r a c q u i s i t i o n o f new c o l l e c -t i o n s has been s c a l e d down i n f a v o u r o f more p o p u l a r a reas such as women's a r c h i v e s , war a r c h i v e s and chu rch a r c h i v e s Our c u r r e n t a c q u i s i t i o n o f bus i ness r e c o r d s i s much more p a s s i v e and i s most o f t e n t h e r e s u l t o f c e n t r a l W e l l i n g t o n ' s r e d e v e l o p m e n t , o l d b u i l d i n g s be ing r e p l a c e d w i t h new, and f i r m s a f f e c t e d u r g e n t l y wan t i ng t o d i v e s t themse lves o f t h e i r r e c o r d s

N e / e r - t h e - l e s s t h e L i b r a r y ho lds some v e r y r i c h c o l l e c t i o n s wh ich f o rm a s o l i d co re o f bus i ness a r c h i v e s f o r f u t u r e r e s e a r c h Some o f t h e more i m p o r t a n t ones are

Bethune and Hun te r L t d (MS Papers 2218) J J Bethune and Company L t d (Acc 8 4 - 1 1 3 ) C o n s o l i d a t e d G o l d f i e l d s L t d (Acc 76 -83 ) D a l g e t y Ν Ζ L t d (Acc 76-291 & 77 -136) E l l i s and Burnand L t d (Acc 8 3 - 2 6 6 ) E q u i t a b l e B u i l d i n g and Inves tmen t Company L td (Acc Gear Meat Company L t d (Acc 78-47 & 8 1 - 2 9 5 ) Goodman Group (Acc 81 -149) Johns ton and Company L t d (Acc 8 4 - 1 4 ) Kaur i T imber Company L t d (MS Papers 1289) L e v i n and Company L td (MS Papers 1347) New Zea land Express Company L t d (Acc 76-23 76-42 New Zea land Loan and M e r c a n t i l e Agency Company L t d New Zea land S h i p p i n g Company L t d (MS Papers 1148) New Zea land T r u t h (MS Papers 1188) A S Pa te rson and Company L t d (MS sequence) A H and A W Reed L t d (Acc 76-153 & 81 -178 ) W e l l i n g t o n S e t t l e m e n t T r a d i n g Company L t d (Acc 85 Wainuiomata Development L t d (Acc 79 -130)

Some a s s o c i a t e d c o l l e c t i o n s a re

New Zea land I n s t i t u t e o f Management (MS Papers 1576) New Zea land I n s t i t u t e o f P u b l i c A d m i n i s t r a t i o n (MS Papers 1336) W e l l i n g t o n Chamber o f Commerce (MS Papers 1174)

A t t h e same t i m e as i t was a c q u i r i n g bus iness r e c o r d s t h e L i b r a r y took i n s e v e r a l i a - g e c o l l e c t i o n s o f l e g a l r e c o r d s Our p o l i c y here was never as s t r o n g l y d e f i n e d as i l A i a s f o r bus iness reco rds bu t we endeavoured t o ' a c q u i r e and m a i n t a i n a t l e a s t

1 ο t e n t a t i v e c o l l e c t i o n s o f t he main W e l l i n g t o n 'law f i r m s

Brandon Ward McAndrew and Company (now Brandons MS Papers 1237 Acc 82 -53 & 8 3 - 7 5 ) B e l l , G u l l y and Company (now p a r t o f B e l l G u l l y Buddie W e i r , MS sequence) H n d l a y , Hoggard , Richmond and Company (now p a r t o f Buddie F i n l a y Acc 76-188)

Jacobs F l o r e n t i n e and Maloney (Acc 76-34)

A l so t he papers o f S i r David S t a n l e y Smi th (Judge o f t he Supreme C o u r t , 1928-1948, MS Papers 3776) P a t r i c k Joseph O'Regan (Lawyer and A r b i t r a t i o n Cou r t Judge, Acc 76-165 & 78-23)

Severa l examples perhaps t y p i f y t h e uses t o wh ich our bus iness and l e g a l a r c h i v e s a r e b e i n g pu t A l e c t u r e r i n t he Geography Department a t t h e V i c t o r i a U n i v e r s i t y o f /Je l l i n g t o n has been u s i n g t h e r e c o r d s o f Bethune and H u n t e r , L e v i n and Company and

83 -65 )

& 80 -183) (Acc 76-291)

-1 )

25

B randon , Ward, McAndrew and Company t o i n v e s t i g a t e t h e W e l l i n g t o n P r o v i n c i a l p o l i t i c a l economy p r i o r t o 1876 V a r i o u s economic i n d i c a t o r s have been e x t r a c t e d f r om t h e r e c o r d s and coded f o r c o m p u t e r i s a t i o n and w i l l be m a r r i e d t o t h e P r o v i n c i a l p o l i t i c a l f ramework A t h e s i s s t u d e n t f r om t h e H i s t o r y Department a t t h e V i c t o r i a U n i v e r s i t y o f W e l l i n g t o n i s u s i n g t h e v a l u a t i o n and s a l e s c o n t r a c t r e c o r d s o f t h e r e a l e s t a t e f i r m , J H Bethune and Company, i n her s tudy o f t h e i n i t i a l s u b d i v i s i o n and subsequent development o f one W e l l i n g t o n suburb Ano the r H i s t o r y Department s t u d e n t has used p a r t s o f s e v e r a l bus iness c o l l e c t i o n s i n her s tudy o f mortgage i nves tmen t as an economic i n d i c a t o r i n t imes o f d e p r e s s i o n C o n s i d e r a b l e i n t e r e s t was gene ra ted by t h e c l o s u r e o f t h e Gear Meat Company a t Pe tone , near W e l l i n g t o n Local l i b r a r i e s and museums have been f o l l o w i n g up r e q u e s t f o r i n f o r m a t i o n about t h e Company and t h e r e have been numerous users o f t h e r e c o r d s Two r e s e a r c h e r s have made use o f t h e l e t t e r b o o k s o f B e l l , G u l l y and Company, one r e s e a r c h i n g t h e s u b - d i v i s i o n o f t h e C h e v i o t E s t a t e i n Nor th C a n t e r b u r y i n which t h e f i r m was i n v o l v e d and t he o t h e r r e s e a r c h i n g a b i og raphy o f S i r Wa l t e r B u l l e r who was a member o f a p redecessor f i r m o f B e l l , G u l l y and Company

REFERENCES

1 A G Bagna l l t o S R Eye ing ton (a fo rmer manager o f Pukemiro C o l l i e r y ) , 12 May 1970 on T u r n b u l l L i b r a r y f i l e TL 2 / 9 / 7 , Bus iness a r c h i v e s

2 T u r n b u l l L i b r a r y Annual R e p o r t , 1973-1974 on f i l e TL 2 / 9 / 7

3 E l l l S J A B u s i n e s s Archives in New Zealand ( d r a f t d i s c u s s i o n pape r ) W e l l i n g t o n , Ν Ζ I Ε R , 1974, page 11 T h i s paper was l a t e r p u b l i s h e d under t h e same t i t l e , W e l l i n g t o n , Ν Ζ I Ε R , 1975

David C R e t t e r A lexande r T u r n b u l l L i b r a r y W e l l i n g t o n

Artifacts are also our business

At our archives we have many i \ treasured, valued and historical items These items include Colonial Bank of New Zealand and Asset Realisation Board records architectural drawings, photographs, Bank of New Zealand and world bank notes and coins Archives can be

viewed by appointment with the Archivist

Appointments can be made by phoning, Wellington 746-999, e x t 6630 o r 663 ,orwritingtO Archivist, Bank of New Zealand, Ρ O Box 2392, Wellington

IS Bank of New Zealand aUK Established in 1861

26

JAMES COOK'S CHARTS & DRAUGHTSMEN

I r e f e r t o ray a r t i c l e e n t i t l e d ' O f maps & m e n 1 " i n Archifacts 1985/3 (September 1 9 8 5 ) , pp 5-8 I s e n t a copy o f t h e a r t i c l e t o L i e u t e n a n t Commander Andrew C F D a v i d , R Ν (now r e t i r e d ) who was a h y d r o g r a p h e r w o r k i n g f o r t h e Hydrog rapher o f t h e Royal Navy, M i m s t e r y o f D e f e n c e , T a u n t o n , Somerse t , U Κ Andrew Dav id i s an a u t h o r i t y on e i g h t e e n t h and n i n e t e e n t h c e n t u r y B r i t i s h h y d r o g r a p h e r s and t h e i r work and has g i v e n and had p u b l i s h e d a number ! o f papers on t he t o p i c He i s c u r r e n t l y e d i t i n g f o r t h e H a k l u y t S o c i e t y a comp le te c o l l e c t i o n o f a l l known m a n u s c r i p t c h a r t s and c o a s t a l p r o -f i l e s r e s u l t i n g f r om James Cook 's t h r e e w o r l d voyages He i s t h u s w e l l q u a l i f i e d t o comment on t h e Sabin c h a r t s r e f e r r e d t o i n my a r t i c l e

Reproduced below i s t he r e l e v a n t pa ragraph (wh ich comments on t h e Sab in c h a r t s ) f r om Andrew D a v i d ' s l e t t e r t o me da ted 17 December 1985 - o r i g i n a l on TL 3 / 1 / 6 ( A l e x a n d e r T u r n b u l l L i b r a r y , W e l l i n g t o n ) T h i s paragraph i s rep roduced w i t h t h e w r i t e r ' s p e r m i s s i o n

'The q u e s t i o n as t o whe ther Cook was t he draughtsman f o r t h e Sab in c h a r t s i s an i n t e r e s t i n g one I f e e l conv inced t h a t he d i d n o t , and p r o b a b l y drew few o f t he s u r v i v i n g c h a r t s f r om t h i s [ 1 s t ] voyage e i t h e r ^ There wou ld appear t o be two i d e n t i f i a b l e draughtsmen on t h i s voyage, 1 "namely P i c k e r s g i l l and Mo lyneaux , who presumably drew t h e i r own su rveys There a re so many o t h e r s u r v i v i n g s u r v e y s , wh ich a re a lmos t c e r t a i n l y t he work o f Cook t h a t I do n o t c o n s i d e r i t p o s s i b l e t h a t Cook c o u l d have spared t he t i m e t o draw them a l l What I wou ld t e rm the f a i r c h a r t s , and I wou ld i n c l u d e t h e Sabin c h a r t s i n t h i s c a t e g o r y , appear t o be i n t h e same s t y l e Cook acknowledges t he h e l p g i v e n by Isaac Smi th f o r a s s i s t i n g h im and f o r t h a t reason a l o n e I wou ld a l -most be p r e p a r e d t o a t t r i b u t e h im as t h e draughtsman However t h e r e i s a much more p o s i t i v e l e a d Wh i l e t h e r e a re n o , c h a r t s i n I saac S m i t h ' s l o g f o r t he f i r s t voyage t h e r e a r e numerous c h a r t s i n h i s l o g f o r t h e second voyage , w h i c h a r e i d e n t i c a l i n s t y l e t o b o t h t he Endeavour c h a r t s and those i n t h e o f f i c i a l (log f o r t h e second voyage A l l v e r y easy when you have c o p i e s o f a l l t h e c h a r t s t o h a n d 1 However I agree t h a t a t t r i b u t i o n i s o f t e n d i f f i c u l t f o r t he reasons you g i v e In a d d i t i o n t h e r e i s a lways t h e p o s s i b i l i t y t h a t two draughtsmen m i g h t have been employed For i n s t a n c e a d i f f e r e n t draughtsman m i g h t have p repa red t he t i t l e Having a c t u a l l y drawn

f a i r ' c h a r t s I know t h a t i t i s sometimes c o n v e n i e n t t o do t h i s I am g l a d t o o t o have c o n f i r m a t i o n t h a t t h e Sabin c h a r t s a r e now i n t he D ixson L i b r a r y , where I saw them 18 months ago "

P h i l Ba r ton Wei 11ngton

SECOND SURVEY OF NEWSPAPERS IN NEW ZEALAND LIBRARIES

Dur i ng 1986 t h e N a t i o n a l L i b r a r y o f New Zea land i s t o c a r r y o u t a second su rvey o f news-papers h e l d i n New Zea land l i b r a r i e s , museums, newspaper o f f i c e s and l o c a l body o f f i c e s As p a r t o f t he N a t i o n a l L i b r a r y ' s p o l i c y o f i m p r o v i n g access t o i n f o r m a t i o n r e s o u r c e s , t h i s su rvey w i l l update t h e ¿ i n f o r m a t i o n g a t h e r e d about New Zea land newspapers d u r i n g t he f i r s t su rvey i n 1983, and w i l l a l s o l i s t h o l d i n g s o f f o r e i g n newspapers and m i c r o -f i l m s A f t e r t h e su rvey i s c o m p l e t e d , t he p u b l i c a t i o n o f a new Union l i s t o f newspapers , comb in ing t h e f i n d i n g s o f b o t h s u r v e y s , i s p lanned T h i s w i l l be t h e f i r s t comp le te l i s t i n g s i n c e 1961 <

The 1983 su r vey l o c a t e d and examined t h e c o n d i t i o n o f New Zea land newspapers p u b -l i s h e d b e f o r e 1940 These newspapers a r e i n poor c o n d i t i o n l a r g e l y due t o i r r e v e r s i b l e chemica l d e t e r i o r a t i o n o f t h e ground wool p u l p paper t hey have been p r i n t e d on s i n c e about 1880 The f i n d i n g s o f the f i r s t su rvey formed t he b a s i s o f a l o n g - t e r m m i c r o -f i l m i n g programme f o r t h e N a t i o n a l L i b r a r y s M i c r o f i l m P r o d u c t i o n U n i t , wh i ch i s t h e o n l y m i c r o f i l m i n g o p e r a t i o n | i n New Zea land f i l m i n g newspapers t o a r c h i v a l s t anda rds As a r e s u l t o f t he f i r s t s u r v e y , many un ique newspapers and o t h e r i d e n t i f i e d as b e i n g a t r i s k have a l r e a d y been p r e s e r v e d on m i c r o f i l m The ongo ing m i c r o f i l m i n g programme

27

i s p lanned t o p r e s e r v e t hose i n t h e w o r s t c o n d i t i o n b e f o r e t hey d e t e r i o r a t e to a s t a t e where i t i s i m p o s s i b l e t o hand le them.

The second su r vey w i l l update t h e 1983 su rvey by g a t h e r i n g i n f o r m a t i o n abou t h o l d i n g s o f newspapers i n l i b r a r i e s , museums, newspaper o f f i c e s , and l o c a l body o f f i c e s , i n t h e f o l l o w i n g c a t e g o r i e s :

New Zealand newspapers , 1940-1985 Overseas newspapers , 1801-1985 M i c r o f i l m s o f New Zea land and overseas newspapers.

I t w i l l be comp le ted by March 1987.

Ross Harvey , who c a r r i e d o u t t h e 1983 survey and p repa red t h e r e s u l t i n g Union l i s t o f New Zea land newspapers b e f o r e 1940, i s a l s o t o unde r take t h e second s u r v e y . He i s now t h e Newspaper L i b r a r i a n a t t he A lexander T u r n b u l l L i b r a r y i n W e l l i n g t o n , a p o s i t i o n e s t a b l i s h e d as a r e s u l t o f t h e N a t i o n a l L i b r a r y ' s r e v i e w o f i t s newspaper p o l i c y i n 1984.

F u r t h e r i n f o r m a t i o n i s a v a i l a b l e f r o m :

Ross Harvey Newspaper L i b r a r i a n A lexande r T u r n b u l l L i b r a r y N a t i o n a l L i b r a r y o f New Zea land P.O. Box 12-349 WELLINGTON

Te lephone : ( 0 4 ) 8 4 5 - 1 6 9 .

A DONATION OF HMV HISTORICAL RECORDS, 1929

"iLoifc !¿u¿* l.tt liCouptfcl.le iij yea, ο:· to l,e

28

WELLINGTON, N E W Z E A L A N D ,

86 th July 191Í9

I.A. 13/613

' • W i A O l " -TOT-

Λ β Unâur-Jecretory, Internal .UTulrs Dopartoent,

/ λ

6/i

1 have to advise that the following 16

pramophoRQ records have been reoeived by the Dominion Muaetua:-

64194 "liei-ahant of Venice"

:?i3.284 Ills Kujoaty ¡3nj üc-orge Hor Majesty Queen l!ary. (3)

09308 Sas .Jholl Bombardment

D.flao labour Tarif f

3.388 The i:evy "ίιβ flovy

D.376 Adrift on an loe r'loe in art ]o Occ liuntinr Calls

D.380 -jTii:ocjh Jpeeoh

!).'M1 Vhc iu'itlub. Suplro (3)

HD.BB7 oportuunship (3)

D.S64 Address all .ioa'.ilnfton.

By Γ'.ΙΙκη ï o r r y .

'i'aken during the i.'ar.

Late ".ioodrow i/ilson

lion. Arthur lioe Cupt. Pretyinan

an ar . . / i l f red Grenfell The Viscount Galway.

Hon Vinuton Churchill t[on ; J.ii. Clynes

Hon. V/.r. Massey

rl.H.H.'i'hü Prince-of ./ules

•<urren (J. liurdin?.

ï'he l/lider-Muüi'ett.i-ií.

1 ht.ve hbo the bhovo prttmoj'hone records piuceô in the ljomlnlon iiu&eum in jrui'urenoe to the iMeyur.der 'i'urnbull L i b r t r y .

v.i L I ; / o u j ' l e i - t - e t j j . r o v e ?

Source: IA 13/613: Registered files of the Department of Internal Affairs (IA 1), National Archives, Wellington.

29

A N A L E C T A

GOVERNMENT GRANT MONEY

The M i n i s t e r o f I n t e r n a l A f f a i r s , Mr T a p s e l l , has announced a g r a n t o f $103,000 t o t he New Zea land F i l m A r c h i v e Gran ts o f $53,000 have a l s o been made t o t h e Oral H i s t o r y A r c h i v e , and $84,000 goes t o t h e I n t e r i m Committee f o r t h e Conser-v a t i o n o f C u l t u r a l P r o p e r t y

Evening Post 7 A u g u s t , 1986

LESBIAN AND GAY RIGHTS RESOURCE CENTRE BURNT

The LGRRC o f f i c e i n B o u l c o t t S t r e e t , W e l l i n g t o n , was damaged i n a f i r e on 11 September, wh ich i s t h o u g h t t o have been d e l i b e r a t e l y l i t F u r n i t u r e and equipment appeared t o have been th rown around t h e o f f i c e , and f i r e s l i t i n s e v e r a l p l a c e s

In an a r t i c l e i n Archifacts 1 9 8 4 / 4 , t h e Cen t re was d e s c r i b e d as w o r k i n g t o (among o t h e r o b j e c t i v e s ) c o v e r and p r e s e r v e t h e r e s o u r c e m a t e r i a l s wh ich document t h e a c t i v i t y o f l e s b i a n and gay h i s t o r y and s o c i e t y I t c o l l e c t s p r i n t e d m a t e r i a l i n c l u d i n g books , n e w s l e t t e r s and ephemera, and a r c h i v e s i n c l u d i n g r e c o r d s f r om i n d i v i d u a l s and groups

Evening Post 12 September, 1986

AUCKLAND BRANCH NEWS

The Branch Annual Meet ing was h e l d on 29 A p r i l 1986, and a new commi t tee d u l y e l e c t e d Verna Mossong r e t i r e d as Branch P r e s i d e n t , and was r e p l a c e d by Rachel L i l b u r n E l i z a b e t h O l i v e r and J e a n e t t e Mugger idge were e l e c t e d as T r e a s u r e r and S e c r e t a r y Commit tee members a re S i s t e r Ve ron i ca De laney , Jane t F o s t e r and Mark S t o d d a r t

MANAWATU MUSEUM RECORDS COMPUTERISED

The r e c o r d s o f t h e o b j e c t s wh ich make up t h e museum's c o l l e c t i o n s a r e as v a l u a b l e as t h e o b j e c t s themse lves The 40 ,000 p l u s o b j e c t s i n ou r c o l l e c t i o n s have g e n e r a t e d 40 ,000 p l u s c a r d s , each o f wh ich c o n t a i n s i n f o r m a t i o n about an o b j e c t and i t s donor and t h e c o l l e c t i o n f r o m wh ich i t comes

In o r d e r t o ensu re o r d e r i n s t e a d o f c h a o s , t h e Miseum has been w o r k i n g on a computer programme f o r i t s r e c o r d s The r e s e a r c h has t a k e n t h r e e y e a r s so f a r and has been u n d e r t a k e n by t h e C i t y C o r p o r a t i o n E l e c t -r o n i c Data P rocess ing Depar tment and t h e Museum combined

I n t h e 1985/86 E s t i m a t e s , t h e C i t y Counc i l g r a n t e d t he Museum $3 ,700 t o i n s t a l l t h e b a s i c hardware wh ich w i l l l i n k ' on l i n e ' t o t h e main f rame computer a t t h e C i t y C o r p o r a t i o n For t h e 1986/87 f i n a n c i a l y e a r , i t i s hoped t h a t t he rema inder o f t h e necessary equipment can be purchased and t h e programme w i l l be up and r u n n i n g

T h i s has been a v e r y e x c i t i n g and c h a l l e n -g i n g p r o j e c t wh ich t h e Museum sees as an example f o r o t h e r s The R e g i s t r a r , C indy L i l b u r n , has g a i n e d c o n s i d e r a b l e knowledge about t h i s t y p e o f r e c o r d s management

Manawatu Museum Newsletter

NEW ZEALAND ARCHIVIST IN NORTH AMERICA

Mark S t e v e n s , a Sen io r A r c h i v i s t a t N a t i o n a l A r c h i v e s i n W e l l i n g t o n , v i s i t e d a r c h i v a l i n s t i t u t i o n s i n t h e U S A and Canada d u r i n g l a t e August He c a l l e d a t t h e I l l i n o i s S t a t e A r c h i v e s i n S p r i n g f i e l d , NARA i n Washington DC and t he P u b l i c A r c h i v e s o f Canada i n Ottawa F o l l o w i n g t h e v i s i t programme, he a t t e n d e d t h e S o c i e t y o f Amer ican A r c h i v i s t s 50 th Annual Mee t ing i n Chicago

Dur ing t he t o u r , i n f o r m a t i o n was sought on r e c o r d s management o r g a n i s a t i o n and p r a c t i c e , l o c a l r e c o r d s programmes ( f o r l o c a l government a r c h i v e s ) , and i n - h o u s e computer a p p l i c a t i o n s f o r a r c h i v e s

MORE BABBAGE PAPERS

The Wanganui Reg iona l Museum has r e c e i v e d a d d i t i o n a l papers o f Cha r l es Babbage t he i n v e n t o r o f t he f i r s t mechanica l computer They have come f rom Mrs Jean Babbage and a re p a r t o f t h e Babbage m a t e r i a l h e l d by her wh ich was d e s c r i b e d by Gary Tee i n the Royal Society Bulletin no 21 ' I n Search o f New Z e a l a n d ' s S c i e n t i f i c H e r i t a g e 1

The m a t e r i a l f a l l s i n t o two c a t e g o r i e s There a r e 166 " s o c i a l l e t t e r s " , h a l f o f them b e i n g i n v i t a t i o n s t o d i n e w i t h t h e Duchess o f Somerset and t h e rema inde r f r o m a wide range o f peop le i n c l u d i n g L o r d Rope, Macready t h e a c t o r , S i r Rober t I n g l e s , J D r i n k w a t e r Thos P a y n t e r , John C u r r and many o t h e r s These d a t e between 1829 and 1868

The second group can o n l y be c l a s s e d as ' M i s c e l l a n e o u s ' There a r e some f a m i l y documents and r e f e r e n c e s g o i n g back t o t h e seven teen th c e n t u r y , l e t t e r s w r i t t e n t o

30

Babbage f r om S c i e n t i f i c S o c i e t i e s , and l e t t e r s w r i t t e n f r o m A d e l a i d e by Hersche l Babbage t o h i s f a t h e r There a r e 31 s e p a r a t e i t ems and t h e y a r e m o s t l y w e l l -p r e s e r v e d An address p r e p a r e d f o r t h e Wanganui Savage C lub i n 1895 on C h a r l e s Babbage has s u f f e r e d severe s i l v e r f i s h damage t o some pages A few l e t t e r s a r e i n French and a t l e a s t one i n I t a l i a n The C h a r l e s Babbage i tems da te between 1822 and 1881

Archifacts η s 2 0 , (December 1981) c a r r i e d an a r t i c l e on t h e Babbage Papers wh ich had come i n t o t h e Museum i n 1924

OFFICIAL INFORMATION ACT

The 1985 annual r e p o r t o f t h e Ombudsman r e p o r t e d t h a t some depar tmen ts and t h e i r M i n i s t e r s a r e impeding access by t h e p u b l i c t o o f f i c i a l i n f o r m a t i o n , and t h a t h i s e f f o r t s t o r e v i e w d e c i s i o n s no t t o supp l y i n f o r m a t i o n have been undermined by a l a c k o f c o - o p e r a t i o n The T r e a s u r y , I n l a n d Revenue Department and Development F inance C o r p o r a t i o n were s i n g l e d o u t as p e r s i s t e n t o f f e n d e r s Mr C a s t l e was p a r t i c u l a r l y concerned a t e x c e s s i v e d e l a y i n respond ing t o r e q u e s t s f o r i n f o r m a t i o n i n some cases e x t e n d i n g f o r more t h a n a y e a r

A number o f newspapers e d i t o r a l i s e d on t h i s news s t o r y , i n c l u d i n g t h e Evening Post

( 3 1 J u l y ) and C h r i s t c h u r c h Press (4 Augus t ) Leader w r i t e r s were i n d i g n a n t t h a t g o v e r n -ment agenc ies and M i n i s t e r s were ready t o breach t h e s p i r i t o f t h e Ac t The Post

sugges ted t h e a t t i t u d e tended t o make a mockery o f t h e Ac t and t he Government 's p romises r e g a r d i n g o f f i c i a l i n f o r m a t i o n and open Government

NEW ZEALAND DOCUMENT 'MORE IMPORTANT THAN MAGNA CARTA'

So s t a t e d V i r g i n i a F u e n t e s , manager o f a US Government e x h i b i t i o n o r g a n i s e d as p a r t o f t h e c e l e b r a t i o n s f o r t h e c e n t e n a r y o f t h e S t a t u e o f L i b e r t y i n New York The e x h i b i t i o n b r o u g h t t o g e t h e r a r c h i v e s t r a c i n g t h e h i s t o r y o f f reedom and l i b e r t y f r o m a l l ove r t he w o r l d For New Z e a l a n d , t h e N a t i o n a l A r c h i v e s l oaned t h e 1892 women's s u f f r a g e p e t i t i o n , as an i l l u s t -r a t i o n o f t h e e v o l u t i o n o f democracy

The 1892 p e t i t i o n i s more t han 150 met res l o n g , r o l l e d i n t o a mass ive b u n d l e , and was by f a r t h e l a r g e s t document on d i s p l a y I t c o n t a i n s o v e r e i g h t e e n thousand s i g n a t u r e s , and hel ped g e n e r a t e enough s u p p o r t f o r v o t e s f o r women, t o see t h i s measure adopted t he f o l l o w i n g y e a r

Ms Fuentes p o i n t e d o u t t h a t t h e p e t i t i o n d e a l s w i t h t h e p e o p l e , w h i l e Magna C a r t a , t hough i m p o r t a n t , was f o r t h e barons and a r i s t o c r a c y

New Zealand Times, 6 J u l y , 1986

UNITED STATES ARCHIVIST NOMINATED

P r e s i d e n t Reagan has nominated John A g r e s t o f o r A r c h i v i s t o f t h e U n i t e d S t a t e s , t o t h e Senate Government A f f a i r s Committee A g r e s t o i s a Ph D f rom C o r n e l l U n i v e r s i t y , w i t h a d m i n i s t r a t i v e e x p e r i e n c e i n g r a n t f u n d i n g , and an academic t e a c h i n g c a r e e r

AND OPPOSED

A number o f p r o f e s s i o n a l o r g a n i s a t i o n s have announced o p p o s t i o n t o t h e n o m i n a t i o n , i n c l u d i n g t h e SAA, Amer ican H i s t o r i c a l A s s o c i a t i o n , AASLH, and t h e F e d e r a t i o n o f Genea log i ca l S o c i e t i e s

The law t h a t gave t h e US N a t i o n a l A r c h i v e s i t s i ndependence , s p e c i f i e d t h a t t h e A r c h i v i s t o f t h e US shou ld have p r o f e s s i o n a l q u a l i f i c a t i o n s f o r t h e j o b , and be i n s u l a t e d f r o m t h e p o l i t i c a l o r i e n t a t i o n o f a p a r t i c u l a r a d m i n i s t r a t i o n The o r g a n i s a t i o n s oppos ing t h e n o m i n a t i o n d i s p u t e A g r e s t o ' s s u i t a b i l i t y on b o t h grounds

SAA Newsletter J u l y 1986

ARCHIVIST MURDERED

An a r c h i v i s t i n an Amer ican c o n s e r v a t o r y o f music was murdered t o s top her r e v e a l i n g t h a t a n e w l y - d i s c o v e r e d Beethoven Sonata was a f o r g e r y

T h a t , a t l e a s t , was t h e b a s i s o f a r e c e n t "Crazy l i k e a Fox" ep i sode on t e l e v i s i o n I t seems Amer ican t e l e v i s i o n has d i s c o v e r e d t h e p o t e n t i a l o f a r c h i v e s f o r h i g h drama W i l l T e l e v i s i o n New Zea land f o l l o w s u i t 7

- T e l e v i s i o n Two, 25 J u l y 1986

MICHAELANGELO'S GROCERY LIST FOUND

I n 1530, when F l o r e n c e was under s e i g e by t r o o p s o f t h e Ho ly Roman E m p i r e , M i c h a e l a n g e l o was one o f t h o s e t r a p p e d i n t h e , c i t y As f o o d s u p p l i e s d w i n d l e d , he n o t e d on a s c r a p o f paper t h a t he had e igh ' t b a r r l e s o f w i n e , two o f beans , and some v i n e g a r T h i s l i s t has been d i s -c o v e r e d among m a n u s c r i p t s a t a l i b r a r y i n S t l o u i s , by an a r t h i s t o r y s t u d e n t I t c o u l d be w o r t h $100,000

Christchurch Press, 1 J u l y , 1986

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NATIONAL ARCHIVES AND ALEXANDER TURNBULL LIBRARY

STAFF NEWS

NATIONAL ARCHIVES

Mark stoddart has succeeded Mark steiens as Reg iona l A r c h i v i s t i n Auck land s i n c e A p r i l t h i s y e a r Rugh stoddart, f o r t h e t i m e b e i n g , has l e f t a r c h i v e s work t o become an i n s p e c t o r f o r t he Depar tment o f S o c i a l W e l f a r e i n Auck land D a v i d Colquhoun has l e f t Auck land f o r p r o m o t i o n as t h e Arrangement and D e s c r i p t i o n A r c h i v i s t i n W e l l i n g t o n C a t h y Marr has been promoted t o t h e new p o s i t i o n o f A p p r a i s a l A r c h i v i s t , and sherrah

Francis has succeeded Mark stoddart as Reference A r c h i v i s t Rachel saimond has r e s i g n e d t o t a k e up a l e c t u r e s h i p i n L i b r a r i a n s h i p a t t he W e l l i n g t o n Teachers T r a i n i n g C o l l e g e Kate Re±d A r c h i v e s A s s i s t a n t ( R e f e r e n c e ) l e f t i n June f o r overseas t r a v e l , and was succeeded by Penny Feltham who has s u b s e q u e n t l y been promoted t o one o f t h e a r c h i v i s t s vacanc ies

N a t i o n a l A r c h i v e s has r e c e i v e d an i n c r e a s e t o i t s e s t a b l i s h m e n t o f t h r e e s t a f f i n t he a p p r a i s a l a r e a , b u t these have n o t y e t been f i l l e d

Du r i ng t he p e r i o d A p r i l , May, and June Cathy Marr and Mark Stevens were seconded t o t he Review o f Records Management i n t h e P u b l i c S e r v i c e l e d by Patricia Acton (a c o n s u l t a n t f rom Canada) I n J u l y t he d i v i s i o n o f r e s p o n s i b i l i t i e s between t h e two s e n i o r a r c h i v i s t s was r e v i s e d w i t h Mark Stevens assuming r e s p o n s i b i l i t i e s f o r t h e r e g i o n a l o f f i c e s and p r o j e c t s , and Michael Hodder b e i n g r e s p o n s i b l e f o r p r o f e s s i o n a l a c t i v i t i e s i n t h e W e l l i n g t o n h e a d q u a r t e r s

The C o n s e r v a t i o n arm o f N a t i o n a l A r c h i v e s has been s t r e n g t h e n e d by t h e f i r s t - t i m e appo in tmen t o f a c o n s e r v a t o r Pam M a j o r , f o r m e r l y w i t h t he N a t i o n a l L i b r a r y and w i t h c o n s i d e r a b l e e x p e r i e n c e i n r e p o s i t o r i e s i n the U n i t e d S t a t e s Rosanna orange has been t r a n s f e r r e d f r om t he tempora ry s t a f f t o t h e p o s i t i o n o f C o n s e r v a t i o n T e c h n i c i a n

ALEXANDER TURNBULL LIBRARY

F o l l o w i n g Philip Ramer's p romo t i on t o F i r s t A s s i s t a n t i n t he Reference S e c t i o n , Bruce Ralston a wel1-known member o f t h e S o c i e t y o f G e n e a l o g i s t s and f o r m e r member o f t h e Reference s t a f f , took t he p o s i t i o n o f E d i t o r o f NRAM i n March t h i s yea r Libby Kitchingman, f o r m e r l y o f N a t i o n a l A r c h i v e s , j o i n e d t he M a n u s c r i p t s S e c t i o n a month l a t e r and more r e c e n t l y Nigel Murphy who has been a m o v e - r e l a t e d wage wo rke r w i t h T u r n b u l l f o r t he pas t y e a r , was a p p o i n t e d t o a new p o s i t i o n as an a s s i s t a n t i n the M a n u s c r i p t s S e c t i o n '

Ano the r new p o s i t i o n i s t h a t o f Newspaper L i b r a r i a n T h i s has been f i l l e d by R o s s Harvey

who c a r r i e d o u t t he 1983 survey o f newspapers i n New Zealand A number o f new p o s i t i o n s t o be c r e a t e d d u r i n g t he f o l l o w i n g y e a r i n c l u d e a systems l i b r a r i a n , and t h r e e s e n i o r p o s i t i o n s necessary t o t he p lanned r e s t r u c t u r i n g o f t he L i b r a r y ' s s e r v i c e s These a re Keeper o f t he C o l l e c t i o n s T e c h n i c a l S e r v i c e s L i b r a r i a n , and Reader S e r v i c e s L i b r a r i a n A l l t h r e e w i l l r e p o r t t o Penny Gnrfith, Deputy D i r e c t o r s i n c e Marjory Walton's d e p a r t u r e i n 1985

BOOST FOR ORAL HISTORY

The N a t i o n a l Ora l H i s t o r y A s s o c i a t i o n o f New Zealand (NOHANZ) was formed a t a mee t i ng i n October The e l e c t e d o f f i c e r s a r e C l a u d i a Orange ( C h a i r ) , Pe te r M o r r i s ( S e c r e t a r y ) , L o u i s e Buck ingham, Graham B u t t e r -w o r t h , Tony D r e a v e r , Wendy F u l l o o n , H i l d a M a c d o n n e l l , Hugo M a n s o n / J u d i t h F y f e , and Kay Sanderson

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B O O K R E V I E W S

J Κ Haas Η iV Samue's Β Τ Sirim i - ppraising the records of modern science and

technology a guide Massachuse t ts I n s t i t u t e o f T e c h n o l o g y , 1985 95p

As a p r a c t i s i n g s c i e n t i s t Appraising the records of modern science and technology a

guide i s o f i n t e r e s t f o r two reasons f i r s t l y , because i t p r o v i d e s an i n s i g h t as t o how a n o t h e r p r o f e s s i o n p e r c e i v e s s c i e n t i s t s ' a c t i v i t i e s , and s e c o n d l y , because i t sugges ts how a p r a c t i s i n g s c i e n t i s t m i g h t make h i s own r e c o r d - k e e p i n g p o t e n t i a l l y e a s i e r t o a p p r a i s e s h o u l d h i s p a r t i c u l a r a c t i v i t i e s q u a l i f y f o r a a r c h i v i s t ' s a t t e n t i o n a t some f u t u r e t i m e The f i r s t reason i s m o d i f i e d by t h e acknowledgement o f c o n s u l t a t i o n w i t h s c i e n t i s t s , t h e second i s perhaps u n f a i r because i t i s no t t h e c l i e n t g roup t h e a u t h o r s o f t h e Guide had i n mind

The work c o n c e n t r a t e s on two p r i n c i p a l f e a t u r e s o f s c i e n t i f i c r e s e a r c h t he n a t u r e and deve lopment o f s c i e n t i f i c o r t e c h n o l o g i c a l ideas and t h e management o f t h e s c i e n t i f i c e n t e r p r i s e The Guide i m p l i e s t h a t because t h e two f e a t u r e s a r e c l e a r l y i n t e r r e l a t e d - you c a n ' t do t h e work ( s c i e n c e ) w i t h o u t t h e r e s o u r c e s (management) -t h a t t h e r e c o r d s a r e i n t e r t w i n e d C e r t a i n l y i n New Z e a l a n d ' s r e s e a r c h i n s t i t u t i o n s , t h i s i s g e n e r a l l y n o t t r u e The r e c o r d s o f t h e management o f s c i e n c e - r e c o r d s o f a p p l i c a t i o n s and r e c e i p t o f g r a n t s , f i n a n c i a l s t a t e m e n t s e t c - a r e u s u a l l y m a i n t a i n e d by t h e i n s t i t u t i o n ' s c e n t r a l o f f i c e , t h e s c i e n t i s t ' s r e c o r d s o f t h i s aspec t o f t h e work a r e i n v a r i a b l y i n c o m p l e t e I n a d d i t i o n , t h e y a r e u n l i k e l y t o be f i l e d w i t h i n t h e f i l e s t h a t document t h e development o f t h e s c i e n t i f i c and i n t e l l e c t u a l i deas T h i s s e p a r a t i o n i s even more l i k e l y f o r " b i g s c i e n c e " where p r i n c i p a l i n v e s t i g a t o r s i n c r e a s i n g l y a re i n v o l v e d i n p o l i c y and p o l i t i c s and become removed bo th i n a c t i v e t h o u g h t , and o f t e n i n space , f rom t h e i r c o l l e a g u e s who a c t u a l l y u n d e r t a k e t h e resea rch To t h i s end t h e c l a i m on ρ 28 t h a t " I n t e l l e c t u a l l y , a d m i n i s t r a t o r s and r e s e a r c h f i l e s a r e a u n i t because t h e y a r e a l l g e n e r a t e d i n t h e course o f a g r a n t c o n t r a c t m igh t be d i s p u t e d

The a u t h o r s o f t h e Guide r i g h t l y no te t h a t " h y p o t h e s i s i n g may be t h e most i m p o r t a n t a c t i v i t y i n t h e s c i e n t i f i c and t e c h n o l o g i c a l p r o c e s s , bu t i t i s o f t e n n o t documented on a w r i t t e n r e c o r d ' , O r i g i n a l no tes and d raw ings o f a p p a r a t u s , s e v e r a l h i s t o r i c a l examples o f wh ich a r e shown i n t h e Guide a r e t h e g r a p h i c examples o f t h e deve lopment o f i deas and perhaps even o f t h e deve lopment o f t h e s c i e n t i f i c mind o f t h e i r c r e a t o r , and i t i s p r o p e r t h a t such documents be r e t a i n e d Look ing abou t my own o f f i c e i s perhaps u n f a i r , b u t I s u s p e c t i t m i g h t n o t be a t y p i c a l o f a p r a c t i s i n g s c i e n t i s t , a t l e a s t i n academia Ra the r t h a n t h e l o g i c a l l a b o r a t o r y notebook w i t h e n t r i e s o f r e s u l t s i n c h r o n o l o g i c a l o r d e r , my da ta c o n s i s t s o f computer p r i n t o u t s , a n n o t a t e d p h o t o c o p i e s o f e x t r a c t s f r o m j o u r n a l a r t i c l e s , a t t e m p t e d g raphs and ske tches s t o r e d i n p l a c e s and f i l e s where I am sure o f t he ' c o n n e c t i o n s ' bu t I wou ld doubt any a r c h i v i s t wou ld The d i s p a r a t e n a t u r e o f modern da ta a c q u i s i t i o n does no t make sc i ence i t s e l f any l e s s ' n e a t o r d e r l y and p r e d i c t a b l e " t han i t eve r was, bu t i t c e r t a i n l y makes i t s r e c o r d s l e s s so For t h i s reason t he documen ta t i on o f t h e d r a f t p a p e r - p e e r r e v i e w - p u b l i c a t i o n p rocess may be o f g r e a t e r v a l u e than t h e a u t h o r s o f t h e Guide advoca te For one t h i n g , i t f o l l o w s a c h r o n o l o g i c a l sequence t h e memoranda t o and f rom i n - h o u r peer r e v i e w system f o r a paper p r i o r t o fo rma l submiss ion a r e u s u a l l y d a t e d , a s , o f course a r e t h e more f o rma l p rocesses t h e j o u r n a l p resses u n d e r t a k e I f t h e d r a f t s and r e f e r e e ' s r e p o r t s a r e r e t a i n e d i n t he f i l e s subsequent i n v e s t i g a t o r s may a s c e r t a i n how t h e s c i e n t i s t ' s t h o u g h t s e v o l v e d , o r a t t h e v e r y l e a s t how those t h o u g h t s were m o d i f i e d by t h e peer r e v i e w system Jou rna l e d i t o r s p r o p e r l y r e s p e c t t h e c o n f i d e n t i a l i t y o f t h e i r r e v i e w i n g sys tem Indeed I am aware o f one p u b l i s h i n g house t h a t t r e a t s i t s r e f e r e e m g c o r r e s -pondence as some t e a c h i n g i n s t i t u t i o n s do t h e i r e x a m i n a t i o n s c r i p t s - and d e s t r o y s them a f t e r a few y e a r s A much more ready access t o t h e r e f e r e e m g sys tem i s l i k e l y t o be v i a t h e s c i e n t i s t ' s f i l e s t h a n t h e j o u r n a l ' s Thus , i t i s a l i t t l e s u r p r i s i n g t h a t

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t h e Guide does n o t advoca te t h e r e t e n t i o n o f a l l co r respondence and f i l e s r e l a t i n g t o p u b l i c a t i o n , p a r t i c u l a r l y s i n c e t h i s i s one o f t h e i m p o r t a n t c r i t e r i a used t o assess t h e award ing o f g r a n t s and t h e s c i e n t i s t ' s advancement

The Guide i s a r ranged w e l l , i t s open f o r m a t and use o f head ings and s i n g l e non-s p e c i a l i s t language makes i t easy t o read and u n d e r s t a n d , even f o r non-academics The Guide i n c l u d e s pho tog raphs o f examples o f o r i g i n a l l a b o r a t o r y n o t e b o o k s , and o f equ ipment These se rve t o f u r t h e r break up t h e t e x t Less s u b t l e i n t r u s i o n s a r e Photographs o f s c i e n t i s t s a t work o r as on page 9 a group o f m u s i c i a n s ' Perhaps some o f t h i s space m igh t have been b e t t e r used i n s u g g e s t i n g ways how s c i e n t i s t s , i n t h e i r own r e c o r d s management, m i g h t a s s i s t a r c h i v i s t s T h i s would have added a f u r t h e r and p o t e n t i a l l y u s e f u l d imens ion t o t h e Guide w h i l e I m i g h t t a k e i s s u e - as indeed I have done i n t h i s r e v i e w - w i t h some a s p e c t s o f t h e G u i d e , n e v e r t h e l e s s i f i t s p h i l o s o p h y were t o be f o l l o w e d by p r a c t i s i n g a r c h i v i s t s , much o f t h e mangement o f sc i ence wou ld be a v a i l a b l e f o r t h e f u t u r e w i t h perhaps a l e s s e r i n s i g h t i n t o the deve lopment o f s c i e n t i f i c t h o u g h t I t w i l l be a u s e f u l s t a r t i n g p o i n t f o r t hose concerned i n t h e r e t e n t i o n o f our s c i e n t i f i c h e r i t a g e

A Ρ W Hodder Department o f Ea r th S c i e n c e s , U n i v e r s i t y o f Waikato

Denys John T r u s s e l l Fairburn Auck land Auck land U n i v e r s i t y P r e s s / O x f o r d U n i v e r s i t y P r e s s , 1984 320p $39 00

I can r e c a l l s t u d y i n g o n l y two New Zea land poets a t h i g h schoo l - R A Κ Mason and A R D F a i r b u r n I d o n ' t remember be ing t o l d t h a t t hey had been f r i e n d s , bu t t he t r i o o f i n i t i a l s seemed t o l i n k them and even b r i n g them i n t o c o m p e t i t i o n I n common no doubt w i t h many a d o l e s c e n t s , I p r e f e r r e d t h e l o n e l y i n t r o s p e c t i o n o f R A Κ t o t h e ' a m o r a l ' r umbus t iousness o f A R D On b a l a n c e , t h i s v e r y r e a d a b l e b i o g r a p h y o f Rex F a i r b u r n c o n f i r m s my i n i t i a l n e g a t i v e judgement

F a i r b u r n was born i n t o a c o m p a r a t i v e l y w e l l - o f f Auck land f a m i l y i n 1904 H is e d u c a t i o n a t Auck land Grammar School ended when he f a i l e d t o m a t r i c u l a t e i n M a t h e m a t i c s , and he subsequen t l y spent f i v e y e a r s as an i n s u r a n c e c l e r k H is i n t e r e s t i n l i t e r a t u r e and t h e a r t s was meantime f o s t e r e d by h i s f r i e n d s h i p s w i t h Ron Mason and G e o f f r e y de Monta lk I n 1926 boredom and u n r e q u i t e d l o v e l e d him t o l e a v e h i s j o b and spend t h r e e months on N o r f o l k I s l a n d He r e t u r n e d w i t h a t l e a s t two r e l a t e d c o n v i c t i o n s One was 'Never t r u s t a woman 1 , t h e o t h e r was f o r common a s s a u l t A f t e r f o u r y e a r s o f o c c a s i o n a l j o u r n a l i s m long w a l k s , r a d i c a l t a l k s , m a t u r i n g p o e t r y , and l i v i n g a t home, he j o u r n e y e d t o London where he had p l e n t y o f 0 Ε on a t i n y income He met and m a r r i e d h i s w i f e , J o c e y l y n , ove r t h e r e , and t h e y l i v e d a t s u b s i s t e n c e l e v e l t i l l t h e i r r e t u r n t o New Zea land w i t h one c h i l d a t t h e end o f 1932 Rex went on t o r e l i e f w o r k , i n i t i a l l y as a l a b o u r e r bu t f r om t he b e g i n n i n g o f 1934 as a c l e r k w i t h t he Auck land branch o f t he New Zea land Farmers ' Union A l r e a d y a c o n v e r t t o Douglas S o c i a l C r e d i t , he preached t h e M a j o r ' s word w i t h en thus iasm In t he meant ime, he was w r i t i n g some o f h i s most famous p o e t r y , and , t h r o u g h c o r r e s p o n d e n c e , d e v e l o p i n g a f r i e n d s h i p w i t h Denis G love r A b r i e f s t m t i n t h e army i n 1942 was f o l l o w e d by work i n b r o a d c a s t i n g t o 1947 T a n g i b l e academic r e c o g n i t i o n came a t l a s t i n 1948 w i t h F a i r b u r n ' s appo in tmen t as a f u l l - t i m e t u t o r a t Auck land U n i v e r s i t y I n 1950, he became a l e c t u r e r a t El am School D u r i n g t h e l a s t seven y e a r s o f h i s l i f e he produced much s a t i r e , conduc ted many p u b l i c d e b a t e s , p a r t i c i p a t e d e n t h u s i a s t i c a l l y i n t h e c u l t u r a l l i f e o f h i s c i t y , bu t produced l i t t l e s e r i o u s p o e t r y He d i e d o f cancer i n 1957

T r u s s e l l conveys h i s s u b j e c t ' s more a t t r a c t i v e c h a r a c t e r i s t i c s - h i s e n e r g y , g r e g a r i o u s n e s s , and l o v e o f n a t u r e - w i t h s k i l l and sympathy But d e s c r i p t i o n s o f F a i r b u r n ' s f a m i l y l i f e and numerous q u o t a t i o n s f r om h i s cor respondence b e t r a y a s e l f i s h

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and ra ther dom inee r i ng man, d e t e r m i n e d t o command c e n t r e s tage even i f he had t o change t h e a t r e s f r e q u e n t l y t o do so Undoub ted ly he p r o v i d e d some g r e a t e n t e r t a i n m e n t i n r e t u r n , bu t a t t h e c o s t o f a good deal o f h y p o c r i s y Whi le q u i t e p r e p a r e d t o l o o k down on h i s unmar r i ed c o l l e a g u e s and t h e i r f l i r t a t i o n s , he seldom seems t o have t a k e n h i s own m a r i t a l o b l i g a t i o n s s e r i o u s l y , wander ing o f f f o r days t o p e r f o r m e l s e w h e r e , i n v i t i n g aud iences home w i t h o u t w a r n i n g , and c o n d u c t i n g a number o f e x t r a - m a r i t a l a f f a i r s T r u s s e l l spends a good dea l o f t i m e on F a i r b u r n ' s a t t i t u d e t o h o m o s e x u a l i t y -a t o p i c wh ich seems t o be someth ing o f an Auck land obsess ion - bu t r a t h e r l e s s on t he more i m p o r t a n t m a t t e r o f h i s v i ew o f women W r i t i n g t o h i s c l o s e s t f r i e n d s , F a i r b u r n f r e q u e n t l y r e f e r r e d t o women s e x u a l l y w i t h a d i s r e s p e c t b o r d e r i n g on d i s g u s t He seems t o have had l i t t l e t i m e f o r women as w r i t e r s , and b e l i e v e d t h a t t h e y ' had no sense t o r h y t h m 1 i n music H is v iews as a c r i t i c were f u l l o f s e l f - s e r v i n g c o n t r a d i c t i o n s , o n l y some o f wh ich a re p i c k e d up and g e n t l y c h i d e d by h i s b i o g r a p h e r

I n t e l l e c t u a l l y F a i r b u r n ' s a t t i t u d e s and ideas f e l l i n t o a p a t t e r n wh ich was v e r y common amongst educated w e s t e r n e r s i n t h e f i r s t h a l f o f t h i s c e n t u r y , and wh ich can be b r o a d l y termed ' f a s c i s t ' C e r t a i n a b s t r a c t s - i n c l u d i n g ' a r t ' , c r a f t , t h e s o i l , b e a u t y , l o v e , v i o l e n c e , e t h n i c i d e n t i t y - were i n v e s t e d w i t h s p i r i t u a l f o r c e , and s e t a g a i n s t what was seen as d u l l , l e v e l l i n g , modern m a t e r i a l i s m C a p i t a l i s m and communism were lumped t o g e t h e r under t h a t head ing The t a l e n t e d i n d i v i d u a l was u s u a l l y g l o r i f i e d , t he common h e r d d e s p i s e d The g i f t e d e l i t e was seen as above c o n v e n t i o n a l m o r a l i t y , and male r e s p e c t a b i l i t y t ended t o be t r e a t e d w i t h amusement In t h i s r e g a r d , i t would have been i n t e r e s t i n g t o read T r u s s e l l ' s v iews on t h e charge o f ' a n t i - s e m i t i s m ' sometimes l e v e l l e d a g a i n s t F a i r b u r n - no t t h a t t h e w o r l d ' s Semit ic peop les^have been l e s s s u s c e p t i b l e t han o t h e r s t o f a s c i s m , f a r f r o m i t

T r u s s e l l ' s s t y l e i s a f a s c i n a t i n g m i x t u r e o f t h e workman l i ke and t h e l a v i s h l y o r n a t e For example

W i l l i a m r e a r e d h i s f a m i l y on t h e c o a s t s and h i n t e r l a n d s o f an ocean ic w o r l d , a w o r l d o f f o r e s t , wa te r and sky pervaded by t h e i n t e n s e s o u t h e r n l i g h t , a w o r l d i n wh ich t h e moral and r h e t o r i c a l power o f t h e B i b l e contended w i t h an a b o r i g i n a l presence founded on t h e f i e r c e d i g n i t y o f b l o o d

Wow1 On t h e o t h e r hand , he i s w r i t i n g t h e b i o g r a p h y o f a p o e t , and a r o m a n t i c one a t t h a t I f ound many o f t hese passages r e f r e s h i n g , even i f l oose

U n f o r t u n a t e l y , some o f t h e l ooseness s p i l l s ove r i n t o t h e t h i n k i n g Perhaps t h e s t r o n g e s t r e c u r r i n g theme i s t he i n f l u e n c e on F a i r b u r n o f h i s New Zea land o r i g i n s T h i s i s c l e a r l y e s s e n t i a l f o r an u n d e r s t a n d i n g o f t h e man and h i s p o e t r y However T r u s s e l l r e p e a t e d l y argues t h a t t h i s i n f l u e n c e was somehow conveyed g e n e t i c a l l y 'Memory o f t h e c o u n t r y ' s t r a n s f i g u r a t i o n by t h e w h i t e man was d i s s o l v e d i n t h e b l o o d -s t ream o f h i s f a m i l y ' T h i s c u r i o u s fo rm o f c u l t u r a l Lana rck i sm j u s t i f i e s most o f t he f i r s t c h a p t e r , wh ich has t h e t i t l e ' A n c e s t r a l ' The c h a p t e r makes i n t e r e s t i n g r e a d i n g bu t i t s i n t e l l e c t u a l j u s t i f i c a t i o n i s f a r f r o m sound F u r t h e r m o r e , l e s s t h a n h a l f a page i s devo ted t o F a i r b u r n ' s mother (who, p resumab ly , p r o v i d e d h a l f h i s genes) as a g a i n s t 18 pages on h i s f a t h e r ' s a n c e s t r y

T r u s s e l l ' s h i s t o r y and geography a r e sometimes a b i t u n t i d y There was no 'Scheme 5A' i n 1933 (p 1 2 9 ) , and Coates was ' l i t t l e - u n d e r s t o o d ' (p 41) o n l y because peop le p a i d a t t e n t i o n t o what he s a i d and d i d and s t o o d f o r i n s t e a d o f w a i t i n g f o r B i l l Sutch t o s e t them s t r a i g h t The s to rm o u t o f Melbourne (p 87 ) must have been a bad one i f F a i r b u r n ' s s h i p had t o c ross t he A u s t r a l i a n B i g h t t o ge t t o A d e l a i d e

For a l l t h i s , T r u s s e l l has produced an i m p o r t a n t and a t t r a c t i v e p i ece o f w o r k , b r i n g i n g t o g e t h e r m a t e r i a l f r o m a w ide range o f s o u r c e s , and add ing v a l u a b l e i n s i g h t s o f h i s own Perhaps most i m p o r t a n t l y , he has accummulated a s e r i e s o f i n t e r v i e w s ( h o p e f u l l y on t a p e ) wh ich w i l l p rove i n v a l u a b l e t o f u t u r e s t u d i e s o f t h i s immensely t a l e n t e d , i f g r e a t l y f l a w e d , poet and t h e c i r c l e s i n wh ich he moved

James Watson, C h r i s t c h u r c h

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The New Zealand book of events, e d i t e d by Bryce F r a s e r , Auck land Reed Methuen , 1986 448 ρ $39 95

There i s an o l d s a y i n g i n p u b l i s h i n g - w e l l , i f t h e r e i s n ' t , t h e r e ough t t o be - 'The d e f i n i t i v e r e f e r e n c e book has y e t t o be p r i n t e d ' A p a r t perhaps f r om bus t i m e t a b l e s , no p u b l i c a t i o n has managed t o say a l l t h a t s h o u l d be s a i d , and a l s o g o t t h e s p e l l i n g r i g h t The N e w Zealand book of events has n o t d i s p r o v e d t h e maxim

I t i s a b i g book, 448 pages , c o n t a i n s perhaps h a l f a m i l l i o n w o r d s , and has a f a i r s p r i n k l i n g o f pho tog raphs I t makes no c l a i m t o be d e f i n i t i v e , and t akes t h e award f o r c a s t i n g t h e w i d e s t n e t i n s e a r c h o f i n f o r m a t i o n W i t h Gordon McLauch lan , t r i v i a ' s p e r i p a t e t i c , on t h e e d i t o r i a l b o a r d , i t cannot he lp bu t g a t h e r an i m p r e s s i v e body o f t h e ' f a n c y t h a t 1 1 t y p e o f m a t e r i a l w i t h i n i t s cove rs Example Ί 9 3 5 - I n t h i s y e a r , NZ's r a i l w a y system reached i t s g r e a t e s t l e n g t h - 5656 km ' The c o n t r i b u t o r s a r e v e r y know ledgeab le , H a r r y M o r t o n , f o r examp le , w r i t e s on w h a l i n g , w h i l e Mervyn McLean d e a l s w i t h Maor i music I n a s e r i e s o f w e l l e s t a b l i s h e d s e c t i o n s - t h e M a o r i , t r a n s p o r t , t h e i n d u s t r i e s - a c h r o n o l o g y o f New Zea land h i s t o r y i s p r e s e n t e d The t e m p t a t i o n t o spew o u t a l i s t o f s t a c c a t o o n e - l i n e r s has been a v o i d e d , i n f o r m a t i o n be ing assembled i n r e a d a b l e paragraphs

The doub le column pages o f t e x t a r e broken up w i t h ' h i g h l i g h t s ' boxes t o g i v e t h e eyes a r e s t , w h i l e t h e odd m i n i - e s s a y a t t a c k s such f a s c i n a t i n g q u e s t i o n s as 'when i s New Z e a l a n d ' s b i r t h d a y 7 ' A dozen a l t e r n a t i v e s t o 6 Februa ry a r e o f f e r e d E v e n t s

r e f l e c t s t h e s o c i a l c l i m a t e , t h e r e be ing a s e c t i o n on 'Women' wh ich dea l s w i t h 'women's l ong f i g h t t o c a s t o f f t h e r e s t r i c t i o n s imposed on them i n a ma le -domina ted s o c i e t y ' I d i d n o t know t h a t t h r e e Maor i women had s igned t h e T r e a t y o f W a i t a n g i , nor t h a t widow Jane B e n n e t t , a t Pencar row, was New Z e a l a n d ' s o n l y fema le l i g h t h o u s e -keeper The who le t h i n g , i n f a c t , i s a ' T r i v i a l P u r s u i t ' p a r a d i s e , and one wonders why t h e New Zea land v e r s i o n o f t h e board game ( a n o t h e r McLauchlan v e n t u r e ) was r e l a -t i v e l y l i g h t on New Zea land c o n t e n t

On ly t h o s e who read d i c t i o n a r i e s i n bed w i l l p l o u g h t h r o u g h t h e New Zealand book

of events bu t t h e casua l b rowser w i l l have more f u n t h a n an Arab i n Har rods S e l f -a p p o i n t e d e x p e r t s w i l l c h u c k l e w i t h g l e e a t t h e e r r o r s and o m i s s i o n s i n t h e i r own f i e l d o f e x p e r t i s e The s e c t i o n on r a d i o and t e l e v i s i o n , a monument t o r e s e a r c h e r P e t e r H a r c o u r t ' s d i l i g e n c e , has gaps b u t m a i n l y because o n l y p a r t o f h i s l i s t i n g s reached t h e f i n a l p u b l i c a t i o n To keep t h e book f rom r u n n i n g i n t o s e v e r a l vo lumes , t h e e d i t o r s have done t h e same w i t h t h e work o f o t h e r c o n t r i b u t o r s A l l t h e same, t h e need t o t e l l i t a l l i n a coup le o f sentences can m i s l e a d For i n s t a n c e , t h e e n t r y on 'Rad io news' g i v e s t h e i m p r e s s i o n t h a t t h e 'N ine o ' c l o c k news' was a w a r t i m e e x c l u -s i v e , whereas i t r a n , i n v a r i o u s f o r m s , f rom 10 September 1937 t o 1 March 1964 N i t -p i c k e r s can no te t h a t t h e theme f o r Aunt D a i s y ' s programme was ' D a i s y B e l l ' , no t Ά b i c y c l e b u i l t f o r t w o ' , o r t h e y can q u i b b l e a t t h e odd s p e l l i n g f o r a p r i v a t e r a d i o p i o n e e r , 'Rad io H a u t a k i '

A r e f e r e n c e work shou ld ge t t h e names r i g h t - - and 'Rad io H a u t a k i 1 i s , a l a s , n o t un ique 1 Cath T i z z a r d 1 , ' E k a t a h u n a 1 , and 'Hauuk i P l a i n s ' adorn page 263 , and t h e p r e c e d i n g page i m p l i e s t h e e x i s t e n c e o f a coun ty c a l l e d 'Lake M a n a w a t u ' , i n s t e a d o f two c o u n t i e s , ' L a k e ' and 'Manawatu ' The b i g prob lem i s , I suppose, t h a t t h i s i s an A u s t r a l i a n book A p r o o f r eade r on my p r o v i n c i a l New Zea land paper c o u l d have s o r t e d ou t a l l t hese s p e l l i n g l apses

There i s n o t h i n g t o t e l l t h e r e a d e r t h a t t h e book i s a c l o n e o f S y d n e y i t e Bryce F r a s e r ' s Australian book of events as t h e New Zea land e d i t i o n has an Auck land p u b l i s h e r and a C h r i s t c h u r c h p r i n t e r But t h e r e a r e h i n t s o f non-New Zea land i n f l u e n c e s ' P r o -gramme' i s s p e l l e d ' p r o g r a m ' , t h e i n i t i a l s 'NZ ' a r e so omn ip resen t t h a t we even ge t phrases l i k e 'an NZ 1 I f p r o o f - r e a d i n g was done i n Sydney, we m i g h t u n d e r s t a n d why t o u r i s m p i o n e e r Rodolph W i g l e y becomes ' R u d o l p h 1 , and t h e C h r i s t c h u r c h - b a s e d New Zea land C y c l o p e d i a Company i s a l l o t t e d t o W e l l i n g t o n Not a l l t h e e r r o r s a r e as t r i v i a l M o t o r i n g p i o n e e r C e c i l Wood g e t s 1899 as t h e y e a r o f h i s f i r s t New Zea land c a r , whereas Wood h i m s e l f r e c a l l s b e i n g hounded o f f t h e s t r e e t s o f T imaru i n 1896

Qu ibb les a s i d e , t h e New Zealand book of events does b r i n g t o g e t h e r tnousands o f i t ems wh ich a t t h e moment a r e sp read o v e r a dozen e x i s t i n g p u b l i c a t i o n s , and t h e index and l a y o u t do e v e n t u a l l y ge t you where you want t o go The c o v e r b l u r b ,

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d e s c r i b i n g t he book as 'an a b s o l u t e l y necessa ry r e f e r e n c e t o t h e n a t i o n ' s p a s t and p r e s e n t 1 , i s , t a u t o l o g y a s i d e , f a i r enough I t p r o v i d e s i n one volume a r e a s o n a b l e answer t o what Stephen Leacock asked f o r o f h i s t o r y when he s a i d " ' A l l ou r y e s t e r d a y s , i t i s t r u e , have o n l y l i g h t e d f o o l s t h e way t o d u s t y d e a t h Bu t we need , a t l e a s t , t h e d a t e s o f t h e y e s t e r d a y s and t h e l i s t o f t h e f o o l s '

J im S u l 1 i v a n T imaru

D F Mckenz ie Oral culture, literacy and print in early New Zealand the Treaty

of waitangi W e l l i n g t o n V i c t o r i a U n i v e r s i t y Press w i t h A lexande r T u r n b u l l Endow-ment T r u s t , 1985 47 ρ $6 95

P r o f e s s o r Don McKenzie i s b e t t e r known f o r an a b i l i t y t o u n r a v e l t h e s u b t l e t i e s o f Shakespeare t h a n f o r l a y i n g ba re t h e bones o f New Zea land h i s t o r y Yet i t i s t h i s background i n l i t e r a r y and t e x t u a l c r i t i c i s m w h i c h has enab led him t o w r i t e a p e r c e p -t i v e essay on t h e much vexed s u b j e c t o f t h e T r e a t y o f Wa i tang i H is o r i g i n a l approach has t h r o w n new l i g h t on t h e c r e a t i o n o f a document b u r i e d under l a y e r s o f m y t h o l o g y , and t h e d u s t produced by s e v e r a l g e n e r a t i o n s o f p u b l i c and s c h o l a r l y m i s u n d e r s t a n d i n g

McKenz ie ' s main argument concerns t h e c o n f u s i o n wh ich r e s u l t e d f rom t h e e n c o u n t e r o f a l i t e r a t e s o c i e t y w i t h an o r a l c u l t u r e I n European h i s t o r y t h e most remarkab le f e a t u r e o f t r e a t i e s i s t h e speed w i t h wh ich t h e y a r e d i s c a r d e d Not s u r p r i s i n g l y , t h e T r e a t y o f W a i t a n g i became, t o t h e B r i t i s h s e t t l e r s , j u s t a n o t h e r l e g a l document w h i c h wou ld be d i s c a r d e d and cons igned t o t h e was tepaper b i n o f h i s t o r y The Mao r i v iewed t h e T r e a t y q u i t e d i f f e r e n t l y To them i t was a v e r b a l consensus f o r g e d by deba te between r a n g a t i r a T h i s p rocess o f d i s c u s s i o n and deba te made t h e agreement f a r more b i n d i n g t han any w r i t t e n document I t was a ' w a i r u a 1 , a sacred compact What coun ted t o t h e Maor i s was t h e s p i r i t , t h e mora l i n t e n t o f t h e T r e a t y , r a t h e r t h a n i t s t a n g i b l e e x i s t e n c e on parchment

Over t h e y e a r s European s c h o l a r s , p o l i t i c i a n s and a d m i n i s t r a t o r s came t o t h e i r o n i c c o n c l u s i o n t h a t t he T r e a t y w a s a symbol and g u a r a n t o r o f good race r e l a t i o n s , t h e ev idence o f t h e e x i s t e n c e o f a b i - c u l t u r a l s o c i e t y Only i n t h e l a s t 15 y e a r s o r so have European s c h o l a r s come t o q u e s t i o n t h e o l d o r t h o d o x y t a u g h t t o s c h o o l c h i l d r e n down t o 1960 t h a t t h e T r e a t y o f W a i t a n g i was t h e f a i r e s t agreement e v e r made between E u r o -pean and a n a t i v e r a c e ( A c c o r d i n g t o o u r nation's story ' i n many ways i t was much f a i r e r t o brown men t h a n t o w h i t e ) By c o n t r a s t , Mao r i s have a lways seen t he T r e a t y , w i t h i t s broken p r o m i s e s , as a symbol o f d i s i l l u s i o n m e n t

McKenz ie ' s ma jo r r e v i s i o n i s t o q u e s t i o n t h e e x t r a v a g a n t c l a i m s made f o r Maor i l i t e r a c y by t h e m i s s i o n a r i e s and some l a t e r s c h o l a r s He p o i n t s o u t t h a t i t t o o k hundreds o f y e a r s f o r Europeans t o come t o te rms w i t h t h e w r i t t e n word as a means o f commun ica t ion and o f f i n a l i s i n g agreements Maor i s s i m p l y d i d n o t have t h e t i m e t o a d j u s t t o t h e mass ive c o n c e p t u a l s h i f t i n v o l v e d i n t h e t r a n s f o r m a t i o n o f an o r a l c u l t u r e i n t o a l i t e r a t e c u l t u r e The d i f f i c u l t i e s were made r a t h e r g r e a t e r by t h e f a c t t h a t t h e o n l y l i t e r a t u r e t h e y had been exposed t o was t h e B i b l e and t h e Church o f Eng land p r a y e r book , b o t h o f w h i c h were w r i t t e n i n P r o t e s t a n t m i s s i o n a r y Maor i There i s no way, t h e r e f o r e , t h a t t h e c h i e f s c o u l d have u n d e r s t o o d what was w r i t t e n i n t h e t r e a t y t h e y ' s i g n e d ' a t W a i t a n g i 'Kawangatanga ' ( g o v e r n o r - s h i p ) , t h e key m i s i n t e r p r e t a t i o n i n t h e Maor i v e r s i o n , used i n s t e a d o f 'mana' t o app rox ima te t h e European n o t i o n o f s o v e r e i g n t y , p r o b a b l y c o n j u r e d up images o f P o n t i u s P i l a t e more t han a n y t h i n g e l s e

McKenzie s u p p o r t s h i s case by i n t r o d u c i n g W i l l i a m C o l e n s o ' s accoun t o f t h e s i g n i n g o f t h e T r e a t y Co lenso , who c l a i m e d t o have t a k e n no tes on 5 and 6 Feb rua ry 1840, w r o t e t h a t t h e c h i e f s d i d n o t u n d e r s t a n d t he meaning o f t h e T r e a t y , a n d , when he p r o -t e s t e d abou t t h i s p r o b l e m , he was o v e r r u l e d by Henry W i l l i a m s C o l e n s o ' s comments o n l y * add f u r t h e r t o g row ing e v i d e n c e t h a t W i l l i a m s was l e s s t h a n hones t abou t e x p l a i n i n g t h e T r e a t y t o t h e c h i e f s He was n o t a good l i n g u i s t , i t i s t r u e , bu t he must have known t h a t ' kawanga tanga ' d i d no t convey t h e meaning o f s o v e r e i g n t y n e a r l y as w e l l as 'mana' o r even ' r a n g a t i r a t a n g a 1 ( c h i e f t a i n s h i p ) Whether he saw t h e T r e a t y as t h e o n l y means o f a v o i d i n g a t y p e o f c o l o n i s a t i o n d i s a s t r o u s t o t h e Maor i o r whether he was i n t e n t on b u i l d i n g some s o r t o f t h e o c r a c y does no t r e a l l y m a t t e r because he a c t e d d e c e i t f u l l y T h i s d e c e i t was compounded Maor i s e l sewhere i n New Zea land were g i v e n t h e i m p r e s s i o n

37

t h a t a p r o p e r o r a l consensus had been f o r g e d between t h e Ngapuhi c h i e f s and t h e B r i t i s h a u t h o r i t i e s I n f a c t , Hobson had banned t h e l e n g t h y deba te wh ich n o r m a l l y o r d e r e d p roceed ings i n Maoridom S i g n i n g was as i m p o r t a n t t o Hobson as deba te was t o t h e M a o r i , h e r e i n l a y t h e f a t a l m i s u n d e r s t a n d i n g on b o t h s i d e s

My q u i b b l e s abou t t h i s l i v e l y essay a r e few There i s a r a t h e r u n f a i r r e p r e s e n -t a t i o n o f what Gordon Parsonson w r o t e i n h i s semina l a r t i c l e on t h e l i t e r a t e r e v o l u t i o n i n P o l y n e s i a I t i s a l s o p o s s i b l e t h a t some Maor i s were r a t h e r s c e p t i c a l abou t t h e T r e a t y f r om t h e o u t s e t , bu t were persuaded by m i s s i o n a r i e s , Governor and Donald McLean i n 1860 t h a t i t was a sac red compact These q u e r i e s a s i d e , New Zea land h i s t o r i c a l and con tempora ry deba te has been e n r i c h e d by t h i s p r o v o c a t i v e and t i m e l y essay

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40

EPILOGUE

As w i t h S t u a r t S t r a c h a n , t h e f o u n d a t i o n e d i t o r o f a r c h i f a c t s and f r om whom I i n h e r i t e d t h e t a s k , so i t i s my t u r n t o hand t h e b u l l e t i n t o i t s t h i r d e d i t o r She i s Cathy M a r r , who w i l l be known t o many f r o m her work a t N a t i o n a l A r c h i v e s - p a r t i c u l a r l y i n t h e a p p r a i s a l and r e c o r d s management f i e l d s , her work w i t h t h e D i c t i o n a r y o f New Zea land B iog raphy and P o l i c e h i s t o r y p r o j e c t s , and f r om her t u t o r i n g u n d e r g r a d u a t e h i s t o r y c l a s s e s a t V i c t o r i a U n i v e r s i t y o f W e l l i n g t o n

I n t h i s p o s t s c r i p t I want t o h i g h l i g h t t h e c o n t r i b u t i o n s o f o t h e r s An e d i t o r i s s u r e l y one o f t h e most dependent o f c r e a t u r e s l i k e a c o n d u c t o r who can make no music w i t h o u t t he e f f o r t o f t h e m u s i c i a n s who g a t h e r around t h e ba ton Those who have w r i t t e n a r t i c l e s , r e v i e w s , no tes and l e t t e r s a re p r e c i s e l y t h o s e who have seen t h e v a l u e o f commun ica t ing w i t h o t h e r s h a v i n g l i k e i n t e r e s t s - and have g i v e n t h a t t a s k s u f f i c i e n t p r i o r i t y t o w i n (on o c c a s i o n , a t l e a s t ) o v e r t h e many o t h e r compe t ing t a s k s and i n t e r e s t s f a c e d by t h e a r t i c u l a t e But a b u l l e t i n i s expec ted t o have a degree o f r e g u l a r i t y i n i t s appearance I have n o t been p e r f e c t i n a c h i e v i n g t h i s , b u t have been much a s s i s t e d by members o f t h e E d i t o r i a l Board Che ry l Simes (nee Campbel l ) he lped r e g u l a r l y w i t h p r o o f r e a d i n g , p a s t e - u p , n o t e s , a r t i c l e s and t h e Forum f e a t u r e Mark Stevens c o o r d i n a t e d e f f o r t s t o a c h i e v e a d v e r t i s i n g and t h e Analecta s e c t i o n Brad P a t t e r s o n was i m p o r t a n t i n h i s b e h i n d -t h e - s c e n e s s u p p o r t and encouragement R i c h a r d Greenaway p r o v i d e d a c o n s t a n t s t ream o f book r e v i e w s t h r o u g h o u t my e n t i r e t e rm as e d i t o r , l i a i s i n g w i t h p u b l i s h e r s and r e v i e w e r s t o v e r y good e f f e c t The M a n u s c r i p t s S e c t i o n o f t h e A lexande r T u r n b u l l L i b r a r y ( i n t h e persons o f Jane W i l d , Dav id R e t t e r and Kay Sanderson) p r o v i d e d t h e da ta on access i ons More g e n e r a l l y , I acknowledge t h e v e r y r e a l a s s i s t a n c e p r o v i d e d by my own i n s t i t u t i o n , N a t i o n a l A r c h i v e s Long may t h e s i t u a t i o n c o n t i n u e whereby m a j o r i n s t i t u t i o n s and n a t i o n a l o r g a n i s a t i o n s can c o n t r i b u t e p r a c t i c a l l y t o each o t h e r w i t h o u t f e a r o f impugn ing t h e e s s e n t i a l independence o f b o t h

F i n a l l y , and n o t l e a s t , I want t o men t i on t hose f i r m s who have been i n s t r u m e n t a l i n t r a n s f o r m i n g t h e raw copy i n t o t h e b u l l e t i n wh ich you see Brownings S e c r e t a r i a l S e r v i c e s ( t y p i n g ) , Bromide S e r v i c e s ( p h o t o g r a p h s ) , The P r i n t i n g Press ( p r i n t i n g )

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Women's a r c h i v e s

Michae l Hodder P.O. Box 2 8 - 0 1 1 , K e l b u r n , W e l l i n g t o n .

C l a i r e Dawe c / - Westpac Bank ing C o r p o r a t i o n A r c h i v e s , P.O. Box 6 9 1 , W e l l i n g t o n .

Cathy Marr c / - N a t i o n a l A r c h i v e s , P.O. Box 6 1 4 8 , W e l l i n g t o n .

Rosemary C o l l i e r c / - P.O. Box 1 1 - 1 0 0 , Manners S t r e e t W e l l i n g t o n .

B e v e r l e y Booth c / - Hocken L i b r a r y , P.O. Box 5 6 , Duned in .

Kay Matthews E d u c a t i o n D e p t , U n i v e r s i t y o f W a i k a t o , P r i v a t e Bag , H a m i l t o n .

SPOKESPERSONS

A r c h i t e c t u r a l a r c h i v e s Robin G r i f f i n BNZ A r c h i v e s , P.O. Box 2 3 9 2 , W e l l i n g t o n .

C a r t o g r a p h i c a r c h i v e s Brad P a t t e r s o n 20 Khyber Road, S e a t o u n , W e l l i n g t o n .

Ora l a r c h i v e s Graham B u t t e r w o r t h 83 Gloaming H i l l , Onepo to , T i t a h i Bay.

BRANCH CHAIRPERSONS

Auck land

C a n t e r b u r y

Rachel L i l b u r n c / - N a t i o n a l A r c h i v e s , P.O. Box 2220 , A u c k l a n d .

C a r o l i n e E t h e r i n g t o n c / - N a t i o n a l A r c h v i e s , P.O. Box 1308 C h r i s t c h u r c h .

O t a g o / S o u t h l a n d Pe te r M i l l e r c / - Hocken L i b r a r y , P.O. Box 5 6 , D u n e d i n .

Waika to

Wei 1 i n g t o n

I n recess

Dav id R e t t e r c / - A lexande r T u r n b u l l L i b r a r y , P.O. Box 1 2 - 3 4 9 , W e l l i n g t o n .

D

OBJECTS OF THE ASSOCIATION

1 . TO FOSTER t h e c a r e , p r e s e r v a t i o n , and p r o p e r use o f a r c h i v e s and r e c o r d s , b o t h p u b l i c and p r i v a t e , and t h e i r e f f e c t i v e a d m i n i s t r a t i o n .

2 . TO AROUSE p u b l i c awareness o f t h e impo r tance o f a r c h i v e s and r e c o r d s i n a l l m a t t e r s a f f e c t i n g t h e i r p r e s e r v a t i o n and u s e , and t o c o - o p e r a t e o r a f f i l i a t e w i t h any o t h e r bod ies i n New Zea land o r e l sewhere w i t h l i k e o b j e c t s .

3 . TO PROMOTE t he t r a i n i n g o f a r c h i v i s t s , r e c o r d s k e e p e r s , c u r a t o r s , l i b r a r i a n s and o t h e r s by t h e d i s s e m i n a t i o n o f s p e c i a l i s e d knowledge and by e n c o u r a g i n g t he p r o v i s i o n o f adequate t r a i n i n g i n t h e a d m i n i s t r a t i o n and c o n s e r v a t i o n o f a r c h i v e s and r e c o r d s .

4 . TO ENCOURAGE r e s e a r c h i n t o prob lems connec ted w i t h t he u s e , a d m i n i s t r a t i o n and c o n s e r v a t i o n o f a r c h i v e s and r e c o r d s , and t o promote t h e p u b l i c a t i o n o f t h e r e s u l t s o f t h i s r e s e a r c h .

5 . TO PROMOTE t h e s t a n d i n g o f a r c h i v e s i n s t i t u t i o n s .

6 . TO ADVISE and s u p p o r t t h e e s t a b l i s h m e n t o f a r c h i v e s s e r v i c e s t h r o u g h o u t New Z e a l a n d .

7 . TO PUBLISH a b u l l e t i n a t l e a s t once a y e a r and o t h e r p u b l i c a t i o n s i n f u r t h e r a n c e o f o f t h e s e o b j e c t s .

MEMBERSHIP

Membership o f t h e A s s o c i a t i o n i s open t o any i n d i v i d u a l o r i n s t i t u t i o n i n t e r e s t e d i n f o s t e r i n g t h e o b j e c t s o f t he A s s o c i a t i o n . S u b s c r i p t i o n r a t e s for 1986 a r e :

w i t h i n New Zealand $.vz l7 .00 , . $ J V Z 2 5 . 0 0 . . .., . . „ c

overseas $wz20.00 ^ i v i d u a l s $ ] ν Ζ 2 8 . 0 0 i n s t i t u t i o n s

S u b s c r i p t i o n r a t e s for 1987 a r e :

w i t h i n New Zea land $ J V Z 1 9 . 0 0 * . $ J V Z 2 8 . 0 0 . . i t ... overseas $jra22.00 d i v i d u a l * ^ 3 0 . 0 0 i n s t i t u t i o n s

Overseas members who w i s h a i r m a i l d i s p a t c h o f n o t i c e s and b u l l e t i n s w i l l need t o a d v i s e t h e i r r e q u i r e m e n t s . The a d d i t i o n a l f e e w i l l depend on c u r r e n t p o s t a l c h a r g e s .

A p p l i c a t i o n s t o j o i n t h e A s s o c i a t i o n , membership renewa ls and co r respondence on r e l a t e d m a t t e r s shou ld be addressed t o :

The Membership S e c r e t a r y ARANZ P.O. Box 11-553 Manners S t r e e t WELLINGTON New Zea land

* F o r two i n d i v i d u a l s l i v i n g a t t h e same address ( w i t h i n New Zea land) a joint membership i s a v a i l a b l e , a t $ J V Z 2 2 . 0 0 pe r y e a r , wh i ch e n t i t l e s b o t h peop le t o f u l l v o t i n g r i g h t s a t mee t i ngs b u t p r o v i d e s o n l y one copy o f each i s s u e o f Archifacts.

Reg is te red a t the Post O f f i c e Headquar te rs , W e l l i n g t o n , as a Magazine