Lundia Movable Shelving and spacesavers

Lundia is a 100% privately owned New Zealand company, specialising in the design, manufacture and supply of customised timber storage solutions.




Our head office is based in Auckland, New Zealand, and Lundia has a branch office in Wellington and a showroom in Dubai, UAE We are also represented in Melbourne and Sydney, Australia.



Respect for the planet is central to the Lundia philosophy and a commitment to a cleaner, healthier planet underlies everything we do. Lundia is fully certified by Environmental Choice New Zealand, and we have been practising environmentally sustainable design since the company was formed in 1962. This makes Lundia the storage-solution manufacturer of choice for architects and designers working on green-rated projects, and for responsible consumers who care about the future of our Earth.



Lundia products are manufactured in our fully automated Auckland plant to the highest standards. Careful waste management is important to us and we recycle wherever possible. We also use UV-curable acrylic coatings that contain no atmosphere-polluting VOCs or solvents

Archival Repairs by Lynn Campbell the Paper Conservator

A Session on Archival Repairs by Lynn Campbell the Paper Conservator.




Heres an overview of a most enjoyable morning:



IMPORTANT: You must be able to reverse your repair, i.e. don’t use anything that you cannot remove such as pva, cellotape, even book tape apparently.



CLEANERS Commercial draught cleaners used to clean paper are expensive so the alternative is to use a grated rubber (non-abrasive such as Pelican White) which is rubbed, using clean fingers or cotton wool etc., over the area to be mended. Note: don’t rub over pencil, chalk, pastels etc. Please note that papers made in Asia will be damaged by this method due to the fibres.



PAPER TYPES European paper can be easily cleaned by the rubber method, however the method used to make this paper is quick, produces acidic paper, the fibres are shorter and therefore don’t make strong patches.



Japanese paper is made from trees that are cut down then soaked for 6 months in alkaline river-fed waters. Apart from reducing acidity this method also gets rid of lignum which will eventually destroy the paper. This makes it the paper of choice for artists and printers. Therefore strong but flexible papers such as Kozo or Mulberry are ideal to use as repairers.



GLUES An excellent glue is methyl cellulose which is reversible with water. (Never buy the sodium… version). Mix with warm water – add the powder to the water not vice versa. (Don’t use metal spoon – glass cocktail stirrers are ideal, or plastic or wood). Keep refrigerated. When it goes watery or even like a plastic sheet, it has gone off.



(Wheat glue is the best but takes half a day to prepare- about 40 minutes of stirring for a start, if I remember correctly. Incidentally, in Japan the apprenticeship period for a paper repairer is 10 years. The first year is spent stirring and making the glue and the second is tearing paper. At the end of the apprenticeship they are given a large bucket of the glue which means they never have to make it again).



METHOD After cleaning area to be mended, lay item on a “light-box” table if available. Overlay with a mylar and then your mending paper. Using a fine paintbrush dipped in water, paint around the outline of the damaged area onto the mending paper, to make the patch. The mylar will keep the original dry. (Wet paper loses 80% of its strength and hence easier to tear). Tear out the shape of the patch – dont cut it. This means that the fibres will then grab on to the paper better. (There are special water pens you can buy – they look like a pen, have a brush on the end, and you unscrew and pour water in).



Paste the patch, flicking the glue across to draw out the fibres for a better “grab”. Now glue paper together. Note” if there is a long tear, just use small pieces not one long piece.



On top of the mended area lay Mono baking paper (cheapest and best). Run a wooden spatula over the area to flatten, then dry by either running a hot spatula iron over or putting weights (such as bags filled with lead shot) on top and leave for half a day. If repairing a number of items you can pile them up, with baking paper between, and top with the weights.

Investing in our Digital Future

Maintaining and Sustaining Community Archives presented by Joanna Newman

Maintaining and Sustaining Community Archives presented by Joanna Newman

Susan Mellsopp Preparing for school Centennials and writing the school history

Making Dio Difference

Susan Mellsopp

When Mrs May Whitehorn sought education for her daughter a century ago, she resolved herself to home-schooling.
However, after being approached by other parents keen for her to educate their daughters she decided to start her own private school in 1909 with a roll of just four pupils.
The roll rapidly increased and the school soon moved to larger premises in Anglesea Street.
By 1913 the school had established new, purpose built premises on the eastern banks of the Waikato River and adopted the name of Sonning.
In 1927 Sonning School was leased from Mrs Whitehorn by the Waikato Board for Diocesan Schools which later bought and developed property at the current site in River Road, Hamilton.
This year the school celebrates its 100 year milestone boasting a roll of around 630 students along with a reputation for students consistently producing results above the national average.
Print House has had the honour of printing "The Dio Difference, 100 years of Sonning and Waikato Diocesan School for Girls" written by school archivist Susan Mellsopp.

Tips for planning a school  anniversary celebration in the near future:


check your school's opening date on the schools' opening and closing dates database
consider holding a first meeting of interested members of your school community at least two years prior to your anniversary date.
Feedback from schools that have celebrated anniversaries suggests the importance of long term planning to:
encourage school and community participation
research and write the school history - school archives, journals newsletters, education archives etc
publish a book/CD
organise advertising of your anniversary
provide time to contact former staff and students
organise guest speakers
locate sponsors
consider organising an anniversary fete
organise an anniversary display
make catering arrangements.

The following checklists were developed to assist schools in planning their anniversary celebrations.
Establishment papers


First letter requesting a school
Application form
list of prospective pupils
inspector's report on application
Lands papers
Initial acquisition of land
Land changes
Works papers
Provision of residence
Building of School
Official Opening
Foundation Pupils
Additional buildings at school
Improvements to buildings/playgrounds
Damage to buildings
Teacher papers
Teacher's careers
Transfers
Principals
BOT /PPTA
Personalities
Living/travelling conditions



Issues you might encounter:
Amount of research required
time
truth
provenance

Side Issues
truth most discussed ascpect.
uncover the truth check and reecheck
publish it in a respectful way
Photos wrongly dated
Photos wrongly identified
Interviewee avoiding the truth, conflicting storiesI
Make sure you have written notification stating who you are and that you have fulll access to all records including confidential ones, board minutes etc.
Watch privacy issues with photos of living people, class photos are fine indiviual and personal photo need permission.

Sources
School rolls
School class & teacher photographs
correspondence
newsletters
school magazines
taped interviews
old girls
board minutes
newspapers
other documents
Make sure the Author writing the book is creditable.
Learn diplomacy
Allow plenty of time

Cantage presented by Erin Kimber

Cantage: A case study for knowledge sharing and collaboration within the Canterbury heritage sector presented by Annabel Armstrong-Clarke, Christchurch City Archive and Erin Kimber, University of Canterbury.

What Is Cantage
Cantage is a group to share common issues regarding documentary heritage and collections in the Canterbury region.

Objectives of Cantage:
Cantage – (a word amalgamated from ‘Canterbury’ and ‘Heritage’) is an informal group of heritage librarians, archivists, and members of our regional collecting and exhibiting community.

Cantage provides a forum to discuss topics relevant to archives, libraries, museums, exhibition spaces, or other repositories, such as: storage, preservation, digitisation, exhibitions, events, training and professional development, and potential initiatives for collaboration.

Membership to Cantage is open to those within the Canterbury region so as to foster local networking amongst members, collection development, and collaboration.

Cantage will meet quarterly at various locations, and the Cantage Listserv is available for any topical discussion or posting of extra events.

Lunch and Exhibitors

My Backlog is Bigger than Yours: Appraising LINZ’s legacy paper records

My Backlog is Bigger than Yours: Appraising LINZ’s legacy paper records presented by Alison Midwinter, Land Information NZ and Susan Skudder, SWIM Ltd

Bringing Archive 52 to light: Using the library archive to help celebrate 150 years at Christchurch City Libraries presented by Annette Williams

Bringing Archive 52 to light: Using the library archive to help celebrate 150 years at Christchurch City Libraries presented by Annette Williams Christchurch City Libraries

From Archivist to Author: Making the Dio difference Susan Mellsopp

From Archivist to Author: Making the Dio difference Susan Mellsopp Waikato Diocesan Archives.

Susan talked to us about being appointed as an Archivist with sight impairment. She was able to work aroiund this with help of some equipment to aid her. The biggest challenge was when she was asked to write a history of

Sarah Welland - Legislative Basis for Recordkeeping

Sarah Welland emailed these legislatve requirements based on the RecordKeeping Standards

Legislative Basis for recordkeeping


The Public Records Act 2005, imposes the following responsibilities to ensure that public offices, local authorities, and Archives New Zealand care for the records they control (the full text of the Public Records Act 2005 and other New Zealand legislation is available online at http://www.legislation.govt.nz/).

s17 requires public offices and local authorities to create and maintain full and accurate records of their business activities, in accordance with normal, prudent business practice, including the records of any matter contracted out to a third party. It also requires maintenance of public records and local authority protected records in an accessible form.

s18 states that no person may dispose of public records or local authority protected records without authority from the Chief Archivist, unless disposal is required by or under another Act.

s21 provides for transfer of public records to Archives New Zealand.

s22 provides for deferral of transfer.

s26 allows for the Chief Archivist to approve repositories for public archives, and to set standards for such repositories so that public archives are properly maintained.

s27 allows for the Chief Archivist to issue standards in relation to public records and local authority records.

s30 outlines the process for gaining exemptions from compliance with standards.

s40 outlines requirements for protected records of local authorities.

Various other acts also support the need for a good standard of recordkeeping by public offices and local authorities in New Zealand. These include the following legislation: Official Information Act 1982. Local Government Official Information and Meetings Act 1987. Public Finance Act 1989. Resource Management Act 1991. Health and Safety in Employment Act 1992. Financial Reporting Act 1993. Privacy Act 1993. Copyright Act 1994. Tax Administration Act 1994. Electronic Transactions Act 2002. Building Act 2004. Evidence Act 2006.

Oral Memories and Evidence : Remembering Forgotten Australians and Former Child Migrants.

Oral Memories and Evidence : Remembering Forgotten Australians and Former Child Migrants.
Dr Joanna Sassoon, National Library of Australia, Oral Histories in Archives

Dr Joanna Sassoon talked about Kevin Rudd's apology to the "Forgotten Australians and Child Migrants" reading some of his apology...
"Sorry - that as children you were taken from your families and placed in institutions where so often you were abused.
"Sorry - for the physical suffering, the emotional starvation and the cold absence of love, of tenderness, of care.
"Sorry - for the tragedy, the absolute tragedy, of childhoods lost, childhoods spent instead in austere and authoritarian places, where names were replaced by numbers, spontaneous play by regimented routine, the joy of learning by the repetitive drudgery of menial work.
"Sorry - for all these injustices to you, as children, who were placed in our care.
"As a nation, we must now reflect on those who did not receive proper care...and we look back with shame at how those with power were allowed to abuse those who had none.
"And how then, as if this was not injury enough, you were left ill-prepared for life outside - left to fend for yourselves; often unable to read or write; to struggle alone with no friends and no family.
"For these failures to offer proper care to the powerless, the voiceless and the most vulnerable, we say sorry."

The Prime Minister also reflected on the families that were ripped apart; the child migrants who were used as child labour; the siblings who were separated and the children who were told they were orphans, brought here without their parents' knowledge or consent.

"...And for this we are deeply sorry."

The national apology was delivered in response to the recommendations of the 2004 Senate Inquiry into the experiences of children in institutional and outof-home care in Australia during the 20th century. It is estimated that more than 500,000 children were placed in care over the course of the last century.

Gloria Lovely of Brisbane was among the audience that filled the Great Hall in Parliament House on 16 November 2009 to witness the national apology.

Now 68, Gloria was only 18 months old when she arrived at St Vincent's Orphanage at Nudgee. At 10, she was sent to a foster home where she was systemically abused until her late teens.

Gloria believes her mother took her to the home, possibly after she was reported for taking the child to work after her father had left.
She doesn't remember receiving visitors during her time at the orphanage and says she was introverted, shy and quiet. She was well-behaved and a good little child.
Gloria's reward was to be fostered out into a "living hell" leaving her with low self-esteem, depression and difficulty forming relationships throughout her adult life.
"Personally, going to Canberra was the best thing. It recognised and acknowledged the past and has had a very healing benefit," she says.

"Every word the Prime Minister said was true but was never believed in the past.
"People ask, ‘why didn't we talk about it?' but it was too painful.
"We have all come out of our shells since the Forde Inquiry. It was all investigated and all true."
Reflections of forgotten Australians

Last year's national apology coincided with the tenth anniversary of the Forde Inquiry, which investigated the abuse of children in Queensland institutions.

Throughout the inquiry former Queensland Governor Leneen Forde took information from more than 300 people and looked at the histories of more than 150 orphanages and detention centres. Her report made 42 recommendations relating to contemporary child protection practices, youth justice, provision of counselling and support services to victims of abuse, redress and reconciliation activities.

But behind the apologies, reports and inquiries are the stories of broken childhoods; loss of innocence; and deprivation of education, love, tenderness, decent food and clothing - leaving many without the means to live out their early potential.
Some of these stories are told in a book that commemorates the anniversary of the Forde Inquiry and captures the stories of 10 adults who wear the scars of their childhood and who fervently hope that vulnerable children will never be forgotten again.

Following on from a national Apology to the Forgotten Australians and Former Child Migrants by the Prime Minister in November 2009, and building on a previous major national oral history project (response to HIV/AIDS, Bringing Them Home), the National Library of Australia is undertaking a national oral history project to document the experiences of children in institutional and out of home care.

In endeavoring to provide the opportunity for a diverse range of stories to be recorded across Australia, this project raises questions about how to achieve a rounded history of the experience, collecting associated documentation, providing access to material and managing stakeholder expectations. This paper will discuss the thinking behind, and ways in which these and other issues are being addressed in, this national oral history project.
Dr Joanna Sassoon has interviewd thousand of "Forgotten Australian and former child migrants" in this mammoth oral history project. She will be interviewing a wide cross-section of Australians including minority groups etc.




Linda Evans , Alexander Turnbull Library

10.30-11am

Thanks Alex

This year marks the 90th anniversary of the Alexander Turnbull Library opening, and we’re celebrating!

We’re sending out a big thank you to our founding benefactor Alexander Turnbull. We’re also celebrating donors generally, and the role that they play in creating a legacy for future generations, not just with the Turnbull, but with libraries and archives throughout the country. We’d like New Zealanders to think about what libraries and archives do in collecting and caring for our shared documentary heritage.

To show our appreciation, we’re running a promotion with a chance to win $1,000, kindly sponsored by the Friends of the Turnbull Library.
To find out more about Alexander Turnbull, to see a selection of items that people have donated over the years and to enter the Winning Words competition, visit www.thanksalex.co.nz. The competition closes on 2 December, and the winner will be announced on 20 December 2010.

New Zealand Food Safety Authority - Case Study: Alfresco - Enabling new ways of working with

New Zealand Food Safety Authority - Case Study: Alfresco - Enabling new ways of working with Alfresco Records Management.
records presented by Patrick Butler.  Programme Manager Application Delivery
New Zealand Food Safety Authority
 
Patrick talked about how they have used the free open source Alfresco web based records management programme to:
1. look after their record keeping requirements as prescribed by the Recordkeeping Act
2. provide easy to use record based record keeping for staff with templates  etc
3. easy to use customer interfaced in a web environment.

Alfresco offered:
Free community module
Try before you buy
Free download basic program
Open standards, and web architecture
Open Source easily modified.
Rich tool eco system
Available 24/7
Component building blocks use what you want leave out parts you don't want, integrate easily
Easy to use
Proven local commercial support 24/7
Rapid product evolurtion - all upgrades free

Provides
Document management
Web management
Record management
Image management
All integratable
Alfresco offers one integrated repository to manage all formats of content across document management, web content management, email, and imaging repositories. The repository is a modern platform with:

Certification to DOD 5015.2 Standard
Drag-and-Drop Records Management Capture from Desktop Tools - Support for Microsoft® Office, Microsoft® Outlook and Open Office desktop tools though a standard Windows Explorer interface

• Automatic Metadata Extraction and Classification
• Complete auditing every user action
• Automatic Long-Term Archival Format Conversion – Automatic conversion from proprietary office formats to long-term vendor neutral formats such as Open Document Format (ODF) and Portable Document Format (PDF)
• Simple Export for Archival
• Zero Footprint on the client in both web and client server environments
•  The industry’s most scalable, standards based content repository
•  High-Availability, Fault Tolerance and Scalability – Any number of machines, auto failover and clustering
•  Simple to install, use and rollout
•  User Functionality

 Users get the functionality they expect from high-end Records Management tools as a simple and active set of services and functions. They have:

• Fileplans - Automatically classify and schedule records based upon pre-existing plans and standardized structures
• Record Types - Classify and schedule records based upon pre-existing types
• Automatic Record Numbering
• Retention and Archival Policies
• Disposition – Controlled and scheduled handling of archiving, holds, transfers, accessions, and destruction using disposal schedules
• Pre-population of Metadata – Impact management and automatic updates
• Reporting – Predefined reports and metadata type definitions to search and screen records due for handling and handling exceptional cases
• Searching and Screening - Search on all properties grouped by content, record, disposal and save searches for later use
• Rapid eDiscovery – Simply search across full-text content, fileplan structures, records management categories, and types

Benefits

This new and first Open Source Records Management platform delivers significant benefits in the areas of:

Increased User Adoption – For all users across systems

Reduced Cost – One repository, simple to install, use and rollout

Reduced Time to Deployment – Zero footprint client

Reduced Risk – Consistent records management for all information

Reduced Time - Reduce delays for regulatory audits and compliance that are delayed by ineffective or limited records management

Reduced Time – Reduce search and discovery time and cost for litigation support

ARANZ Conference Dinner - Mac Brewery Bar

9Conference Dinner


The Conference Dinner will be held on the waterfront at Mac's Brewery Bar 4 Taranaki Street, Wellington on the evening of Thursday 26th August from 7.00pm to late. Cost $55, per person - 3-course meal (not included in registration fee).

ARANZ AGM

ANNUAL GENERAL MEETING

HELD ON
26 August 2010
at
Civic Suite 1, Wellington Convention Centre
at
5pm


AGENDA

1. Apologies
2. Confirmation of Minutes of 2009 AGM
3. Matters arising from Minutes of 2009 AGM
4. Presentation of President’s Annual Report
5. Presentation of Financial Statement
6. Election of Officers (including Auditor)
7. Motion for increase in subscriptions
8. General Business
9. Closure

Going Professional : A forum on the ARANZ proposal to introduce professional membership

Going Professional : A forum on the ARANZ proposal to introduce professional membership

Reasons
We recognise the role of archivists as trained professionals with initial and ongoing continuing education serving their society by appraising, supplying, selecting and maintaining records.

Catergory of professional archivist member, qualified  and trained, or experienced on the job training ove rmany years.

Body of knowledge they will be expected to know, which would be useful for colleagues and employers to know.

Uncomplicated to start, with possibily different levels of archivists and will use grandfather clause for first few years.

Benefits
Recognition of training, experience and controls to profession
Portability of skills and knowledge across a broad spectrum of job and between countries.
Greater ability for ARANZ to lobby on behalf of members.
Acknowledges that you are a professional in your field and possess a level of skill and competence.
The special skills will be more valued and respected by employers and colleagues
Possibility of increase in pay

The Recordkeeping Behaviours of New Zealand Government Employees

The Recordkeeping Behaviours of New Zealand Government Employees

Anita Rapson gave us an overview of her research project, and how she plans to do it. It will be a very interesting research exercise.

Government agencies rely on records for providing public services, monitoring government performance, and maintaining service continuity. While the responsibility for compliance with recordkeeping legislation lies with government agencies, and ultimately with the heads of these agencies, many have delegated the daily recordkeeping responsibilities to individual employees. However, to date we know very little about the recordkeeping behaviours of these employees.

This research will explore the recordkeeping behaviours of New Zealand front-line public servants, using on case study based research. This research also plans to investigate what, if any, are the wiser implications of these recordkeeping behaviours.

She wull be:
1. working along side the staff fulltime / with interviews
2. focus groups validating processes and procedures with managers and core staff and leaders.
3. public servants are record keepers, always have been always will be.

Things I will looking out for will be
 do they kee keep everything until able to dispose of it
do save newer versions or are they overwriting

Will be interesting to seehow many are pilers and how many filers, and whether there is a difference between electronic and paper.

Anita will keep us posted on her progress.

Ten Tips for Collaboration

Ten tips for collaboration:
1. Scope and outcomes havwe an open mind, share ideas and together work out your scope and outcomes for the project
2. No Individual Agendas, this should be a team effort and joint goal with all pulling  together.
3. Leave the CEO at home People doing the work will know what will work better with collaboration and what areas smaller groups can handle. CEO will only hamper the efforts.
4. Need to have appropriate authority, so the group can make decisions and no have to go back to the CEO or have collaborative decisions overturned when returned to work.
5. Sound Governance need some one impartial that you can trust who will talk the talk with the CEO / mangaer on your behalf, both financially and supportively.
6. Totally equality - Could we do it by ourseleves as quickly and as efficiently and as cheaply. Those who give more will receive more back from the project than they realise.
7. Allow for differences in knowledge base, backround, diversity, skills and build respect.
8. Collaboration types:
i. One participant is leader and leads the collaborative project, co-ordinates with members, organises project, workflows and meetings.
ii All same level and disccusion based on respect to each other and there right to voice their thoughts etc.
iii No-one get in a consultant or professional to lead.
9. Open and honest -  Ask questions, say if you don't understand, admit if you are out of your depth, leave CEO behind just bring the Authority.
10. Communication - Don't assume, talk it through, elaborate, request to repeat something if you didn't hear or understand, open discussion.
Learning Learning Learning!!!

Recordkeeping Strategies in the Pacific: The PARBICA Recordkeeping for Good Governance Toolkit.

Recordkeeping Strategies in the Pacific: The PARBICA Recordkeeping for Good Governance Toolkit.Mark Crookston Secretary-General of Parbica has been heavily involved in the creating the PARBICA Recordkeeping for Good Governance Toolkit. He has been the guiding force in helping our pacific neighbours with establishing good record keeing practices.
Mark told us about PARBICA the organisation, and then went on to talk about how they eastablished the The PARBICA Recordkeeping for Good Governance Toolkit.

PARBICA : The Organisation

Formed in 1981, the Pacific Regional Branch of the International Council on Archives (PARBICA) is a professional organisation that comprises government archives, non-government archival institutions and associations, and individual members representing more than twenty nations, states and territories in the North and South Pacific, including Australia, Hawaii and New Zealand.

PARBICA is one of thirteen branches of the International Council on Archives (ICA) covering the most diverse and largest geographic area.

Member Nations and Territories
American Samoa
Australia
Commonwealth of the Northern Mariana Islands

Cook Islands

Federated States of Micronesia

Fiji Islands

French Polynesia

Guam
Kingdom of Tonga
Marshall Islands
New Caledonia
New Zealand
Niue
Papua New Guinea
Republic of Kiribati
Republic of Nauru
Republic of Palau
Samoa
Solomon Islands
Tuvalu
Vanuatu

Bureau Members
PARBICA is administered by a Bureau consisting of a President, Vice President, Secretary-General, Treasurer and Editor together with co-opted members.
Use this link to view the names and addresses of the current Bureau members elected and confirmed at the most recent Biennial PARBICA Conference.

Constitution
PARBICA's initial constitution was adopted in October 1981 at its inaugural conference in Suva, Fiji. In addition to supporting the general purposes of the International Council of Archives, the objects of PARBICA are to:
establish, maintain and strengthen relations between archivists in the region and between institutions and professional organisations concerned with the custody and administration of archives;

• promote the preservation and protection of the archival heritage of the region;
• facilitate the use of archives through public education and improved access;
• stimulate and organise archival activities; 
• provide and assist with formal and informal professional training;
• cooperate with other agencies concerned with the documentation of human and natural history in order to benefit all mankind.

The Recordkeeping for Good Governance Toolkit

The Recordkeeping for Good Governance Toolkit (the Toolkit) has been produced by PARBICA for Pacific archivists to better equip government agencies across the Pacific to improve the state of recordkeeping within their administrations. AusAID and NZaid have provided considerable support for the project.

The PARBICA Bureau, assisted by the National Archives of Australia (NAA) and Archives New Zealand (ANZ), has accepted responsibility for maintaining, distributing and updating the modules of the Toolkit for as long as they are needed and remain useful.

The Toolkit has been produced through a collaborative process with input from a variety of archivists from across the Pacific. The PARBICA Bureau would like to acknowledge the assistance of these archivists.

PARBICA is committed to continuing to add to the Toolkit so that we can develop world-class tools for good recordkeeping that are relevant to our Pacific environment.

The Toolkit brochure has been designed for distribution by government archivists (and other public or civil servants) to senior officials in the public service or government departments. These senior officials, including heads of government departments or CEOs, are the people who can influence how records are kept by appointing records managers, providing resources, or instructing staff to follow recordkeeping procedures.
The brochure aims to outline the importance of recordkeeping and how recordkeeping supports good governance by advising senior management that they are responsible for ensuring their work areas are efficient and protect both the government's interests and the public's interest. The brochure explains that good recordkeeping will support them meeting these responsibilities.

Toolkit Brochures http://www.parbica.org/Toolkit%20pages/ToolkitIntropage.htm

STViewScan – its new – its fab and its @ NZMS

Yes NZMS were there once again and those licorice allsorts well they got the better of me.
Andy, Janine, Pauline greatly enjoyed the ARANZ conference 2010 - what an impressive turnout... check out Andy improvising with the ST ViewScan to view one of Luke Paardekooper’s family movies... versatility at its best!


STViewScan – its new – its fab and its @ NZMS

The ST ViewScan offers the very latest in microfilm reader/scanner technology and we’re delighted to be able to offer this to our NZ customers. Its fast and user-friendly, with great functionality, a sleek modern look and a price tag which is easy on the eye. We are seriously excited about this (that’s what 20 years in the microfilm industry does to you!). If you’re in the market for a microfilm reader/scanner or just want to drool over a hot new gadget read more.... http://www.micrographics.co.nz/nzmicrographics/HOME/tabid/187/Default.aspx

Andy Demonstrating the new ST Viewscan

ARANZ Conference Lunch

Lunch was awesome, great choice of bread rolls hot food and slices with a selection of fresh fruits.
Time to visit exhibitors.

PARBICA

Archives New Zealand helps in the drive for good recordkeeping practices in the Pacific region through staff who serve on the Pacific Regional Branch International Council on Archives (PARBICA) governance Bureau.

Appraisal adviser Mark Crookston is the Bureau’s current Secretary-General. He replaces Digital Continuity Manager Evelyn Wareham (Immediate Past Secretary-General) who held this post for eight years. In addition to this, the department’s former Chief Archivist and Chief Executive Dianne Macaskill is Vice-President.

The PARBICA membership consists of countries in the Pacific region and works collaboratively to establish a model of standards and processes for recordkeeping across the region.

Recordkeeping Strategies in the Pacific: The PARBICA Recordkeeping for Good Governance Toolkit.

Mark Crookston Archives New Zealand / PARBICA

As Secretary-General Mark manages the Bureau, organises and facilitates professional development activities such as conferences and workshops, and provides advocacy for Pacific archives and recordkeeping institutions

Mark says that in many Pacific countries, recordkeeping frameworks are weak or non-existent and do not support the needs of governments or communities. A strong need has been identified for practical recordkeeping tools that are appropriate to the circumstances of the Pacific. To help address this need, PARBICA developed the Recordkeeping for Good Governance Toolkit.

The toolkit is a suite of recordkeeping tools which provides practical guidance on creating, maintaining, and disposing of records.

The guidelines are intentionally simple and flexible, to address the issues of developing and implementing practical recordkeeping solutions across institutional and jurisdictional borders by those who do not have in-depth knowledge of recordkeeping and archival concepts.

Archives New Zealand led the development of 4 of the 11 current toolkit guidelines. An additional set of guidelines, on electronic recordkeeping, is currently being developed under the leadership of the National Archives of Australia.

The success of the toolkit has been widely acknowledged. The International Council on Archives has also adapted and translated this resource into French for use in French-speaking west and central African countries.

PARBICA is building good working relationships with organisations in the Pacific region that have an interest in recordkeeping. This will enable governments of Pacific countries to support the needs of their citizens through robust recordkeeping practices.

“There is support from the Pacific Island Forum Secretariat who recognises good records management as a fundamental pillar of good governance.



The Bureau holds teleconference meeting two monthly. A conference for PARBICA members is held every two years, with the next one scheduled for Samoa in 2011.



Further information about PARBICA is available on http://www.parbica.org/.

Understanding archives: What people (don't) know and how archives can learn from this.

Sarah Welland "Understanding archives: What people (don't) know and how archives can learn from this."

recordkeeping,


including:

Public Records Act 2005

Privacy Act 1993

Official Information Act 1982

Electronic Transactions Act 2002

This policy also complies with the following Standards and Codes:

‘Create and Maintain Recordkeeping Standard’, Archives New Zealand Mandatory Standard

ISO 15489 International Standard for Records Management.

Risk Management and Records Management – shall the twain ever meet?

Risk Management and Records Management – shall the twain ever meet?
Recordkeeping can only be successfully undertaken once risk management issues

have been considered and addressed. Organisations should assess their systems and
procedures against potential risks and then find ways to mitigate them. The joint
Australian and New Zealand standard AS/NZS 4360:2004 Risk management and the
explanatory companion guidelines set out a framework for assessing risk which can
be applied to recordkeeping issues.

A risk is something that might happen in the future, and could be expected to affect the project, service or programme.


Risks have two aspects:
1. Probability: how likely is the particular risk?
2. Impact: what are the likely consequences of the event if it does happen?

The trick is to not spend your effort on risks that are either unlikely or won't have a significant impact. Concentrate instead on how you might reduce the impact or likelihood of the significant risks.
Risk management includes:
Identifying the risks. As a group, brainstorm the question "what could possibly go wrong?" Look at areas such as your reputation, people - staff, volunteers, clients etc, financial and other resourcing, external events.

Rating the risks. How likely is this risk, and what would the consequence be - on a scale of 1 to 3 (some groups use a 1-5 scale).

Chart this on a risk scoring matrix. To manage risks, you need to try and reduce the risks in the 7-9 band, and then look at how you can manage or reduce the risks in the middle 4-6 band. Don't waste time on the low risks 1-3 band.

Enter the risks in a risk register
Risk management plan. Concentrate on how you can reduce the risks that score 7-9 on the matrix. Some ways of dealing with the risk are:

Avoidance - perhaps you can arrange things differently to avoid the risk.

Transfer - so that someone else takes on the responsibility. This option is usually quite limited.

Mitigation - if you can't avoid the risk, how can you reduce it? For example, if the risk relates to staffing, a mitigation strategy might be to make sure there is staff back-up available.

Acceptance - some risks will not go away and some you will be prepared to live with. These are the ones to keep a close watch on. You might look at a fallback plan for these risks.

Monitoring and reviewing. Keep the risk register up to date. Things change and your strategies should reduce some risks. Update the register and review it at each (project) management meeting.

Closure. Risks are about uncertain events in the future. Time passes and the risk either becomes a reality in which case you cope with the event, or not. Either way, the risk is closed. Apart from reviewing your risk management, you do not need to spend any more time on it.

Samantha Fitzgerald’s Ten Tips for Collaboration

Samantha Fitzgerald’s Summary

After a reasonably strong background in IT some 10 years ago, ranging from helpdesk to network administration, I am now back in IT managing IT services and Information Management. Other previous experiences include:

Implementation of Public Records Act, file classification, retention and disposal, business process mapping. This involves taking a whole organisation approach to managing and access to information, ensuring it is maintained appropriately (including electronic migration) and disposed of appropriately.

Staff management, leadership and development.
Collaboration across other organisations in the tertiary sector, particularly in the Records Management space. So far this has been very successful with some great deliverables, benefiting all involved and creating significant savings in time and money, and allowing organisations to build expertise internally.
Samantha Fitzgerald’s Specialties:

Successful and beneficial collaboration
Presentations and training
Business communication
Records Management

Flight 712 and other Curosities.

The Information and Records Management Unit’s website (www.canterbry.ac.nz/irm),
officially launched in July, gives staff access to a range of recordkeeping resources and
provides guidance on how to manage information and records to ensure they are
available for future use. The Information and Records Management Unit, which sits within the
Registrar’s portfolio, was set up in 2008 to ensure the University worked towards legislative
compliance with the Public Records Act 2005. The Act includes New Zealand universities in public
recordkeeping legislation and the unit was established to design and implement a range
of activities to improve the quality, control and use of information within the University,
ensure legislative compliance and preserve the University’s documentary heritage for future
generations. — so what we do today in terms of managing our records will help
create the archives of the future.
http://flight712andothercuriosities.blogspot.com/

Through the Looking Glass: From Archivist to

Tom Norcliffe Records and Information Manager University of Canterbury, started his career in achives at National Archives NZ in Wellington where he got his training and learnt his trade. He qualified as an Archivist and isa highly skilled and knowledgable. Tom has made the transformation from Archivist to Records Manager. He will share his insights with us.

Archivists are information professionals who "establish and maintain control, both physical and intellectual, over records of enduring value," or, archives. [1]

According to Dearstyne, whether their records originate from within their parent institution or originate elsewhere, most archivists share several activities:

Selection and acquisition of historically significant records for addition to the collection;
Management and organization of collections through arrangement, description, and physical preservation; and
Encouragement of the collection's use through various means of promotion and the provision of access, research assistance, and other services to users.

Selection is based upon considerations like:
the extent to which records contribute to the fulfillment of the institution's mission as expressed in its collection policy,
the records' similarity or relationship to those in the collections of other institutions,
the amount of staff, space, and other resources available in the collecting institution,
the quality and relevance of the records as determined by an appraisal process, and
the extent to which the archivist believes that the records will be used by researchers and other user groups.

Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.
A record can be either a tangible object or digital information: for example, birth certificates, medical x-rays, office documents, databases, application data, and e-mail. Records management is primarily concerned with the evidence of an organization's activities, and is usually applied according to the value of the records rather than their physical format.
Follow Recordkeeping Systems Standards and work to requirements of the Public Records Act as well
ISO 15489:2001 states that records management includes:

setting policies and standards;
assigning responsibilities and authorities;
establishing and promulgating procedures and guidelines;
providing a range of services relating to the management and use of records;
designing, implementing and administering specialized systems for managing records; and
integrating records management into business systems and processes.

RANDALL JIMERSON - The Archive is Politics: Neutrality is Not an Option

Randall Jimerson is professor of History and director of the graduate program in Archives and Records Management at Western Washington University in Bellingham, Washington, USA.


Mr. Jimerson visited Wellington as a keynote speaker at the annual Archives and Records Association of New Zealand (ARANZ) conference. His presentation, The Archive is Politics: Neutrality is Not an Option, reflected on how the archive is now recognized both as a locus for political power struggles and for shaping cultural legacies. The act of preserving and managing archives is itself an exercise in politics. He says archivists and records managers need to respond to the new challenges of a political reality; determining whether to remain passive, thus strengthening the status quo and the power of political and social elites, or to seize the initiative to shape archival programs that meet the needs of all citizens, including those groups often excluded and marginalized in society.
In a presentation which touched on Nazi record-keeping, U.S. political regimes and the Truth and Reconciliation process in South Africa, he suggested that the very act of keeping archives is a political exercise and that archivists need to recognise and acknowledge this – and chose whether or not they want to act on it.



Dr. Jimerson sees a choice lying before the archives profession: whether to stay with the neutral (dare we say passive?) model or to “seize the initiative to shape archival programs that meet the needs of all citizens, including those groups often excluded and marginalized in society.” In other words, work actively towards recording and preserving the voices of as diverse a range of humanity in our archives as we can – and facilitating ongoing access to those voices. He not only argued strongly for the active approach but also presented options to consider in what Nelson Mandela spoke of as “the call of justice.”


After the conference Dr. Jimerson was interviewed on National Radio and discussed much the same subjects as in his paper. This interview is available on the National Radio website.

Welcome Drinks

We had an official welcome by the Convenor Sean McMahon, then Joanna Newman read out a telegram from the Governor General with apologies he could not be there, while wishing us all the best in our conference and the future.
Joanna Newman announced that in 2010 ARANZ digitised the Association's journal Archifacts to make it available online.
The volumes are accessible via downloable PDF files. Once opened the volume is word searchable by holding down the CRTL + F keys which enables the search box.
Archifacts is made available online by ARANZ under the Creative Commons Licence 3.0 licence.

Pre-Conference Events - Wellington City Archives Tour

Wellington City Archives is a primary information resource for the history of Wellington.


Dating back to 1842 when Wellington became the first site of local government in New Zealand, the archives are a rich resource for both the Council and the public.

The archives of Wellington City Council and its predecessors in local government represent the bulk of the holdings.

Archives items include:

 documents, files and correspondence

 photographs of Council and city life

 Council publications

 maps and plans of the city.

Wellington City Archives also collects the records of other organisations that have made a significant contribution to the life and development of Wellington.

For building plans, permits or consent records use the Council's Building Plan Search Service.

Pre Conference Events Online Security Systems

Online Security Systems Site Visit 9am -12noon
Archive Security provides secure off-site storage and retrieval for hard copy documents. Archive’s technology solution Online-DIRECT gives clients the visibility and therefore the ability to manage their stored documents and document scanned images via secure connections over the internet. These services complement the traditional records management services for boxes and active files.


http://www.onlinesecurity.co.nz/archive_security.html

Also offer:
High Security 3rd Party Logistics: Products range from those not requiring special security or care to those that are “desirable” and/or commercially sensitive products requiring additional control over their warehousing and distribution.


Publications Management and Stock Control:
Publications requiring controlled updates eg legal and health sectors
Specialised Document Collation Service
National & International Distribution
Environmentally Controlled Storage: Humidity and Temperature controlled

Product management including all or some of the supply chain requirements of reordering/ receiving/storing/order taking ( online/fax or phone) /dispatching/ invoicing/online payment processing.

Reverse Logistics: In the event of a product recall, product can be collected from multiple collection points and tracked to their return back to a consolidation point.

Serviced Offices: Fully serviced offices with warehousing for stock enables a small branch operation to be established without the expense or need for a stand alone warehouse.

Customer Service Functions: Phones can be answered on your behalf, queries answered and product despatched direct to your customer



Special Features:

Security Cleared Personnel: Due to the potential nature of product to be handled, all staff are security cleared by the Justice Dept and NZ Police.

Database Management: A seamless interface enables online ordering of product with you, the client having a high level of visibility through comprehensive reporting

Audited stocktakes, with full accountability for any stock shrinkage

24/7 On call service

ARANZ CONFERENCE 2010 - Venue

An ARANZ conference is held once a year, usually in August. To ensure ease of access local branches take turns to organize and hold conferences.


This year it was held in Wellington in the Wellington Hall Civic Suites.
A greatr venue too.

ARANZ Conference 2010

ARANZ Conference 2010


Investing in the Future, 2010: Research, Records and Preservation

Wednesday 25 to Friday 27 August

WELLINGTON

The Wellington Branch of ARANZ (Archives and Records Association of New Zealand) is delighted to invite you to be a part of the 2010 National ARANZ Conference. Tena koutou katoa and welcome to all our members, speakers, colleagues, delegates, researchers, exhibitors, sponsors and guests.



What do you think that the archives and records professions need to do now to meet the demands of the future? The 2010 conference looks to explore opportunities for researchers, communities and organisations to collaborate in the guardianship of knowledge, facilitate researcher engagement and help safeguard our collective past in perpetuity.



As advances in technology and digital developments are bedded into workplace practices and researcher functionality, so the landscape of the future begins to change once more. New trends are emerging for communities and organisations to work together in partnership sharing resources and funding; storage space is at a premium for repositories so collections are being rehoused, relocated and repatriated; professionals are becoming multi-disciplinarian working across the fields of archives, records, libraries, museums, academia and researcher communities.



Philosophically and politically we have to justify why we do what we do. What value do we bring to our professions? Archival ethics are cause for debate, our independence and objectivity are under scrutiny. How do we remain relevant to our communities and organisations in these fluctuating and recessionary times? We look forward to highlighting these and other topics over the course of our three day conference.



Pre-Conference Programme

An exciting delegate only pre-conference programme of special interest group meetings, tours and workshops has been arranged for Wednesday 25 August. Includes a unique opportunity to join any of five tours behind the scenes in Te Papa’s collection stores: Pre-Conference programme (34.3 KB PDF). To attend the pre-conference programme delegates must be registered for at least one day of the main conference programme.



Main Conference Programme

The main conference programme runs for two days, Thursday 26 and Friday 27 August. The programme includes a stimulating mix of international and local speakers. Speakers will provide thought provoking papers on the archive as a locus of political power, challenge curatorial assumptions on building archival collections, highlight community archives, discuss recordkeeping strategies, digital futures, storage, preservation and much more. The opening keynote speaker is Professor Randall C Jimerson from Western Washington University. His paper is `The Archive is politics: Neutrality is not an option’. Conference Programme (44. KB PDF)



Registration

Registration is being administered by our conference organizers Paardekooper. Members of the Australian Society of Archivists (ASA) and the Records Management Association of Australasia (RMAA) are invited to register at the ARANZ Member rate. Early Bird registration is closed. See new registration rates below, apply: Register Online - ARANZ Conference 2010



Conference Fees

Conference Registration ARANZ Member NZD$330.00



Conference Registration Non Member NZD$400.00



Day Registration (Thursday) ARANZ Member NZD$180.00



Day Registration (Thursday) Non Member NZD$255.00



Day Registration (Friday) ARANZ Member NZD$180.00



Day Registration (Friday) Non Member NZD$255.00



Conference Venue

The pre-conference meetings, tours and workshops will be held at various locations around Wellington City. Please consult pre-conference programme for more information. The two days of the main conference will be held in the Civic Suites, Convention Centre, Second Floor of the Wellington Town Hall, 111 Wakefield Street, Wellington. Civic Suites



Archives New Zealand Community Archives Scholarship

Volunteer Found



Archives New Zealand’s Community Archives Group has recently offered to sponsor a volunteer archivist to attend the 2010 Archives and Records Management conference in Wellington. Greg Goulding drew the winning name from the pool of nominations on Wednesday 12 August. Archives New Zealand is pleased to announce that the successful nominee is Marilyn Wightman. Marilyn is a volunteer archivist and the Manager of the Feilding & Districts Archives. Thank you to all who took the time to send in their nominations.



Welcome Function

The Welcome Function (included in registration fee) will be held on the Ground Floor of Archives New Zealand 10 Mulgrave Street, Thorndon, Wellington on the evening of Wednesday 25th August from 6.00 pm - 8.00 pm.



Conference Dinner

The Conference Dinner will be held on the waterfront at Mac's Brewery Bar 4 Taranaki Street, Wellington on the evening of Thursday 26th August from 7.00pm to late. Cost $55, per person - 3-course meal (not included in registration fee).



Informal Beer Special Interest Group Meeting

After the close of Conference on Friday 27th August there will be an informal beer special interest group (SIG) meeting also at Mac's Brewery Bar, 4 Taranaki Street, Wellington from 6.00pm to late.



Wireless Internet

Wireless Internet tokens can be purchased from the Michael Fowler Centre Reception for use by delegates within the whole Town Hall including the Civic Suites and Conference areas. The cost is $10 (incl GST) per token per computer for a 24 hour period.



Accommodation

Paardekooper have secured special Conference rates for the ARANZ 2010 Conference, which can be booked online via the registration process. The two hotels are the Museum Hotel (178.87 incl GST per night) and the Ibis Hotel ($109.00 incl GST per night). Other Wellington accommodation can be sourced through the New Zealand Holiday Guide



Exhibitors

Throughout the two days of the main conference there will be exhibitors bringing you up-to-date information on their businesses from vendor booths in the trade area. Vendors will be arranged in the Lobby and Anteroom situated between the conference rooms either side of the Civic Suite on the Town Hall’s Second Floor. The exhibitors are Lundia, Solnet Solutions Ltd, Objective Corporation Ltd, Archives New Zealand, ACS/One-2-One, Triptych Conservation Services, New Zealand Micrographic Services Ltd, SWIM Ltd, Port Nicholson Packaging 2002 Ltd, Hydestor Manufacturing Ltd, and Alexander Turnbull Library. ARANZ Conference Trade Exhibition Floor Map (59 KB PDF).



Wellington

Wellington, New Zealand's capital city has so much to offer. Set on the edge of a stunning harbour and surrounded by rolling hills, it's a city waiting to be explored. Take some time off after the Conference to experience the bars, cafes, galleries, museums, theatres, music, sports and culinary delights of Te Whanganui a Tara. For information on Wellington



ARANZ Conference Publicity Poster

A poster for promoting the 2010 Conference can be downloaded here: Conference Poster (79.6 KB PDF).



Conference Convenor

Please contact the ARANZ Conference Convenor for more information.

ARANZ who are we?

ARANZ: Archives and Records Association of New Zealand


ARANZ is an incorporated society, established in 1976, with the aim of promoting the understanding and importance of records and archives in New Zealand. ARANZ is administered nationally by a Council of elected members. Branches are established in Auckland, Otago/Southland, Central Districts, Waikato/Bay of Plenty, and Wellington.



Our members include: Archivists; recordkeepers; librarians; and other information managers; genealogists; historians; teachers; museum and art gallery curators; religious groups; professional associations; historical societies; businesses; local and central government agencies; and many other interested in the preservation and use of archives and records.

Read more about ARANZ http://www.aranz.org.nz/Site/about_ARANZ/default.aspx

Linda Evans,

Linda Evans, the curator of the Oral History Centre. I manage the Centre which includes a myriad of
tasks, look after our acquisitions, provide advice and information to oral historians and others interested in oral history, and do training workshops for project groups. We work closely with other sections of
the Turnbull Library, including Conservation Services – more about that another time.
Oral history is the systematic collection of living people's testimony about their own experiences. Oral history is not folklore, gossip, hearsay, or rumor. Oral historians attempt to verify their findings, analyze them, and place them in an accurate historical context. Oral historians are also concerned with storage of their findings for use by later scholars.




In oral history projects, an interviewee recalls an event for an interviewer who records the recollections and creates a historical record.

event --> interviewee---> interviewer --> historical record

Oral history depends upon human memory and the spoken word. The means of collection can vary from taking notes by hand to elaborate electronic aural and video recordings.
The human life span puts boundaries on the subject matter that we collect with oral history. We can only go back one lifetime, so our limits move forward in time with each generation. This leads to the Oral Historian's Anxiety Syndrome, that panicky realization that irretrievable information is slipping away from us with every moment.
Oral history, well done, gives one a sense of accomplishment. Collecting oral histpry, we have a sense of catching and holding something valuable from the receding tide of the past.

The Oral History Centre is part of the Alexander Turnbull Library.




There are more than 10,000 recordings in the Oral history Centre collection. Recordings include interviews with people from throughout New Zealand and the Pacific, of various ethnicities, iwi (tribe) and hapū (sub-tribe), occupations, political affiliations and interests. Talks, readings and events are also covered.



Most of the collection has been recorded since the 1960s. The collection covers New Zealand society, culture, community, and political history from the late 19th century to the present.



Interviews usually have accompanying documentation, including an abstract – a detailed time-coded index providing quick access to the contents of the recording. A few interviews are fully or partially transcribed. Photographs and other relevant material are sometimes included.

There are Māori oral history projects and recordings of talks, lectures and other events in te reo Māori. Descriptions of selected interviews with Māori held in the Library’s oral history collection are included in the Register of oral history records on the social and economic history of Māori from 1945 to 1995. The register was compiled by Dr Monty Soutar for the Crown Forestry Rental Trust in 2003.

Linda played several clips of oral history interviews to show the richness and depth of oral history archives.
eg talking about making a phone call and the operator connecting you with whom you wish to call.

Gentleman talking about morse code and demostrating it we could clearly hear the tapping etc of the morse code.