ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

1985/1

For the past two years, March and September

issues of this bulletin have included the

Records management newsletter as a supplement. While the March 1985 Archifacts does not include the Newsletter, its publication will continue, under altered editorship, in the September 1985 issue.

C O N T E N T S

EDITORIAL : Gathering round the embers

THE NEW ZEALAND CHARTS COMPILED ON HM BARK ENDEAVOUR BY COOK, MOLYNEUX AND PICKERSGILL, 1769-1770

COOK CHARTS: A PROPOSAL TO PURCHASE DECLINED, 1920

SOME OBSERVATIONS ON THE DIPLOMA IN INFORMATION MANAGEMENT, ARCHIVES ADMINISTRATION COURSE AT THE UNIVERSITY OF NEW SOUTH WALES

THE NASEBY ATHENAEUM

MIRACLES TAKE A LITTLE LONGER: BALANCING THE BUDGET AT NATIONAL ARCHIVES

CANTERBURY BRANCH NEWS

WELLINGTON TO WAIOURU (AND BACK)...

A VIEW OF PARLIAMENTARY RECORDS

COUNCIL NOTES

ANALECTA

Business records sabotaged; Police f i l e s burn; Access denied to Atomic test documents; Changes to access in NSW; Auckland training courses; Arch iv is t heads the Hocken; National Archives staf f movements; Government support for Film Archive;

but accommodation c r i s i s unresolved; Archives and the National Party; J .M. Sherrard awards; Automation project for Presidential l i b r a r i es ; Card catalogues: a conservation cause; New archives building for Ch i le ; International archives week; Mormon microfilming; Advance of high-tech; The value on arch iv is ts .

ARCHIFACTS FORUM

BOOK REVIEWS

Sonya DaVies. Bread and roses : Sonya Davies, her story

B i l l Pearson. Hifled sanctuaries; some views of the Pacific Islands in Western literature to 1900

Roy Shuker. Educating the workers? A history of the Workers Educational Association in New Zealand

LETTER

ACCESSIONS

J .R .H . Spencer 2

11

Wayne Nelson 13

Keith Maslen 15

Cheryl Y. Campbell 17

Caroline Etherington 25

Cheryl Y. Campbell 26

Bruce Symondson 27

28

28

33

(James Watson) 34;

(Tom Brooking) 35

(Col in McGeorge) 36

37

38

A

Archifacts is the official bulletin of the Archives and Records Association of New Zealand Incorporated. It continues the bulletin of the same title, previously published by the Archives Committee of the New Zealand Library Association, 9 issues of which appeared between April 1974 and October 1976. The successor "new series" contained 24 issues (nos. 4 s 5, 7 s 8 were combined) with consecutive pagination from February 1977 to December 1982. From March 1983, issues of the bulletin are numbered sequentially within the year of publication, with the pagination commencing afresh with each issue. Currently, Archifacts is published quarterly, at the end of March, June, September and December.

Subscriptions to Archifacts are through membership of the Association at the current rates. (See inside back cover for details.) Copies of individual issues, however, will be available to non-members at NZ$6.00 per copy.

The membership year begins with the June issue and ends with the March issue.

Enquiries concerning the content of Archifacts 'including advertising), non-receipt of an issue (or receipt of an imperfect copy) , and requests for back or single issues should be addressed to the Editor.

All members (and others) are welcome to submit articles, short notices, letters, etc. to the Editor. Copy deadline is the 15th of the month preceding publication (i.e., 15 May for the June issue, etc.) . Book reviews should be sent directly to the Reviews Editor; details of accessions directly to the Accessions Co-ordinator.

EDITOR: Michael Hodder, P.O. Box 28-011, Kelburn, Wellington

ASSOCIATE EDITORS: Cheryl Campbell c / - National Archives, P.O. Box 6148,

Te Aro, Wellington

Brad Patterson 20 Khyber Road, Seatoun, Wellington

Mark Stevens c / - National Archives, P.O. Box 2220,

Auckland.

REVIEWS EDITOR: Richard Greenaway 8 Mascot Place, Christchurch

ACCESSIONS CO-ORDINATOR: Kay Sanderson, Manuscripts Section, Alexander Turnbull L ibrary, P.O. Box 12-349, Wellington.

Copyright for articles Sc. in Archifacts rests with authors and the Association. Permission to reproduce should be sought, in writing, from the Editor.

ISSN 0303-7940

1985/1 March 1985

ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

GATHERING ROUND THE EMBERS

On 3 January, burglars broke into the Petone Borough Council chambers and set a f i r e that damaged or destroyed Council archives dating back to the 1880s The archives were in a strongroom that the thieves were able to enter, possibly with the use of a duplicate key The mayor of Petone was reported as saying that i t could take months to discover exactly what material had been destroyed

The signif icance of the matter was more than the hope expressed by one fireman, that he might not have to pay rates - since the Council keeps i t s rates records on computer The Evening Post 's leader 'Protecting and sharing h is tory ' on 7 January explored whether such a strongroom was the proper place for " irreplaceable documents and photographs bound up with the counci l , the d i s t r i c t and early European settlement" Such material, in the Post's view, would be better housed by a local l i b ra ry or museum

Professional l i b ra r ians , arch iv is ts and custodians could often do more fo r the proper secur i ty , care and use of h is tor ic material More public and research access could be arranged in appropriate settings for study under supervision Displays could be mounted Storage could be better f i t ted to the f r a g i l i t y and h is tor ic value of the col lect ion

Although there was no hint of censure on the Petone Borough Counci l , the post saw the arson there as a threat looming over other similarly-housed archives in other local bodies Such records were at r isk in these strongrooms and certa in ly less accessible to those who might f ind interest and enjoyment in them

Next to comment was the Director of National Archives Reported in the Evening Post on 12 January his comments supported those made in the leader

Created out of the community's own organisation of development and progress, [ local authori ty records] are not jus t a dry record of administrative decisions made in the distant past but the basic source for the community to understand i t se l f

He suggested that the best method fo r ensuring that such records were protected properly was to establish regional archives respositories j o i n t l y funded by the depositing bodies and serviced by trained staf f Such an arrangement was already working m centres l ike B r i t a i n , Sweden and Norway and, indeed, was a poss ib i l i t y spec i f i ca l ly mentioned in the archives provisions of the current Local Government Act Such respositories would not need to be confined to housing archives from local author i t ies, material from d is -t r i c t of f ices of central government agencies, such as the Ministry of Works and the Department of Education could be included also

Then followed three l e t t e rs , printed in the Post 21, 22 and 23 January F i r s t was Rosemary C o l l i e r , consultant a rch i v i s t , who noted the steps that the Petone Council had taken, including l i s t i ng a l l the archives and copying photographs - which had "created a valuable, usable resource for the counci l , local people, and a wider community of re -seachers" She noted that the securi ty of the Petone records was as good as any museum, l i b ra ry or archives could normally guarantee and cautioned against "a rush of local authority records to l i b ra r ies and museums which in many cases have not space, s taf f

2

time nor money to cope with them" Next, Mary Boyd, President of the New Zealand H i s t o r i -cal Associat ion, ref lected on the impact of the 1952 f i r e in the Hope Gibbons Building on the provision fo r preservation and control of central government records by National Archives, the Petone f i r e was a reminder of the need for government assistance to local author i t ies to establ ish a system of record management and to accommodate the increasing volume of local archives F i n a l l y , Stuart Strachan, as chairperson of the Wellington branch of ARANZ, challenged every local authori ty - t e r r i t o r i a l and special purpose -in the Wellington region to examine the adequacy of exist ing arrangements for the preservation of the i r archives

And there the public discussion ended Petone o f f i c i a l s , with assistance from local spec ia l i s ts , attempted to salvage what was l e f t The hopes and fears voiced are not ye t those of the general community nor those contro l l ing resources

++++++

THE NEW ZEALAND CHARTS COMPILED ON HM BARK ENDEAVOUR BY COOK,

MOLYNEUX AND PICKERSGILL, 1769-1770.

INTRODUCTION

Forty four manuscript hydrographie charts are known to survive fo r James Cook's circumnavigation of New Zealand, in HM Bark Endeavour, 1769-1770

Twenty eight charts are by Cook, 4 by the Ship's Master Robert Molyneux, and 12 by the Master's mate Richard Pickersgi l l (Figure 1) The charts, numbered 1-44, are set out to the guidelines and parameters prescribed in Gorman and Winkler (1978), and Stibbe, Cartmell and Parker (1982) Each manuscript is ident i f ied as to compiler, and l i s ted according to the catalogue system suggested by the l i b ra ry reposi tor ies, located in the United Kingdom and Austral ia

1 B r i t i sh L ib rary , Department of Manuscripts, London WC1B 3DG

2 Public Record Of f ice , Kew, Surrey TW9 4DU

3 Hydrographie Department, Ministry of Defence, Taunton, Somerset TAI 2DN

4 Dixson L ib rary , State L ibrary of New South Wales, Macquarie Street , Sydney, NSW 2000

CHART COORDINATES

Chart coordinates in the l i s t i ngs are calculated to present day posit ions Distance in degrees ( ) , minutes ( ' ) , and seconds ( " ) from the neatl ine (mapborder), to the nearest charted headland on the manuscript, were subtracted from known equivalent posit ions on the New Zealand coastl ine (Ν Ζ P i lo t 1971)

CHART SCALE

The standard grat icule measure used by seamen on Endeavour was the marine league The marine league, now an obsolete measure, comprises of 3 nautical miles The length of a nautical mile changes with lat i tude from the equator to the poles Thus the nautical mile, 6066 feet at New Zealand's North Cape (34°23'S), increases to 6079 feet at South Cape (47°15'S)

3

In the fol lowing equation, the middle lat i tude for each manuscript chart on modern coordinates, was used to determine the length of the nautical mile on a regional basis The scale statement in conjunction with the nautical mile was used to calculate the representative f ract ion for each chart

L = 6077 ( f t ) - 31cos20

where Length (L) represents feet of a minute arc of a meridian in geographical lat i tude θ (Cot ter , 1968)

CHART COMPILATION

For his i n i t i a l running survey of New Zealand, James Cook compilied a series of overlapping draught sheets, at a plotted scale of 1 inch to 3 nautical miles (Spencer, 1984) Cook's base compilation sheets in. ink and pencil (Charts 23-25) were redrawn, as f a i r copy charts in pen and wash, mostly at smaller scales

1 Mercator charts, depict the Islands of New Zealand, which extend over 13° of lat i tude Scales range from 1 inch to 10-48 nautical miles (Charts 2,3,16-22, 26-34)

2 Charts in plane projection cover New Zealand coastl ine to a maximum extent of 137 nautical miles in lat i tude These coastal charts range in scale from 1 inch to 3 - 4 8 nautical mi les, and re f lec t the standard hydrographie pract ise of defining the sheet's l im i t and ships track from o f f one prominant headland to another (Charts 4,5,8,10-15,35-37,40,41)

3 Large scale harbour charts were drawn at scales of 1 inch to 0 33-2 nautical miles Compiled by Cook and P i cke rsg i l l , these plan charts were the product of inshore soundings when Endeavour came into harbour, and exploratory forays from the ships boats, with the Ship at anchor (Charts 6,7,9,20,24,38,39,42-44)

JAMES COOK (1728-1779), Lieutenant

British Library, Department of Manuscripts, London

(1) Add MS 7085 1

A Chart of the Great South Sea or Paci f ic Ocean shewing the Track and Discoveries made by the Endeavour Bark in 1769 and 1770 / By Lieut J Cook Commander -Scale 1 18 162 OOO, 1 m to 250 nautical miles, Mercator1s proj (E 100O-W 30°/N 10°-S 62°)

1 chart ms , pen and wash, 46 2 χ 118 3 cm , on sheet 51 3 χ 121 cm Folded and bound into volume

Ship's track from November 1768 to January 1771 This was published in Hawkesworth (1773,1, Frontispiece) Chart of part of the South Sea, Shewing the Tracts and Discoveries made by His Majestys Ships Dolphin, Commodore Byron, and Tamar, Capn Mouat, 1765 Dolphin, Cap" Wall i s , & Swallow, Cap" Carteret , 1767 and Endeavour, Lieutenant Cooke, 1769 Engraved by W Whitchurch, 35 1 χ 66 1 cm , on plate 37 3 χ 66 9 cm

(2) Add MS 7085 16

A Chart of New Zeland or the Islands of Aehemomouwe and Toyypoenammu Lying in the South Sea / By L ieu* J Cook Commander of His Majestys Bark the Endeavour Circumnavi-

gated By the said Bark in the l a t te r end of 1769 and begimng of 1770 - Scale 1-874 512, 1 in to 12 nautical miles, Mercator's proj (E 166° 26'-E 178° 337S 34° 4 ' -S 47°43')

1 Chart ms , pen and wash, 181 2 χ 126 8 cm , on sheet 184 6 χ 130 8 cm Chart cut into segments and remounted on l inen , folded and bound into volume

This chart is a d i rect copy from Cook's base compilation charts at similar scale, Add MSS 31360 47-51

(3) Add MS 7085 17

A Chart of New Zeland or the Islands of Aehemomouwe and Tovypoenammu Lying in the South Sea / By Lieut* J Cook Commander of the Endeavour Bark 1770 -Scale 1 3 498 048, 1 in to 48 nautical miles, Mercator's proj (E 163°38'-W 178°27'/S 33°28'-S 47°58'30")

1 Chart ms , pen and wash, 50 2 χ 49 5 cm Folded through centre and bound into volume

Ship's track from October 1769 to March 1770 Published in Hawkesworth (1773,11,281) Chart of New Zealand, explored in 1769 and 1770, by Lieut J Cook, Commander of His Majesty's

4

Bark Endeavour - Scale 1 3 498 048, 1 in to 48 nautical mi les, Mercator's proj Engrav'd by J Bayley, publ ish'd as the Act d i rects 1 s t Jartf 1772, 49 2 χ 38 3 cm , on plate 52 8 χ 43 4 cm

(4) Add MS 7085 18

A Chart of Part of the East Coast of New Zeland / [by James Cook] - Scale 1 349 632, 1 in to 4 8 nautical mi les, Plan proj (E 176°52'-E 178°37'/S 37°31'-S 39039')

1 Chart ms , pen and wash, 48 5 χ 75 9 cm , on sheet 56 3 χ 78 3 cm Folded twice and bound into volume

Cape Kidnappers to Bay of Plenty This f a i r chart is a d i rec t tracing from the penciled out l ine draught, Add MS 11803 L

(5) Add MS 7085 19

A Chart of Part of the North Coast of New Zeland / [by James Cook] - Scale 1 349 574, 1 m to 4 8 nautical miles, Plan proj (E 175°15'-E 177°59'/S 36°27'-S 38°)

Cape Runaway to F i r th of Thames This f a i r chart is a d i rec t tracing from draught Add MS 11803 Κ Chart pa r t i a l l y used in Hawkesworth (1773,11,323) River Thames and Mercury Bay in New Zealand -Scale 1 436 896, 1 in to 6 nautical mi les, Plan proj 27 7 χ 29 cm One of 3 charts on plate 30 1 χ 44 9 cm

(6) Add MS 7085 20

A plan of Tolaga Bay in New Zeland Latitude 38° 22'S / [by James Cook] -Scale 1 145 680, 1 in to 0 5 nautical mi les, Plane proj (E 178°17'45"-E 178°22'/S38°17'45"-S 38°23'45")

1 chart ms , pen and wash, 22 5 χ 31 7 cm , on sheet 27 5 χ 45 cm Bound into volume Chart published in Hawkesworth (1773,11,323) Tolaga Bay in New Zealand - Scale 1 72 840, 1 in to 1 nautical mi le, Plane proj 13 4 χ 13 7 cm , on plate 30 1 χ 44 9 cm

(7) Add MS 7085 24

A Plan of Mercury Bay on the Ν Ε Coast of New Zeland in Lat 36° 48'S / [by James Cook] - Scale 1 72 816, 1 in to 1 nautical mile, Plane proj (E 175°39'-E 175054'36"/S 36043'-S36052'24") 1 chart ms , pen and wash, 29 8 χ 42 6 cm , on sheet 32 7 χ 53 2 cm Bound into volume

(8) Add MS 7085 26

A Chart of Part of the North Coast of New Zeland / [by James Cook] - Scale 1 349 517, 1 in to 4 8 nautical miles, Plane proj (E 173°53'-E 175°42'/S 35°-S 37°16')

1 chart ms , pen and wash, 48 8 χ 69 3 cm , on sheet 56 2 χ 70 5 cm Folded and bound into volume

Cape C o l v i l l e to Caval l i Islands Manuscript chart pa r t i a l l y used fo r 2 charts on a single engraved plate published by Hawkesworth (1773,11,323)

(1) River Thames and Mercury Bay m New Zealand - Scale 1 436 896, 1 in to 6 nautical miles, Plan proj 27 7 χ 29 cm , on plate 30 1 χ 44 9 cm

(2) Bay of Islands in New Zealand - Scale 1 364 020 , 1 in to 5 nautical miles, Plane proj 13 7 χ 13 7 cm , on plate 30 1 χ 44 9 cm

(9) Add MS 7085 29

A Plan of Queen Charlottes Sound in New Zeland / [by James Cook] - Scale 1 145 752, 1 in to 1 nautical mi le, Plan proj Chart orientated 27° NNE from North Coordinates fo r border

(E 1740157 S 40°57') (E 174°29'/S 41°2'30")

(E 174°17'/S 41°21') (E 174°2'30"/S 41°15')

1 chart ms , pen and wash, 39 6 χ 59 2 cm , on sheet 47 χ 65 1 cm Folded and bound into volume

(10) Add MS 7085 30

A Chart of Cooks Straights in New Zeland / [by James Cook] - Scale 1 327 942, 1 m to 4 5 nautical miles, Plane proj (E 172°9'30"-E 175O20 '/S 40O30 '-S 42°3')

1 chart ms , pen and wash, 51 5 χ 72 6 cm , on sheet 55 2 χ 75 2 cm Bound into volume

Chart published in Hawkesworth (1773,11,385) Chart of Cook's S t ra i t in New Zealand - Scale 1 437 256, 1 in to 6 nautical miles, Plane proj Engraved by John Ryland, 27 2χ 27 2 cm , on plate 29 3 χ 29 4 cm

(11) Add MS 11803 Η

[A Chart of Part of the North Coast of New Zeland / by James Cook] - Scale 1 349 516, 1 in to 4 8 nautical miles, Plane proj (E 173053 '-E 175°42'/S 35°-S 37°16')

1 chart ms , ink on pencil base, 46 1 χ 71 4 cm , on sheet 54 4 χ 80 cm Rolled sheet in box

Cape C o l v i l l e to Caval l i Islands This draught is the base compilation f o r Add MSS 7085 26,11803 I On verso, top RH corner Recd from the Dept of Nat1 Hi sty Depr 1841 (Banks Co l lec t " )

(12) Add MS 11803 I

[A Chart of Part of the North Coast of New Zeland / by James Cook] - Scale 1 349 516, 1 in to 4 8 nautical miles, Plane proj (E 173053 '-E 175042'/S 35°-S 37°16')

1 chart ms , inked coastal outl me , sheet 54 5 χ 79 2 cm Rolled sheet in box

6

This chart Cape Col v i l l e to Caval l i Islands is a d i rec t tracing from Add MS 11803 H On verso Recd from Department of Nat1

Hist^ Apr i l 1841 (Banks C o l l " ) Add MS 11,803 ι Sal Cupd 21 η New Zealand

(13) Add MS 11803 Κ

[A Chart of Part of the North Coast of New Zeland / by James Cook] - Scale 1 349 574, 1 in to 4 8 nautical miles, Plane,proj (E 175°15'-E 177059'/S 36°27'-S 38 )

1 chart ms , ink on sheet 54 5 χ 79 2 cm Rolled sheet in box

This chart Cape Runaway to Thames Estuary is the draught out l ine fo r the f a i r pen and wash chart Add MS 7085 19 On verso Rec° from the Dept* of Nat1 Hi sty Apr 1841 (Banks C o l l e c t ) , Add MS 11803 Κ Sal Cupbd

η

(14) Add MS 11803 L

[A Chart of Part of the East Coast of New Zeland / by James Cook] - Scale 1 349 632, 1 in to 4 8 nautical miles Plane proj (E 176°52'-E 178°37'/S 37°31'-S 39°38')

1 chart ms , ink and pencil 46 4 χ 73 2 cm , on sheet 54 7 χ 75 9 cm Rolled chart in box

This chart Cape Kidnappers to Bay of Plenty, with inked coastl ine and penci l led formlines for le t ter ing was the base compilation fo r f a i r chart Add MS 7085 18

(15) Add MS 11803 M

[A Chart of Part of the East Coast of New Zeland / by James Cook] Scale 1 349 632, 1 in to 4 8 nautical miles, Plane proj (E 176052'-E 178037 7 S 37035'-S 39038')

1 chart ms , ink on sheet 47 χ 80 2 cm Rolled chart in box

Cape Kidnappers to Bay of Plenty A d i rect tracing from Add MS 11803 L On verso Recd from the Dep* of Natl H is ty , Apr 1941 (Banks Co l lec t ) Add MS 11,803 M Sal Cupd 21 η

(16) Add MS 21593 G

A Chart of Part of New Zeland or the Island of Tovypoenammu Lying in the South Sea / By Lieutenant J Cook Commander of His Majestys Bark the Endeavour 1770 -Scale 1 802 032, 1 in to 11 nautical miles, Mercator's proj {E 166°12'-E 174°347S 40°26'-S 47°43'30") 1 chart ms , pen and wash, 108 5 χ 92 9 cm , on sheet 113 9 χ 97 8 cm Rolled chart in box

This South Island chart is based on the preliminary compilation sheets Add MSS 31360 47-49,51

(17) Add MS 21593 Η

A Chart of Part of New Zeland o r the Island of Aehemomouwe Lying in the South Sea / By Lieutenant J Cook Commander of His Majestys Bark the Endeavour 1770 -Scale 1 801 108, 1 in to 11 nautical miles, Mercator's proj (E 171°26'-E 178°337S 34°4'-S 41°47')

1 chart ms , pen and wash, 100 7 χ 78 cm , on sheet 105 χ 82 5 cm Rolled chart in box

This North Island chart is based on the preliminary compilation sheets Add MSS 31360 49-51

(18) Add MS 31360 47

[Nugget Point to Jacksons Bay, including Stewart Island / by James Cook] -Scale 1 729 360, 1 in to 10 nautical mi les, Mercator's proj (E 166°12'-E 169°47 7S 43045 ' -S 47043'30")

1 chart ms , pen and wash, on sheet 62 5 χ 40 4 cm Bound into volume

One sheet in a series of draught compilations (AddMSS 31360 47-51), by Cook of New Zealand in Mercator's project ion

(19) Add MS 31360 48

[Banks Penninsula to Nugget Point / by James Cook] - Scale 1 729 360, 1 in to 10 nau-t ica l miles, Mercator's proj (E 169047'-E 173°23'/S 43°45'-S 47°43'30")

1 chart ms , pen and wash, on sheet 63 2 χ 42 5 cm Bound into volume

(20) Add MS 31360 49

[North Island Mahia Peninsula to Waihi Stream, Taranaki South Island Cape Koamaru, Arapawa Island / by James Cook] -Scale 1 801 636, 1 in to 11 nautiral miles, Mercator's proj (E 174°15'-E 178°33'/S 39°-S 43°45')

1 chart ms , pen and wash, on sheet 65 4 χ 40 4 cm Bound into volume

(21) Add MS 31360 50

[North Is land, East Coast Mahia Peninsula to Great Barr ier Island North Is land, West Coast Waikato River to Ti rua Point / by James Cook] -Scale 1 873 792, 1 in to 12 nautical miles Mercator's proj (E 174°15'-E 178°337 S 3 4 0 6 ' - S 3 9 ° ) 1 chart ms , pen and wash, on sheet 65 4 χ 40 3 cm Bound into volume

(22) Add MS 31360 51

[North Is land, West Coast Waitara River to Waihi Stream, Taranaki South Island Rautapu, v ia Cape Farewel l , to Banks Penin-sula / by James Cook] -Scale 1 801 636,

7

1 in to 11 nautical miles, Mercator's proj (E 170°50'-E 174°15'/S 39°-S 43°45')

1 chart ms , pen and wash on sheet 64 7 χ 42 cm Bound into volume

(23) Add MS 31360 52

[Cape Runaway and Bay of Plenty, to Hautura Is land, o f f Whangamata Estuary / by James Cook] - Scale 1 218 484, 1 m 3 nautical miles, Plane proj (E 175°48'-E 177°59'/S 37°10'-S 38°3')

1 chart ms , pen wash and penc i l , on sheet 45 χ 91 6 cm Folded and bound into volume

Compilation draught chart Penci l led intersection bearing l ines (by azimuth com-pass), la id on the chart as observed from Endeavour

(24) Add MS "31360 53

[Cape Kidnappers, East Cape, to Raukokore River Bay of Plenty / by James Cook] - Scale 1 218 520, 1 in to 3 nautical miles, Plane proj (E 177°53'-E 178°357S 37°24'-S 39°39')

1 chart ms , pen wash and penc i l , on sheet 42 7 χ 81 cm Bound into volume

Compilation draught chart Pencil led intersect ion bearing l ines la id on chart as observed from Endeavour

(25) Add MS 31360 54

[Poor Knights Islands to Doubtless Bay / by James Cook] - Scale 1 218 376, 1 in to 3 nautical mi les, Plane proj (E 173 271 -E174°51'247S 34°39'48"-S 35°32')

1 chart ms , pen and wash on sheet 42 9 χ 63 5 cm Bound into volume

Compilation draught chart Pencil led in ter -section bearing l ines la id on chart as observed from Endeavour

Public Record Office, Kew

(26) Colonial Off ice 700/New Zealand/1

A Chart of New Zeland or the Islands of Aeheinomouwe and Tovypoenammu Lying in the South Sea / by Lieut J Cook circumnavigated 1769-70 - Scale 1 874 512, 1 in to 12 nautical miles, Mercator's proj (E 166026'-E 178°33 7S 34°4'-S 47°43')

1 chart ms , pen and wash, 181 2 χ 126 8 cm , on sheet 184 6 χ 130 8 cm

Dixson Library, State Library of New South Wales, Sydney

(27) Dixson Library Safe 166

A Chart of Part of New Zeland or the Island of Aeheinomowe Lying in the South Seas / By Lieut J , Cook Commander of His Maiesty's Bark the Endeavour 1770 - Scale 1 873 936, 1 in to 12 nautical miles, Mercator's proj (E 171°26'-E 178°33'/S 34°4'-S 41°47')

1 chart ms , pen and wash, 97 5 χ 75 5 cm Two sheets joined as one Folded

Chart of North Island Sheet watermarked D & C Blauw IV Red label m lower RH corner reads 6 Cook

(28) Dixson Library Safe 166

A Chart of Part of New Zeland or the Island of Tovypoenammu Lying in the South Sea / By Lieutenant J Cook Commander of His Majestys Bark the Endeavour 1770 - Scale 1 802 032, 1 in to 11 nautical miles. Mercator's proj (E 166 12'-E 174°32'/S 40°12'-S 47°43'30")

1 chart ms , pen and wash, 110 χ 90 5 cm Two sheets joined as one Folded

Chart of South Island Sheet watermarked D & C Blauw IV Read label in lower RH corner reads 7 Cook

ROBERT MOLYNEUX (1746-1771), Master

British Library, Department of Manuscripts, London

(29) Add MS 21593 Ε

A Map of the Islands of New Zealand f i r s t Discover'd and named by Tasman afterwards completely seen and s a i l ' d round by His Majesty's Bark Endeavour m 1769 and /70 / [by Robert Molyneux] - Scale 1 2 696 412, 1 in to 37 nautical miles. Mercator's proj (E 165°23'-E 179°33'/S 34 -S 48°13'30")

1 chart ms , pen and wash, 57 6 χ 46 2 cm , on sheet 59 5 χ 48 cm A ro l led chart t ied with ribbon

Chart unsigned, though stated on card catalogue, Department of Manuscripts Drawn by Mr Molineaux, Master of the Endeavour S t y l i s t i c a l l y similar to Molyneux's charts, Add MS 21593 L and Shelf 69,458

(30) Add MS 21593 L

The Northernmost Island of New Zeland / by Mr Molineux Master [on verso of chart ] - Scale 1 1 238 076, 1 in to 17 nautical miles,

*{Ει71^55^-¥l^9°3'/S 34°-S 41°)

8

1 chart ms , pen and wash with pencil g ra t i cu le , on sheet 59 8 χ 48 5 cm Rolled chart t ied with ribbon

Public Record Office, Kew

(31) Admiralty 55/39 76

[Foveaux S t ra i t to Breaksea Sound / by Robert Molyneux] - Scale 1 977 503, 1 in to 13 4 nautical miles, Mercator's proj i ? ) (E 165°48'-E 167°20'/S 45°31 '-S47°321 )

1 chart ms , pencil and ink on f o l i o sheet 31 8 χ 20 cm

This track chart attached as the las t f o l i o , to Molyneux1s surviving log, covers Endeavour's track on rounding the West Cape of the South Is land, 11-14 March 1770

Hydrographie Department, Taunton

(32) Shelf 69,458

[A Chart of New Zealand / by Robert Molyneux] - Scale 1 864 000, 1 in to 12 nautical mi les, Mercator's proj (E 165°52'-E 171057S 34°-S 48°) 1 chart ms , pen and wash, on sheet 169 5 χ 109 4 cm Rolled for storage

This large manuscript chart of New Zealand, consists of 5 glued sheets, mounted on l inen On verso Masters Chart

RICHARD PICKERSGILL (1749-1779), Masters mate

(33) Add MS 21593 F

Taken as Sa i l ' d Round by His Majesty's.Bark Endeavour in 1769 and /70 Done for Jos Banks Esq e / by R a P ickersg i l l - Scale 1 2 621 808, 1 in to 36 nautical miles, Mercator's proj (E 168°38'-W 179°27S 34°-S 42°)

1 chart ms , pen and wash, 35 6 χ 45 7 cm , on sheet 37 5 χ 46 7 cm Rolled f o r storage

North Island and top half of the South Island are depicted

Hydrographie Department, Taunton

(34) Shelf Xx, 552/1

A Chart of the Islands of New Zealand / [by Richard P ickersg i l l ] - Scale 1 2 623 536, 1 in to 36 nautical miles. Mercator's proj (E 163°15'-E 179°487S 34 -S 48°)

1 chart ms , pen and wash, on sheet 63 4 χ 52 6 cm

A label attached to the top LH corner reads Catalogue Ν 4178 Original Chart of New Zealand, By the Master of H M S Endeavour Capt James Cook 1770 ( th is is the f i r s t complete Chart of New Zealand) Signed botton RH corner Rich P ickerg i l l

(35) Shelf Xx, 552/2

A Chart of Part of the So* Conti 1" between Poverty Bay and the Court of Aldermen discover 'd by His Maj Bark Endeavour / [by] R Pickersg *NB This chart was taken before

th is Country was found to be an Island - Scale 1 218 520, 1 m to 3 nautical miles, Plane proj (E 175°58'-E 178°45'/S 37°26'30"-S 38°37') 1 chart ms , pen and wash, on sheet 73 1 χ 112 4 cm

This chart depicts coastl ine between Tik ipua, north of Poverty Bay, to the la t i tude of Waihi Beach, northern Bay of Plenty, some 28 nautical miles south of the Alderman Islands Abuts Pickersgi l1 1 s coastal sheet of Hawke Bay-southern Manawatu (552/4)

(36) Shelf 3a 552/3

A Chart of Part of the S°*Continent between [Mercury] Bay and the Bay of Islands discover 'd 1769 by His Maj s Bark Endeavour / [by] R d P ickersg i l l *NB This country was af ter making th is chart found to be an island - Scale 1 291 264, 1 in to 4 nautical miles, Plane proj (E 174b15'-E 176°13'/S 35°9'-S 37°16')

1 chart ms , pen and wash, on sheet 84 5 χ 83 6 cm

(37) Press 46a, 552/4

A Chart of a Coast in ye South Sea Discover'd by His Majesty's bark Endeavour Lieut j a m e s

Cook .between l a t i t 38i and 41° - south / By R a P ickersg i l l - Scale 1 218 556, 1 in to 3 nautical miles, Plane proj (E 176°2'30"-E 178°4'307S 38°37'-S 40°54')

1 chart ms , pen and wash, 71 8 χ 153 cm; on sheet 73 9 χ 154 cm Rolled char t , backed on l inen

This chart depicts the coastl ine of Manawatu, Hawke and Poverty Bays

9

(38) Shelf Xx, 552/5

A Plan of Port and River Mercury, c a l l ' d by the Natives, Apuragge / by R<J Pickersgi l l - Scale 1 24 029, 1 in to 0 33 nautical miles, Plane proj (Ε 175°39 ' 30"-E 175°49' 54"/S 36°44 ' 24"-S 36°53'45")

1 chart ms , pen and wash, on sheet 53 8 χ 76 2 cm

(39) Shelf Xx, 552/6

A Plan of Queen C h a r l o ' s Sound on the N° side of [ ] Is land, S° Sea Latitude 41°05'32" Long 184 36 / [by] R d Pickersgi l l - Scale 1 116 602, 1 6 in to 1 nautical mile, Plane proj (E 174°8'-E 174°23'307S 41°2'30"-S 41°12'30")

1 chart ms , pen <ind wash, 58 χ 47 cm, on sheet 60 6 χ 48 6 cm Chart backed on l inen

(40) Shelf Xx, 552/7

A Plan of Cooks Streights and Queen Charlottes Sound Sa i l ' d Through by his M a j t s Bark Endeavour in 1770 / by R Pickersgi l l - Scale 1 327 942, 1 in to 4 5 nautical miles, Plane proj (Ε 174°-E 175°587S 40°54'-S 42°2')

1 chart ms , pen and wash, 36 6 χ 54 6 cm , on sheet 38 2 χ 55 cm

This chart abuts with P i cke rsg i l l ' s chart of the Manawatu coast and Hawke Bay (552/4)

(41) Shelf Xx, 552/8

A Chart of the N° P* of New Zealand taken in his Maj s bark Endeavour / [by] R d P ick 1 1

- Scale 1 291 168, 1 in to 4 nautical miles, Plane proj (E 172°26'-E 174°/S 34°16'-S 35°13')

1 chart ms , pen and wash, 47 5 χ 59 4 cm , on sheet 48 5 χ 60 9 cm Chart backed on 1 men

Caval l i Is lands, via North Cape to Ninety Mile Beach

(42) NZ Fol io 2, 552/9

A Plan of A Bay cal led by the Natives Toi ago where His M a j " Bark Endeavour water'd October 2 7 t h 1769 L a t i d 38°23'S° Longitude 181°32'Wt / By R Pickersgi l l - Scale 1 72 840, 1 in to 1 nautical mi le, Plane proj (E 178°17'45"-E 178°20'46"/S 38°18'45"-S38°23'30")

1 chart ms , pen and wash, on sheet 27 6 χ 37 8 cm This Tolaga Bay chart abuts with an Anaura Bay chart to the northward (552/10)

(43) New Zealand f o l i o 2, 552/10

A Plan of the Bay of Otaurevareua or Tegadoo S° Latitude 38°13' Longitude w* 177° / by R Pickersgi l l - Scale 1 36 420, 1 in to 0 5 nautical miles, Plane proj (E178°17'45"-E 178°21'30'7S 38°12'-S 38°18'45")

1 chart ms , pen and wash 23 8 χ 29 8 cm, on sheet 24 6 χ 30 9 cm

Chart of Anaura Bay, Motuoroi Island and Marau Beach South of Marau Point th is manuscript abuts with a chart of Tolaga Bay (552/9)

(44) NZ Fol io 2, 552/11

The Harbour of Comatte Warrawiea on ye E l

Side of ye Bay of Islands / by R Pickersg i l l - Scale 1 36 402, 1 in to 0 5 nautical miles, Plane proj (E 174°7'-E 174°14'24'7S 35°12"10"-S 35°17'36")

1 chart ms , pen and wash, on sheet 32 3 χ 38 5 cm Chart backed on l inen South east Bay of Islands, with Endeavour's anchorage in lee of Motuarohia, 29 Nov-6 Dec 1769

J R Η Spencer Austral ian Bureau of S ta t i s t i cs , Canberra

REFERENCES

Cotter, C Η (1968), 'The Metrication of Navigat ion ' , institute of Navigation Journal, 21, 366-367

10

Gorman, M , Winkler, Ρ W (1978), Anglo-American Cataloguing Rules, American L ibrary Associat ion, Chicago

Hawkesworth, J (1773), An Account of the Voyages undertaken by the order of his present Majesty for making Discoveries in the Southern Ttemisphere, And successively performed by Commodore Byron, Captain Wall i s , Captain Car teret , and Captain Cook, in the Dolphin, the Swallow, and the Endeavour tdrawn up from the Journals which were kept by the several Commanders, And from the Papers of Joseph Banks, Esq W Strahan & Τ Cadel l , London

New Zealand P i l o t (1971), The Coasts of North and South Islands of New Zealand, Stewart Island and adjacent Is lands, Kermadec, Chatham, Bounty, Antipodes, Auckland and Campbell Islands Hydrographer of the Navy, Taunton

Spencer, J R Η (1984), Ά New Zealand draught chart by James Cook, R N \ cartography, 13,

Stibbe, H L Ρ , Cartmel l , V & Parker, V (1982), Cartographic Materials A Manual fo r Interpretat ion fo r AACR2, American L ibrary Associat ion, Chicago

* * *

ANZ BANK — NEW ZEALAND'S FIRST

In 1840 John Smith opened a branch of the Union Bank of Australia, forerunner to ANZ Bank, at the New Zealand Company's settlement of Britannia

ANZ 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, ANZ Banking Group (New Zealand) Limited, Ρ O Box 1492, WELLINGTON

Telephone 738-622

ASK Κ B A N K

11

COOK CHARTS. A PROPOSAL TO PURCHASE DECLINED, 1920

DOMINION OF NEW ZEALAND

Η/Ο ΤΗ/Β Nbw Zbaland G o v u i K K B i r r Ofpics Stuamd

London W C 2

7th Kajr, 1920.

_̂|_[__̂ límeranáum from the h igh commissioner

^•^•"W^X T" u>>$™»*<6t' tie Prime Hun» tor.

Charts of New Zealand by Captain J Cook I hate the honour to inform you that I hare been offered

by Mr J? Τ Sabin, of 172, New Bond Street, London, ÏÏ , a wellknora dealer in antique engravinge, books, charts, etc , two charts claimed by him to be Captain Cook's original charts of the North and South Island drawn by hie own hand The charts are each about 4 feet by 3 feet and the price asked for the pair is £400 I attach for your information copy of a letter which was received from Mr. Sabin offering the printe

In order to obtain some confirmation as to their being the work of Captain Cook, I arranged for an officer of this Department to visit the Boyal Geographical Society where he Baw Doctor D_ G Conwy, ΓΗ G S , who inspected the two charts 'Dr Corney had previously visited the British Museum and taken notes from original charts by Captain Cook which compared in almost every instance with the charts under offer In each case the paner on which the charts were drawn was , ' ' ----- - · - " ' used

gee ted , j coapare the charts with the

known works of Captain Cook at the British Museum, and this was arranged The representative from this Office visited the Britiah Museum with Dr Corney and there saw one map of the two islands drawn to exactly the same scale as the charts offered They bore remarkable resemblance in many Soints and were, in the opinions of both Br Corney and the uperintendent of the Chart Department of the British Museum, drawn by the same hand A smaller scale map of thB North Island was identical in all particulars so far as the printing was concerned the lines of printing taking the same curves or direction in each case, and one map was obviously copied from the other although there were alight differences in spelling in one or two cases ïïhile Dr Corney was not prepared to state definitely whether the charts offered were orawn by Captain Cook, he stated that he felt satisfied that the charts a t the BrUish Museum were drawn by the seme hand and at the same period, and from his remarks it would appear that himself was inclined to think that they were actually J drawn by Captain Cook There are some pencil notes m the region of Mercury Ieland and from memory Dr Corney thought that the handwriting was not that of Captain Cook He, ho we va:

¿n eacn case tne paper on wnicn tne cnarts were drawn wi in the opinion orDr. Corney, about the same aa that us< at the tine of Captain Cook's voyage Dr Corney suggei that it would he advisable to coapare the charts with Ü

/ suggested

suggested that they night possibly have been pencilled in by one of the scientific men of his party or even have been put in at a later date still

I informed Lir 3abin that the offer would be made known to you by letter and that yon would be asked to cable your decision and suggested that he should forward any documentary evidence as to their authenticity or, failing t h a t , g i v e the facts on which he based his statements that they were "Captain Cook's original charts of the North and South Island"* I attach a copy of his reply, f rom which it will be seen that he is making further enquiries and upon receipt another comauaication from him I will acquaint y o u o f i t s nature

I would be g l a d i f you w o u l d kindly state by c a b l e , as early as p o s B i b l e , whether y o u desire — *" —*~ ~" these charts for the Dominion '

to purchase

Mr C rfUeon, C h i e f L i b r a r i a n G e n e r a l Assembly l i b r a r y

I s h a l l be g l a d to have y o u r v i e t h e b « o h a r t e

a a ^ t o . t h e purobase o f

Un& e r ^ S e c r e t a r y j e m a l A f f a i r s 8 5 / ^ 2 0

The charts referred to as being in the Br i t i sh Museum are probably Add, MS 21593 G and H See Spencer 'The New Zealand charts 1 supra items 16 and 17

12

Tusb Lib (S)

Ho doubt » from a sentimental point of view, the oh»rte would form β

desirable addition to the Turnbull Library, but as tine re le elvaya a

possibility of other really important and historically valuable

documents or publloatlons being offered for purchase for the Tusnbull

ijlbrary, and of the Government being aoked to grant a sum of money

for their acquisition. It la not desirable that £400 should no* be

spent on theae charts

ββαβηΐ uraUf VelllaetOB.

'of Rev Zealand.

, for She TJnger-eeoretary

Department of Internal Affairs ggr.T,HfBTOH-

Ghlef Librarian 3 ene ral Assembly Library,

and Advisory Dlreotor

Turnbull Library.

la eooordeioe with your request, I have perused the oorrecpos-

denee (returned herewith) relet Ins to 114 ββηΐη1· offer of certain

charts of Hew Zealand, alleged to be the original «ors of Captain

Cook, and beg to oats the following remarks thereon -

1st. Zt has not, to my edad, been made sufficiently well estab-

lished that the oharta are the aetual work of Captain Cook t

%j*rH not merely copies by sons other band

Sod The shorts convey no new information concerning Cook's voy-

ages in Hew Zealand waters, or his opinions ae to the lay

of the coast eto Everything te be learned fresa these

charts any be learned equally well and as fully fres oharta

and doouneats already In the Turnbull Library* and in other

pabilo and private collections.

3rd. The value of the charts may be regarded as purely sentimental

and that being so, the price iwioo) seems exceptionally high

por the above rossons, I consider it undesirable that the Oove:

should be asked to grant a sum of £400 for the purchase of the charts"

They are not to be regarded as necessary to sn accurate knowledge of

Cook's movements, or of Hew Zealand geography and oceanography The*

ootnai authenticity lag not sufficiently well proved, and such infor-

mation ai they convey is already at the disposal of those interested ^

in hletorloal mat research work relating to the Dominion.

Wel1ington

4&

13

SOME OBSERVATIONS ON THE DIPLOMA IN INFORMATION MANAGEMENT, ARCHIVES

ADMINISTRATION COURSE AT THE UNIVERSITY OF NEW SOUTH WALES

The Diploma in Information Management Archives Administration Course i s , as the t i t l e implies, a course designed to meet professional administrative needs From the point of view of the New Zealand a rch iv i s t , the course is the most relevant one to take because i t is concerned with archival problems that relate to the recent h istor ical development of countries such as Austral ia and New Zealand The reg is t ry systems that one encounters in Aust ra l ia , as well as the administrative history of our neighbour across the Tasman, present to the New Zealand arch iv is t a scene he is famil iar with and this makes the task of learning that much easier Having said th i s , I feel that a few comments on the Diploma course - as one who completed th is course las t year - are in order

A number of things come to mind, but perhaps the f i r s t observation I have to make is that as the course progresses, one becomes very much aware of the value of sound on-the-job experience gained before going to,Austral ia The course at the Universi ty of New South Wales requires archives students to share with l ib rananship students nine common core subjects which are compulsory' These are taken along with the seven compul-sory archives subjects (there being the same number of l i b ra ry subjects for l ibrar ians) Inevi tably, however, archives students on the course who have had no previous experience of the archives profession, ask what is the relevancy of having to take core subjects which are apparently concerned with matters of information management that affect only l ibrar ians The part icular argument, or grievance, here is that the computer theory and practice which the arch iv is t has to study, and which the core subjects essent ial ly consist o f , is almost exclusively concerned with the retr ieval of information from data-bases using techniques applicable to l ibrar ians and the i r needs rather than to the needs of archiv is ts

In the past th is question has led to some debate between archives students and teaching s ta f f , and las t year was no exception I t has nearly always been pointed out by senior s taf f of the Library School when th is debate occurs, that they are sympathetic to the desire of a rch iv i s ts , and of the archives teaching s ta f f , to have a greater repre-sentation of the i r special subject needs on the course At the same time, they ins is t that archiv is ts must be made aware of thelfact that they l i ve and work in a wider information environment and that a rch iv i s ts , rather than confining themselves exclusively to the i r own f i e l d , need to know something about the methods and practices of information retr ieval in th is information environment

Given that the Diploma course is intent ional ly designed to equip the individual with the ab i l i t y to cope with and manage a var iety of information environments, I believe that this argument is acceptable However, I think i t is worth pointing out that had I not worked as an arch iv is t before going to Aust ra l ia , I would probably have been more sympathetic to the point of view expressed by my fel low students who had no previous experience The fact that I do not think the l i b ra ry core subjects are unduly weighted in favour of the l ib rananship options is'due to my own conviction on the matter, but I believe that th is i s , in part , a point in favour of National Archives policy The pol icy of sending work-trained arch iv is ts over to Austral ia has the advantage of allowing the individual to see the relevance of what he or she is doing and to extract the fu l l bene-f i t of the concepts and practices which are present in the Diploma course

I t goes without saying that any arch iv is t who has had some experience can see the relevance of studying other methods and practices that bear upon his own profession But in regard to the part icular question of the l ibrary-archives interface, I feel i t is important to recal l the argument put forward by Professor Roderick Cave at the 1983 ARANZ training seminar on arch ives , 1 that argument, as I understand i t , is that l ibrar ians and archiv is ts must learn to recognize the common goals and purposes they have, both in terms of the difference m methods and po l i c iesused as well as in common cultural aims There is no better way of observing and understanding what th is common ground i s , than by having to study material which relates to both archives and l ib rar ies Moreover, in practical career terms, the New South Wales course enables archiv is ts and l ibrar ians to move from one profession to the other in at least certain areas, as for instance in the areas of non-book materials (photographs, paint ings, drawings, sound archives, and maps), manu-scr ip t and rare book col lect ions In terms of the value of the course, this is a def ini te plus because i t enables the student to develop the faculty for lateral thinking when i t comes to defining pol ic ies and object ives, in his chosen f i e l d

14

As I said a moment ago, the course is concerned with meeting professional , administrative needs I t should also be said however, that extract ing the f u l l value of the course does not l i e simply in learning how to manage an archives or an information centre I f one takes, fo r instance, the archives special project component of the course, which requires the production of a f inding a i d , one is faced d i rec t l y with the task of appraising a group of unknown records which are to be arranged and described The task, in other words, involves a qual i ta t ive element of understanding in the a r c h i v i s t ' s work which has to be explained before one can manage archives in any pract ical sense

This qual i ta t ive element can best be described as a knowledge of the organic or relat ional nature of the records one must deal wi th , and therefore ( in pract ical terms) with how best to preserve th is organic relat ionship of parts in arrangement and descrip-t ion Registered series of f i l e s , pr ivate correspondence, maps, plans, paint ings, drawings and photographs, a l l have an informational value which is of in terest to both the researcher and the a rch iv is t fo r what i t reveals about subject content and the way in which th is subject content was created Arguably, th is can rea l l y be discerned only by understanding the methods used in the creation of records and how information needs are defined and developed in the social and po l i t i ca l community To know th is involves a knowledge of records management, but in addit ion there is always a need for the a rch i -v i s t to remain well versed in contemporary h is tory Hence the archives component of the New South Wales course is to be commended because i t i s designed to producea professional awareness of the value of keeping abreast of current a f fa i rs One thinks in par t icu lar of the Administrative Chronicle which students are required to keep Although in i t s e l f a simple piece of work - i t requires the maintenance of a newscuttmgs f i l e - i t s importance l i e s in the fact that i t becomes a reference tool which enables the student to make informed decisions with regard to the administrative and research value of records which he may la ter have to appraise This kind of theoretical and pract ical approach to the understanding of the a r c h i v i s t ' s tasks must, I think, reinforce the a r ch i v i s t ' s posit ion as a representative of the interests of both the research and records management professions

One las t observation in th is connection conies to mind I t may be argued that the records management part of the archives course is not su f f i c ien t l y large enough to equip arch iv is ts with the kind of expertise they w i l l need to deal w th the contemporary records scene I wonder, though, i f there is not a trap in th is l ine of thinking, which is that of f a l l i ng back on the purely u t i l i t a r i a n consideration of having to j u s t i f y the existence of an archives through the economics of i t s records management function The records management function is without question of great importance, and I think the course in Austral ia places su f f i c ien t stress on th is importance At the same time the reference function is also of great importance, and therefore the a rch iv i s t cannot be seen to be simply a records manager, but, as I have suggested, someone who also repre-sents (par t i cu la r l y in the records management profession) the research value of the records he works with I t would be a great shame i f th is in terpret ive aspect of archives t ra in ing were to be overshadowed at New South Wales by the records management function As i t i s , the course represents an excel lent balance between theoretical and practical considerations

Wayne R Nelson National Archives

REFERENCE

ι Roderick Cave 'The Archive-Library In te r face ' , Archifacts, 1984/1, March 1984, pp 15-17

15

THE NASEBY ATHENAEUM

The 'poor man's go ld - f i e ld ' was what they cal led Naseby a century or so ago The Naseby Athenaeum too could never have raised extravagant hopes in the wide world Today i t i s a very small local l i b r a r y , stocked by the National Library Serv ice, and serving -to speak in round f igures - fewer than 200 persons who l i ve 2000 feet up on the edge of the Mamototo plain in Central Otago Yet th is century-old Athenaeum deserves wider attention because, unlike so many other modest public l i b ra r ies scattered throughout the country, i t s t i l l possesses i t s old books and records These together t e l l us what our fore-fathers and mothers read, or aspired to read, before the coming of radio and te lev is ion

The Naseby Athenaeum has a fur ther , a representative value as one o f a chain of l i b ra r ies set up in the 1870's throughout the province of Otago (including what is now Southland) In response to encouragement from the Otago Provincial Council and la ter from the central government, more than ninety public l i b ra r ies - and another f i f t y school l i b ra r ies - took root in the i r l oca l communities, with help in sett ing up from the Otago Education Board under John Hi slop Thus developed the f i r s t regional public l i b ra ry system in New Zealand, in a f i t t i ng federal manner

I ' l l say nothing here about the books, some 4250 of them, bought by or for the Nasby Athenaeum between 1873 and the late 1930s (Thereafter, Naseby took advantage of the new Country Library Service ) More than half of them surv ive, stored away in cartons in a l i t t l e back room These 'time capsules' have jus t been opened The image may str ike some older professional l ib rar ians with remorse, for i t has been common practice to discard popular f i c t i on once i t has fa l len out of fashion Try to f ind a t i t l e by Edgar Wallace, l e t alone Mrs Braddon on your public l i b ra ry shelves' (Yes, I know att i tudes are changing )

I wri te in Archifacts par t ly to gloat a l i t t l e over the su rv i va l , largely in tac t , not j us t o f the books, but o f the records, which show what books were bought, and when, how paid f o r , how housed, who read them, and so on But there 's something else readers o f th is note may be encouraged to seek out and report similar - who knows even f iner -caches of material I should be glad to hear in par t icu lar from other old Otago or Southland l i b ra r ies

How complete is the Naseby arch ive ' A f u l l set of Minute Books, 3 volumes, run from 1865, when the Athenaeum building was bu i l t as a Union Church, through 1873 when the Athenaeum began operation, r ight up to the present Three Cash-books run from 1878 (perhaps from 1875) up to the late 1930's The old Catalogues, in three volumes, span the years more or less well from 1878 (perhaps 1875) again up to the late 1930's The ea r l i e s t , which runs Ί875'/"1878' - ( ' 1885), is ordered alphabetical ly by short t i t l e Accession numbers, not in sequence, are added marginally Accessions from 1886 to the end of the century may have been recorded in a catalogue or catalogues now los t The second extant catalogue, dated 'December 1901', records the imposition of a new numbering on the exist ing col lect ion The sequence, which is also alphabetical by author, presumably re f lec ts the shelf order The numerical sequence was continued thereafter at frequent intervals up to 1938, evidently functioning as a record o f accessions The th i rd catalogue, of less in te res t , is an author l i s t i n g , undated but kept up only for a few years post-1901 Registers of Borrowings, seven volumes of them, run almost unbroken from 1885 - 1933 and 1945 - 50 Presumably there was an ear l i e r reg is te r , nor is i t clear what happened between 1933 and 1945, when in general the Athenaeum records were not well maintained A Suggestion Book exists for the late 1890's and ear ly 1900's

The or ig ina ls are held by the Naseby Athenaeum, but photocopies o f the Minute and Cash Books and the two main Catalogues w i l l be deposited in the Hocken L ib ra ry , Univers i ty of Otago, Dunedin

What else might there have been' Not surpr is ing ly there are no l e t t e r books However, ear ly dealing with the Otago Education Board, source of the f i r s t substantial quantity of books, are chronicled in answers preserved in the Board's l e t te r books, now held in Hocken Here too is the Board's 'Publ ic L ib ra r ies ' Ledger ' , which itemizes dealings with the Naseby Athenaeum and similar i ns t i tu t ions , for Naseby the period covered in 1873 to 1882

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17

What is missing are l i s t s of books for acquis i t ion, both those, no doubt pr in ted, which the Otago Education Board sent out to the several l i b ra r y committees in Otago, and those which the committees sent in to the Board The existence of such l i s t s is referred to not only in the Athenaeum Minutes, but in the Otago Provincial Government Gazette (as on ρ 65, of issue 651 for 9 February 1870) I should be very glad to hear o f any such l i s t s They would make clearer who took the main respons ib i l i ty for book select ion

Nevertheless, enough has survived to t e l l several stor ies of more than local ιn terest

Keith Maslen, English Department, Univers i ty o f Otago

++++++

MIRACLES TAKE A LITTLE LONGER

BALANCING THE BUDGET AT NATIONAL ARCHIVES

Author's preface This article was intended to be a calm, objective comparison between recommendations for a staff establishment at National Archives m 1946, and the reality today, forty years later During the drafting process, however, the author found it difficult to remain entirely calm and objective Nonetheless, the facts remain the facts, and come from sources available to anyone who might care to ask The impassioned parts come from the author's reading of the sources and her observations and impressions from working at National Archives The conclusions and opinions are her own, not those of National Archives The article was written entirely outside National Archives time

I t would be superfluous at the present time to urge again the need for the development of an ef fect ive system fo r the housing and care of New Zealand's o f f i c i a l archives The need has long been recognised But lack of staff and inadequate accommodation have prevented substantial progress during the past two decades New Zealand's f i r s t century has passed, i ts representatives have taken part in the council of nations But New Zealanders are s t i l l denied ready access to the memorials of the i r past 1

Eric McCormick, at that time Chief War A rch i v i s t , thus summarised the problems of the Dominion Archives in 1946 His report recommended a number of measures for the development of the National Archives The National Archives McCormick envisaged did, to some extent, come into existence, but the impetus was los t somewhere along the way Now, fo r ty years on, McCormick s indictment of the s i tuat ion, c i ted above, is scarcely less accurate than when he wrote i t

Ready access is now avai lable to some of the memorials of our past, but th is access remains inadequate and, for many records, s t i l l non-existent This is due, not to an unwillingness to give access, but to a lack of resources for obtaining and managing the records I t is the contention of th is paper that, unt i l some reconc i l -iat ion is achieved between National Archives resources and National Archives p r i o r i t i e s , this w i l l continue to be the case

OFFICIAL REPORTS, RECOMMENDATIONS, AND REALITY

Under McCormick's proposed scheme of work, the National Archives would carry out the following functions 'covering a period of from three to four years '

arrangement and descript ion of archives already held

formulation of pr inc ip les and rules for arrangement and descript ion and indexing of archives

18

survey of a l l non-current o f f i c i a l records to determine the i r nature, bulk, and the classes which should ult imately be transferred to National Archives

disposal schedules fo r current records of a routine nature

microfilming of deteriorated or endangered records and records that could safely be replaced by microfilm copies

microfilming of overseas records of New Zealand interest

t ra in ing of s ta f f

In short, the major p r i o r i t i es were appraisal , arrangment and descr ipt ion, and microfilming These tasks, plus overal l management, were to be tackled in the fol lowing three or four years by a s ta f f of between 11 and 13, plus c le r i ca l and typing s ta f f 2

McCormick's plan was not put into ef fect The functions were eventually attempted, but the s ta f f al located was never adequate Nonetheless, a considerable amount was achieved by the young National Archives in the late 1950s and 1960s They are years to which today's arch iv is ts look back with a mixture of bewilderment, envy and appreciation, i f they can get past the feel ing of despair induced by the 1970s

x In the meantime, since McCormick's report , new functions developed, notably reference services, records centres, and conservation, while the microfilm function remained largely undeveloped

In 1978, ARANZ produced and proclaimed Wilfred I Smith's report on Archives m New Zealand 3 The Smith Report's recommendations on National Archives were in turn examined in the o f f i c i a l 'Report on National Archives 1979', commonly referred to as the Wards Report 4 Both reports recommended that National Archives develop i ts respons ib i l i t ies in hitherto neglected areas such as local authori ty archives, cartographic carchives, regional archives, photographic archives, exh ib i t ions, group v i s i t s and other outreach, current records management, f i lm archives, sound recording archives, machine-readable archives, plus improved training for a rch iv is ts and records o f f icers Both reports also recommended a substantial increase of s taf f to enable National Archives not merely to take up these addit ional functions but also simply to do what i t was already supposed to do

National Archives then had a total s taf f establishment of 18, of which 13 were head o f f i ce posit ions The Smith Report urged that additional s ta f f should be ' i n the order of 15 within the next f i ve years ' 5 The Wards Report - produced by o f f i c i a l s within the Department of Internal A f fa i rs who were well aware of constraints on staf f increases - nonetheless recommended a total of 16 new posi t ions, to be phased in over a two to three year period 6

These reports were accepted, acclaimed, and acted on - i t was sa id 7 - but National Archives today has an o f f i c i a l establishment of 30 posit ions of which, at 1 Apr i l 1985, j us t 18 were f i l l e d , one on a temporary basis (Of these, head o f f i ce posit ions comprise 21 and 13 respect ively ) Two more s ta f f members are on paid study leave unt i l November 1985 (See Table A fo r detai ls ) So, six years af ter the Wards Report, and three years af ter the proposed implementation period of that report expired, National Archives has four fewer established posit ions than recommended, and in rea l i t y no additional s taf f at a l l Equally important - given that some of the vacancies are due to be f i l l e d in the next month or two so that real numbers should improve - is the fact that there are no extra s ta f f to cope with the extent to which the workload has increased during those s ix years

The increased demands on National Archives resources are a l l too rea l , unlike the al leged increased resources S ta t i s t i cs on reference demands in Wellington hint at the impact on jus t one of the functions (one not even considered by McCormick, one for which the Wards committee recommended four s taf f plus part of a Senior A r c h i v i s t ' s time - the present establishment - but fo r which only two and a half s ta f f , and no Senior A rch i v i s t , are presently appointed)

19

1980/81 1981/82 1982/83 1983/84 1984/85

Reader v i s i t s 1933 2400 3106 3450 4207

Document productions 6697 6937 9754 11686 15477

Written enquiries 1054 1330 1799 2505 2885

Loans to government 1226 1224 1481 1704 1603 departments

Sta t is t i cs for other functions are harder to evaluate or even to obtain, but the reference function depends on those other functions However, enough information exis ts to support subjective impressions

McCormick envisaged that between 11 and 13 professional posit ions would be necessary fo r the functions he outl ined One of those functions (microfi lming) has not been developed, so removal of the s ta f f he allocated for that reduces his estimate to between 9 and 11 s ta f f The modern equivalents of the remaining functions are manage-ment, appraisal, and arrangement and descript ion Today, National Archives has jus t 10 established posit ions for these funct ions, and as of 1 Apr i l 1985 two of those posit ions were not f i l l e d (See Table A ) I t is impossible for these few staff to f u l f i l the i r current respons ib i l i t i es , outl ined below

National Archives i s , by statute, the repository ' i n which such public archives as are considered worth permanent preservation shall be deposited and preserved ' 8

'Public archives' include a l l non-current records of 'any department, o f f ice, corpora-t ion , agency, or instrument of any kind of the leg is la t i ve or executive or jud ic ia l Government of New Zealand' 9 Some idea of the scope of th is may be gained from the Directory of Official Information 1983, which includes 174 ins t i tu t ions in i t s l i s t of contents 1 0 Very few of these are exempt from National Archives' j u r i s d i c t i o n , and National Archives is also responsible for records of commissions and committees of inquiry, papers of Cabinet ministers, and certain other records Many of the inst i tu t ions included in the Directory have d i s t r i c t o f f ices, branches, and semi-autonomous units Moreover, the Directory includes only current agencies, there are many more defunct government agencies whose records remain, and they too are the respons ib i l i ty of National Archives

Between them, the eight appraisal and arrangement-and-description staf f at National Archives are responsible for learning and documenting the administrative background of these agencies and records, inspecting the non-current records to recommend their destruction or retent ion, arranging for retained records to be transferred to National Archives, negotiating and documenting any special conditions of t ransfer or access, documenting the i r a r r i va l and checking them, processing them into archives boxes, arranging and describing them in archival ser ies, and preparing supplementary f inding aids to enable them to be used by reference arch iv is ts and researchers Moreover, almost a l l of the 18,000 l inear metres of archives already held by National Archives are in need of some arrangement-and-description attention and sometimes appraisal as well

In addition to reference, appraisal and arrangement and descr ipt ion, National Archives now has staf f al located to conservation, cartographic archives, local authori ty advice, and administration, plus i ts regional of f ices in Auckland and Christchurch and records centre at Lower Hutt , although, again, a number of these posit ions are current ly vacant As recognised in the reports, each of these areas needs extra staf f to do what i t is current ly expected to do, le t alone some of the more desirable ideas proposed

STAFF MORALE

The si tuat ion is exacerbated by the inexperience of most s ta f f members In 1978, Smith noted that

Staff morale is low as is indicated by a rapid turnover of professional s taf f The cal ibre of s ta f f recruited is high but there is a sense of f rust rat ion at the i nab i l i t y to do what needs to be done and the low salary scales and career opportunit ies The National Archives has been referred to as 'a stunted adolescent' The l imited s ta f f and resources permit only the basic tasks to be performed 1 1 ',

20

Only one of National Archives' current head of f ice staf f members was at National Archives in 1978, but the morale of today's s ta f f appears similar to that of the s ta f f Smith saw then Only four head o f f i ce s ta f f members have been there f o r f i v e years , almost half have been there less than three

Daily l i f e at National Archives re f lec ts the pressures, and staf f do not always succeed in concealing the si tuat ion from the public or the government departments with which they deal

The sole senior a rch iv i s t has t r i ed to div ide his time f a i r l y Mondays his appraisal respons ib i l i t i es , Wednesdays f o r reference and conservation, Fridays fo r arrangement and descr ip t ion, and Tuesdays and Thursdays for management (planning, f inancial forecasts, s taf f assessments, proposals and recommendations, and the l i k e ) , administrat ion, and other 'general ' matters, but th is d iv is ion of time is quite inadequate fo r any of the tasks involved

Appraisal a rch iv is ts juggle competing demands for urgent appraisals from the i r l i s t s of departments and t r y to snatch time fo r long-term work (preparation of disposal schedules - formal or informal) that w i l l ult imately reduce the time required to sat is fy urgent demands (The four-page contents l i s t in the Directory of official information 1983 is divided among the appraisal a rch iv is ts one page for each of the two who spend f i f t y percent of the i r time on appraisal , and two pages fo r the one who spends ninety percent of her time on appraisal ) Meanwhile they must document each appraisal recommendation more carefu l ly than was done in the past

Arrangement and descript ion time has to be guarded against inroads from both appraisal and reference, and demands fo r instant action to provide order out of chaos for reference purposes must be weighed against the development of standard pr inc ip les and procedures to ensure that such arrangement and descript ion as is done i s done properly - or as properly as time w i l l allow ( I s i t better to have two f inding-aids that are 70 percent accurate or one that is 100 percent or three that are 50 percent 7 ) Almost a l l recent arrangement-and-description processing has been done by temporary (PEP) s ta f f , who are also cal led on to dr ive the van, unload boxes, and do other support tasks because there is no one else (Now there are no PEP staf f e i ther )

Arch iv is ts who are on reference desk duty in the morning have a dazed a i r f o r the rest of the day - a sort of batt le fat igue - and are f i t only for the most mundane tasks Arch iv is ts answering wri t ten enquiries are f rustrated at not being able to spend the time necessary to track a source beyond the f i r s t couple of steps

Everyone at Natinal Archives now agrees that a wordprocessor or microcomputer would have immediate appl icat ion in many aspects of archives work, but no one has the time to investigate the poss ib i l i t i es and wri te the reports and have the discussions and wri te the reports and make the telephone ca l l s and wri te the reports, le t alone actual ly devise a system and get i t going and t ra in others to use i t

Nowadays there are a few more career opportunit ies fo r a rch iv is ts than there were when Smith wrote, and National Archives employees are keen to f ind them, especial ly when those opportunit ies are outside that ins t i tu t ion Every time someone else leaves, the i r uncompleted jobs are passed to whoever is l e f t , and added to that person's p i le of uncompleted jobs unt i l they too can leave and hand them on again with in terest Whenever someone new s tar ts , they must be t ra ined, which involves a fur ther diversion of time for those who are l e f t When several leave within a short space of time, scarcely anyone is l e f t to do the t ra in ing plus keep up with the work Meanwhile, the lack of support s ta f f means routine tasks have to be performed by professional s taf f photocopying, label l ing boxes, checking t ransfers, moving boxes, re t r iev ing and replacing documents, l i s t i ng items, typing draf t l i s t s , and so on A major emphasis of the o f f i c i a l recommendations was the need fo r more support s ta f f - and the establ ish-ment of one ass is tant -arch iv is t posi t ion was a s tar t - and more are needed more urgently now that when the recommendations were made

RESCUE OPTIONS

Smith's view was that the only solution to the problem was 'a s ign i f i cant increase in resources ' , and he recommended the appointment of 15 more staf f 1 2 This view has been resisted - in pract ice i f not in pr inc ip le - but no a l ternat ive has been provided I t is not easy to understand the logic of th is

21

Quite simply, National Archives does not have the staf f resources to f u l f i l i ts current funct ions, let alone any expansion of i t s functions There are only three possible ways to rec t i f y the si tuat ion

1 Reduce what National Archives is expected to do

2 Increase i t s s taf f to meet current requirements and expand as required in the future

3 Find other ways to do what is required

The f i r s t is unacceptable to the wr i ters of reports on National Archives, framers of the Public Archives and Records B i l l , archives theor is ts , and probably others I t would require National Archives to cut out at least one of i t s major current functions, and possibly more I t would be inv i t ing censure, as an abandonment of New Zealand's heritage I t is par t ly what National Archives is having to do at present, inasmuch as requests for assistance are being denied or deferred, less co-operative departments are not being contacted at a l l , individual reference enquiries are receiving less attention than in the past, and damaged documents are not repaired unless there is a high r isk of fur ther damage

The second option is what the writers of the reports have advocated I t is what people in the relevant high places have ignored, denied, blocked, or otherwise refused, in col laboration with those who have control led s ta f f ce i l ings

The th i rd option is the other part of what National Archives does at present, to a l imited extent At times there have been more temporary than permanent s taf f at National Archives in Well ington, but temporary staf f (usual ly) have an even higher turnover rate than permanent, there are often supervisory and other d i f f i c u l t i e s , and constant training is required Voluntary labour is used to an increasing extent in indexing programmes, but l og is t i ca l problems occur, for instance in providing copies of archives for indexing, and one wonders why i t i s deemed acceptable to use volunteers in key areas of archives work but not in meeting the responsib i l i t ies of the Inland Revenue Department or Ministry of Foreign Af fa i rs Contract workers are employed to process special col lect ions m exceptional circumstances The computer question has been alluded to above i t too requires time, money, patience and fo r t i tude , and so far there is no computer, despite bursts of enthusiasm over the years The user-pays pr inc ip le has been implemented in supporting the local author i t ies advisory a rch i v i s t ' s posit ion but is f i e rce ly resisted in the reference area (except for document reproduction), even though many enquirers enclose money in anticipat ion of a fee Reference charges could be a part ia l pa l l i a t i ve , providing finance for paying outside contractors to undertake reference work, and fo r reading-room support for the duty a rch iv is t and reference arch iv is t Even i f charges were introduced, however, they would never be suf f ic ient to allow the necessary increases in resources in areas other than reference - and the provision of a sat isfactory reference service is dependent on those other functions of appraisal , arrangement and descr ipt ion, and conservation

I t may almost be too la te , but something must be done Commissioning more reports is not the answer, actual action is required Short-term measures could include closing down a l l reference services and compelling government agencies to hold a l l the i r non-current records for a per iod, meanwhile, arch iv is ts would be recrui ted, t rained, and given time both to catch up with urgent appraisal and arrangement and description jobs, and to develop e f f i c ien t procedures (manual and automated) for future work - These would be rea l i s t i c i f unpopular measures, at the cost of los t public and o f f i c ia l goodwill and some los t records ( i t is l i ke l y that some agencies would choose to destroy the i r records i l l e g a l l y because of lack of space) Long-term solutions would have to be implemented as we l l , and quick ly , to preserve any goodwill at a l l , salvage staf f morale, and enable National Archives to f u l f i l i t s statutory obl igat ions, and these solutions must include dras t ica l ly increased s ta f f numbers (100 percent or more), plus t ra in ing, plus guaranteed fur ther increases should the workload continue to increase

Wilfred Smith concluded his report with one more observation which, although lengthy, bears repeating today as i t reinforces the point that the rescue operation rea l l y would not cost a fortune

McC

orm

ick'

s p

lan

(1946)

Po

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TABL

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(1979)

FUN

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S A

ND

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sit

ua

tio

n

(19

85

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1 A

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1

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3-

4

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p

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Ph

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Off

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r 1

Ass

ista

nts

(q

ua

lifi

ed

) 2

Ca

talo

gu

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Ch

ief

Ca

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gu

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1 A

ss

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(q

ua

lifi

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) 2-

3

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Na

tio

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1 (-)

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(pa

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hiv

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1 Ie

24

TABLE A

NOTES

a Because the respons ib i l i t ies of some posit ions vary from report to report , and some people m fact have duties divided other than 50 50, these f igures should be considered as an approximate guide only For a number of posi t ions, the Wards report gives 'A rch iv is t or Assistant A r c h i v i s t ' , which I have condensed to ' A r c h i v i s t '

b The duties of the other a rch iv is t on study leave were divided between appraisal and arrangement and descript ion

c The Cartographic Arch iv is t is re l iev ing as Acting Reference Arch iv i s t while the Reference Arch iv is t is on study leave

d The technician's posit ion is f i l l e d by a temporary employee pending the appointment of a conservator and then a permanent technician

e These are not established posit ions, but ex i s t because of special circumstances re lat ing to the individuals involved

I am aware that th is is not an appropriate time to advocate s ign i f icant additional government expenditure and I bel ieve that my recommendations are rea l i s t i c in th is respect The present expenditure on archives in New Zealand is approximately 10c per capi ta, a f ract ion of what is regarded internat ional ly as an adequate degree of support The conclusion reached [by the International Round Table on Archives in 1973] was that the minimum expenditure per capita on archives should be one Swiss f ranc, which is now approximately 35c I f the support for archives in New Zealand were to approach that minimum amount most of the recommendations I have suggested could be implemented and New Zealand could develop an archives system which would ensure the preservation of i t s valuable archival heri tage, the development of an archives profession and a co-ordinated ins t i tu t iona l infrastructure which would be a c red i t to the country and in some respects an example to the world 1 3

National Archives staf f have a t rad i t ion of doing the impossible, in a va l iant attempt to balance the budget of resources against p r i o r i t i es They are now being asked to perform miracles Miracles may take a l i t t l e longer, but, given the lack of other resources, a miracle is now what is required

Cheryl Y Campbell Wellington

REFERENCES

1 E H McCormick (Chief War A r c h i v i s t ) , 'Development of the National Arch ives, ' report to Secretary for Internal A f f a i r s , 23 Aug 1946, ρ 1 copy on NA V I pt 1 (ARCH 451/5d), National Archives, Wellington

2 I b i d , ρ 2

3 Wil fred I Smith, Archives m New Zealand, a report (Well ington, 1978)

25

4 Report on National Archives 1979 A report to the Secretary for Internai A f fa i rs on tme management and operation of National Archives I McL Wards, convener Wellington 1979

5 Smith, ρ 20

6 Wards, ρ 72 (sec 7 12), comparison of Appendices IV , V and VI

7 For instance, Report of the Department of Internal Affairs for the year ended 31 March 1980, ρ 28, Report of the Department of Internal Affairs for the year ended 31 March 1982, ρ 26

8 Archives Act 1957, c l 5

9 Ib id , c l 2 Certain specif ied records are exempted from the Archives Act in clause 3

io State Services Commission, Directory of official information 1983 (Well ington, 1983)

U Smith, ρ 20

12 I b i d , ρ 20

13 I b id , ρ 35

CANTERBURY BRANCH NEWS

A preliminary meeting to discuss the revival of the Branch ( in recess since May 1983) was held at the Canterbury Museum on 29 May 1985 Interested members, prospective members and those who had been involved in running the Branch in the past took part in the informal meeting There was posi t ive discussion of the form which the revived Branch would take, and interest was keen

An ad hoc committee of 6 was formed to organise the f i r s t AGM since 1983 - planned for August A l l members w i l l be informed of the AGM detai ls in Ju ly Nominations for executive o f f icers of the Branch may be made then, or received from the f loor at the AGM

Ad hoc committee members Caroline Etherington (National Archives, Christchurch) Je f f Kerkus-Lamont (Univers i ty of Canterbury L ibrary) Rosemary O'Nei l l (Canterbury Public L ibrary) Michael Purdie (Canterbury Museum Pic tor ia l Archives) Jo-Anne Smith (Researcher fo r Dictionary of Ν Ζ

Biography) Margaret Thompson (Former Canterbury Branch Chairperson)

Caroline Etherington

26

WELLINGTON TO WAIOURU (AND BACK), SATURDAY 9 FEBRUARY 1985

I t was a magnificent achievement1 Three of us were actual ly leaving Wellington by jus t af ter 7 a m , en route to Lower Hutt to co l lec t the fourth member of the Wellington contingent, change cars, and continue up to the Army Memorial Museum at Waiouru, where we arr ived at about 11 30 a m There we met three more ARANZ adventurers from Bul ls and Wanganui

Our v i s i t to the Museum had been arranged as a Wellington ARANZ branch ac t i v i t y On our a r r i v a l , we viewed an introductory audiovisual before seeing behind the scenes of the museum Our host was Captain Garry Clayton, the Museum's curator, who explained that the museum accepts a wide var iety of material fo r i t s col lect ions - artefacts of many kinds, and photographs and manuscripts A single accessioning procedure is used for these, by which the receipt numbers becomes the main reference number for a col lect ion While a col lect ion may be divided physical ly - photographs are stored separately from paper documents - i t is kept together i n te l l ec tua l l y , in i t s descript ion For several years, the museum's col lect ion of manuscripts ('paperbase mater ia ls ' ) was neglected because no one had the knowledge or time to do anything about them Now they are a l l ident i f ied at a basic l e v e l , and boxed, and fur ther descr ipt ive and indexing work is in progress In another year or two, i t is hoped, the level of access and description w i l l be the same for paper as for other artefacts

The main emphasis in the museum's co l lect ion pol icy is 'The New Zealand s o l d i e r ' , a secondary interest being New Zealand's a l l i e s and enemies Prospective donors of material of national importance are advised to of fer the i r material to the Alexander Turnbull Library or , i f they are public records, National Archives, as the museum prefers to complement rather than compete with these ins t i tu t ions , and does not ye t have the f a c i l i t i e s to provide a comprehensive reference service A number of researchers v i s i t in person to use the documents held, but i t is d i f f i c u l t fo r the museum staf f to provide space and personal assistance for such v i s i t o r s at th is stage Written en-qui r ies (several hundred a year) are answered by Captain Clayton

Most of our party had not v is i ted the museum before and appreciated Captain Clayton's guided tour of the museum's displays We would have needed rather more than an hour or two to absorb the holdings in any detai l but found out v i s i t an informative overview and incentive to return when next passing through Waiouru The expanded gal lery on World War One alone needs more than an hour to see, moreover, i t includes three hours of videotape of interviews with Ga l l i po l i veterans (o r ig ina l l y filmed for a te lev is ion programme on G a l l i p o l i , and not used) The displays are emotionally moving, they depict the l i f e and death of the New Zealand sold ier without excess glamour or cynicism, and the i r honest realism is the i r strength

The v i s i t to the museum, as outl ined above, was what had attracted us to make the journey Before we actual ly saw what we had come to see, we had the addi t ional , unexpected del ight of being guests fo r lunch in the newly opened o f f i ce rs ' mess, with i t s a t t rac t ive decor, f ine food, and a l lu r ing view from a l l i t s windows of Mount Ruapehu (on that day, not covered with cloud) (We resisted the temptation to relax in the lounge instead of returning to the museum for the mam purpose of our v i s i t )

On the return journey to Wellington, we stopped for a picnic tea at the Waikanae River - although we were not very hungry, we enjoyed the break We returned to Lower Hutt via the Paekakariki h i l l , with i t s magnificent view of Kapit i and the coast, and stopped before Lower Hutt to clamber across a stream and over fences to see two graves from the 1840s and 1860s of which one of our party was aware (Where w i l l ARANZ be leading us next ' ) We f inished the day with coffee and conversation, and the assurance that i t had cer ta in ly been worth the e f fo r t and those who had been unable to go had missed out on several treats

Cheryl Y Campbell Wei 1ington

A VIEW OF PARLIAMENTARY RECORDS

On Wednesday, 13 February, James Willoughby, the Clerk of the Journals and Records, gave a talk on the records of Parliament to a meeting of the Wellington Branch of ARANZ He started by out l ining the main records that are produced as a matter of course to enable Parliament to function - b i l l s , acts', order papers, and Hansard Some w i l l be aware already that when appears in Hansard is not the fu l l record of debate, not only is a l l record of what is said when the whole House is in Committee omitted, but the more vigorous inter ject ions and most notable periods of disorder are noted in only truncated form Not even the existence of a taped-recordmg is always regarded by some po l i t i c ians as evidence that what they thought they sai'd and what they actual ly said were not neces-sa r i l y the same thing

For some, the most interest ing and i l luminating part of the talk was the descrption of what is in New Zealand, quite l i t e r a l l y , a unique inst i tu t ion On occasions i t can mean very long hours indeed, occasionally days The psychological l i f t that many get from knowing that they work in a place of power is an incentive that does not last forever , and staf f turnover is quite high Mr Willoughby himself was intending to leave within a few weeks of the talk His comments confirmed the point made by observers inside and outside Parliament, including po l i t i c ians , that Parliament is a very ' a r t i -f i c i a l ' place Women on the s ta f f may be tolerated but, even now, they are not always accepted

Arch iv is ts paid keen attention to the section of the talk concerned with older records Some w i l l be aware of Alan D Ward's comments on the great value and greater disorder of a large volume of unpublished Parliamentary Papers in the basement of Parliament {New Zealand Journal of History,, 1 (1967), pp 93-94) Most of th is material was subsequently sorted, appraised and transferred to National Archives I t was pre-dominantly papers of select committees and pet i t ions Rosemary C o l l i e r who was senior a rch iv is t with National Archives at the time told the meeting that i t was agreed that papers of the same character would in future be transferred af ter three years This was rapidly found to be too short a period, with the resul t that , at present, there is no disposal agreement with National Archives regarding Parliamentary Papers For the most recent years copies of select committee papers are deposited in the Library for reference use The General Assembly L ib rar ian , Ian Matheson, mentioned that Parliament s t i l l holds back runs of printed records such as b i l l s and papers tabled before the House ordered to be printed ( A J H R ) . in some cases in multiple copies, but the L ib rary 's runs of such material are more complete Possibly more surprising was to learn of non-printed records such as the assent copies of b i l l s , s t i l l referred to in the event of a dispute regarding the correct wording, and bound volumes of Clerk 's notes, the source document for the Journals of the House In both cases the runs go back to the 1860s

ι Unfortunately there was l i t t l e to indicate in what Mr Willoughby said that

suggested that Parliament had come f u l l y to grips with i t s archival respons ib i l i t i es , due primari ly to a general lack of resources, and to the fact that (with exceptions such as the assent copies of b i l l s ) most records of Parliament, especial ly the unprinted ones, are only occasionally referred to within a re la t i ve ly few years of the i r creation The resu l t is that despite the large transfer to National Archives in the mid 1970s of records created pr ior to 1966, and the ef for ts of a few interested s ta f f , what remains of Parliament's non-current records are housed in physical ly unsuitable basement storage and in some disorder

Bruce Symondson Auckland

?8

COUNCIL NOTES

The Council met on Monday, 25 February 1985 at Turnbull House, Wellington Two apologies were received The resignation of the Membership Secretary, Patr icia Oi l i f f , was d is-cussed In order to meet this s i tuat ion, Cathy Marr w i l l be co-opted to carry out the duties of Treasurer, allowing Tim Lovell-Smith to become Membership Secretary to f i l l the gap l e f t by Pat r ic ia , as from 1 Apr i l 1985

Arrangements were confirmed regarding meetings with the Minister of Internal Af fa i rs and the Chairman of the Board of Trustees of the National Library (together with the National Librarian and the Alexander Turnbull Librarian) respect ively, on 19 March and 21 March

The production of Archives New Zealand was discussed, and a motion congratulating Frank Rogers regarding i t s publication was carr ied I t is highly recommended to a l l ARANZ members and others interested in archival sources

Peter M i l l e r ' s proposal for a conference of inst i tut ions to discuss archival computerisation was acted upon, and a Working Party, to recommend the f e a s i b i l i t y , form and timetable for such a conference was set up The Chairman, Michael Hodder, to produce a report for the Council meeting on 4 May

* * *

Council had i t s th i rd meeting of 1984/85 on Saturday, 4 May 1985 at the New Zealand Police Col lege, Porirua A l l but one member was present

Arrangements for f u l l ver i f i ca t ion of the membership records during the transi t ion period from Patr ic ia Oil i f f ' s to Tim Lovell-Smith's custodianship were f ina l ised A Working Party on membership/finances and a Standing Budget Committee were established in order to allow for better forward planning, to serve the membership better

Michael Hodder, the Edi tor , and Peter M i l l e r , Chairman of the Otago/Southland Branch, w i l l represent ARANZ at the biennial Conference of the Austral ian Society of Archiv is ts in Canberra in Ju ly

The f i r s t report of the Working Party on Archives and Computers, which w i l l involve both Michael and Peter in discussions with the Australian Society of Archiv is ts on pol ic ies in Aust ra l ia , was received I t is intended this Working Party should report f i na l l y in February 1986

Reports from the delegations which met the Minister of Internal Af fa i rs on 19 March and the Chairman of Trustees and the National Librarian and Alexander Turnbull Librarian on 21 March, were received Further information w i l l now be sought p r io r to the AGM in September

A N A L E C T A

BUSINESS RECORDS SABOTAGED

A break-in in Pakuranga, early in the new year caused Enzed Sewing Ltd to lose con-f ident ia l records in an apparent case of industr ial sabotage The firm is offering a reward of $20,000 for information leading to the conviction of those responsible Among the records taken in the raid were inventoryand purchasing control f i l e s , accounts payable records, and computer disks

Auckland star 10 January 1985

POLICE FILES BURN

Hundreds of pol ice f i l e s were burned when a storage room at the Porirua Police Station was set a l ight early in the morning of 29 March Many non-current f i l e s were des-troyed or damaged

Evening Post, 29 March 1985

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ACCESS DENIED TO ATOMIC TEST DOCUMENTS

Meanwhile, the Australian Royal Commission enquiring into the Br i t i sh nuclear tests in Austral ia during the 1950s has been told by the Br i t i sh government that i t w i l l not be given access to documents relating to safety arrangements during the tests Of the Atomic Weapons Research Establishment f i l es concerned, some have been destroyed, others retained by AWRE, and the remainder sent to the Public Record Office, which would normally have released them shor t ly , under the th i r t y year rule

Auckland star 14 January 1985

CHANGES TO ACCESS IN Ν S W

In New South Wales, as in New Zealand, the Government agency transferring records to archives custody has the r ight to decide the access conditions During 1985 the Department of Corrective Services decreased the rest r ic t ion on access to records re -lat ing to individual prisoners and prison staff to 70 years from the last transaction This period was also accepted by the Department of Youth and Community Services (except for adoption records - restr ic ted for 100 years) whereas, before 1983, the general rest r ic t ion was 50 years The Department of the Attorney General and Justice has specified that only nineteenth century records may be photocopied without specif ic permission from the Department (including coroners' inquest papers), a res t r ic t ion paralleled by that from the Public Prosecutions Office

Archeion, 2 (June 1984)

AUCKLAND TRAINING COURSES

Two archives related training courses are scheduled for the Auckland metropolitan region during 1985 During the second school term, a night-school class w i l l be taught at Glendowie College I t is called 'Working with Archives ' , and is intended to teach basic processing sk i l l s to people who would l ike to work as volunteers in the archives f ie ld The course is being sponsored by the Northern Archives & Records Trust , who aim to have suitable projects ready for the volunteers at the conclusion For enrolment deta i ls , contact the East Ci ty Community Education Programme, Selwyn College Off ice, Tel 586-615 In early September, just before the ARANZ conference, there w i l l be a 2J day training course, 'Management of Small Archival Col lect ions' See the advertisement elsewhere in th is issue, for more information

ARCHIVIST HEADS THE HOCKEN

Stuart Strachan, senior arch iv is t at National Archives since 1977, has returned to Dunedin as the successor to Michael Hitchings as Hocken Librarian

NATIONAL ARCHIVES STAFF MOVEMENTS

Rachel Li lburn has been appointed Local Authorit ies Advisory Archiv is t , and w i l l be based in the Auckland Regional Office of National Archives Chris Adam is the new Archivist- in-charge of the Christchurch o f f ice , and he is presently undertaking training duties in Wellington Wayne Nelson has returned to duty after a year in Austral ia completing the archives diploma qual i f icat ion David Colquhoun is to jo in the staff of the Auckland Regional Office as Assistant Archiv is t

There have been f ive recent departures Stuart Strachan (as mentioned above), Diana Morrow has taken maternity leave, Mark and Ruth Stoddart have l e f t for the University of New South Wales and the archives manage-ment diploma, Bruce Symondson has been appointed records manager to the Auckland City Council

GOVERNMENT SUPPORT FOR FILM ARCHIVE

The new Minister for the Ar ts , Hon Peter Tapsel l , has given a firm undertaking that the Government w i l l support The New Zealand Film Archive In a report on Eyewitness Television News, regarding the threat to the Archive over i ts lack of any guaranteed funding, Mr Tapsell gave an assurance that the Film Archive would not close Speaking also before a special screening in Rotorua of rare and recently preserved f i lms, Mr Tapsell congratulated the Archives on the management work i t was doing The films he said were "something we should be proud of always and protect not only for ourselves but for our children and grandchildren to come " Mr Tapsell said that the time had come for the Film Archive to be given recognised government status He announced that money had been made available by the Lottery Board to allow the Film Archive to proceed (with a condition, however, that after 1985 the Lottery Board did not intend making any further grants)

Support has also been received from members of the Independent Film Industry both the Gibson Group and Phillips-Whitehouse Productions have provided donations of $1000 each, with Film Fac i l i t i es and Gnome Productions making smaller contributions

NZFA Newsletter no 10 (December 1984)

30

BUT ACCOMMODATION CRISIS UNRESOLVED

The headquarters of the Archive, the top f loor in Wakefield Building, Wellington, had to be abandoned by the end of Marth In January Ci ty Council approval was given for a hotel development on the s i te The space has housed documentation, public and research areas since 1982 - the base for f i lm preservation and storage is provided by the National Film Unit Temporary accommodation was found in time, at 82 Tory Street, but the search for a more permanent and adequate headquarters continues

Evening Post, 24 January 1985 and 23 March 1985

ARCHIVES AND THE NATIONAL PARTY

Unanimous approval was given to a remit urging "That greater encouragement, including a higher proportion of government resources, be given to the preservation of New Zealand's archival heritage", passed at the annual general meeting of the Kelburn (Wellington) branch of the Ν Ζ National Party (26 Feb 1985) However, this remit was not taken up by the electorate committee

J M SHERRARD AWARDS

These awards, administered by the Histor ical Association of Canterbury, were established to commemorate the work of the late author of Kaikoura, A History of the District (1966) and are offered to encourage studies in New Zealand regional history The 1984 awards were the seventh made and covered the period 1982-83 Judges A A Murray-Ol ive r , Jeanine M Graham and W J Gardner gave the major award to D Ν Hawkins for Rangiora the Passing Years and People m a North Canterbury Tom (Rangiora Borough Counci l ) , other awards were made to Don Grady for The Perano Whalers of Cook Strait (Reed), Gail and Don Lambert for An illu-strated History of Taranaki (Dunmore Press) and Jack Lee for " I have named it the Bay of islands " (Hodder & Stoughton). The judges commended the increasing use of genealogical studies, but warned that such material should be well digested before use and not presented as being of value in i t s e l f

The next round of judging wi l l be in 1986 fo r works published in 1984-85, candidates are reminded that there is no need to send formal entries as t i t l es are taken from the National Bibliography for the years concerned

New 2ealand Listener, 2 March 1985

AUTOMATION PROJECT FOR PRESIDENTIAL LIBRARIES

The Office of Presidential Libraries within the US National Archives and Records Service is to acquire a network of minicomputers Described as the f i r s t topdown analysis and design ever done for a major archival inst i tut ion, the automation project w i l l eventually assist production of f inding aids and streamline reference enquiry research I n i t i a l l y , however, the major uses wi l l be for compiling s ta t is t ica l data relat ing to researcher use of the presiden-t ia l l ib rar ies , aha for word processing Before NARS embarked on this project, some archiv ists were using their own personal computers for archives work, out of f rus-tration that so such resources would ever be made available o f f i c i a l l y

Computerworld 24 December 1984

CARD CATALOGUES A CONSERVATION CAUSE

Another good conservative cause is the battle to save the card cataaogue in the Library of Congress The proposal to remove the wonderful t iers of wooden indexing has aroused great passions At the moment, anyone may use the l ib rary without a reader's t icket , and may s i t at one of the desks under the magnificent cupola of the main reading room in the Jefferson Building Part of the joy and generosity of this arrangement is the business of pull ing out the smooth drawers and going through the beauti ful ly arranged cards As any reader knows, the pleasure l ies in what you f ind while you are looking in the distract ion from the main quarry There are also f r iend-ships to be struck up and comparisons to be made along the way A l l of this w i l l vanish i f the green screens take over, as they are slated to do The standards of the bank and the a i r l i ne t icket counter w i l l prevail again (as w i l l their atmosphere and the attitude of their serv i tors) and l i teracy wi l l not be a suf f ic ient qua l i f i -cation for the pursuit of a text As in Umberto Eco's monastery, there w i l l be an e l i te in possession of "access" Worse, there wi l l come days when the e l i t e is powerless because the computer is "down" and the amateur researcher w i l l have no second recourse Where is the improvement in a l l t h i s 7

Christopher Hitchens, 'American Notes' Times Literary Supplement, 12 Apri l 1985

NEW ARCHIVES BUILDING FOR CHILE

Chi le 's National Archives now boasts high standard accommodation in the refurbished National Historical Museum The renovations

31

were funded by international organisations ( l ike the U Ν Program for Development and the Organisation of American States) in conjunction with the national budget In addition to the 2200m2 in these premises there is an additional repository of 1200m2

fo r twentieth century records, most of which come from the public sector which includes a few special inst i tu t ions such as the chemical and mining society of Chi le and the superintendency of the banks

ICA Commission on Archival Development information Bul le t in no 14 (January 1985)

INTERNATIONAL ARCHIVES WEEK

The International Council on Archives is promoting an international archives week in 1985 A suggested theme is 'The challenge of archives growing respons ib i l i t ies and l imited resources' Programs in previous years have included exhib i t ions, lectures, radio "phone-ins", f i lm f e s t i v a l s , open houses for archival i ns t i tu t ions , pub l i -cations of brochures and h is tor ies on a rch i -val ins t i tu t ions , T -sh i r t s and bumper st ickers In the United States, 15-19 Apr i l was estab-l ished as the Week by the Society of American Arch iv is ts (No dates have been suggested for a New Zealand observance )

S A A Newsletter, January 1985

MORMON MICROFILMING

The Bishop of Salisbury is supporting plans by the Mormon Church to microfilm parish records in his diocese to save wear and tear on or ig ina l records The bishop's view that the Mormons' aims are 'mistaken but harmless' is not shared by the Director of the Church Society who maintains that the Church of England "ought rea l l y to make a stand on the issue'

Newsletter of the Society of Archivists, 31 (December 1984)

ADVANCE OF HIGH-TECH

The economics of using computer power instead of people power have changed dramatically

Personnel costs have been increasing by 7% annually, computer costs have been decreasing by more than 20% annually Relative to the cost of computer processing power, people are now at least 20 times more expensive than they were 10 years ago and 400 times more expensive than they were 20 years ago

Ρ Declan O'Riordan, 'Trends in information technology 1985' in Information management 19(1), January 1985

THE VALUE ON ARCHIVISTS

In ancient c i v i l i s a t i o n s , during the c lay tablet era (c 3000 - 500 Β C ) records were not created unless they were actual ly needed, and they were del iberately created to be preserved The archives were kept "to docu-ment, protect, and defend the r ights and pr iv i leges and interests of the ru lers" And the arch iv is ts constituted a small, p r iv i leged, respected e l i t e , while the records themselves were l i t e r a l l y the most permanent documents ever created the h is tor ica l destroyer of records - f i r e -served only to bake the c lay tablets and to ensure the i r permanence The t rans i t ion from clay tablets to papyrus was as s i gn i -f icant (and traumatic) fo r the a rch iv is t as from paper to machine-readable magnetic tape But while arch iv is ts in 'developed' countries have los t re la t ive status with the increasing worthlessness of most records and the increasing access ib i l i t y of records through the spread of l i t e racy , in newly independent countries there has been a strong commitment, in pr inc ip le and resources, to archives - despite the com-peting needs of roads, schools and hospitals The International Law Commission of the United Nations General Assembly declared ' i t is impossible to imagine [a State] without a currency, without a treasury, without food, and without archives '

Frank Evans, 'Records and archives an international perspect ive ' , in NASAXA Clearinghouse, 7(2) , December 1984

33

A R C H I F A C T S F O R U M . . .

I have just been appointed honorary archivist for a small institution There are a number of cartons and bundles on the floor of the rooom I've been given, and I know more will be given as soon as people know I'm here Where do I start? How do I know what I've gof

Your f i r s t job w i l l be to develop an accession register and a location guide These need not be at a l l complicated

Do you have any shelv ing' I f not, s tar t requisi t ioning or lobbying for steel shelving I f you have wooden shelving, be thankful for that much, but make a note to acquire steel shelving in future and replace the wooden shelving when possible I f you have steel shelving, note the fact in your communications with your administrators/ f inancial rulers as evidence of the i r obvious support for the archives which they w i l l want to continue to show by giving you whatever you need next

Give each bay of shelving a reference number, and mark the most convenient shelf of that bay (about eye- level) with that number ( fe l t -pen, or a labe l , or such l ike) Individual shelves within each bay are ident i f ied as a fo r the top shel f , b the second shel f , c the th i rd shel f , and so on, but the shelves do not have to be indiv idual ly marked This means you can add or subtract shelves within a bay and not have to renumber a l l your shelves, i f you give each shelf a number, you are then stuck with that number of shelves or else faced with quite some bother i f you want to change them ( I f you have no shelving, mark out sections of the f loo r in a similar system )

Now star t examining those cartons and bundles At this stage, you are merely t ry ing to work out what carton or cartons have come together, from which source Various clues may give you the answer an accompanying le t te r tucked in the top of a carton, the same handwriting on the address labels, the contents should c lear ly be from the one source (an organisation's records, or personal papers) In doing th i s , you are ident i fy ing separate accessions

At this stage you draw up your accession regis ter I t can be a looseleaf binder, or an exercise book, but A4 is probably as good a size as any You w i l l need separate columns for accession number, date of receipt, donor, brief description of records, quantity, and perhaps physical condition, access restrictions, and state of listing The accession number is a running-number sequence, start ing with 1 I f you know the date of receipt for these cartons and bundles, you are fortunate and can record i t accurately, otherwise put the day you are start ing the register For donor, include what information you have In time, you w i l l probably develop a donor register on cards, which w i l l give name, address, accession numbers, and anything else important, but for now you can include this in the accession register The description of records should be only one or two l i nes , but should include the person or organisation whose records they are (which may well be d i f ferent from the donor), and the date range of the records ( i f you know i t at th is tagè), as well as ' f i l e s , reg is ters , loose papers, po l i t i ca l correspondence or whatever else is appropriate Ideal ly, quantity should be given in l inear metres or centimetres (that i s , the length of shelf space taken up by the records) , but at th is stage you may have to say '3 volumes and 5 car tons ' , par t icu lar ly i f you have no shelves The f inal three columns are optional but may be useful for quick reference Under physical condition, a b r ie f comment such as 'Good', 'Hopeless', 'Burn t ' , and so on w i l l be enough to a le r t you or your repair s taf f as to l i ke l y p r i o r i t i es 'Access restrictions' may include a br ie f summary ('Open in 1990', 'Donor's permission o n l y ' ) , but detai ls should be in the accession f i l e and with any l i s t of the items that is prepared The state of listing column w i l l show jus t that 'None', 'Not checked', 'Checked', ' F i n a l ' 'Not checked' and 'Checked' refer to preliminary l i s t s , or l i s t s of the transferred items as they have been received, without arrangement and description

Give each accession a number, and show this on the carton or bundle (especial ly i f there is no other easy ident i f icat ion on them) This number is the accession number as shown in the regis ter

34

Now decide the basis of your location guide Is i t to be by col lect ion name7 -by accession? - by donor' I f you use cards, you can change entries with the minimum of d i f f i c u l t y Whatever the f inal basis of your location guide, at th is stage you w i l l need to include the accession number in i t , e i ther as the prime entry point or as a supplementary description Beside i t , put the shelf reference or inclusive shelf references fo r the accession, e g 'Acc 3 l c - l e 1 Later on, you may have to move th is accession, you w i l l have to amend the location guide, but is is easier to do th is when you are using cards than i f you had the location wri t ten on every copy of the accession, or the accession reg is te r , or the boxes/bundles/cartons themselves

With j us t an accession regis ter and a location guide, then, you have a basic control of a l l your holdings More detai ls of accessions, such as any l i s t s that may have been supplied, copies of the receipts you give to donors, and deta i ls of access condit ions, should be kept on accession files I t may be easiest to use a ringbinder for t h i s , with entr ies arranged by accession number Soon you w i l l need an index to accessions, probably by donor name and the name of the person or organisation whose records comprise the accession I t is probably best to use cards, or perhaps a loose!eaf binder, for th is

Now you also know what you do not know about each accession donor, perhaps, or access condit ions, or a detai led item l i s t Your next job is to s ta r t f i l l i n g in these gaps F i r s t of a l l , though, have a l i t t l e celebration You have already accomplished a great deal

The Archifacts Forum is for readers' queries, and queries of which the ed i tor ia l team become aware although they may not be posed in wr i t ing by a par t icu lar reader I t also provides an opportunity for discussion of archives-related issues that may not be suited to a r t i c l e format The forum w i l l be empty i f no contributions are offered

B O O K R E V I E W S

Sonya Davies Bread and roses Songa Davies, her story Auckland Austral ia and New Zealand Book Company with Fraser Books, 1984 309 ρ $16 95

Sonya Davies, of i l legi t imate b i r t h , was readi ly accepted into her mother's wealthy family, and, less eas i l y , into her stepfather's comfortable home Possibly as a resu l t of her uncertain status, she became a young woman of strong w i l l and rebel l ious nature, was married and divorced at the astonishingly youthful age of seventeen, and, at 20, was a solo mother There followed a prolonged batt le with tuberculosis, marriage to landscape gardener and soc ia l i s t Charl ie Davies, and contact with l e f t -wing causes Mrs Davies supported the 1955 batt le to save the Nelson rai lway, and, in the '60s, championed the 'No Maoris, no tour ' movement, the Campaign for Nuclear Disarmament, and opposition to intervention in Vietnam, while she was the dr iv ing force in the formation of the Ntional Association of Chi ld Care Centres Parliamentary candidate, local body po l i t i c i an , and Labour Party stalwart, she had, by the end of the '60s, established herself as a member of the trade union hierarchy The high point of her career was not, however, to come t i l l 1983 when she was elected Vice-president of the Federation of Labour At the same time she was establishing hersel f in the feminist movement, and was instrumental in drawing up the Working Women's Charter and in gett ing i t accepted by the F 0 L

With such a curriculum v i tae , i t is not surpr is ing that , in her book, Sonya Davies is able to cast l i gh t on several s ign i f icant events and characters in recent New Zeal and hi story She is especial ly good at describing prominent personal i t ies 'behind the scenes' The e lder ly Walter Nash, B i l l Sutch and Norman Kirk stand out Sonya Davies descript ion o f her fr iendship with Kirk - which la ter became an inveterate h o s t i l i t y - t e l l s much about K i rk 's tormented character The author could well have entrusted the reader with even more about her conversations with the Labour leader, a f ter which she 'often tottered along the creaky corr idor from the Siberia wing teeth clenched in case (she) inadvertently spoke one unwise word about what (she) had heard ' Social historians w i l l appreciate detai led accounts of recreation and nurse training in the early '40s, and a ver i table who's who of recent feminism in New Zealand

35

Sonya Davies writes t igh t sentences, has a laconic, wry humour, and the enviable capacity to i l l us t ra te her point with colourful anecdotes When describing how she reacted to and coped with personal tragedies, such as the deaths of husband Charl ie and son Mark, she is especial ly impressive Those who have suffered similar losses might well f ind comfort in her words The narrat ive flows well despite the fact that , at times, the welter of names gets a l i t t l e overpowering Towards the end there is a great amount of information on recent feminism, and one is tempted to suggest that th is could have formed the basis for a separate book on the women's movement and Mrs Davies1 role therein

There is valuable detai l about the author's role in trade union work - and there is too much on her short t r ips overseas The opinions of other societ ies formed on such excursions tend to be shallow and unduly influenced by the views of those who befriend the t rave l l e r The chapter on Sonya Davies' I s rae l i experience is shot through with ignorance and Z ion is t prejudice This champion of land and voting r ights for the indigenous peoples of South Afr ica and New Zealand cannot understand why the Palestinians should have the most basic of these r ights v i s -à - v i s twentieth century European invaders I t is disappointing to note that Ron Don probably has a deeper appreciation of the r ights and wrongs of South Afr ica than Sonya Davies has of Palestine

Bread and roses w i l l win no competition concerned more with production than content - but that puts i t in good company The cover appears to have been designed for a volume much larger than that which has been published, there is a displaced spine, and i t is impossible to read the score of the t i t l e song which is printed inside the cover But these are small faul ts when one considers that the cost of the book is less than seventeen do l la rs , well within the budget of most book buyers The publisher and author are to be commended for bringing us th is valuable book at such a pr ice

Oames Watson, Christchurch

++++++

B i l l Pearson Rifled sanctuaries , some views of the Pacific Islands in Western literature to 1900 Auckland Auckland Univers i ty Press/Oxford Universi ty Press, 1984 93 ρ $11 45

B i l l Pearson's 1982 Macmillan Brown lectures have f i na l l y found their way into printed form The Auckland Univers i ty Press must be commended for publishing something which appears to be of an obscure and highly spec ia l is t nature The i r fa i th in Pearson's worth as a scholar has, however, been f u l l y j us t i f i ed in that the lecturesmake fascinating reading even though they are unl ikely to be nominated for the Watties' book award or wavedat the te lev is ion camera by Gordon McLauchlan

Pearson begins by establishing that the concept of the noble savage was never par t icu lar ly enlightened, and that even Rousseau bu i l t an element of condescension and racial arrogance into i t But th is rather soi led ideal was soon replaced by much less f la t te r ing stereotypes Within a few years of contact, d igni f ied tattooed warriors and nubi le, naked maidens became debauched, d i r ty and fa l len savages As a species of humanity even the best islanders were portrayed as vast ly in fe r io r to Europeans This negative stereotyping set the scene for the missionaries to begin the i r work of elevating the poor heathens to.a more c i v i l i s e d level of development By converting cannibals into agr icul tural labourers who dwelt in ideal ised, pre- industr ia l and essent ia l ly lower middle-class v i l l ages , the missionaries hoped that they would produce a community roughly akin to the respectable working class of Br i ta in But i t was never assumed that such people would become the equals of Europeans, the i r inherent savagery condemned them to a second class c i t izenship

The missionary view, in turn , gradually broke down and was replaced by a hard-nosed att i tude expressed by se t t l e r s , la ter explorers, popular nove l is ts , and authors of best-sel l ing stor ies for boys The sense of awe and cur ios i ty expressed by the very f i r s t explorers remained, but i t was submerged in a decidedly unf lat ter ing viewpoint expressed in a sneering tone Islanders were presented as an unpleasant, unredeemable bunch, lazy , unintentionally comic, untrustworthy and moronic Only Europeans, whether enterprising traders or dashing naval o f icers , could solve native problems Even major wr i ters l i ke Me lv i l l e , who had t ravel led around the Paci f ic , put forward th is

36

negative viewpoint Beachcombers expressed a s l i g h t l y more sympathetic view, but general ly fa i led to win acceptance back in the European community I t seemed that the people once pictured as dwellers in an earthly Eden were cast out of the garden into a posit ion of eternal servitude and i n f e r i o r i t y , even before Social Darwinism provided pseudo-scientif ic j us t i f i ca t i on fo r such harsh judgement Pearson concudes by looking forward to the indigenous Paci f ic response to the r i f l i n g of i t s sanctuaries and the replacement of old t radi t ion by new Christ ian myths Writers such as Albert Wendt are already responding in intr iguing ways as the old colonial order crumbles and the wooden European heroes are shown up as the w i t l ess , one-eyed, know-all puddin' heads they rea l l y were

These essays are writ ten in the unpretentious, interesting s ty le that graces a l l of B i l l Pearson's work I thoroughly recommend them to anyone interested in reading about European perceptions of other cultures I do,have one gr ipe, there is no mention of the Hocken Library Academics frequent Sydney and Hawaii which have hospitable climates and f ine Pacif ic manuscript co l lect ions They v i s i t New York, Salem and Boston which have inhospitable climates and f ine Paci f ic co l lect ions Northerly scholars rarely v i s i t Dunedin which, weather-wise, is unappealing but which, in the Hocken L ib ra ry , has one of the best Paci f ic col lect ions in the world

Tom Brooking, History Department, Univers i ty of Otago

++++++

Roy Shuker Educating the workers? A history of the Workers' Educational Association in New Zealand Palmerston North .Dunmore, 1984 190 ρ $13 95

In 1980, conscious that i t s 70th birthday was approaching, the W Ε A appointed Roy Shuker i t s histor ian He readi ly acknowledges that he learned much from exist ing h is tor ies of adult education in New Zealand by Thompson, Hall and Williams, and the published and unpublished works of local chroniclers But he has made extensive use of the W Ε A 's own records and also univers i ty archives Past and present tutors and of f icers of the organisation, and some former students, have been interviewed

The resu l t is not an exhaustive study, but, in the author's words, 'a thematic history cast in a roughly chronological narrat ive ' Although but 190 pages in length, the work provides a much f u l l e r h is tory of the W Ε A than is avai lable anywhere else while never becoming a chronicle

Shuker gives the sal ient detai ls of the English background, describes adult education in New Zealand pr io r to 1915, and recounts very thoroughly the 1915 v i s i t from Austral ia of Atkinson and Stewart I t was th is pa i r who established the W Ε A in New Zealand Successive chapters are then b u i l t around such events as the sett ing up of tu to r ia l programmes, the 'golden age' of the '20s, thecreation of a Dominion counci l , the Depression years, the growth of the Council of Adult Education and i t s successor, and events since 1963, including the 1982 withdrawal of government grants Recurrent issues are well treated dealing with un ivers i t ies , governments, and trade unions, problems of f inance, geography and pedagogy, and, above a l l , the W Ε A 'saims and purposes, and i t s c l iente le in re lat ion to these The author shows how, through i t s doggedly non-partisan stance, the organisation has been assailed from the l e f t , and, more vigorously, from the r i gh t , although i t was money from the Carnegie Fund, an offshoot of the cap i ta l i s t establishment, which carr ied i t through the worst years of the Depression I t is questionable, of course, whether the W Ε A i s , or was, a workers' educational association, and Shuker provides fascinating s t a t i s t i c s , from recent research and from his own delving in the associat ion's records, on the occupational d is t r ibu t ion of i t s students and the social background of the tutors >

His conclusions about the role and purpose of the W Ε A are set out in an afterword, ' Ideology, h is tory and the W Ε A ' in which, having delivered the promised h is to ry , he speaks much more in his own voice and c r i t i c i s e s previous h is tor ies of adult education fo r the i r lack of ' ideological a r t i cu la t ion ' and of ' c r i t i c a l ref lexivness and e x p l i c i t theorising about the major non-empirical assumptions that underpin research ' Shuker concludes that a radical minority and l ibera l majority have waged war within the W Ε A , honours having gone to the l a t te r so that ' i n a sense i t is appropriate to speak of the W Ε A as an agency of middle-class "cultural hegemony'" How individual

37

readers react to th is w i l l depend on thei r own ideologies

The book deserves high marks for organisation, footnotes, bibl iography, and i l l u s t r a -tions I wish I could praise the detai ls of presentation but there are a number of typographical errors and some scrambled typesetting on ρ 165 These are not as annoying as is the incorrect spel l ing of people's names Domett becomes 'Dowmetf and Charles Bowen is 'James Bowen' Acland is 'Ackland' throughout, and Bourdieu is 'Bordieu' Shelley is often ' S h e l l y ' , the correct and incorrect spel l ing sometimes appearing on the same page We have an 'Al lan Dingwal l ' , Al len Dingwall ' and 'Alan Dingwell ' Even Albert Mansbridge, founder of the W Ε A in England, becomes "Albert Mainsbridge' Is nothing sacred7 The worst example is on page 152 where two versions of a name appear with only a fu l ls top between The book may be the vict im of technology, we are to ld that Shuker's ' sc r ibb l ings ' (h is word, not mine) were transferred to a word-processor I am a l l fo r appropriate technology, but I wish there had been a lo t more old-fashioned proof-reading, for the lapses ci ted are only some of those spattered through an otherwise very useful book

Col in McGeorge, Education Department, Universi ty of Canterbury

MANAGEMENT OF SMALL ARCHIVAL COLLECTIONS

A training course for people who work with archives on a small scale or as part of a wider range o f duties

3 to 5 SEPTEMBER 1985

To be held under the auspices o f National Archives and the Centre for Continuing Education, Auckland Universi ty

ARRANGEMENT AND DESCRIPTION OF SMALL COLLECTIONS

PRACTICAL CONSERVATION OF SMALL COLLECTIONS

ADMINISTRATION OF SMALL COLLECTIONS

THE ROLE OF THE SMALL REPOSITORY

I f you think you would l ike to attend th is training course please wri te to the Regional A rch iv i s t , National Archives Auckland Regional Of f i ce , Ρ 0 Box 2220, Auckland, to reg is ter your interest

LETTER

In the 'Debate on the Armson Catalogue' (Archifacts, 1984/4), I J Lochhead, J Ν Mane and Richard L Ν Greenaway each attached signif icance to the name of Canterbury Uni-ve r s i t y , "which is in Kent"

In 1964, the organisers of the proposed new univers i ty in Kent had drafted a Charter for a Univers i ty of Canterbury However, they became aware of the existence of the Univers i ty of Canterbury in New Zealand, and so they revised the i r draf t charter, so that The Univers i ty of Kent at Canterbury was founded in 1965

G J Tee, Universi ty of Auckland

38

A C C E S S I O N S

ALEXANDER TURNBULL LIBRARY

COLCHESTER, Charles Abbot, Baron Log of HMS Rose, under the command of Abbot, from Portsmouth to Greece, November 1824-April 1826 lv

ANDERSON, Phi l ip Cuthbert Diaries recording l i f e as an Anglican c lergy-man in New Zealand (par t i cu la r ly Taradale and Akaroa) and Aust ra l ia , 1871-1886 1 microfilm reel (or ig ina ls held Mitchell L ibrary, Sydney ML B676-678)

BELL, Raoul Sunday Diary kept by Bel l on Norfolk Is land, where he was col lect ing bird specimens for Gregory M Mathews' The birds of Australia, during 1912-1913. 1 microfilm reel

BROOKLYN School, Wellington Log books, pupil reg is ters , school committee minutes and correspondence, centenary committee regist rat ions, 1896-1983 60cm

BROWN, May "Early days on the Northern Wairoa River ' Recollections of l i f e in Northland around the turn of the century, (196-') 21 leaves

BURTON, Ormond Edward 'Hadfield of Otaki ' Lecture on Octavius Hadfield, with holograph correct ions, 1971 34 leaves Typescript

CONGREGATIONAL Union of New Zealand Minute books of meetings of the Standing Committee and Assembly, 1932-1982 6v

DIXON, George Letters wri t ten by Dixon, an English Μ Ρ , to his daughter Maggie in England, while he was v i s i t i ng New Zealand, 1888 47 leaves Photocopies of typed transcr ipts

DRYLAND, Gordon Boyce Additional l i t e ra r y and personal papers, 1983-1984 60cm ACCESS SUBJECT TO SORTING

GULLY, John Sidney 'John Gul ly a r t i s t and man' A biography and appreciation of his paintings by his great-great-grandson Manuscript and typescr ipt drafts for book published as New Zealand's romantic landscape paintings of John Gully, Wellington Millwood Press, 1984 4cm

HEWITSON, Richard Journal of voyage to New Zealand aboard the Alastor, and l i f e as a labourer in Auckland, 1879-1880 47 leaves Photocopy

HOGG, Bain Holograph copies of extracts from Maori Land Court minute books, together with copies of agreements relat ing to family land on the Hauraki Pla ins, ca 1900-1914 l v

MOODY, Mary Davis Ά New Zealand bride on the Ar t ie C i r c l e ' Author's experiences in the Yukon and Alaska, 1922-1938, and an account of a return v i s i t in 1961 (1960s') 3 cm

PERRIN, Charles Thomas Diary covering part of Perr in 's voyage from London to Wellington aboard the Berar, 15 0ctober-20 December 1874 25 leaves Photocopy

RHODES, William Barnard Log of the whaling barque Eleanor, fo r voyages from Sydney to New Zealand and return, and then to London Rhodes was m command of the vessel on the Tasman crossings, and Robert Johnson during the journey to London, 1839-1841 lv

ROYAL Forest and Bird Protection Society of New Zealand Additional records covering administration and conservation work of the Society, together with material for the 1983 Jubi lee, ca 1928-1982 22m ACCESS SUBJECT TO SORTING

SKINNER, S i r Thomas Edward Scrapbooks of newspaper cutt ings re lat ing to a long career in the trade union move-ment, 1946-1980 4v

UNITED States Department of Defence Naval History Division Histor ies of the South Pacif ic Area and Force Command, describing the establishment and operation of U S naval f a c i l i t i e s in F I J I , New Caledonia, Samoa and Tonga, and the i r impact on the local communities, 1942-1945 4 microfilm reels

WELLINGTON Free Kindergarten Association Records, 1905-1980 2m

WELLINGTON Technical College Records, 1885-1963 5m

39

CANTERBURY MUSEUM, CHRISTCHURCH

AMURI Ski Club Records, 1957-79 1 4 m

DUVAL, Τ Catalogue of the papers of Η Κ Taiaroa (RESTRICTED) 3 cm

FLEMING, John Phi l ip Shipboard d iary , Randolph, 1850 1 cm

HAMILTON, F J Diar ies, le t te rs received and miscellaneous papers, 1920s-80s 0 6m

HOARE, Rev James O'Brien Personal d iary , etc 1866, kept while Vicar of St John's Church, Latimer Square Photocopy 1 cm RESTRICTED

LANDS and Survey Department Expired miscellaneous occupation leases, Hanmer D i s t r i c t 10 cm

LETHABY and Sons (Umbrella manufacturer, Cathedral Square, Christchurch, 1890-1972) Business records, 1933-72

MOUNT COOK Company Further f i l e s of correspondence, 1969-70 0 6 m RESTRICTED

SHEPHERD, Marion Personal account of her l i f e Photocopy 4 cm

HOCKEN LIBRARY, DUNEDIN

BENHAM, William Blaxland Notebooks and Papers re Earthworms ca 1885-ca 1941 30 cm

DUNEDIN Spinners and Weavers Guild Archives 1970-81 2 vols

HEAP, Susan L i terary papers ca 1972, 1976-81 23 cm RESTRICTED

KNIGHT, Hardwicke Residences of the Car gill Family m Dunedin, 1984 3 cm

KNOX Presbyterian Church Presentation volume to Rev A Ρ Davidson on his resignation of the Co-Pastorate of Knox Church, 1894 1 vol

LANDS and Survey Department, Invercargi l l D i s t r i c t Off ice Crown Sale and Settlement Plans 1890s-1930s 699 plans

MORTON, H A Additional papers (mainly re whaling) 1970s-1982 50 cm

NEW ZEALAND Alpine Club Inc A Ρ Harper Memorial Col lect ion of Mountaineering and Climbing Books 1890-1954 45 vol s 1 7 m

NEW ZEALAND Bowling Association archives 1886-1980 11 m

0TAG0 Daily Times Newspaper Biographical Clippings F i les 1948-80 6 cm

SMITHER, Elizabeth L i terary papers 1979-82 10 cm RESTRICTED

NATIONAL ARCHIVES, WELLINGTON

BROADCASTING Corporation Registered f i l e s on buildings and programming c 1963-79 0 5m

CUSTOMS Department Outward l e t te r -books of the Col lector of Customs, Blenheim, 1882-1925 0 5m

EARTHQUAKE and War Damage Commission Inangahua Earthquake claim records 1-10549 10 3m

GOVERNOR-GENERAL V is i to rs books, 1924-63, Semi-off icial correspondence, 1919-34 2 5m

HEALTH Department (Education Information Unit) Clippings of advertisements, 1950-70 0 lm

JUSTICE Department Registered f i l e s , 1928-78, Arthur Munn's prison note-book, 1930 1 0m

LABOUR Department Registered f i l e s , Renumeration Authority case f i l e s 18 4m

McLAY Papers Off ice f i l e s , subject and general correspondence f i l e s , 1976-84 of Hon J Κ McLay 5 Om

MINISTRY of Agriculture and Fisheries Registered f i l e s of Economics Division 1970-83 , Registered f i l e s and other papers relat ing to Country G i r l s ' Clubs, 1948-73 1 3 0m

MINISTRY of Energy - E l ec t r i c i t y Division Registered f i l e s on administration, accidents, accommo-dation, management series and assign-ments 15 0m

MINISTRY of Energy - Mines Division Compensation f i l e s , c 1932-76 3 0m RESTRICTED

MINISTRY of Foreign Af fa i rs Registered f i l e s on SEAT0, 1954-76 27 0m RESTRICTED

40

MINISTRY of Transport Registered f i l e s , 1935-79 Registers of cer t -i f icates of competency issued to masters and mates and engineers, 1869-1977 22 5m

NATIONAL Council of Adult Education Fi les and papers on l i teracy, 1972-83 1 5m

POLICE Department - K i lb i rn ie station Warrant books, record books, watch-house keepers' duties, 1907-70 2 0m RESTRICTED

POST OFFICE Registered f i l e s on individual post o f f ices, c 1919-69 24m

RAILWAYS Corporation - Greymouth station Registered f i l e s of the D is t r i c t Engineer, 1888-1972 17m

TRADE and Industry Department Regis-tered f i l e s and other records of the Salvage Control ler , World War I I , Applications and minutes of committee under the Industr ial Research and Development Grants scheme, 1969-77 9 7m

TREASURY Department of Agriculture f i l e s on Nauru, Ocean and Christmas Islands, 1921-58 0 3m

NATIONAL ARCHIVES, AUCKLAND

LABOUR Department Auckland Youth Farm Settlement Scheme papers, 1936-52 2 5m

LANDS and Survey Department Survey maps covering Auckland area 684 plans

MINISTRY of Agriculture and Fisheries -Ruakura F i les on soi l and plant research, crop.,tr ials, weed contro l , 1935-64 13m

MINISTRY of Transport Daily log books of Harbour Bridge Superintendent, 1959-83 9 Om

VALUATION Department Rolls for Birkenhead, Northcote, East Coast Bays, Helensvi l le, Takapuna, Waitemata C i t y , Huntly, Waikato County, Morrins-v i l l e , Thames Coromandel, Te Aoha, Piako County, Tokoroa, Waihi, Hauraki Plains County, 1969-80 15m

Artifacts are also ourbusiness

At our archives we have many i\treasured, valued and historical items These items include Colonial Bank ofNew Zealand and Asset Realisation Board records, architectural drawings, photographs, Bank of New Zealand and world bank notes and coins Archives can be I S H f i l Established in 1861

viewed by appointment with the Archivist

Appointments can be made by phoning, Wellington 746-999, ext 6630 or 6631 ,orwntingto Archivist, Bank of New Zealand, Ρ 0 Box 2392, Wellington

Rfl Bank of New Zealand

A R C H I V E S A N D R E C O R D S

A S S O C I A T I O N O F N E W Z E A L A N D I N C .

P.O. BOX 11-553 MANNERS STREET WELLINGTON, N.Z.

PATRON: Sir John Marshall

PRESIDENT:

VICE PRESIDENTS:

SECRETARY :

TREASURER: (ACTING)

EDITOR:

COUNCILLORS:

MEMBERSHIP SECRETARY: (TEMPORARY)

Sherwood Young 22 Taupo Crescent, Plimmerton

John Angus 23 Easther Crescent, Kew, Dunedin

Richard H i l l 53 Moana Road, Kelburn, Wellington

Barry Thomson c / - Police Museum, NZ Police College Private Bag, Porirua

Cathy Marr c / - National Archives, P.O. Box 6148,

Te Aro, Wellington.

Michael Hodder P.O. Box 28-011, Kelburn, Wellington

Anne Bromel1 4 Kathryn Avenue, Mt Rosk i l l , Auckland, 4

Graham Butterworth 83 Gloaming H i l l , Onepoto, Ti tahi Bay

Caroline Etherington c / - National Archives, P.O. Box 1308, Christchurch

Brian Henderson c / - Wanganui Museum, P.O. Box 352, Wanganui

Michael Hoare 58 Beauchamp Street, Tawa

Brad Patterson 20 Khyber Road, Seatoun, Wellington

Mary Reid

c / - Taranaki Museum, P.O. Box 315, New Plymouth

Cheryl Campbell c / - P.O. Box 11-553, Manners Street,

Wellington.

COMMITTEE CONVENORS

Archival education and training

Business archives

Labour archives

Records management

Religious archives

Women's archives

Michael Hodder P.O. Box 28011, Kelburn, Wellington

Kevin Bourke c / - ANZ Banking Group, P.O. Box 1492

Wellington

Cathy Marr c / - National Archives, P.O. Box 6148

Wellington

Rosemary Co l l i e r P.O. Box 11-100, Manners Street , Wellington

Beverley Booth Warden's Lodge, Selwyn Col lege, Castle Street, Dunedin

Kay Matthews Education Dept. Universi ty of Waikato, Private Bag, Hamilton

SPOKESPERSONS

Architectural archives

Cartographic archives

Oral archives

Robin Gr i f f i n BNZ Archives, P.O. Box 2392, Wellington

Brad Patterson 20 Khyber Road, Seatoun, Wellington

Graham Butterworth 83 Gloaming H i l l , Onepoto, T i tah i Bay

BRANCH CHAIRPERSONS

Auckland

Canterbury

Otage/ Southland

Waikato

Wellington

Verna Mossong 1 Bruce Road, Glenf ie ld, Auckland

In recess

Peter Mi l le r Hocken L ibrary , P.O. Box 56, Dunedin

In recess

Stuart Strachan 41 Rose Street, Wellington

D

OBJECTS OF THE ASSOCIATION

1. TO FOSTER the care, preservation, and proper use of archives and records, both public and pr ivate, and their ef fect ive administration.

2. TO AROUSE public awareness of the importance of archives and records and in a l l matters affecting their preservation and use, and to co-operate or a f f i l i a te with any other bodies in New Zealand or elsewhere with l ike objects.

3. TO PROMOTE the training of a rch iv i s ts , records keepers, curators, l ibrar ians and others by the dissemination of specialised knowledge and by encouraging the provision of adequate training in the administration and conservation of archives and records.

4. TO ENCOURAGE research into problems connected with the use, administration and conservation of archives and records, and to promote the publication of the results of this research.

5. TO PROMOTE the standing of archives ins t i tu t ions.

6. TO ADVISE and support the establishment of archives services throughout New Zealand.

7. TO PUBLISH a bul le t in at least once a year and other publications in furtherance of these objects.

MEMBERSHIP

Membership of the Association is open to any individual or inst i tu t ion interested in fostering the objects of the Association. Subscription rates are:

within New Zealand $«zl4.00 i n d i v i d u a l s $««20.00 i n s t i t u t i o n s

overseas $wz20.00 $wz25.00

Overseas members who wish airmail dispatch of notices and bul let ins wi l l need to advise of the i r requirements. The additional fee wi l l depend on current postal charges.

Applications to jo in the Association, membership renewals and correspondence on related matters should be addressed to :

The Membership Secretary ARANZ P.O. Box 11-553 Manners Street WELLINGTON New Zealand.

CALENDAR

1985

June 26 7.30 pm soldiers and civilians : Wellington branch meeting, Alexander Turnbull Library

July 5-8 Australian Society of Arch iv is ts ' biennial conference

(Canberra)

Ju ly 15 9.00 am Council meeting (Turnbull House, Wellington)

August 7 7.30 pm society of Mary archives : Wellington branch meeting

September 6-8 Light from the black hole : ARANZ Conference and AGM

(Auckland Technical Inst i tu te , North Shore, Auckland)

Registered at the Post Of f ice Headquarters, Wel l ington, as a Magazine