ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

1988/3

1 9 8 8 Archivés Amendment N o . 1 3 0

Ti t le I ?- Provision o f records management

J. Short Ti t le I services

1988, No. 130

An Act to amend the Archives Act 19S7 [iOJuly 1988

BE IT ENACTED by the Parliament of New Zealand as follows:

1. Short Title—This Act may be cited as the Archives Amendment Act 1988, and shall be read together with and deemed part of the Archives Act 1957 (hereinafter referred to as the principal Act).

2. Provision of records management services—The principal Act is hereby amended by inserting, after section 23Λ (as inserted by section 27 (1) of the Flags, Emblems, and Names Protection Act 1981), the following section:

"23e. ( l )For the purposes of this section, the term 'records management service' shall include storage services for, and training, assistance, and advice on, the management of records and archives, whether public records and public archives or not.

"(2J Notwithstanding any other provision in this Act, die Chief Archivist, under the general direction of the Secretary for Internal Affairs, may provide records management services and make such charges For those services as may be agreed with the person to whom such services are provided."

This A c t is administered in the Department o f Internal Affairs.

Public—130 Prkt Code: I —A

W U A J N G T O N . N E W Ζ Ι Λ Ι ^ Ν Ο : Printed under ihc luihority of [he New Zealand Government by V . R. W A I B , Government Printer—(9*J

i tn t j r - turN

C O N T E N T S

NEW ZEALAND FEDERATION OF LABOUR ARCHIVES R i c h a r d H i l l

SUBMISSION OF THE ARCHIVES AND RECORDS ASSOCIATION OF NEW ZEALAND ON THE CRIMINAL RECORDS BILL

MANAGEMENT OF ARCHIVES IN THE ORGANISATION

RECORDS DISPOSAL SCHEDULES, AUCKLANO CITY COUNCIL: AN INTRODUCTORY STATEMENT

LIST OF ARCHIVAL MATERIAL HELD AT THE NATIONAL ART GALLERY RESOURCE CENTRE

ANALECTA

The New Zea land H i s t o r i c Records S e a r c h ; C r i m i n a l Records B i l l ' c o n c e a l i n g ' ; A r c h i v e s Ac t amended; H e a l t h Comput ing S e r v i c e r e c o r d s s o l d ; BDM r e s t -r i c t i o n causes t r e s p a s s c h a r g e ; Busby ' s E n g l i s h d r a f t o f t h e T r e a t y o f W a i t a n g i ; New b i r t h t e c h -n o l o g y r e q u i r e s p r o p e r r e c o r d s ; Records on F i r s t Wor ld War e x e c u t i o n s ; A r c h i v i s t s a r e ' d r e a m e r s ' ; New appo in tmen ts a t N a t i o n a l A r c h i v e s ; A u s t r a l i a n c o n f e r e n c e 1989; S e c r e t s o f o l d S h a n g h a i ; Research t r i a l s and t r i b u l a t i o n s .

S.R. S t r a c h a n

C l a i r e Dawe

B. Symondson

Tony Mack le

BOOK REVIEWS

Te whenua te iwi: the land and the people,

e d . Jock P h i l l i p s

From t h e beginning : the archaeology of the

Maori, e d . John W i l s o n

Rober t Logan . Waimakiriri: the story of Canterbury's 'river of cold rushing water'

Stevan E l d r e d - G r i g g . Oracles and miracles

Ronald F. Keam. Tarawera

( E r i c Pawson)

(Tom B r o o k i n g )

(John W i l s o n )

( D o r o t h y Page)

( G . J . Tee)

LETTER

ACCESSIONS

A r c h i f a c t s i s the official bulletin of the Archives and Records Association of New Zealand Incorporated. It continues the bulletin of the same t i t l e , 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 & 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, A r c h i f a c t s i s published quarterly, at the end of March, June, September and December.

Subscriptions to A r c h i f a c t s are through membership of the Association at the current r a t e s . Copies of individual issues are available at NZ $6-00 per copy, plus postage

Reprints of issues 1974-76 are available at $7-50 per copy.

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

Enquiries concerning the content of A r c h i f a c t s (including advertising), non-receipt of an issue (or receipt of an imperfect copy), and requests for back or single

i s s u e s , should be addressed to the Editor.

All members (and others) are welcome to submit a r t i c l e s , short notices, l e t t e r s , etc

to the Editor. Copy deadline i s the 15th of the month preceding publication ( i . e . ,

15 May for the June issue, e t c . ) . Book reviews should be sent directly to the

Reviews Editor; details of accessions directly to the Accessions Co-ordinator.

EDITOR FOR THIS ISSUE: M i chae l Hodder

Copy typed by Brownings Secretarial Services, Wellington

and printed by Wanganui Newspapers, Wanganui.

Copyright for a r t i c l e s Sc. in A r c h i f a c t s r e s t s with authors and the Association. Permission to reproduce should be sought, in writing, from the Editor.

ISSN 0303-7940

1988/3 September 1988

ARCHIFACTS Bulletin of the Archives and Records Association of New Zealand

NEW ZEALAND FEDERATION OF LABOUR ARCHIVES

In July 1988 the New Zealand Federation of Labour archives were transferred to the Alexander Turnbull Library, Wellington The Trade Union History Project has ensured that the full value of the archives will be realised by having them professionally arranged and described by contract archivist Cathy Marr, who has also produced a guide to them The Project Intends to publish the guide

The archives transferred cover the period 1937-1978 and in some cases through the mid 1980's Records dating from the late 1970 s have been retained at the Council of Trade Unions and will be transferred to the Library at regular intervals as they are no longer required for administrative use Those already transferred total some 45 metres

The archives are of major importance for labour and working class history They include correspondence f i les , minutes, conference papers, subjet f i les photographs, sound tape, video, posters, publications and ephemera They cover the whole field of FOL activity and provide an excellent picture of working class activity and debate on national and international issues for half a century

The archives were originally stored in often unlabelled parcels and boxes in no particular order and without an index They have now been ordered and a full l i s t of all the archives with a description of the type of information in them has been produced

There are some gaps in the records Some dating from the 1930s and 1940s were burned - the survivors have charred edges and some have been weeded and purged over the years Some gaps can be f i l l ed however by records already held in the Alexander Turnbull Library in the Walsh and Bollinger papers these include official FOL records and a brief description of them is also contained in the guide

The archives are restricted and terms of access can be obtained by contacting the Council of Trade Unions or the Alexander Turnbull Library

(Richard Hi l l ) Vice-Chair Trade Union History Project

2

SUBMISSION OF

THE ARCHIVES AND RECORDS ASSOCIATION OF NEW ZEALAND

ON THE CRIMINAL RECORDS BILL

1 Thi submission is made by the Archives and Records Association of New Zealand, which with over 500 personal and institutional members is broadly representative of custodians and users of archives, manuscripts, and historical records of all kinds

2 The Association is sympathetic to and in general agreement with the main intent of the B i l l , namely 'to help people who at some time in their lives have been convicted of a criminal offence to overcome the problems that having a criminal record may cause ' Cf the broad means by which is i t proposed in the Bill to make good this Intention the Association supports the extension of the Human Rights Commission Act 1977 to cover discrimination against a person with a criminal record 1n areas covered by that Act where there is not a direct relationship between the conviction and the area in issue

3 However, the Association does see some major d i f f icul t ies , both of principle and practice, with the proposed restrictions on the availabil i ty of information about a person's convictions contained m Part I IA of the Bill In particular the stringent application of the following clauses is likely to prove problematical

33B Offence to publish information disclosing the existence of conviction where rehabilitation expired

33E Offence for off icial to disclose the existence of conviction where rehabilitation period expired

33M Offence to seek disclosure of irrelevant conviction

4 The main awkwardnesses which the Association perceives with these provisions, singly and in combination are

a To attempt by a prohibition on publication and inquiry to seal from public knowledge information about a person s conviction from the expiry of the rehabilitation period until one year after death would in many instances not only be a serious and impracticable misrepresentation of historical truth but would also act against the public interest Consider the following instances

- the case of the schoolgirl murderesses, Pauline Yvonne Parker and Juliet Marion Hulme 1954

- the explo ts of the convicted escaper, George Wilder 1962-64

- the conviction of Or William Sutch in 1974 of an offence under the Official Secrets Act

- the tr ia ls of Arthur Alan Thomas, 1971-75

- the Rainbow Warrior a f fa ir 1985

- the proceedings against John Kirk, Μ Ρ 1986

In their time these cases and i t would be possible to give other examples, aroused the widest possible attention and are s t i l l matters of continuing public interest They are remembered discussed and written about s t i l l In the Association's view i t would create a most undesirable historical distortion and clearly be against the public interest not to be able to refer to cases of this kind publicly Indeed, i t seems an extremely art i f ic ia l and mistaken notion for a matter to be properly publishable for a time, then for i t to be suppressed and finally for i t to be able to be published again

3

b There is also a serious moral difficulty posed by sealing This has been well expressed in a quotation given in the Report of the Penal Policy Review Committee on the Expungement of Criminal Records (1981) para 7 2

"In trying to conceal a record we seek to falsify history - to legislate an untruth Such suppression of truth i l l befits a democratic society Good intentions are no defence To enable a defender to deny that he has a criminal record when in fact he has one is to help him deny a part of his identity In encouraging him to l i e , the society communicates to him that his former offender status is too degrading to acknowledge, and that i t is best forgotten or repressed as if 1t had never existed at all Such self delusion and hypocrisy is the very model of mental i l l health - the reverse of everything correctional philosophy stand for Actually, the real issue is not the record, but the social attitude towards i t "

Quoted from Kogon and Loughery 'Sealing and expungement of criminal records - the big l i e ' , The Journal of Criminal Law, Criminology and Police Science vol 6 no 3 pp 385, 388

The report does not attempt to meet the criticism, but merely notes i t as 'powerful' Indeed i t is extraordinary how practically no attention has been paid in the quite extensive rehabilitation writings to the wider historical, philosophical, psychological, and moral issues involved in promoting this kind of concealment

c A further objection of principle is that what is proposed is a species of censorship, which in i tself is always a serious cause for concern and should only be imposed for the most necessitous reasons, if only because i t is so often counter-productive and rarely effective It is characteristic of censorship that i t promotes an underworld of speculation and distorted information This is potentially damaging to those persons the Bill is designed to protect Worse s t i l l , innocent persons who have never been tried or convicted could be adversely affected, because not only would misleading information circulate, but i t would also be diff icult in the light of Section 33M for an affected person to ascertain the true position One can well imagine a false rumour holding sway simply because i t would be i l legal to inquire the truth

d It would be impossible to seal from public knowledge information on criminal convictions in the way that the framers of the Bill seem to hope because of its widespread publication at the time of conviction Practically all convictions are recorded in our daily newspapers, and many of the legally significant ones in professional publications such as the New Zealand Law Reports and in academic legal journals These are widely preserved and accessible in l ibraries for the purposes of research and i t would always be possible for any determined person to search them for information on convictions

Alternatively such information would readily be chanced upon by those using these publications for other purposes

f Section 33B appears to create an offence for librarians and archivists, most of whom are off icials as defined in the Bill to make available to readers classes of publications, notably newspapers and law reports which they know would inevitably contain information about convictions for which the rehabilitation period has expired As excising this information from newspapers and law reports is not practicable, an offence would be committed each time a newspaper or law report was made available to a reader In the Association's view i t would be bad law to create technical offences of this kind, which would be open to selective prosecution

4

g Section 33B would also render inaccessible certain classes of archives, especially Court Criminal Record Books, the prime record of all convictions, computers notwithstanding Held by the Courts, National Archives and approved repositories under the Archives Act 1957 they are extensively used for academic and other types of research

But as the entries in the Record Books are organised chronologically, in the order that cases are tried (and not by nature or length of sentence, or by date of death of the convicted person) i t would be impossible to provide selective access to some entries and not others, rendering i t impracticable for many of these Record Books to be used for research purposes at all

h While the limit of one year after the date of death of a convicted person would appear to be a sound final limit on sealing, i t can be extraordinarily di f f icul t to find out when or i f a person has died A Catch-22 situation would be likely to develop for researchers needing to use criminal records To discover i f a convicted person was dead, his or her name would have to be known, in which case the purpose of sealing would be defeated Moreover for researchers dealing with large quantities of such records the hurdle of ascertaining definitely many dates of death, hundreds of thousands, would be an insurmountable one

ι I t is puzzling that the exemption in clause 33F relating to the supply of information which is stored on the Wanganui computer from one official to another would not be extended to actual Court and other official records relating to convictions, particularly as these are the prime records from which the data in the Computer is derived, and so are intrinsically more accurate

5 Finally, i t is a major weakness of the Bill that it is not explicitly or implicitly, part of an overall information policy, and is not related to other relevant information legislation, such as the Official Information Act or the Archives Act, or to the various statutory regulations which govern access to Court records, or to the current thinking which has influenced recent reommendations of the Information Authority in its reports on the collection and use of personal information

6 The Association is strongly of the opinion that for the Bill to be practicable and for i t to be more balanced in its view of the public interest a number of substantial amendments are required These would ensure that the B i l l ' s major objectives are achieved through a combination of anti-discriminatory provisions and by the sealing of information on a limited range of convictions for which the rehabilitation period has expired, so that the grosser effects of sealing are ameliorated These changes should

- permit public knowledge and publication of convictions of continuing public interest aftei the expiry of the rehabilitation period

- eliminate unavoidable technical offences

- enable bona fide research

7 Accordingly the Association recommends

a That the sealing of information relating to convictions for which the rehabilitation period has expired should apply only to cases which have been substantially tried at District Court level Details of convictions ini t ia l ly made in the High Court should not be subject to sealing

I t is very noticeable that practically every example given in the rehabilitation literature of convictions causing a reformed person later diff icult ies is of a minor offence which was handled entirely or nearly so at District Court level Conversely practically all major public interest cases are substantially tried at High Court level The distinction would be a very easy one to observe administratively

5

b That i t should not be an offence for published information relating to convictions for which the rehabilitation period has expired to be available in l ibraries and archives provided that the information is not primarily organised to allow nominal searching

c That i t should be permissible for an individual to request and for an official to supply information on convictions for which the rehabilitation period has expired provided that the information is to be used for bona fide research and the researcher undertakes that the information will not be disclosed to any other natural or legal person in a way in which the subject of the information could reasonably be expected to be identified

See Report of the Information Authority on the subject of Collection and Use

of Personal Information (1988) 27H(2)(g) ρ 24

d That information on convictions for which the rehabilitation period has expired should automatically be unsealed 70 years after the date of conviction or one year after the death of the convicted person whichever is the sooner

This eliminates many of the diff icult ies associated with determing dates of death

S R Strachan President 30 August 1988

WORKS CONSULTED

Australia Law Reform Commission Privacy and intrusions (Discussion Paper No 13) Sydney, 1980

Australia Law Reform Commission Privacy and personal information (Discussion Paper No 14) Sydney 1980

Australia Law Reform Commission Criminel records (Discussion Paper No 25) Sydney 1985

New Zealand Archives Act, 1957

'Jew Zealand Criminal Records Bill No 42-1 Wellington 1988

New Zealand Information Authority Personal information and the Official Information Act Recommendations for reform Wellington 1987

New Zealand Information Authority Report of the Information Authority on the subject of collection and use of personal information (E 27) Wellington 1988

New Zealand Law Reform Division Living down a criminal record problems and proposals A discussion paper Wellington 1985

New Zealand Penal Policy Review Committee Report of Working Party No 5 Expungement of criminal records Wellington 1981

New South Wales Privacy Committee Rehabilitation of offenders Sydney 1975

United Kingdom Rehabilitation of Offenders Act 1974

6

MANAGEMENT OF ARCHIVES IN THE ORGANISATION*

I have been asked to speak on the Management of Archives within an established organisation, with special emphasis on the types of reference services I offer, how I 'sell" the Archives through such services, the keeping of statistics and writing of reports to justify the existence of the Bank's Archives and how I divide my time so that reference receives a fa ir share of my other day-to-day activities

I would like to begin with a quotation from Jane Nokes, Archivist for the Bank of Nova Scotia This is taken from a speech she gave at a Seminar on 'Problems and Issues for Corporate Archives" held in Sydney in May 1986

The test of whether or not the corporate archivist has been successful at selling' the Archives programme ultimately hinges not on what we think we do,

but on what our employer thinks we do or ought to do

The Archivist's abil i ty to educate can not be over-emphasised The Archives s taff 's main contact is with non-archivists and time is spl i t between promoting the archives programme within the company and performing archival tasks All small archives must operate within their company's organisational system and i f necessary change i t In this, I would suggest lies not only the greatest challenge to the archivist's ingenuity (and sanity) but also in his/her greatest strength Articulating the purpose of the archives programme on an annual basis, via our budget submission is crit ical to our continued development

It is necessary to 'sell" the archives and the archivist must continually do so, particularly in an organisation such as ours which has a high transfer rate of staff annually Although I like to think that I have worked hard at promoting the use of the Archives over the nine years I have been employed by the Bank, I am s t i l l finding people who cannot even pronounce the word "archivist" let alone know what such a being does'

Nevertheless my motto is 'Persevere '

METHODS OF "SELLING" THE ARCHIVES PROGRAMME

1 Displays for branches

This is a large part of my work and comes under the guise of 'customer service' or "public relations" It promotes the Bank's image and this I feel is most important Displays are provided for bank and branch anniversaries branch promotions such as Savings Campaigns and for city and borough anniversaries

At the beginning of each year I check on those branches which will have been open for a significant period, say fifty years or more and write suggesting that they may wish to commemorate this 4 ith a display and leave i t up to them to decide I cannot tell branches they must have displays - they should approach me, but to do so they must f i r s t be aware of what Archives has to offer

2 Articles for newspaper and journals

I provide these on request

3 Historical material for general management speeches

4 Historical booklets

Written for bank anniversaries five since 1983 These are given to bank customers and copies are made available to local schools l ibraries , museums etc They are also "advertised" if that is the word in the National Bibliography and therefore requests come in from all over New Zealand and overseas for copies

* Paper delivered at a seminar on the Reference Archivist, organised by the Otago/Southland Branch of ARANZ, August 1988

7

5 Staff magazine

I make sure that something about archives is published each quarter in our in-house staff magazine Sometimes i t may be a small piece about a project I have completed for a branch sometimes i t is some photos I want identified

6 Services for our General Managers Office departments

Such as historical research, photographs, background material for building submissions, information for advertisements etc You may feel that these services to my own organisation should and would be requested as a matter of course but not so I have had to sell" archival services even more to the Bank than to outsiders To have an in-house archives is new to the Bank, which has been in New Zealand now for 127 years and as the keeping of archives is not a banking function, i t does not come within the scope of day-to-day activities I have had more success over the past four years since I moved next door but one to our main office Now people can drop in with requests, donations etc and also are very much aware that f i l e s , documents etc formerly shredded must now be given to Archives for appraisal and preservation where appropriate

7 "Open Days" for staff and pensioners (retired staff)

Which have proved most successful The most recent of these were held at the end of July This time I decided that actual invitations were necessary as so many people have said to me " I must come and see the archives sometime but of course never find the time so, I sent out personal invitations to about 140 managerial staff, from top management down to junior management Inviting them specifically for morning tea at 10 a m ensured that they were able to enter that time in their diaries as an appointment Plenty of papers, documents artifacts etc were spread out on tables and most people spent at least half an hour or longer looking at these and the Museum, and said as they lef t I didn t know you had so much to see Most promised to return as they fe l t they could not spare any more time at that point These morning teas were spread over five days and then I had Open Days' for all the rest of the staff, hoping that the managers who had already been would encourage their staff to come in turn I fe l t that this was a really successful exercise and i t has since proved very worthwhile as not only have I received many compliments, abut more importantly, much new material has been donated

8 Requests for artifacts

Recently I sent out over 400 notices to our pensioners and retired officers requesting donations to the Archives and Museum I know that many of these people have old gold scales, inkwells etc because I have been told of these momentos by others and I can only encourage them to be returned to the Bank by a personal approach Naturally I would have more success by having these people inspect the Bank s treasures for themselves but so many of them live away from Wellington this is not possible I do not mind that these people have retrieved items from cupboards in branches when no longer in use as they reminded former bank officers of their younger days What does concern me though is that when these people die the bank memorabilia means nothing to a spouse or family and i t is either sold or thrown away

9 Donations

I always make a point of thanking people for donations whether from a department or from an individual as I feel that this is also a desirable selling method If you already have three of whatever i t i s , that does not matter - the fact that someone has donated something to your archives rather than throwing i t in the rubbish bin is very important By making a person feel that his or her donation, however small is a valuable addition to the collection, encourages further donations and possibly these people then encourage their friends to do so as well

8

10 Museum

Another method of 'sell ing' is to have a museum A vast number of people read l i t t l e other than the daily newspaper They are not interested in your old books, but they are interested in things they can see and relate to My museum is not open to the public as I do not have sufficient security arrangements but I encourage people to come nevertheless Particularly with banking people items such as old ledgers, inkwells etc evoke memories and I have found i t invaluable to follow these folk around and listen to their stories It is not usually possible for me to have my tape recorder within reach, so I either copy down what they are saying at the time (with their permission) or else wait until they have gone and hope I haven't forgotten anything I am very interested in oral archives and the book I wrote in collaboration with my husband, Banking, Inside and Out contained many recorded memories He being a senior staff member was able to invite other senior staff into his office for drinks, several in a group to prompt each other and he recorded their stories on tape which I later transcribed The only problem with this kind of gathering is that many of the stories told are quite l ibellous and therefore unprintable 1 However the tapes are s t i l l stored in the archives and perhaps one day, when the subjects of the episodes are well dead and buried the contents may be able to be used1

11 Accurate Research

You will note from the above points in 'selling the Archives that a large part of my time is taken up with providing information Naturally all this information comes from research which accounts for probably seventy percent of my time It goes without saying that i t is most important to go to the original source of information and not just repeat what a newspaper for example has said on a subject There is a great deal of satisfaction to be gained from finding out the true facts from your own material, however long this may take If you have an archives which belongs to a business organisation such as mine and you have the relevant material i t is imperative that correct information is supplied - never rely on what a staff member may recall on a subject Providing accurate and true information is another way to "sell' your archival services

REFERENCE SOURCES

I would like to quote an expert, Sir Hilary Jenkinson from his book A Manua of Archive Administration

In a fully organised Repository the Archivist should be able to give at any moment the Archive History of any document, he should be able to say

where i t came from

in what l ists etc i t figures

whether any part or i t is known to be missing

whether i t or part of i t has been removed for storage under special conditions

what is the nature and state of its make-up

what has been done to i t or needs doing by way of repair

when and to whom it has been produced

where if at all i t is to be found in print

and of course, in what part of the Repository i t is to be found

And all this information, if i t is to be readily available must be arranged in the order of the Summary Inventory In the case of a small Repository i t should not be impossible for every document to be represented by a card on which its whole Archives History should be summarized In a large one this is of course impossible, and the compilation of all the registers which will therefore be required may appear at f i rs t sight a very heavy task, in practice however, i t should not be di f f icul t

9

At present I have a fair ly simple reference system I have an accessions register, series l i s t s , index cards and a photograph catalogue It should be noted that Accessions Registers and Series Lists vary in style, content etc depending on how each archives arranges its records At the back of this paper you will find copies of the l i s t s which I use

1 Accessions Register

Every item or group of items handed to an archives by whatever means whether donated, 'found etc must be entered in the Accessions Register and given the next consecutive number on that l i s t The Accessions Register should also l i s t the origins of the documents, the donor s name if any, a brief l i s t of the contents and the proposed subsequent location of the documents This must be done as soon as possible after the receipt of new records

2 Series Lists

During appraisal, l i s ts are made of each f i l e , paper, ledger etc Papers which appear to relate to similar subjects are placed near to each other Those for destruction are placed straight in shredding boxes, after detailed perusal Once the initial appraisal is completed, the piles of related f i les are again perused and final series l i s ts for typing are completed At the same time, notes are made for the transfer of information to the index cards

3 Index Cards

Correctly annotated index cards are essential as they are your f i r s t reference point when asked for information These must state briefly the information required and most importantly, where this may be located

Remember to revise these cards over the months and years as material is shifted from one place to another, or for example, when more of the same information is located and added Perhaps when you began your archives you were in a very small room and had only one f i l ing cabinet and one bay of shelving You were able then to recal 1 where you had things fi led and did not have to refer to your index system But the day will come when you cannot rely on your memory alone and therefore your cataloguing system must be continually updated

As well , remember that i t is not just YOU who will be using these reference sources i t could be someone else You must always be prepared for the day when you could have an accident or similar misfortune The person who comes after you must be able to locate material quickly, going only on the information on your index cards As a test, try to imagine that you are a newcomer to your archives and try to find material just by referring to your index cards or reference sources It may be a real eye-opener to you1

Very few archives have computers, so continual hand referencing is a must A computer is more sophisticated and very desirable but nost of us live simplv and must make do with more primitive methods

k Photographic Catalogue

At a rough estimate I have about 8 500 photographs in my Archives The photographs are divided into Branch photos, staff photos and a kind of miscellaneous category covering advertising promotions, sports events board photos etc which hopefully may receive definite categories of their own as the catalogue proceeds

Each photo must be identified accurately, using as many aids as possible to make an informed guess as to a year date We have found that most of our photos have no identification offered at al l so each photo in our collection receives quite individual attention - you can imagine the time involved and the reason our catalogue is proceeding so slowly One of the finding aids proving very useful is a l i s t produced by the former Post Office which gives markings and styles of car registration plates from 1925 onwards Sometimes i t is possible by comparing several photos, to establish when buildings were erected or demolished sometimes we have to conduct detailed research through our many f i les finding perhaps when different types of signs were introduced

10

I t r e a l l y has been an i n t e r e s t i n g and s a t i s f y i n g e x e r c i s e We have had an added bonus t o o , as w e l l as i d e n t i f y i n g t he p h o t o s , we have a l s o found o u t much i m p o r t a n t b ranch i n f o r m a t i o n , so t h e s e two avenues o f r e s e a r c h b e i n g done i n tandem a re p r o d u c i n g r e a l b e n e f i t s

A t t a c h e d t o t h i s paper i s a s h e e t f r om our pho to c a t a l o g u e Perhaps you may c o n s i d e r t h a t some o f t he i n f o r m a t i o n on i t i s u n n e c e s s a r y 7 Wel l soon a f t e r I began my j o b someone came i n t o bor row some photos I was n o t happy t o l e t h im do so b u t he had v e r y c o m p e l l i n g reasons f o r t h i s r e q u e s t so r e l u c t a n t l y I had t o concede B e f o r e he t o o k them away t h o u g h , I made d e f i n i t e no tes o f t h e s i z e s o f t h e pho tos d e s c r i b e d t h e scenes on each photo and no ted whether t h e y were b l a c k and w h i t e o r c o l o u r e d T h i s was b e f o r e t h e days o f even t h e most b a s i c o f c a t a l o g u e s i n t h e A r c h i v e s My c a u t i o n p a i d o f f The b o r r o w e r s p l i t t h e c o l l e c t i o n and loaned some o f my pho tos t o a n o t h e r pe rson b u t d i d n o t a c t u a l l y t e l l me he had done so When I r e a l i s e d some were m i s s i n g , I began e n q u i r i e s o n l y t o f i n d he d i d n o t even know wh ich ones he had l e n t Because I had t a k e n t h e p r e c a u t i o n s o f i d e n t i f y i n g c a r e f u l l y each pho to I was a b l e t o d e s c r i b e t hose I wanted r e t u r n e d \ and t h e y e v e n t u a l l y came back t o t h e A r c h i v e s some t e n months l a t e r I l e a r n t v a l u a b l e l essons f r om t h a t f i a s c o ( a ) s t a n d f i r m i n y o u r r e f u s a l s t o l e n d a n y t h i n g , and ( b ) i d e n t i f y a c c u r a t e l y every i t e m you have i n y o u r A r c h i v e s

JUSTIFICATION FOR ARCHIVES

I have had t o j u s t i f y t he p o s i t i o n o f A r c h i v i s t f o r t h e Bank ever s i n c e I began a l m o s t n i n e y e a r s ago The p o s i t i o n was o r i g i n a l l y o n l y a tempora ry one p r i n c i p a l l y because i t was n o t known whether t h e r e was s u f f i c i e n t a r c h i v a l m a t e r i a l h e l d i n t h e Genera l Manager s O f f i c e and branches t o j u s t i f y emp loy ing someone t o l o o k a f t e r i t

I t r a v e l l e d t o some o f our branches i n t h e Ta ranak i r e g i o n and s u b s e q u e n t l y f i l e d a r e p o r t on how much m a t e r i a l t h e r e was and t h e s t a t e i t was i n a l s o i t s e x i s t i n g s t o r a g e c o n d i t i o n s

I t was c l e a r l y o b v i o u s t h a t a c e n t r a l a r c h i v a l r e p o s i t o r y was a n e c e s s i t y S to rage c o n d i t i o n s were i n many cases q u i t e u n s u i t a b l e As w e l l b ranches a r e so s h o r t o f space t r y i n g t o cope w i t h t h e g row ing p i l e s o f c o m p u t e r i s e d r e c o r d s , t h a t t h e r e was a r e a l danger t h a t t he Bank s h i s t o r y wou ld f i n d i t s way t o t h e n e a r e s t r u b b i s h c o l l e c t i o n p o i n t i n t he ve ry near f u t u r e

The d e c i s i o n was made t o t a k e space i n a bank l eased p r o p e r t y and t o a r r a n g e f o r s e l e c t e d b ranches t o send t h e i r a r c h i v e s t o W e l l i n g t o n

I c o n t i n u e d t o j u s t i f y t h e e x i s t e n c e o f t h e Bank s A r c h i v e s each t h r e e months f o r t h e n e x t y e a r and a h a l f u n t i l I p o i n t e d o u t t h a t s u r e l y now t h a t t h e A r c h i v e s was b e g i n n i n g t o grow these e p o r t s were a l i t t l e e x c e s s i v e Repor ts were then expec ted s i x - m o n t h l y i n s t e a d

L a s t August a f t e r e i g h t y e a r s i n t h e j o b , I f i n a l l y r e c e i v e d a w r i t t e n d e c i s i o n t h a t t h e Bank s A r c h i v e s i n New Zea land were t o c o n t i n u e S ince t hen I have f e l t more s e c u r e i n my p o s i t i o n b u t t h i s does n o t mean t h a t I can s i t back and r e l a x

The A r c h i v e s needed i t s own t y p i s t bu t t h i s took no fewer than t h r e e submiss ions f i l l e d w i t h s t a t i s t i c s o f how many l e t t e r s r e p o r t s memos I t y p e d m y s e l f compared w i t h how many t he bank t y p i s t t yped on my b e h a l f (a r a t i o of two o f mine t o one o f h e r s j j j e f o r e I was f i n a l l y p e r m i t t e d t o employ one

A f t e r many y e a r s o f a s k i n g f o r a s s i s t a n c e w i t h my photos i t was no t u n t i l 1987 t h a t I was p e r m i t t e d t o employ someone on a tempora ry b a s i s I have r e c e n t l y comp le ted a r e p o r t j u s t i f y i n g her e x i s t e n c e , s u b m i t t i n g s t a t i s t i c s r e l a t i n g t o t h e number o f pho tos we have y e t t o c a t a l o g u e t h e amount o f t i m e spen t on each one and the n e c e s s i t y f o r keep ing her on pe rmanen t l y as we a r e c o n t i n u a l l y r e c e i v i n g more pho tos

11

For a t i m e , I had t o make d e t a i l e d subm iss ions each t i m e I r e q u i r e d new s h e l v i n g , c a b i n e t s e t c These r e q u e s t s a t f i r s t caused c o n s t e r n a t i o n , as t h e a r c h i v e s were compared w i t h a b ranch wh ich n o r m a l l y has a s e t complement o f f u r n i t u r e equ ipment e t c depend ing on t he number o f s t a f f I f t h e r e were o n l y one A r c h i v i s t how c o u l d she p o s s i b l y need a l l t h a t she asked f o r and k e p t on r e q u e s t i n g 7 E v e n t u a l l y I ga ined t he u n d e r s t a n d i n g o f t h e Premises O f f i c e r and now, a l t h o u g h I ensure t h a t my r e q u e s t s a r e n o t e x c e s s i v e a t l e a s t I no l o n g e r have t r o u b l e g a i n i n g t he r e q u i r e d i t ems

A l l t h i s may sound as though t h e Bank i s a p a r t i c u l a r l y bad employer Let me assu re you t h a t i t i s n o t I t i s j u s t t h a t i n a l a r g e o r g a n i s a t i o n , c o s t s have t o be k e p t under r e v i e w c o n s t a n t l y and t h e r e f o r e any new p r o j e c t must be j u s t i f i e d

T h i s , however i s a v e r y good reason f o r e d u c a t i o n o r ' s e l l i n g by t h e A r c h i v i s t o t h e r w i s e one may f i n d as I have done, t h a t d e c i s i o n s a re made by peop le who have never ever c o n s u l t e d A r c h i v e s and i n most cases have never even v i s i t e d t h e A r c h i v e s and y e t j udge t h e A r c h i v e s f u n c t i o n as an o r d i n a r y o r g a n i s a t i o n b ranch o r depa r tmen t

Us ing a r c h i v a l te rms i n a r e p o r t g i v e s l i t t l e i n d i c a t i o n o f y o u r work t o a n o n - a r c h i v i s t A r e p o r t i s meant t o i n f o r m , b u t you must a l s o be aware t h a t some p e o p l e a r e o f t h e o p i n i o n t h a t u n l e s s a r e p o r t c o n t a i n s l o t s o f m u l t i - s y l l a b l e d words and i s u n i n t e l l i g i b l e t h e w r i t e r o f such a r e p o r t i s no t t aken s e r i o u s l y

On t h e o t h e r hand a t o o s i m p l e approach e g ' o n r e c e i p t o f a DOX I open i t c a r e f u l l y w h i l e w e a r i n g p r o t e c t i v e g l o v e s Each page o f t h i s 1000 page l e d g e r must t hen be t h o r o u g h l y c l e a n e d as w e l l as b e i n g read i n d e t a i l w i l l b r i n g t he immed ia te r e a c t i o n 'whatever f o r 7 ' and a d i s m i s s a l o f t h e r e s t o f t h e r e p o r t

You must t a k e a m i d d l e l i n e , use t h e o r g a n i s a t i o n a l j a r g o n where necessary s t a t e o b j e c t i v e s c l e a r l y and back up f a c t s w i t h s t a t i s t i c s

As I s a i d , e a r l i e r p e r s e v e r e 1 Do n o t be p u t o f f by t h e f i r s t o r even t h e second o r t h i r d r e f u s a l 1 I t i s u n f o r t u n a t e t h a t some peop le c o n s i d e r you can t r e a l l y be s e r i o u s i n y o u r r e q u e s t s i f you do no t p e r s i s t

I f i n d c o n t i n u a l p l e a s j u s t i f i c a t i o n s f o r my p o s i t i o n and f o r s t a f f e t c t i r e s o m e and wou ld much p r e f e r j u s t t o g e t on w i t h my work BUT t h e r e a re g r e a t advantages i n h a v i n g t o j u s t i f y o n e ' s e x i s t e n c e as I have d i s c o v e r e d one has t o THINK what one i s d o i n g s e t g o a l s and a l s o l e a r n t o w r i t e c o n v i n c i n g s t o r i e s '

MANAGEMENT BY OBJECTIVES i s t h e name o f t he game these days and one must l e a r n t o p l a y a l o n g w i t h t h i s S e t t i n g g o a l s and o b j e c t i v e s i s an i m p o r t a n t p a r t o f t h i s e x e r c i s e and t h e a r c h i v i s t soon r e a l i s e s t h a t t h i s can app l y t o a r c h i v e s as w e l l as t o more r o u t i n e j o b s For example i f t h e r e i s a l a r g e b a c k l o g o f a p p r a i s a l t o be done and you a re t o o busy w i t h d a y - t o - d a y a c t i v i t i e s t o s e t a s i d e t he say t h r e e weeks necessary t o reduce t h e p i l e d o n ' t j u s t say " i t can t be done - s e t y o u r s e l f a goal

Set a s i d e two hours each morn ing s o l e l y f o r t h i s t a s k and s t i c k t o i t r i g i d l y Two hours per day adds up t o t e n hours per week t w e l v e weeks adds up t o 120 hours By s p r e a d i n g t h e j o b over t h i s t i m e you can a c h i e v e you r goal o f r e d u c i n g t he a p p r a i s a l p i l e i n a r e l a t i v e l y p a i n l e s s way I f you had spen t t h r e e s o l i d weeks p l u s one day (374) hours per week p l u s one day a t 7i h o u r s ) you would have spen t the same number o f hours a c h i e v i n g t h e same r e s u l t and p r o b a b l y n e g l e c t e d you r o t h e r work By w o r k i n g f o r a s h o r t e r number o f hours a t a t i m e you a l s o p o s s i b l y have ach ieved more t han a n t i c i p a t e d and comp le ted t h e t a s k sooner T h e r e f o r e goal o r o b j e c t i v e s e t and r e s u l t a c h i e v e d

Ano the r goal c o u l d be t o d e c i d e t o c o l l e c t a r c h i v e s f rom f o u r m inor o r g a n i s a t i o n s You w r i t e t o t h e f o u r s e l e c t e d and ask f o r t h e i r a r c h i v e s t o be d e p o s i t e d i n y o u r r e p o s i t o r y Only t h r e e o f t hese may o b l i g e wh ich c o u l d i n d i c a t e t h a t you r goal has n o t been a c h i e v e d , BUT, suppos ing some o t h e r o r g a n i s a t i o n d e p o s i t s m a t e r i a l w i t h you u n e x p e c t e d l y , t h a t b r i n g s y o u r t o t a l up t o f o u r and so y o u r goa l o f f o u r i s a c h i e v e d 1

12

POSITIVE results are far better than NEGATIVE excuses

Remember, when justifying your existence that i t is most important to give statistics regarding the number of verbal requests you receive if possible - i t can also be a surprise to you when you count up the totals at the end of the year - and how many letters you receive Detailing the types of requests can also prove useful i e requests for plans of premises, requests for photographs, requests from genealogists requests for dates of events

I now keep f i l e notes on all telephoned and verbal requests I receive the action taken and the whereabouts of the material I researched to find the answers

It can also be useful to be able to say with some accuracy how much time you spend on research, how much time on ordinary housekeeping duties (answering telephones, dusting shelves, opening and reading mail) , how much time is spent on minor conservation, how much time on appraisal, and how much time you spend on management responsibil it ies, if you have staff

Another way I justify the existence of my archives is through the budget which I have to submit each year Each department of the Bank must do this and therefore one must be aware of such basic costs as electricity consumption cleaning, telephone rental etc before even considering items like archival stationery printing of photographs, shelving and cabinets to house the archives and other similar charges Travel to training seminars and conferences must be considered also travel to regions to view archives

This could probably be viewed as a similar exercise to the goal and objective setting mentioned earlier The Archivist must be AWARE of these costs and have facts at his or her fingertips to justify certain costs when they are challenged

As Jane Nokes suggested, there are challenges to the Archdivist s ingenuity and sanity but therein lies the strength of small archives It is essential to bring your work to the attention of your employer or organisation at regular intervals I t is no good considering that you have the best archives in your region if you are the only one aware of this 1

Claire Dawe Westpac Banking Corporation

On the following Dages are examples of completed forms used by Westpac Banking Corporation Archives

Accessions Register Sheet Series List (two examples) Index cards (two examples) Photograph Catalogue sheet

AC

CL

SS

ION

L

IST

ACC

N

Ü

DATfc

DtSCRIPTION

BRANCH

LOCATION „.

1023 12 4

85 íeekly Foreign Exchange Report

H'85

BBS/ Vostro Account Stationery

International Ser

II II

International Services folder

Obsolete Stationery Cabinet

1024 "

Η Ρ")

l^csnile ne

«

ina^er »dv

for "oro^henua County

Centennial Year (Westpac first -remises^

Retail Marketing

Harry Cooper

Levin Branch box

lestpac

1025 ι·5

4 85

Eight files i SOR

10P3

China visit

Economic Summit

conference

Economic Adviser

C S lave

G'iO

Shelf

Economic Adviser

1026 16

4 85

EXCEL Tapes

book

programme folder

Staff Training

lark Gilmore

G

0 STC shelves

I027

16 4 £5

Facsimile and original ne

'SC

liDS re Board's donations

to NZ

wilm Archives and Turnbull Library

CM Assistant

Brent 1 andel

1Z Film Archive folder

CVO Board Visit Box

19P5

Two copies of Organisation Directory 30

0

1984 II

It II

It IK

FO

j Branch Directories Box

•" 1P28

η

4 «5 Nevsclipi The Rape

o

f the Old Masters Continues

(Conservation)

national "agister of Archives and T'ianuscripts

Series Β

ÍB251

- 5θθ)

SCC file

HRA

Binders, Office

Dookshelf

1029

1Ρ 4 8

5 Six rhotos of display in Gladstone Branch for

official opening 1

4

85

Gladstone

Cabinet 3, Branch photos

1030 IP

4 85 Luncheon Invitations

1

People's Republic of China, Trade c Ind, Minist

of Foreign Affairs 12

4

19P5

Ford Motor Co of NZ 16

4

19

85

Corporate Bus

m

es

:

7

GM Ephemera file 1

QP

v-1

Q°5

1031 1Ρ 4 Ρ5

One box ι diaries

registers, ledgers etc

39 Victoria Av =

2.1 n

ui

Wanganui Branch Records

1032 1Ρ 4 85

Newsclips: Graeme Hargreaves apnointment to People's

Republic of China

Staff

D

ho

tos

and folder

Cabinet

3

D

15

WALESCARD

Introduced in Ne-f Zealand 5 April 1976 A service In which the card guaranteed the holder's cheques up to a

certain limit A WALESCATU) holder could cash nis cheque tor up το

HOO at any branch of the feles in Ne-r Zealand /fith certain simple conditions met, the holder also received a Bank Guarantee for cheques

_(up -iô — Î50 )~givêtrÎô -î igtâilers~ï5r-others^ — •

_SnPe_rseded by BANKCARD /thich came into opération i n On+.nÎin r 1979,

JîΣj_jfeLesça£d_^eters ._bj»^

SEEi Various CM Ciroulars, particularly B968. 14 1Q 1977. ACC 356~ SEEj Two boxes of Walesoards (unused), also rubber stamp ACC 1 5 ^ in]

Cabinet 4 Drawer 8

Collins Feint and Head 6'

HASTINGS THE COMMERCIAL BANK OF AUSTRALIA LTD

Opened 14 September 1925 in premises at 1Q9 Vest Heretaunga Street This branch was demolished on 3 February 1931 in the HB earthquake and the branch moved to the Combined Banks Premises inTfarkêt~5ÎrëëT~

~oñ~T7~Fe'6ruary I93I — - —

Second premises built on corner of Queen and RusseIl~Streets ancTôccu-

pied from 1935

_ S S E CUBIPOR* V"l 17 W" 2 S p r i n g 1Ç68 for information written by a former manager on his experiences during the 1931 earthquake

~BËE C U B I F O R I T ô l l7~No~3~Sunnër -1°68=6 9 inside back cover for photos

of branch and staff

Third p r e T i s e s newly b u i l t on the corner of Queen and Market Streets occupied from 11 May 1981

SEE Booklet "Westpac Β C- In Hastings 1864-1984" in Branch box Collins Feint and Head 64

Number

DescrlDtion

93/21

B/W

2nd premises public space

93/22

2nd premises public space

93/23

2nd premises Manager's office

93/24

Col

2nd premises

93/2S

il 2nd premises public space and tellers

93/26

• 2nd premises public space and enquiry

93/27

·· 2nd premises managerial enquiry

93/28

2nd premises public space and ledger

93/29

2nd premises workspace

93/30

II

2nd premises workspace

93/31

2nd premises tellers line

93/32

• 2nd premises Managerial work area

93/33

• 2nd premises Manager's office

93/34

tl 2nd premises

93/35

• 2nd premises

93/36

B/W

Murupara agency 1st premises

93/37

Murupara agency 1st premises

93/38

Murupara agency 2nd premises

93/39

1 Murupara agency 2nd premises

93/40

1 Murupara agency 2nd premises interior

93/41

Col

Lynmore agency

93/41/1

Lynmore agency

93/42

1 Lynmore agency and surroundings

93/42/1

Lynmore agency and surroundings

continued

Date

Size

1976

1ΓΑ

X 7 1/8

1976

104

X 7 1/8

1976

1ΓΑ

X 7 4

1979

5

X 3>j

1979

S

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1979

5

X 34

1986

5

X 3 3/8

1986

5

X 3 3/8

1955

B4

X 64

1955

8>,

X 64

1967

5

X 34

1967

5

X 34

1967

5

X 34

1982

10

X 8

)

1982

10

X 8

?

1982

10

X β

)

1982

10

X 8

j

see over

refer also 93/66-93/68

17

RECORDS DISPOSAL SCHEDULES, AUCKLAND CITY COUNCIL AN INTRODUCTORY STATEMENT

The introduction, as noted in point sixteen, is standard to all schedules used by

the Auckland City Council A few of the points are very specific to the present

situation within Council, e g point seventeen Other points would probably work

only in a relatively small organisation where the Archives Manager can readily

consult with appropriate administrative staff both during the development of a

disposal schedule and its implementation e g point ten Prior to my appointment

to the new position of Records and Archives Manager a little over two years ago

disposal by most departments within Council was done very much on an ad-hoc

basis, and the concept of a disposal schedule was unknown

""The Introduction has undergone considerable evolution The initial versions were

'much shorter, ^but further information was added as administrative staff asked

procedural questions during discussion of the development of a schedule The

present text should answer most questions that would be asked concerning the

operation of a disposal schedule If anything it has become longer than I would

prefer, but no longer than is necessary in an organisation unfamiliar with the

concept of a disposal schedule

As the need to explain to administrative staff what a disposal schedule is, and

how it can be expected to operate, is a general one, it is hoped that the

introduction will be a useful example to other Records Managers and Archivists,

to be modified to suit individual situations

Disposal' is used here in a technical sense of what happens to a record This may be either destruction directly from the current records system or after a period as semi-current records in secondary storage or i t may be permanent retention as archives

The disposal schedule is designed to assist the comprehensive and regular disposal of records with the minimum of administrative requirements It should be regarded as a current, working document until superseded and not as a memorandum to be f i led away In the absence of a schedule disposal of records frequently occurs in an ad-hoc and unsystematic manner, often being initiated only when there is no more room to store records Disposal in such circumstances frequently means both records being retained longer than is necessary, and the incorrect destruction of others Secondary storage areas are often inadequately equipped and organised making retrieval of individual items unnecessarily d i f f icul t

The authority of this schedule to dispose of records is granted by the Head of Department (or other senior off icer) and the Records and Administrative Archives Manager in terms of corporate responsibility for records disposal The disposal granted by the schedule is on-going therefore no further specific authority is required for particular disposals carried out within the authority of the schedule

Disposal schedules should aim at comprehensiveness clarity and practicality

Comprehensiveness cannot be achieved all at once, but should be aimed at, and is achievable It requires recognition by departments that records are any recorded information made or received by the Council or its officers in the course of carrying out off icial functions and duties regardless of the form of the information, and includes not only f i les and other paper records, but also maps and plans, film, tape or electronic media, microforms, finding aids such as card indexes, and copies of records

18

Clarity is partly a result of the terms used The descriptions in the schedule should be the same as used by the department to describe its records, functions and responsibilities Clarity is very much the consequence of a correct balance between two apparently conflicting principles - generality and precision Where records are of the same type and subject they should be grouped into one general description, and the descriptions themselves arranged in some definite order The descriptions must however be precise i t should be quite clear which records they apply to, and no descriptions should overlap Precision therefore tends to encourage detail

Practicality means that the schedule must be easy to apply consistently To the extent that a schedule is comprehensive this is helpful, in that application of a schedule is harder i f many of the records being examined are not included Clarity is equally important, and i t is at the point of application that excessive detail becomes a hindrance to the schedule s effectiveness

4 Disposal of records includes two quite distinct decisions - the period of administrative value, and whether final disposal will be destruction or permanent retention as archives

5 Administrative value means for the administrative responsibilities of the department concerned, not answering public enquiries The latter is an archival responsibility, and records held primarily for this purpose should be transferred to the archives

Normally the period of administrative value is decided by the user of the record For the purposes of a disposal schedule administrative value is not the longest period that i t can be remembered that any example of the particular type of record has been needed, but long enough to ensure availabil i ty for normal patterns of use i e the average period the records are used plus a safety margin Normally the definition is a period of time but i t can be in terms of the occurance of some event or action

6 When a record is closed or completed the disposal schedule should be consulted and complete disposal information noted on the cover or outside the record Thus when records are covered by a schedule, disposal information will become part of that record during its period of administrative use

7 As previously noted i t is desirable to describe a record as part of a general class or subject If when applying a schedule there is any uncertainty of interpretation the Records and Administrative Archives Manager should be consulted Proposals for changes to the schedule (whether additions amendments or deletions) should be made to the departmental senior officer and the Records and Administrative Archives Manager

8 Each department should appoint one officer who has authority to extend the disposal period for any individual record item on evidence of need from a user This may or may not be the same officer who in terms of section two above as has authority to approve the schedule as a whole Such changes should be made only for genuinely exceptional circumstances if they are made frequently then the primary intention of the schedule is compromised Frequent exceptions means either that changes to disposal periods are being allowed too l iberal ly or that the schedule itself requires amendment

9 Provided there is not a legal requirement to retain the records archival value is determined by the Records and Administrative Archives manager in consultation with the user In once sense any record will cease to have administrative value eventually, though in some cases this may only be after a very long time Experience has shown that there is great merit in retaining the core records concerning the structures and policies of an organisation for both their administrative and historical value To being some consistency and to the process retention is normally for one of the following reasons

19

(a) Evidence of the organisation, functions, and transactions of the agency in which they were made or received, or

(b) Evidence of public private or civic rights or

(c) Containing significant historical or other information

Apart from the obvious question of usefulness of the information, the archival value of a record is judged in terms of uniqueness, credibi l i ty , understandability and accessibil ity, amongst other factors

10 However detailed no disposal schedule can be expected to select with complete accuracy only the archivally valuable records

Users who believe a particular item should be retained contrary to the disposal schedule should advise the Records and Archives Manager

At the time of disposal the Records and Archives Manager may retain items classified for destruction if for some reason they are regarded as exceptional, or because of information not available at the time the schedule was completed At the same time, or during subsequent arrangement and description items that by subject fal l into a retention category may be destroyed where the contents are clearly not worth permanent retention

11 At present departments are expected to assist the Records and Administrative Archives Manager with disposal of records stored in the basement In the long-term, when records are transferred to the basement with disposal details specified, disposal will be by the Records and Administrative Archives Manager

12 The normal method of disposal of records will be in paper bags, torn up or not, as is appropriate If records are going to be confidential at the time of disposal, and therefore require shredding, this should be specified i n the schedule

13 Once records have passed their period of administrative value and have been transferred to the Archives for permanent retention, they normally will be open to outside researchers and enquirers without restrictions If continued restrictions are necessary on privacy or other grounds this should be specified i n the schedule

14 To assist long-term planning, an annual return should be sent to the Records and Administrative Archives manager showing in general terms the class of records and volume destroyed, transferred to basement storage or transferred to Archives

15 The schedule has been deliberately designed to be f lexible and open to change at any time Regardless of particular changes made all schedules automatically expire after five years, when an overall review is required

16 This introduction is standard to all schedules matters that pertain to a particular schedule only are handled by way of a separate special note

17 This schedule assumes an archives area exists to transfer archives too Until the area planned in the public l ibrary is completed archives will remain in existing storage areas Where this is practical and convenient they will be physically separated from other records

Β Symondson Records and Archives Manager Auckland City Council

20

LIST OF ARCHIVAL MATERIAL HELD AT THE NATIONAL ART GALLERY RESOURCE CENTRE

MS I ANGUS Rita Loan Collection 2 receipt books/lecture notes 4cm NOT RESTRICTED

MS 2 ANGUS Rita Bookplate made for Bruce Rodward, 1935 2cm NOT RESTRICTED

MS 3 McINTYRE, Raymond Francis Press clippings (1913-33), letters c 1911, art icle on Saint-Malo 8cm NOT RESTRICTED

MS 15

MS 16

MS 17

HUNTER Ian Material from 'Hot Spots' installation in Director's office 1983 50cm NOT RESTRICTED

ILOTT Sir John Index cards of his print collection c 1920-1966 24cm NOT RESTRICTED

BUTLER, Margaret personal scrapbook RESTRICTED

Artist 's 20cm NOT

MS 4 PORTER Frederick James 3 medals in cases 6cm NOT RESTRICTED

MS 5 WELCH Nugent Herman 4 medals awarded to Nugent Welch 8cm NOT RESTRICTED

MS 6 GOLDIE, Charles Frederick Letters and various ephemera 15cm NOT RESTRICTED

MS 7 after COPLEY John Singleton framed glazed document giving history of Portrait of Mrs Humphrey Devereux (1965/13/1) 2cm NOT RESTRICTED

MS 18 SMITHER, Michael 13 diaries , tripbook and notebooks, 1964-83 35 cm NOT RESTRICTED

MS 19 KEITH, HAMISH Papers Newspaper articles and reviews, books catalogues Texts and notes for speeches 1968-1984 4m RESTRICTED

MS 20 SCHOON Theo 35mm sl ides, transparencies black/white photographs various art ic les / letters paintings and drawings c 1950-1980 10m RESTRICTED USE UNTIL PROCESSED

MS 8

MS 9

MS 10 MS 11

MS 12

MS 13

MS 14

McCAHON, Colin Booklet and poster for James Κ Baxter Festival 2cm NOT RESTRICTED

Documentation of Project 1982 RESTRICTED

F I Sculpture 35cm NOT

) Two unauthenticrted ) lithographic stones

28cm NOT RESTRICTED

ILOTT, Sir John 50 lantern slides of prints from the Sir John I lot t collection 38cm NOT RESTRICTED

MacLENNAN, S Β 7 woodblocks demonstrating stages of printmaking 1 copper plate 15cm NOT RESTRICTED

LLoyd 10cm

Trevor 2 copper plates NOT RESTRICTED

MS 21

MS 22

MS 23

MS 24

MS 25

MS 26

CLAIRMONT, Philip Watercolours, drawings and paintings, 1957-1983 5m NOT RESTRICTED

WHITE, A LOIS Contents of studio 73 Taunton Terrace, Blockhouse Bay Auckland Paintings watercolours drawing books, catalogues photographs slides personal papers 1 5m LETTERS RESTRICTED

SPENCER 2cm

Stanley Lithograph

CASELBERG John/McCAIION Colin Letters essays programmes 3cm RESTRICTED

NEW VISION ART GALLERY Archive Business records from 1964-1986 16m NOT AVAILABLE

WOMENS ART Archive TAPES RESTRICTED

1 5m AUDIO

21

MS 27

MS 28

MS 29

MS 30

MS 31

MS 32

MS 33

MS 34

MS 35

MS 36

MS 37

MS 38

MS 39

PH0T0F0RUM RESTRICTED

Archive 3 5m

FLORA SCALES Archive 30cm RESTRICTED

WOMENS DOMESTIC NEEDLEWORK GROUP Sampler booklet of 14 pages, c 1979 2cm NOT RESTRICTED

DENIS JOHN GALLERY Archives 6 cartons of material relating to l i f e of DC Gallery 1978-1986 1 5m NOT AVAILABLE

ALBRECHT, Gretchen, 1974 Auckland Festival Exhibition Catalogue lcm NOT RESTRICTED

JONES, Morgan Preparatory sketch for 'Boom' installation, Shed 11, 1986 2cm NOT RESTRICTED

CROOKS, Lindsay Invitation poster L C paintings Exhibition 24 August - 6 September 1986 Screenprint 32/45, 1986 lcm NOT RESTRICTED

ROSS James Papers 1 scrapbook, 1 carton ephemera 30cm NOT RESTRICTED

CANADAY, Molly Morpeth 5 cartons of archival material 2m NOT RESTRICTED

PHOTOFORUM/WELLINGTON INC 14 audio tapes concerned with 'Witness to Change' Exhibition 7cm RESTRICTED

ARNDT Mina Etching plates and artists epherma 60cm NOT RESTRICTED

SCHOON, Theo Letters Private correspondence and gourd cultivation, 1960-1986 3cm RESTRICTED

RICHARDSON, H Photocopies of documents, designs, reviews, 1911-1940 RESTRICTED

Linley philatelic

letters, 3cm NOT

MS 42

MS 43

MS 44

MS 45

MS 46

MS 47

MS 48

MS 49

MS 50

MS 51

MS 52

MS 53

MS 54

COXHEAD, Frank A (and attributed) 7 b/w toned photographs, 1870-1898 15cm NOT RESTRICTED

NATIONAL ART GALLERY publications printing material 20cm

NATIONAL ART GALLERY collection 1 lm

Poster

NATIONAL ART Publications, newsletters 3m

GALLERY catalogues,

Newspaper clippings and other ephemera related to research, preparation and exhibition of 'When Art Hits the Headlines' 12 Dec 1987 - 14 February 1988 50cm NOT RESTRICTED

EVANS, Marion Papers Criticisms, revues Women's Gallery mainly 1980 s 15cm NOT RESTRICTED

VELDEN Petrus van der Personal photograph album 4cm NOT RESTRICTED

WOOLLASTON Μ Τ Drawing collection, 70 bound volumes of photocopied drawings, 1930's -1970 s NOT RESTRICTED

WOOLLASTON, Toss Letters Spain-N Ζ 7 February - 15 March 1987 2cm PERMISSION TO QUOTE FROM TOSS WOOLLASTON

SCHOON/UMBERGER 1961-1968 15cm

correspondence NOT RESTRICTED

CLAIRMONT, Philip Ephemera, diploma, group catalogues 1971-1977 2cm NOT RESTRICTED

THE GALLERY OF HELEN HITCHINGS Gallery ephemera 1949-1951 15cm NOT RESTRICTED

NATIONAL ART GALLERY Oral History Archive 15cm VARIOUS RESTRICTIONS

MS 40 FANNING, Joan Catalogues diaries , sketchbooks, 1950-1970 30cm NOT RESTRICTED

MS 41 DAWE, George Gold medal -related to 1936/12/83 Achilles mourning the death of Patroclus 2cm

Tony Mackle Curator National Art Gallery Resource Centre

22

A N A L E C T A

THE NEW ZEALAND HISTORIC RECORDS SEARCH

The 1990 Commission i s c u r r e n t l y c o n s i d e r i n g a p r o p o s a l t o c a r r y o u t a search f o r f a m i l y p a p e r s , p h o t o g r a p h s , sound r e c o r d i n g s , r e c o r d s o f o r g a n i s a t i o n s and bus inesses e t c , w h i c h a r e o f h i s t o r i c a l s i g n i f i c a n c e and a r e n o t h e l d i n p u b l i c l y a c c e s s i b l e o r g a n i s a t i o n s The p r o p o s a l i s based on t he A u s t r a l i a n B i -c e n t e n n i a l H i s t o r i c Records Search c a r r i e d o u t l a s t y e a r

The a im o f t h e New Zea land H i s t o r i c Records Search i s t o

- promote amongst t h e peop le o f New Zea land an u n d e r s t a n d i n g and a p p r e c i a t i o n o f t h e h i s t o r i c a l s i g n i f i c a n c e o f p e r s o n a l papers and documents r e c o r d i n g eve ryday bus iness and s o c i a l a c t i v i t y ,

- l o c a t e and d e s c r i b e i n a r e g i s t e r documen-t a r y and p i c t o r i a l r e c o r d s h e l d p r i v a t e l y by i n d i v i d u a l s and o r g a n i s a t i o n s i n o r d e r t o make t h i s i n f o r m a t i o n a v a i l a b l e i n an e a s i l y a c c e s s i b l e f o r m a t ,

- p r o v i d e a d v i c e on and p r a c t i c a l a s s i s t a n c e w i t h t h e c a r e and p r e s e r v a t i o n o f t h e s e r e c o r d s ,

-work w i t h I w i a u t h o r i t i e s t o a s s i s t i n any p r o j e c t s concerned w i t h t h e r e c o r d i n g and p r e s e r v a t i o n o f Maor i h i s t o r i c a l r e c o r d s

A paper p r o p o s i n g t h a t t h e 1990 Commission adopt t h i s p r o j e c t as one o f i t s m a j o r a c t i v i t i e s has been p r e s e n t e d t o t he Commission by t h e N a t i o n a l L i b r a r i a n , t h e C h i e f L i b r a r i a n o f t h e A l e x a n d e r T u r n b u l l L i b r a r y , and C l a u d i a Orange , Deputy E d i t o r f o r t h e D i c t i o n a r y o f New Zea land B i o g r a p h y and C h a i r p e r s o n o f t h e N a t i o n a l Ora l H i s t o r y A s s o c i a t i o n o f New Zea land A number o f o r g a n i s a t i o n s , i n c l u d i n g t h e N a t i o n a l A r c h i v e s and ARANZ, have i n d i c a t e d t h e i r s u p p o r t

The E d u c a t i o n and H i s t o r y A d v i s o r y Group o f t h e 1990 Commission w i l l be c o n s i d e r i n g t he p r o p o s a l e a r l y i n Oc tober I f t h e i r d e c i s i o n i s f a v o u r a b l e , ARANZ C o u n c i l w i l l be c o n s i -d e r i n g ways i n w h i c h i t s membetship can a c t i v e l y s u p p o r t t h e p r o j e c t

F u r t h e r i n f o r m a t i o n w i l l appear i n Archifacts as i t becomes a v a i l a b l e

CRIMINAL RECORDS BILL 'CONCEALING'

The e d i t o r s ' commi t tee o f t h e New Zea land s e c t i o n o f t h e Commonwealth Press Union

c r i t i c i s e d t he C r i m i n a l Records B i l l d u r i n g i t s subm iss ion t o t h e P a r l i a m e n t a r y S e l e c t Committee The B i l l i s des igned t o p r o t e c t peop le f r o m d i s c l o s u r e o f t h e i r p a s t c r i m i n a l r e c o r d s A f t e r f i v e y e a r s w i t h o u t f u r t h e r c o n v i c t i o n i t wou ld be i l l e g a l t o p u b l i s h o r b r o a d c a s t any i n f o r m a t i o n d i s c l o s i n g a person had a c o n v i c t i o n

Evening Post, 16 June 1988

ARCHIVES ACT AMENDED

A b r i e f amendment t o t h e A r c h i v e s Ac t was i n t r o d u c e d on Budget n i g h t and passed I t p r o v i d e s f o r N a t i o n a l A r c h i v e s t o o f f e r a r e c o r d s management s e r v i c e ( s t o r a g e , t r a i n i n g , a s s i s t a n c e and a d v i c e ) f o r a l l r e c o r d s - p u b l i c o r p r i v a t e - and t o make charges as agreed w i t h t h e person o r o r g a n i -s a t i o n f o r whom t h e s e r v i c e i s g i v e n

HEALTH COMPUTING SERVICE RECORDS SOLD

In August t h e Government announced t h e s a l e t o Paxus I n f o r m a t i o n S e r v i c e s o f t h e h o s p i t a l p a t i e n t s r e c o r d s c o n t r o l l e d by t h e H e a l t h Comput ing S e r v i c e The p r i c e was $4 25 m i l l i o n The s a l e was c r i t i c i s e d on t h e grounds t h a t t h e r e was inadequa te p r o t e c t i o n i n p r i v a c y l e g i s l a t i o n t o s a f e g u a r d t he i n f o r m a t i o n i n non-government hands , and because Paxus i s a s u b s i d i a r y o f New Zea land I nsu rance

Evening post, 10 August 1988

BDM RESTRICTION CAUSES TRESPASS CHARGE

Ronald Engel was charged w i t h t r e s p a s s a t t h e Lower H u t t D i s t r i c t Cour t i n J u l y He c h a l l e n g e d t he R e g i s t r a r G e n e r a l ' s r i g h t t o r e s t r i c t t h e number o f searches a person c o u l d make i n a day ( t w o ) and r e f u s e d t o l eave t he o f f i c e a t c l o s i n g t i m e (4 00 pm) The Judge c o n v i c t e d and d i s c h a r g e d Mr Engel ( r e q u i r i n g payment o f $100 t o t h e c o s t o f p r o s e c u t i o n ) and sugges ted t h a t h i s c h a l l e n g e t o t he R e g i s t r a r Genera l was b e t t e r t aken up w i t h t he Ombudsman

Evening Post, 31 August 1988

BUSBY'S ENGLISH DRAFT OF THE TREATY OF WAITANGI

A c o r r e s p o n d e n t t o t h e Evening Post, R L L a r k , o f Wadestown, W e l l i n g t o n , drew r e a d e r s ' a t t e n t i o n t o R i c h a r d T a y l o r ' s J o u r n a l ( h e l d i n t h e A lexande i

23

T u r n b u l l L i b r a r y ) t h e e n t r y on 5 Februa ry 1840 s t a t e s " I s a t up l a t e c o p y i n g t h e t r e a t y on parchment and I kep t t h e o r i g i n a l d r a f t f o r my p a i n s " T h i s " o r i g i n a l d r a f t " was t h e work o f Hobson ( w i t h a s s i s t a n c e f r om h i s s e c r e t a r y James Freeman) and Busby

Evening Post,

i September 1988

NEW BIRTH TECHNOLOGY REQUIRES PROPER RECORDS

Fran W i l d e as a backbencher i n i t i a t e d t he A c t w h i c h gave adop ted c h i l d r e n and b i r t h p a r e n t s t h e r i g h t o f access t o r e c o r d s She sees c h i l d r e n bo rn u s i n g new b i r t h t e c h n o l o g y a re i n danger o f becoming v i c t i m s o f t h e same m i s t a k e made w i t h pas t a d o p t i o n p r a c t i c e s She sees t h e need t o ensure p r o p e r r e c o r d s a re k e p t and t o promote w ide p u b l i c deba te b e f o r e l e g i s l a t i o n proceeds

contact, 2 September 1988

RECORDS ON FIRST WORLD WAR EXECUTIONS

M i n i s t r y o f Defence o f f i c i a l s have r e l e a s e d some i n f o r m a t i o n abou t t h e f i v e New Zea land s o l d i e r s s h o t by f i r i n g squads d u r i n g t h e F i r s t Wor ld War T h i s f o l l o w s d i s c l o s u r e o f t h e i r names l a s t y e a r by a B r i t i s h m i l i t a r y h i s t o r y r e s e a r c h e r ( J u l i a n P u t k o w s k i ) f r o m B r i t i s h r e c o r d s l a s t y e a r C o u r t - m a r t i a l r e c o r d s o f t h e f i v e men a r e s t i l l h e l d by t h e Judqe (Advocate Genera l

Evening Post,

5 September 1988

ARCHIVISTS ARE 'DREAMERS'

C h a r l e s Downey has sugges ted t h a t t h e r e a r e s i x t y p e s o f w o r k e r s o r p e r s o n a l i t y t y p e s -r e a c t o r s , w o r k a h o l i c s , r e b e l s , d r e a m e r s , p e r s i s t e r s and p romo te rs And e l a b o r a t i n g , he says

"A much more seda te employee i s t he Dreamer, who t h r i v e s on s o l i t u d e , r e f l e c t i o n and i m a g i n a t i o n She may seem shy and w i t h d r a w n , and t e n d s t o be p r a c t i c a l abou t c l o t h i n g Dreamers t e n d t o be w r i t e r s , computer p r o g -rammers, a c c o u n t a n t s , archivists and n i g h t watchmen They a r e a l s o g e n e r a l l y good w i t h t h e i r h a n d s ,

"Dreamers work b e s t away f r o m n o i s e , c rowds and s t i m u l a t i o n They t e n d t o be be p a s s i v e p e o p l e , so managers must make su re t h e y know what t o do "

A r c h i v i s t s who f e e l t h a t t h i s i s a h o r r i b l e s t e r e o t y p e m i g h t t a k e c o m f o r t t h a t l i b r a r i a n s were n o t men t ioned a t a l l 1

New Idea, 30 A p r i l 1988

NEW APPOINTMENTS AT NATIONAL ARCHIVES

In J u l y appo in tmen ts were made t o t h e t h r e e new ly e s t a b l i s h e d p o s i t i o n s o f A s s i s t a n t D i r e c t o r a t N a t i o n a l A r c h i v e s , W e l l i n g t o n Ellen Ellis f i l l s t h e Records Management j o b , A r c h i v e s Management i s h e l d by Michael Hodder, and Mark Stevens heads t h e W e l l i n g t o n o f f i c e

These p o s i t i o n s f o l l o w t h e f o r m a l d i s e s t a b l i s h -ment o f t he Deputy D i r e c t o r p o s i t i o n and two p o s i t i o n s o f S e n i o r A r c h i v i s t However, a new p o s t , S e n i o r A r c h i v i s t ( P r o j e c t s & Systems) I S now f i l l e d by Ken Scadden

AUSTRALIAN CONFERENCE 1989

The A u s t r a l i a n S o c i e t y o f A r c h i v i s t s w i l l h o l d i t s n e x t b i e n n i a l m e e t i n g i n H o b a r t , 2 -6 June 1989 The Conference Commit tee e x t e n d an i n v i t a t i o n t o a r c h i v i s t s i n New Zea land t o a t t e n d E n q u i r i e s s h o u l d be d i r e c t e d t o t h e Conference Convenor , Ian P e a r c e , Ρ 0 Box 46A, H o b a r t , Tasman ia , A u s t r a l i a 7001

SECRETS OF OLD SHANGHAI

The E n g l i s h h i s t o r i a n B e r n a r d W a s s e r s t e i n g i v e s a f a s c i n a t i n g accoun t o f t h e a r c h i v e s o f t h e Shanghai M u n i c i p a l P o l i c e , S p e c i a l Branch ( p r a c t i c a l l y comp le te f rom 1916 t o 1944, w i t h some f i l e s back t o 1894) The I n t e r n a t i o n a l S e t t l e m e n t a t Shanghai was run l a r g e l y by B r i t i s h f i r m s f r om 1853 u n t i l t h e Japanese c a p t u r e i n 1941 A f t e r Wor ld War I I , Amer ican t r o o p s o c c u p i e d S h a n g h a i , and when Communist f o r c e s were e n t e r i n g t h e c i t y i n 1949 t he a r c h i v e s were taken by t h e US S t r a t e g i c S e r v i c e s on t o an Amer ican w a r s h i p The a r c h i v e s were used by t he CIA u n t i l t he e a r l y 1980s , when t h e y were d e p o s i t e d i n t h e US N a t i o n a l A r c h i v e s They a r e now housed i n t h e Modern M i l i t a r y H e a d q u a r t e r s B r a n c h , i n Washington 0 C , and m i c r o f i l m c o p i e s have been made

Wasse s t e i n p o i n t s o u t t h a t t h i s " i s t h e o n l y more o r l e s s i n t a c t body o f r e c o r d s o f any B r i t i s h -' o n t r o l l e d p o l i t i c a l i n t e l l i g e n c e o r g a n i s a t i o n t h a t has eve r been made a v a i l a b l e t o h i s t o r i a n s " Could t h e r e be f i l e s on Rewi A l l e y , whom t h e S p e c i a l Branch i s l i k e l y t o have r e g a r d e d i n a d i s t i n c t l y u n s y m p a t h e t i c manner 7

Times Literary Supplement

1-7 A p r i l 1988, pp 358 & 373

RESEARCH TRIALS AND TRIBULATIONS

Have you w a i t e d 18 months f o r a m i c r o f i l m 7 Then what abou t 19 y e a r s f o r p h o t o c o p y i n g 7 When a US p r o f e s s o r Donald J R a l e i g h comp la ined o f t h e d e l a y s he e x p e r i e n c e d w i t h t h e S o v i e t a r c h i v a l sys tem h i s f r u s t r a t i o n s were more t h a n matched by S o v i e t h i s t o r i a n N i k o l a i B o l k h o v i t i n o v The l a t t e r m a r v e l l e d a t t h e a c c e s s i b i l i t y o f r e c o r d s i n t h e USA, c o n t r a s t i n g t h e S o v i e t sys tem where depa r tmen ts neve r r e l i n q u i s h c o n t r o l o v e r t h e i r documents and never t r a n s f e r them as a r c h i v e s

Moscow News (English version)

14 August 1988

24

BOOK REVIEWS

David Green i s the new Reviews Editor of Archifacts Please send any

outstanding reviews to him at the Historical Branch, Department of

Internal Affairs, Ρ O Box 80S Wellington David's phone number

there i s (04) 738-699 χ 8070)

Te whenua te iwi the land and the people, edited by Jock Phillips Wellington Allen and Unwin/Port Nicholson Press, 1987 108 ρ $29 95

Two peoples, two cultures, two relationships with the land i t is this contrast which the editor claims as the theme of this book It is a contrast which has come increasingly into focus in recent years, but until now it has not been possible to go to a single accessible source for a set of succinct statements about Maori and pakeha concepts of land This alone just i f ies the publication of what is essentially a set of conference proceedings in the form of a well produced and moderately expensive book

The conference in question was held in July 1985, the second in an annual series mounted by Victoria University's Stout Centre These conferences are stimulating a f fa i r s , and this one certainly gave legitimacy to the Centre's policy of bringing together contributors from diverse backgrounds to focus on a theme in a wide variety of ways It is to be regretted that some of the most successful oral and visual presen-tations at the conference find no place in the book Two such contributions were those of Tipene 0'Regan on Wellington Harbour and Alia Taylor on the Taranaki reefs Presum-ably they did not lend themselves to a written format

Nonetheless the 13 contributions that are published s t i l l use a great range of methods story te l l ing, photography, l i terary and artist ic criticism, discussion of Maori, pakeha and scholastic mythologies, even one amusing analysis of television advertisements This variety in i tse l f somehow exposes the poverty of conventional academic studies of the land, or at least shows how much richer our understanding can be if we do not confine ourselves within conventional academic straitjackets Archi-vists and historians who take a l iberal interpretation of their role will be delighted by this collection, but those who look for traditionally documented analyses, supported by a wealth of primary sources, may not be too impressed

The contributions are prefaced by a useful interpretive summary from Jock Phi l l ips , the director of the Stout Centre Ken Hulme describes her attachment to Moeraki and Okarito, a personal statement that complements the more general Maori perspectives of Ranginui Walker and Robert Mahuta Francis Pound explores pakeha mythologies by repeat-ing his well known thesis on New Zealand art criticism In turn, this is complemented by Roger Horrocks' critique of the Landfall tradition of pakeha 'high culture' Two more conventional papers f'om Helen Leach and Rollo Arnold use standard archaeological and historial approaches, but again complement each other well by underlining a point that bears repeating orten both pakeha and Maori came to New Zealand as immigrant cultures in an alien land

To me, the shortest pa\>er was also the most interesting Written by Eddie Dune, the chairman of the Waitangi Tribunal, i t is invaluable as a guide to the Tribunal's thinking Dune sees a need\'to put an end to this driving need that permeates our Western society, to own, possess and dominate the landscape, and to re-establish a corner of the world where one can simply belong' In the three years since the confer-ence, his closing words have been proved very true 11 am beginning to suspect that the Maori gods are not dead - they have simply been hiding1

But one ends this collection wondering whether we really are simply discussing 'two peoples, two cultures, two relationships with the land1 These papers seem to point not to such a simple conclusion, but rather to the evolution of a variety of perspectives and the accommodation of many models of the land

Eric Pawson Geography Department University of Canterbury

25

F r o m t h e beginning the archaeology of the Maori, e d i t e d by John W i l s o n Auck land Pengu in i n a s s o c i a t i o n w i t h t h e New Zea land H i s t o r i c P laces T r u s t , 1987 175 ρ

From the beginning p r o v i d e s an e x c e l l e n t i n t r o d u c t i o n t o t h e a r c h a e o l o g y o f Maor i New Zea land I t i s b e a u t i f u l l y p r e s e n t e d , and succeeds i n open ing up a f a s c i n a t i n g a rea t o t h e n o n - s p e c i a l i s t

T i pene 0 'Regan opens and conc ludes t h e book w i t h charming y e t p r o v o c a t i v e essays on Maor i v iews o f t h e p a s t He s t r e s s e s how Maor i v iews o f t i m e d i f f e r f r o m t h e o r t h o d o x European v iew o f h i s t o r y as a l i n e a r p r o g r e s s i o n P a s t , p r e s e n t and f u t u r e a r e i n t e r c o n n e c t e d , n o t s e p a r a t e T h i n g s o f t h e p a s t a r e a l s o s a c r e d , t o be p r e s e r v e d by g u a r d i a n s o f t h e p r e s e n t r a t h e r t h a n