aranz newsletter no 79 june 2010

8/8/2019 ARANZ Newsletter No 79 June 2010

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Newsletter No. 79June 2010

Archives & Records Association of New Zealand Inc.,PO Box 11-553, Manners Street, Wellington 6011, New Zealand

www.aranz.org.nz

ISSN 0114-7064

Presidents MessageAs you no doubt know, one of the

things which has been pre-occupying

Council in the last few months is the

proposed merger of Archives New

Zealand, along with the National

Library, into the Department of

Internal Affairs. Our biggest concern

is the threat to the independence of

the Chief Archivist and his or her

ability to ensure that government is

Jo Newman accountable for its recordkeeping

when positioned at second or third tier management level. The

boss, or Chief Executive of Internal Affairs, to whom the Chief

Archivist would be accountable as an employee, is always

going to be able to direct him or her, unless legislation is

carefully designed to ensure true independence. This has

constitutional implications which we feel are serious. Many

other aspects of this move concern us, too, of course, but we

are particularly focusing our efforts on changing this situation.

In the meantime, you can possibly help by contacting your local

MP particularly National MPs and expressing your concern.Our position is clearly stated in our position papers on the

ARANZ website, but you are also welcome to contact me, vice-

president, Janine Delaney, or treasurer, Philip Colquhoun, if

youd like to talk about background for any discussions. There

is an awful lot of spin around information being disseminated

about the amalgamation, which I am sure you are able to see

through.

On another front, we recently put in a submission on the Local

Government Act 2002 Amendment Bill to reflect our concern

that, while libraries and museums are mentioned as being core

functions of local authorities, archives are not. If you are

interested in reading our submission, you will find a copy of iton our website.

By the time you receive this newsletter, you should have

received information and a survey about the Going Professional

proposal. We urge everyone to respond to the very short

survey, so we hear your views. Results will be discussed in the

forum at the conference and at that point we will decide

whether a working group is established to explore the proposal

further.

Speaking of the conference, thats now just over two months

away. It promises to be an excellent one, with Randall

Jimerson from the United States (check out his fascinating

newbook,Archives power: Memory, accountability, and socialjustice) and Joanna Sassoon from Australia as keynote

speakers, and a variety of other sessions guaranteed to satisfy

all our members from their many different perspectives. (And, if

you can tack some time on to your visit to Wellington, its a

great place to take a break in winter because theres so much

on thats not weather-dependent!) We look forward to seeing

you there and to having an opportunity to catch up and share

news and views.

Joanna Newman

President

For more information on any ARANZ activities, or if you have

feedback for Council, please contact Joanna Newman [email protected]

Archives New Zealand IntegrationThe integration of Archives New Zealand and the National

Library into the Department of Internal Affairs is progressing.

For information about the Governments decision to integrate

Archives New Zealand, the National Library of New Zealand

and the Department of Internal Affairs and the subsequent

implementation programme go tohttp://www.integration.dia.govt.nz/integration.nsf/wpg_URL

/Agency-Integration-Index?OpenDocument .This website

provides Questions and Answers, News, Organisational

Profiles, and other information.

The Hon. Nathan Guy assures legislative protection for

Archives New Zealand and National Library roles, and has

announced funding to develop a government digital archive.

For information go tohttp://www.beehive.govt.nz/portfolio/archives+new+zealan

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Take a Deep Breathe, Nothing isImpossible if you put your Mind to it!

There are Archives all over New Zealand that follow their own

processes and procedures. Every one has been set up by

people with the very best of intentions; a recognition that if theydont save those records, they will be lost forever. And so it

was with the North Otago Museum. The Archive was purpose

built in 1987. The staff office and public reading room area was

one long room that was dominated by a bench. Visitors and

researchers to the Archive often arrived before 9.00am and left

after 5.00pm. There was very little time for collection

management care and it was often so loud with genealogists

and researchers constantly present that it was impossible to

concentrate. Creating separate staff and researcher space and

establishing public opening hours so that we could get back-of-

house jobs done, became a priority.

There were no standard operating procedures for how datashould be entered onto the database, or even identification of

what constitutes archival material. Not a lot of resources were

available, so typically boxes were stuffed with whatever came

in: newspaper clippings stored with handwritten manuscripts

and hand drawn linum plans. Duplicates abound! And there

was no system for series arrangement or maintained order

within the collections, so Council minutes, for example, were

housed haphazardly amongst school records and boxes of

ephemera.

The first thing that struck me when I started working at the

North Otago Museum three years ago was how difficult it wasto find anything. I cant describe to you the embarrassment of

having researchers staring at me waiting for whatever it was

they wanted, and me not being able to find it; even on the

database, let alone its physical location. Back then the

database was unsupported Paradox software and there were

days where it wouldnt go at all. The most crucial thing to do

was to have that data (for what it was worth - one of my

favourite entries in the brief description field was ask the

curator) migrated to a better collection management system.

Coming from a museum background and realizing that the

object collection database also needed to be preserved, I went

for VERNON CMS. A major problem was that originally there

were a number of databases: archives, maps and plans, digitalphotographs, objects and none of them had unique accession

numbers, or locations. Transferring all of that data into one

database proved to be very problematic and I spent long hours

creating unique storage locations before VERNON took over.

They did a sterling job but still we can have up to three items

an archive, a map and a photograph, with the same accession

number! At least now we can identify its location.

The photograph collections are interesting, at some point

10,000 had been digitized; all in grayscale (even if they were

colour prints) and the location of the original was not recorded

during the digitization process. So trying to find the original is a

difficult task. Occasionally it was noted if the original was

colour, but that just created more frustration where is it so that

it can be digitized correctly?

Now it is easy to identify problems, but harder to problem solve.

What was needed above all else was a professional archivist to

put the Museum Archive on the right track, most urgent was the

establishment of an hierarchical arrangement system including

detailed series descriptions, the standardization of data entry (if

I see another abbreviation that I dont know, I will scream) and

an audit (be-gone cheque book butts). Alongside that personwe need archive technicians to separate out the reference

material from the archive material, to re-house the at-risk

archives properly, to catalogue the huge amount of original

photographs that have never been catalogued, to locate the

photographs that have been digitized and to re-scan them.

It all seems like such a lot of work, if it had only been done

properly the first time thousand of dollars, and my sanity, would

have been saved.

So, the best advice I can give you is:

a) Do not presume that you will work in an institution

forever, do presume that you could be run over by abus on the way home tonight and that someone will

have to take over your job

b) Establish standard operating procedures for data

entry

c) Seek professional advice, it is worth the investment

d) Seek the advice of your peers, it pays to see what

other professionals are doing

e) And dont be fooled into thinking that by saving a few

pennies now you have been clever, because it is

going to cost someone a great deal in the future.

The best advice I have been given by the fabulous

Sharon Dell, librarian at the Hocken: when you start in a

new position, write down all of your first impressions; those

things that work and are important to save, and those

things that must be changed. Refer back to that notebook

every six months and tick off what you have achieved.

Fingers crossed you wont be hit by that bus before you

have made that final tick.

Rowan Carroll, Director, North Otago Museum

The North Otago Museum in the 1882 Thomas Forrester designedAthenaeum, 60 Thames Street, Oamaru.


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Before and after refurbishment of the workareas and and the re-housing of collection itemsat the North Otago Museum

1876 Oamaru Harbour Board Contract & Plans, stuffed into a box.

Staff offices and public research space pre 2008.

Staff offices and public research space 2010.

Archivists Roundtable at Dunedin

An Archivists Roundtable discussion will be held after the

ARANZ Otago-Southland Branch AGM, 10th August, KnoxCollege. Contact: [email protected]

Council Rates Booksafter re-housing.

Council Rates Books before re-housing.

Church registers after re-housing.

Recent Comings & Goings in OtagoAt the Dunedin City Council Archives, Chris Scott has been

recently appointed as Archivist following Bill Sykes retirement

after 26 years working in the DCC Archives from 1984 to April

2010.

Rowan Carroll, North Otago Museum Director, is seeking an

Archivist for the North Otago Museum. To find out moreabout this position contact Rowan: [email protected]

or phone (03)4330815.


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Sound Archives Ng Taonga Krerois back open for business

In December 2009, Sound Archives Ng Taonga Krero

(SANTK) closed its doors for a couple of months to enable the

implementation of a new collection management system (CMS)

Vernon. Vernon Systems is an Auckland-based company,

and its software is used extensively in the heritage/museum

sector in New Zealand (and abroad).

SANTK began the arduous task of finding a new CMS a few

years ago; Vernon was chosen in 2008 and a trial version of the

product was installed to assist with planning for our data

capture and customisation. Our old database had severe

limitations and was not economically viable to upgrade. The

new CMS offers advanced cataloguing functionality and the

facility for our specialist audio staff to enter technical

information directly in to the database (an option not available

in our old system). Vernon lets us run data reports and import

and export data to/from other applications such as word

processors, and spreadsheets. The import and export

functionality will be utilised in future to expedite technical and

data entry for like-audio items. Vernon is also MARC21

compliant (Machine-Readable Cataloguing Record) which will

assist in the storage and retrieval of information in an online

public catalogue.

As part of this project we received funding for additional

cataloguing staff to work on the enhancement of our existing

catalogue data, including database thesaurus creation, in

preparation for the new system. The complexity of some tasks

can in part be attributed to the difficulty of transcribing names

as heard directly from the source i.e. open reel tape or disc.

Our collection dates back to the 1930s, and most of our entriespre-date the online resources now available for verification

(such as the Library of Congress Authorities, Te Puna/National

Library of New Zealand and Nga Upoko Tukutuku/Maori

Subject Headings).

Sound Archives new preservation studio.The biggest task faced by the two staff working on the project

was the identification of where existing SANTK data would map

to in Vernon and documenting what additional fields were

required. Each field/subfield in the old database was mapped

to a corresponding field/subfield in Vernon CMS. This required

an understanding of the characteristics of the various fields and

a familiarity with the test database.

Like any new system, workflows are still being finalised and

small modifications are being made. The information is

expected to go live to a new web browser for users mid year

with a much-improved search engine. In the interim, material

can still be searched online at www.soundarchives.co.nz and

you can contact us at [email protected] for audiorequests. (Note: the online search currently points to our old

database until the planned update). SANTK will keep ARANZ

members posted on the date for the release of our new web

browser.

Finally, over the shutdown period, work was also completed on

studios for audio preservation staff at SANTK Christchurch.

Audio work spaces were previously housed in an open-plan

office area not conducive to working with sound. There are four

studios in total, one dedicated to disc preservation, one to tape

preservation and two multi-task studios. There are also two

spaces dedicated to the cleaning of discs and tapes, which will

allow us to work with more problematic items from thecollection. A listening area for researchers is also being

finished.

Karen Neill

Manager, Sound Archives Ng Taonga Krero

For information about conferences, workshops and upcoming

events go to Upcoming Archives & Record Keeping Events

Calendar available athttp://www.aranz.org.nz/Site/events/calendar.aspx


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NZMS Celebrates 20th BirthdayThis June NZMS (New Zealand Micrographic Services) is

celebrating 20 years of working with the GLAM sector

(Galleries, Libraries, Archives and Museums). And what a 20

years it has been! Founded by Andy and Audrey Fenton

together with John and Nan Pert in 1990, NZMS now has a

team of 22 working on digitising and microfilming heritageitems.

While still microfilming the NZ newspapers I love, NZMS now

digitises a huge range of formats: photographs; negatives; (the

beautifully named) lantern slides; maps; posters; books;

documents and my personal favourite textiles. (It is wonderful

to see digital images which enable you to examine the very

weave of the cloth).

Like so many organisations dealing with information and

cultural material these days, NZMS is that mixture of the old

and the new. On one hand adopting the latest technology to

facilitate access to information and to make top quality digital

copies while on the other hand bringing out the white glovesand acid free paper corners for handling precious and fragile

heritage items. Its an interesting mix, but it works well. To

my mind nothing represents this better than the Cruse scanner

at HMIF (Heritage Material Imaging Facility), currently housed

in the Archives New Zealand heritage fortress in Wellington.

With the largest scan bed in NZ the Cruse scanner relies on a

complex software algorithm to achieve extremely accurate

focus and high level of detail. It is well designed so support

careful handling of heritage material, plus it has the aesthetics

and long, simple lines of the old fashioned manual printing

press. Attractive technology coupled with duty-of-care.

The juxtaposition is evident throughout NZMS. Conventionalmicrofilm cameras and processors working alongside cutting

edge digital scanners. Time-honoured ISO standard microfilm

processes happening alongside current digitisation best

practice. Photographers traditional darkroom skills being

applied via imaging software.

And all with a splash of kiwi ingenuity! If you have been treated

to a tour of our facilities in Tawa you will have heard stories of

the microfilm reels (now standard) made to Andys

specifications, visited the ex-shipping container NZMS has

kitted out to serve as a fire-resistant safe or seen the book

cradle which Andy designed on the back of a napkin! We are

always keen to borrow and share ideas with others too. For

example we have Christchurch City Libraries to thank for the

anti-fatigue mats our camera operators use great for tasks

which require lots of standing. Audrey and Andys daughter

Kate inspired our wordle (a colourful word graphic) with a

homework project and we live in hope that son Michael will

convince Andy that Facebook is just as professionally valuable

as LinkedIn.

NZMS fondly remembers John Perts zeal for quality and

relationships built on trust, he died in 1995 but his legacy liveson. NZMS is taking those values, looking to the next 20 years

and thinking about how we can work with you into the future.

Pauline La Rooy

NZMS Business Development Manager.

Margaret Murray piecing together a newspaper jigsaw for microfilming.

Digitisation Workshop for ARANZ members & Genealogists, at Papamoa.

Cory Haronga preparing fragile material for microfilming.


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Michael Garnstone Hitchings1924-2010

One of New Zealands most knowledgeable and expert

manuscript librarians, Michael Hitchings, died in Dunedin on

19th March.

Michael was born in Christchurch and educated in Wellington

and Auckland, before joining the RNZAF in 1944. There

followed two stints as a meteorological observer on Campbell

Island, 1946 and 1948, the second as officer-in-charge. He then

tried his hand at teaching at Raurimu High School, 1950-51,

before gaining his BA from Auckland University. The following

year he entered the world of heritage collections librarianship at

the Auckland Institute and Museum Library, proving so adept

that without any qualifications or experience, he was left in

charge for several months while the librarian, the redoubtable

Edith Evans, was absent on extended leave. It was Edith Evans

who introduced Michael to archives and manuscripts, an

interest that he retained for the rest of his life. Following a yearat the New Zealand Library School, he was appointed

Manuscripts Librarian at the Alexander Turnbull in 1954, and

then Reference Librarian two years later.

From 1957-58, Michael was Commonwealth Library Fellow at

Lehigh University in Bethlehem, Pennsylvania, from where he

researched source material for American whaling activities in

the Pacific. The following year, 1958-59, he moved to London

as Historical Manuscripts Officer at the New Zealand High

Commission. His main responsibility was evaluating and

selecting manuscript material relating to the Pacific for

microfilming. Among the repositories he surveyed were the

British Museum, the Public Record Office, the archives of theChurch Missionary Society and Methodist Missionary Society,

and those of Selwyn College Cambridge.

Back at the Turnbull Library Michael assumed increasingly

senior roles Acting Deputy Librarian and 1963-64 Acting

Chief Librarian. During this period, he developed a strong

interest in archaeology, serving on the executive of the

Wellington Archaeological Society and acting as Hon. Secretary

of the New Zealand Archaeological Association. This led to

membership of the New Zealand Historic Places Trust,

including a long term, from 1969, on the national executive that

resulted in his award of an MBE in 1983.

It is no secret that Michael, opposed to the pendingincorporation of the Turnbull Library into the National Library,

had no great love for G. T. Alley, the new National Librarian, so

it was perhaps something of a blessing that in 1964 he passed

up the possibility of the top Turnbull job, which went to A. G.

Bagnall instead. And to Hockens great good fortune, as his

appointment as its Librarian in 1965, bringing great experience

and an extensive array of contacts, could hardly have been

bettered. Here, despite constantly constrained resources, he

steadily built up the Hocken Librarys collections and reputation

nationally. He developed a particular interest in literary papers

and paintings. He was responsible for R. A. K. Masons and J.

K. Baxters papers being acquired by the Library, and for the

first transfers of those of Janet Frame. In fact, his interest in

archives and manuscripts had never abated.

From 1960, he was a member of the Archives Committee of the

New Zealand Library Association and in 1976 became a

foundation member of the newly formed Archives and Records

Association of New Zealand. He also oversaw the appointment

of Hockens first fulltime position of Curator of Manuscripts in

1970, which led to greatly expanded holdings, even when the

scale of archives acquisition threatened to overwhelm available

accommodation, let alone the Librarys ability to organise anddescribe them. But the riches gained were immense, including

the very full archives of the Plunket Society and even more

massively those of the NMA Company of New Zealand.

Michaels contributions to heritage collections were recognised

by awards of the Fellowship of the New Zealand Library

Association and of the Art Galleries and Museums Association

of New Zealand.

Hocken under Michael was a happy, vibrant place. Before

computers library relationships were more direct and personal,

and the Hocken staff work area at morning tea was filled with

talk on many topics, accompanied by the strongest coffee in

Dunedin. Regular local readers and visiting scholars werealways invited in to the sociable crush, in a way, which is

inconceivable now. He taught his staff that good reference was

foremost a matter of having the right attitude. His natural

courtesy to all readers and visitors, his conscientiousness, and

his careful, perfectly phrased letters of reply to enquiries were

examples to follow.

Michael retired in 1985 and then developed other interests, but

is still remembered as one of our earliest and best archivists,

though he was always proud to be called a librarian.

Stuart Strachan

Dunedin

Minister Appoints Archives CouncilThe Minister Responsible for Archives New Zealand, Hon

Nathan Guy, has appointed three new members to the Archives

Council Te Rua Wnanga; they are Dame Ann Salmond, Barry

Holdaway and George Reedy.

Dame Ann Salmond is an author and Distinguished Professor

of Anthropology and Mori Studies at the University of

Auckland. From Marlborough with an agricultural background,

Barry Holdaway is an historian who is a regular user of theWellington reading room. George Reedy, MBA, is a chartered

accountant with a strong interest in both Mori business

development and digitisation. As a founding director of ISP

Actrix he has a strong knowledge of IT and the opportunities it

offers.

These new members replace founding members Dr Monty

Souter, Theresa Graham, and Rachel Lilburn, and I want to

thank them for their valuable contribution to archives. Existing

council members Richard Nottage CNZM, chair, Ani Pahuru-

Huriwai, Stuart Strachan QSO and, Mel Smith CNZM have

been reappointed for another three years.

The council had its first meeting for the year on 20 April.


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Management Benchmarking StudyTechnology Indicators released the results of a study into

Records Management in local government in Australia and New

Zealand. The study provides comparative peer data that local

councils can use to self-assess how they manage their records

and to identify areas where their organizations are leading (or

trailing).

The study highlighted common challenges local councils face.

About 70% of local councils reported increases in the number of

electronic records they registered over the last 12 months, and

in some local councils the volume of electronic records more

than doubled. Local councils also experience an increased

public demand for council records (property information, maps,

development applications, etc). Among the reasons for the

changes in the number of records related service requests are

an increased awareness of the public about council records

through relevant information available on-line, an increased use

of on-line services and e-mail to request and/or access council

records, and population growth in some areas.For many local councils, improvement of the staff productivity is

becoming a dominant business driver for the deployment,

replacement or upgrade of their electronic records / document

management systems. However, concerns over compliance

readiness remain - almost 40% of the local councils find it

difficult to comply with legislative requirements for records

management.

Across local councils of different sizes and types, top common

issues negatively impacting records management practices are

the lack of buy-in from the council staff and poor utilization of

electronic records / document management systems. One ofthe challenges closely related to the lack of buy-in from the

council staff is inadequate training in records management. In

more than 70% of local councils, less than 10% of the council

staff were provided with formal records management training in

the last 12 months.

The report with the study findings can be ordered from

Technology Indicators, [email protected]

Leila Abbasova

Research Director Technology Indicators

Governance and Recordkeeping

Governance and Recordkeeping Around The Worldis a freenewsletter published on a regularbasis by Library ArchivesCanada (LAC) that explores and highlights issues pertaining togovernment and recordkeeping practices in the public and private

sector.This newsletter is a great source of the latest news,

events, trends, products and publications in the field of public

administration and recordkeeping.

It is available fromhttp://www.collectionscanada.gc.ca/government/news-events/007001-1000-e.html

Digital Recordkeeping System

Standard Exposure Draft out forConsultation

The revised Electronic Recordkeeping Systems Standard

(ERKSS), currently referred to by its working title, Digital

Recordkeeping Systems Standard, is out for public

consultation. The standard will be a discretionary standard for

public offices and local authorities. To read a copy of the draft

standard go to http://archives.govt.nz/advice/work-progress/current-projects-and-news/electronic-

recordkeeping-systems-standard-erkss-revie

Digital Continuity Glossary Wiki

As part of Archives New Zealands Digital Continuity Action

Plan, their Digital Continuity team has set up a working group to

compile an up-to-date Glossary of digital continuity and

preservation terms. The Glossary can be used to help

collaboration between different sectors involved in digital

preservation, eg. archives, records, libraries, and IT. A wiki has

been created to compile the glossary and has just put the initial

list of terms out for wider consultation. To view the wiki go tohttp://wiki.archives.govt.nz/w/Digital_Continuity_Glossary_

Wiki


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Advent of Cloud Computing

Dave Durkees article, Why Cloud Computing Will Never Be

Free in Communications of the ACM( May 2010, Vol. 53 No. 5,

Pages 62-69) explains the essential characteristics of cloud

computing, service models, competition and cloud pricing

strategies, Cloud 2.0 the value-based cloud and its use for

business activities.

Available at http://cacm.acm.org/magazines/2010/5/87259-why-cloud-computing-will-never-be-free/fulltext For articles on Cloud computing and e-government, browse

May 2010 issue E-Gov.Available athttp://www.egovonline.net/magazine.html?view=magzine&

mag_id=97

Making Intelligence RelevantWhile the records and information management environmentyou work in may be quite different, this viewpoint grounded in

recent United States military experience in Afghanistan will

provide food for thought.

It examines the success and failure of organisational

communication, and effective integrated approaches to

information access (bearing in mind the necessity for

information security, etc). The issues are defined and

solutions recommended in this incisive and direct report.

Fixing Intel: A Blueprint for Making Intelligence Relevant in

Afghanistan, By Major General Michael T. Flynn, USA,

Captain Matt Pottinger, USMC, and Paul D. Batchelor, DIA, In:Voices from the Field,Jan 2010), available athttp://www.cnas.org/files/documents/publications/AfghanI

ntel_Flynn_Jan2010_code507_voices.pdf

ICA-Req: Phase II ProjectThe three modules of the International Council on Archives

Principles and Functional Requirements for Records in

Electronic Office Environments (ICA-Req for short) has been

fast tracked for adoption as a standard by the International

Standards Organisation. A full range of ICA-Reqimplementation guidance is due to be completed by 2012.

ISO Archives/Records ManagementStandards Available

A range of International Standards Organisation records and

archives management standards for business, government and

society, are available for purchase from

http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalog

ue_tc_browse.htm?commid=48856

American ArchivistOnline

American Archivist, the semi-annual journal of the Society of

American Archivists (SAA), is now online.

No. 1 Spring/Summer 2010 and earlier issues are available athttp://archivists.metapress.com/content/120809

ICA International Archives DayMembers of the International Council on Archives celebrated

International Archives Day on 9 June 2010 to promote archives,

and the profession, and a foster greater sense of internationalsolidarity among the participants.

.

Consultants in

Records and Archives Management

Information Management

Knowledge Management

Design and implementation of DocumentManagement Systems

Skudder Wilson Information Management

ph 04-472 3305

fax 04-472 3306

www.swim.co.nz


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Archifacts OnlineWork is underway to digitise the full

run ofArchifacts from April 1974 to

April 2010. The issues are currently

being digitised and OCRd (optical

character recognition) by NZMS. The

articles and reviews will be freelyavailable on the ARANZ website as

text searchable PDFs; well in time for

a formal launch at Conference this

year. The set for scanning was

compiled with the help and generosity of Christine Black, Lesley

Courtney, Janine Delaney and Lois Robertson who sourced the

elusive 1977 new series no. 2 issue in Dunedin!

NZ in Memory of the World RegisterNew Zealands only two entries on the UNESCO Memory of the

World Register until very recently were the womens suffragepetition and the Treaty of Waitangi.

A meeting was held on 22 June regarding the possibility of

introducing the UNESCO Memory of the World programme

(www.unesco.org/webworld/mdm ) to New Zealand.

Participants from different New Zealand institutions attended,

along with Ray Edmondson, an international advisor on

Memory of the World from Australia. Joanna Newman,

represented ARANZ.

Joanna says, I believe the UNESCO Memory of the World

programme in New Zealand has great potential. My vision is to

see groups of archives registered. Archives from smaller

archives as well as large, national institutions would putforward. The concept would be to bring together distributed

collections, such as earliest immigrant accounts, early farming

records. This way, a small institution with a special shipboard

diary written by an immigrant could contribute to a group of

significant records along with the largest institutions.

I would also like to see us start by surveying our history and

identifying aspects which are significant to our culture and

identity, rather than going straight to those iconic individual

items. From there, one would invite contributions from all

archives for consideration as part of the collection reflecting

that aspect of New Zealands memory. (You could compare

this with the concept of a documentation strategy, in archivalterms.)

Entries selected for the Memory of the World register are

considered significant in national, regional or world terms. With

recognition of the status of the item(s), the primary value to any

participating archives would be publicity for their collections

internally, within their own organisation; within their town or city;

or with users and potential users anywhere. For institutions,

increased appreciation and awareness of archives may result in

budget increases or provide helpful justification for grants for

conservation or digitisation, or greater use of collections.

A Working Group has been established to draft Terms of

Reference for a National Committee, to be put to our New

Zealand National Commission for UNESCO.

Feedback Records & Archives WeekKirsty Cox, ARANZ Records & Archives Week 2010 Councillor,

says Thanks to all participants, this years Records & Archives

Week around the theme of Industrious Kiwis: Archives &

Industry, was a great success. From all accounts, events held

this year were of a high calibre, diverse and dynamic.

The theme for next years events will be announced later thisyear so you can start planning events to raise awareness of

significance of archives, and the importance of their

preservation.

Your feedback from this years events ARANZ Branches is

valued as it will assist us in planning for next year.

Please send feedback on what worked well, what didnt, and

changes or improvements youd like to see to Kirsty:[email protected]

Managing & Preserving CommunityArchives

A guide to managing community archives, including information

on acquiring and processing archives, preservation, and access

and reference services, published by the National PreservationOffice, is available at

http://www.natlib.govt.nz/catalogues/library-

documents/managing-community-archives

Blog Spot Gudmund Valderhaug

To read Gudmund Valderhaugs blog posting on The

good Archivist.On power and powerlessness documenting

personal rights, and other issues go to

http://depotdrengen.wordpress.com/the-good-archivist

Conservation SuppliesConservation SuppliesConservation SuppliesConservation Supplies

Quality Archival Documentand Photographic Storage

Polyester Pages & Enclosures Polypropylene Pages & Enclosures Display Albums, Binders & Boxes Clam Shell Boxes, File Boxes, Folders

For full range of Archival Acid FreeStorage products

www.conservationsupplies.co.nzPhone: 09 425 7380 Fax: 09 425 7385

E-mail: [email protected]


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Conferences & Events

NEW! SharePoint iLabs

Info Design and Governance

11-12 Aug Wellington

18-19 Aug Auckland14-15 Sep Christchurch

NEW! SharePoint iLabsSharePoint 2007/2010Discovery

10 Aug Wellington17 Aug Auckland21 Aug Christchurch

SharePoint iLabsSystem Architecture

19 Aug Auckland01 Sep Christchurch

Product IndependentBuilding Your MetadataFramework

21-22 Jun Christchurch23-24 Sep Wellington19-20 Oct Christchurch

Product IndependentEDRMS Masterclass

04-04 Aug Wellington

Productivity & CareerAdvancementPersonal KnowledgeManagement

27 Jul Wellington03 Aug Christchurch17 Aug Auckland

Design & ImplementationChange Management

29-30 Jun Wellington29-30 Jul Christchurch12-13 Oct Auckland01-02 Nov Christchurch09-10 Nov Wellington

User Support: Floorwalking 26 Jul Wellington

For more information about these courses go towww.informationleadership.com or email

[email protected] or phone: +6 4 3 3520332

Introduction to Recordkeeping Aug 4 & 5Nov 17 & 18

Retention & Disposal ofRecords

Sep 22

Adding Value to YourOrganisation

Nov 3

Managing Electronic Records Oct 13 & 14

For information about these courses or the online registration form goto www.swim.co.nz http://www.swim.co.nz/services/course-recordkeeping email [email protected] or phone (04)472-3305.

NATIONAL SERVICES

Details of the courses and information on how to register can

be found on the events calendar on National Services website

http://www.tepapa.govt.nz/TePapa/English/NationalServices/

Wellington

July 29 Recordkeeping Metadata

Aug 18 Introduction to the Public Records Act

Sep 1 ForumOct 6 & 7 Appraisal & Disposal of Public Records

Oct 8 Preparing Records for Transfer

Nov 4 & 5 The PRA & Local Government Records &Archives

Nov 17 Introduction to the Pubic Records Act

Nov 18 Recordkeeping Metadata

Dec 1 Forum

Auckland

Aug 11 Introduction to the Public Record Act

Aug 12 Preparing Records for Transfer

Oct 27& 28 The PRA and Local Government Records andArchives

Oct 29 Forum

Christchurch

July 21 Introduction to the Public Records Act

July 22 Preparing Records for Transfer

Sep Forum

For more information about Archives New Zealand'sGovernment Recordkeeping training courses and to register see

the Continuum website at:http://continuum.archives.govt.nz/government-recordkeeping-training.html

Some Professional DevelopmentReadingJimerson, Randall C. 2009Archives Power: Memory,

Accountability and Social Justice. 466pp. ISBN 1-931666-30-X

For purchase enquiries contact: Society of American Archivistswww.archivists.org

Pacifico, Michele F. and Thomas P. Wilsted (Eds.) 2009

Archival and Special Collections Facilities: Guidelines for

Archivists, Librarians, Architects and Engineers. 204pp. ISBN

1-931666-31-8 For purchase enquiries contact: Society of

American Archivists www.archivists.org

International Council on Archives Committee of Descriptive

Standards. 2008 Interational Standard for Describing

Institutions with Archival Holdings. ISBN 978-85-60207-19-0

Available online: www.ica.org/en/node/38911

Healey, Paul D. 2008 Professional Liability Issues for

Librarians and Information Professionals. Neal-Schuman

Publishers: New York.


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National Digital Forum 2010 Conference

Linking Data, Linking People

18-19 October 2010

The 9th annual National Digital Forum

conference will be held at the Museum ofNew Zealand Te Papa Tongarewa, Wellington.

Linking data, linking people will raise discussion and explore

opportunities for the creative and cultural sectors to link and

make available digital content to the benefit of New Zealanders

and the rest of the world. The interactive format for delegates to

take part in open knowledge sharing, discussion and debate.

The conference programme includes speakers, discussions,

practical workshops and demonstrations.

For further information go tohttp://ndf.natlib.govt.nz/about/2010-conference.htm

Future ProofResilient Archives 2020 and Beyond

Australian Society of ArchivistsNational Conference

Melbourne 12-17 October 2010

For further information and registration go to

http://www.archivists.org.au/2010-melbourne

2010 ALGIM RECORDSMANAGEMENT SYMPOSIUM

26-27 JULY 2010, WELLINGTON TOWN HALL,WELLINGTON

The Conference, Information Management Professionals:

the Lifeblood of Organisations, is relevant to everyone, so

you dont need to work in local government to attend.

Programme highlights include:

International and national keynote speakers, and experts on

topical legal and technical issues, recordkeeping standards,

strategies and practices, Council case studies, updates and

future plans for the ALGIM IM Toolkit, and more.

For further information go to www.algim.org.nz For

registration enquiries contact Amanda Cockburn on (06)3516330 or email info@ algim.org.nz

iPRES 20107th International Conference on

Preservation of Digital Objects

September 19 - 24, 2010, Vienna, Austria

iPRES 2010 brings together researchers and practitioners from

around the world to explore the latest trends, innovations, and

practices in preserving our digital heritage.

iPRES 2010 will re-emphasise that preserving scientific and

cultural digital heritage requires integration of activities and

research across institutional and disciplinary boundaries to

adequately address the challenges in digital preservation.

Digital Preservation and Curation involves various disciplines

and communities. Conference topics will include:

Theoretical, Formal and Conceptual Models of

Information and Preservation

Trusted Repositories: Risk Analysis, Planning, Audit

and Certification

Scalability and Automation

Metadata Issues for Preservation Processes

Business Models and Cost Estimation

Personal Archiving

Innovation in Digital Preservation: Novel Approaches

and Scenarios

Training and Education

Domain-specific Challenges: Web, GIS,

Primary/Scientific/Sensor Data, Governmental &

Medical Records

Case Studies and Best Practice Reports: Systems,

Workflows, Use Cases

For further information go tohttp://www.ifs.tuwien.ac.at/dp/ipres2010

Applications are invitedfor the

Crown Records Management Scholarshipto attend the

ARANZ Conference 2010Investing in the Future Research, Records and

Preservation

25-27 August, Wellington

For Scholarship Application information, the Conference

Programme, and Registration go to ARANZ website at

http://www.aranz.org.nz/Site/events/Conferences/2010_Conference.aspx


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ARANZ ConferenceInvesting in the Future

Research, Records and Preservation

25-27 August 2010

The 2010 ARANZ Conference, Investing in the Future:

Research, Records and Preservation will be held at Civic

Suites, Wellington Town Hall, Wellington.

The Conference will include presentations by international

Keynote speakers Randall C. Jimerson and Jamie Andrews,

and other speakers, workshops and discussions exploring

opportunities for researchers, communities and organisations tocollaborate in the guardianship of knowledge and help

safeguard our collective past in perpetuity.

Themes will address the question of what the archives and

records professions need to do now to meet the demands of

the future, and will include:

New developments in researcher experience, stories from the

front line.

User investment in collaboration with archival

institutions (Web 2.0 and community engagement).

Preservation - personal, community, organisation.

Disaster preparedness - preventive measures for longterm protection.

Investing in good recordkeeping now for good

archives in the future.

Public Records Act Audits 2010.

Measuring recordkeeping performance.

Media user engagement and public relations.

Countering negative publicity.

Digital Rights Management and re-use of information.

Standards - accessibility, control and management of

information.

For further information about the Pre-Conference Programme,

Conference Programme and social events and to Register go to

ARANZ website athttp://www.aranz.org.nz/Site/events/Conferences/2010_Conference.aspx

WANTED: Articles forArchifactsPlease contact the Editor ofArchifacts if you have a paper or

item you wish to submit for publication in the ARANZ journal.

Electronic or Printed NewslettersFrom issue Number 71 June 2008 the majority of our

membership have been enjoying receiving email notification as

each issue of the ARANZ Newsletter has become available in

electronic format on the ARANZ website.

Members who are without email, or for various reasons prefer

the printed version, are sent the printed version. If you are

Receiving the printed version and prefer an

electronic version, OR

Receiving the electronic version and prefer a printed

version.

Contact the Membership Secretary on

[email protected]

ARANZ Council Meetings in 201025 August; 23 September; 18 November

CONTACT THE EDITOR: The Editor is always delighted to

receive news items, information or advertising enquiries for

inclusion in the newsletter, published four times a year

(January, April, June, & October). Contact the Editor by e-mail

[email protected] or by post: ARANZ Newsletter Editor,

PO Box 11-553, Manners Street, Wellington 6011.

ANNUAL GENERAL MEETING26 August 2010

5pmCivic Suite 3

Wellington Convention Centre

Council Nominationsto be received by 30 July

ARANZ Otago-Southland Branch

Management of CommunityArchives

A two-day Workshop on Governance forSmall Archives

Tuesday and Wednesday, 19-20 October 2010

At Central Stories Museum & Art Gallery, Alexandra

Led by Stuart Strachan QSO, this workshop will cover:

Governance Structures; Finance and Funding; Valuation of

Collections; Facilities Management; Essential Policies

Acquisition, Collection Management, Access, Security and

Conservation; Working with Volunteers; Public Programmes.

Limited numbers. Registration Essential.

For further information [email protected]

aranz newsletter no 79 june 2010

Documents