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Archives New Zealand

Archives New Zealand
Te Rua Mahara o te Kāwanatanga
Agency overview
JurisdictionNew Zealand government recordkeeping and community archives
HeadquartersMulgrave Street, Thorndon, Wellington
41°16′38″S 174°46′48″E / 41.277167°S 174.78°E / -41.277167; 174.78
Minister responsible
Agency executive
  • Anahera Morehu, Chief Archivist
Parent agencyDepartment of Internal Affairs
Websitewww.archives.govt.nz

Archives New Zealand (Māori: Te Rua Mahara o te Kāwanatanga) is New Zealand's national archive and the official guardian of its public archives. As the government's recordkeeping authority, it administers the Public Records Act 2005 and promotes good information management throughout government.

History

On 29 July 1952, fire ripped through the Hope Gibbons Building in Wellington, destroying much of New Zealand's public records.[1]

Establishment

In 1954, the First National Government's cabinet approved the establishment of a national archive and the office of a chief archivist, and the drafting of enabling legislation. The Archives Act 1957 established the National Archives within the Department of Internal Affairs (DIA). It also gave the chief archivist the power to approve the disposal of official records and to require the transfer of records to the National Archives after 25 years. The Archives Act also affirmed public access to the National Archives. While the National Archives were established in 1957, they were preceded by the Dominion Archives and the former war archives at the Hope Gibbons building in Wellington.[2]

Expansion and legislative entrenchment

In 1977, an amendment to the Local Government Act 1974 extended limited protection to local government archives. For the first twenty years, the National Archives had to contend with inadequate storage and staffing. Following Wilfred I. Smith's report,[3] the Government took steps to address those issues, the headquarters moving into the 1966 4-storey[4] building of the former Government Printing Office on Thorndon Quay[5] in 1990.[6] The National Archives' legal position was further entrenched by the passage of legislation such as the Ombudsmen Act 1975, the Official Information Act 1982, and the State Sector Act 1988.

In 2000, the National Archives was separated from the Department of Internal Affairs and renamed as Archives New Zealand.[2]

In 2005, the Fifth Labour Government passed the Public Records Act 2005[7] to deal with digital archives and the creation of state-owned enterprises. The Act also greatly expanded the role of Archives New Zealand and the powers of the Chief Archivist, and established the Archives Council to advise the Minister responsible for Archives New Zealand. The organisation now has a leadership role for recordkeeping throughout central and local government.[2][8]

Reintegration under Internal Affairs, 2011–present

In 2011, Archives New Zealand and the National Library of New Zealand were merged back into the Department of Internal Affairs.[2][9] Before 1 February 2011 Archives New Zealand was a separate government department.[9]

In 2018, the Christchurch office moved to a new location in Wigram near the Air Force Museum of New Zealand.[10][11]

The New Zealand Archivist Vol 3 No 1 pages 5–10 includes a more comprehensive history of archives in New Zealand.[12]

In December 2020, the DIA confirmed that Archives NZ along with the National Library and Ngā Taonga Sound & Vision would move to a proposed purpose-built business park called the Horowhenua Business Park in Levin at an unspecified future date.[13]

In February 2022 Internal Affairs Minister Jan Tinetti, Archives NZ chief archivist Stephen Clarke and Māori iwi (tribe) Taranaki Whānui Te Āti Awa confirmed that the Government would build a new archives building on the site of the former Defence House on Wellington's Aitken Street between the present Archives NZ and National Library buildings. The new NZ$290 million building will have 19,300sqm of lettable area and is expected to open in 2026. It will host archives repository and specialist facilities for Archives NZ, the National Library and Ngā Taonga Sound & Vision.[14][15]

On 9 May 2024, Archives NZ halted its digitisation programme which had commenced seven years ago, citing the programme's time-limited funding. The disestablishment of the digitisation programme is expected to cause the loss of three permanent jobs and some fixed time positions. Historian Vincent O'Malley described the termination of the digitisation programme as "a devastating blow."[16]

Facilities

The national office for Archives New Zealand is in Wellington. It also has offices in Auckland, Christchurch, and Dunedin.[17][2]

  • Archives New Zealand National Office in Wellington
    Archives New Zealand National Office in Wellington
  • Archives New Zealand Christchurch Office
    Archives New Zealand Christchurch Office
  • Archives New Zealand Dunedin Office
    Archives New Zealand Dunedin Office

Planned Facilities

A new $290 million national archives facility is set to be completed in Wellington by 2026.[18] The new facility, which began construction in 2022, will have a greater capacity to house the country’s rapidly growing archival collections and to maintain and protect collections during incidents such as power outages and earthquakes.[19] Its design has been created with te ao Māori worldview in mind, with design agency Tīhei and Māori sculptural artist Rangi Kipa working alongside architects Warren & Mahoney to “connect the building to the land it sits on and acknowledge the tūpuna who lived there before”.[18]

The Department of Internal Affairs is working alongside Fund Managers AMP Capital Ltd. to build the new Archives facility with construction partners, LT McGuiness.[19]

List of Chief Archivists

Sources[20][12]


The position of Director of National Archives and Chief Archivist were held simultaneously since late 1982.[26]

  • Portrait of John D Pascoe, Chief Archivist of New Zealand from 1963 to 1972
    John Pascoe (1963–1972)
  • Judith S. Hornabrook (1972–1982)
    Judith S. Hornabrook (1972–1982)
  • Kathryn Patterson (1991–1998)
    Kathryn Patterson (1991–1998)
  • Dianne Macaskill (2001–2009)
    Dianne Macaskill (2001–2009)
  • Greg Goulding (2009–2011)
    Greg Goulding (2009–2011)
  • Marilyn Little (2014–2017)
    Marilyn Little (2014–2017)
  • Richard Foy (2017–2020)
    Richard Foy (2017–2020)
  • Stephen Clarke photo Chief Archivist 2020 - 2022
    Stephen Clarke (2020 - 2022)
  • Anahera Morehu (2022– )
    Anahera Morehu (2022– )

Organisation

Archives New Zealand has four units:[35]

  • Regional & Access Services;
  • Archives Management;
  • Government Recordkeeping; and
  • Māori & Community Archives.

Functions

Archives New Zealand:

  • manages the Public Records Act 2005 and works with government agencies to administer the Act;
  • makes sure records of government decision making are created and those of long-term value, including digital, are transferred into its care;
  • provides recordkeeping advice and information to government agencies;
  • makes public archives accessible to government departments, other organisations and the public;
  • manages the public archives in a protected and secure environment; and
  • provides leadership and support for archival activities across New Zealand.[35]

Information and Records Management Standard

Archive information and records management standards are of the utmost importance as it ensures consistency of delivery for organisations utilising Archive NZ's services. For Archives New Zealand, they act as underpinning principles for their purpose of collecting, preserving, and providing access to records which hold historical, legal and cultural significance.[36] Under section 27 of the Public Records Act 2005, the Chief Archivist of Archives New Zealand holds this responsibility and has issued such standards.[36] To issue a standard, the Chief Archivist must make a copy of the draft available and have a process in place to communicate with every public office, approved repository, local authority and any other person considered to be impacted by or interested in the proposed standard.[37]

These standards support and establish how Archive NZ can manage their information and records systematically and efficiently. It outlines the obligations of Archives NZ and other regulated organisations under the Public Records Act and sets out the minimum level of compliance that these organisations must meet.[38] ‘Records are considered to be any information, regardless of form and format, from documents through to data’.[36] Alongside this, they are also used as evidence of business activity and information assets. They also include metadata which is managed as a record.[39]

The standard also supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to access, use and reuse any information and records that are taonga.[36]

Information and records are key strategic assets for the public sector. Therefore, managing information and records appropriately is important in various different ways for Archives NZ including enabling the public to hold the government accountable; helps any organisations plan for and achieve their objectives; gives information to support informed decision making; outlines individual responsibilities; documents individuals and different groups entitlements; encourages collaboration and communication; facilities groups to be creative and also ensures that important public knowledge is available for research, discovery and reuse.[36]

With these important factors to consider, all information and records should be:

  • trustworthy and managed accountably
  • readily accessible, understandable and usable
  • valued as critical to business operations
  • part of an organisation’s approach to risk management
  • maintained to meet business, government and community purposes[36]

Regulatory role and powers

Archives New Zealand are the regulators of all information created by the public sector in New Zealand.[40] Their regulatory role is to ensure information is created and managed to a high standard, to ensure transparency and accountability and support the rights and entitlements of New Zealand citizens.

In order to execute this role, Archives New Zealand are granted several directive powers. Their regulatory tools include:

  • Direction to report: A report back order issued by the Chief Archivist to organisations with record keeping practices that arise concern.[41]
  • Inspection: The inspection of public records, local authority records and local authority archives by the Chief Archivist if information management issues have arisen within public offices or local authorities.[41]
  • Audit: Audits are regularly carried out by independent auditors in order to determine the health of information management in the public sector.[41]
  • Issuing of penalties: It is an offence under the Public Records Act to willfully or negligently damage, dispose of, or destroy any public record, unless it is authorised under by the Chief Archivist. Archives New Zealand can impose penalties on individuals or organisations that do not comply with the PRA. Persons convicted of an offence may also be trespassed from Archives offices and services.[41]

Archives Council Te Rua Wānanga

The Archives Council Te Rua Wānanga is an unincorporated body established under the Public Records Act 2005.[7] It provides independent advice to the Minister responsible for Archives New Zealand on recordkeeping and archives matters, including those for which tikanga Māori is relevant.

The Archives Council meets four times a year to discuss archival and record keeping matters. The Council reports directly to the Minister on its functions during the preceding year. The Minister, as soon as practicable, presents the report to the House of Representatives.[42]

The Archives Council's reports to the Minister are available on Archives New Zealand's website.[43][44]

Holdings

Archives New Zealand holds more than 7 million[45] New Zealand government records dating from the early 19th to the early 21st century. Records held include the originals of the Treaty of Waitangi, government documents, maps, paintings, photographs and film.

Significant holdings include:

Archives New Zealand does not solely collect government records. In fact, the institution also collects a wide range of materials that document New Zealand's social, cultural, and economic history. This includes personal papers, community archives, and business records, as well as photographs, audiovisual materials, maps, and other types of records. Personal papers are one example of the non-government records held by Archives New Zealand. These papers may include diaries, letters, and photographs that provide a glimpse into the everyday lives of New Zealanders in different periods of history.[49]

Community archives are another type of non-government record held by Archives New Zealand. These archives may include records of local organisations and events, such as sports clubs, churches, and community groups, that reflect the social and cultural diversity of New Zealand.[50]

Business records are also held by Archives New Zealand, and these documents provide insight into the development of key industries and sectors in New Zealand, such as agriculture, forestry, and manufacturing.[51]

Archives New Zealand's collection of non-government records is an important resource for researchers, historians, and the wider public, and it contributes to the preservation and promotion of New Zealand's cultural heritage.

Finding records held

Researchers can search descriptions of the records using Archway, an online database of records held at Archives New Zealand. Archives New Zealand has developed preservation programs and facilities to ensure that records are protected from damage and degradation. The organisation collaborates with the National Library of New Zealand and other cultural heritage institutions to digitize and provide access to a wide range of digital content.[52]

Physical records access

Access to holdings is available through four reading rooms in Auckland, Wellington, Christchurch and Dunedin, and through a remote reference service.[53] 110,205 linear metres of physical archives were held in storage as at June 2018.[54]

While most records held by Archives New Zealand are open to the public, some access restrictions may apply based on factors such as the sensitivity of the information and the privacy of individuals.[55]

In addition to preserving and providing access to historical records, Archives New Zealand also works with government agencies to manage their records. This includes providing guidance on record-keeping practices, developing standards for records management, and overseeing the transfer of records to Archives New Zealand for preservation and access.[49]

Digitised records

In 2019 Archives New Zealand forged a new partnership with Swedish firm Axiell Collections who will be managing their digital collection.[56] This is a key partnership, as Axiell are known as a leading software supplier in the archives sector. A mantra of theirs is that culture should be preserved, shared and accessible through high quality systems.[57] This was a key reason for Archives New Zealand moving from their previous system (Archway) to Axiell Collections: so that employees can become more efficient, as well as New Zealanders having enhanced access to New Zealand’s archives and taonga.

Unfortunately, in late 2022, there were security breaches of which Axiell has formally apologised for. This was due to technology failings, in conjunction with data entry errors, leading to a shutdown of the system for multiple days on multiple occasions.[58] The security breach entailed public members being able to access restricted files through the new system, with 9000 files opened to being exposed. The files were related to the Royal Commission of Inquiry into Abuse in Care. In particular they were three sets of health records in a 21-year period from 1952, from a mental health facility in Canterbury.[59] As stated, Axiell has issued a formal apology and are pouring significant resources into fixing the situation.

Digital records are also available via DigitalNZ. A selection of records are also available on Archives New Zealand's social media channels, including YouTube and Flickr.

Examples of digitised records available:

  • New Zealand Defence Force (NZDF) Personnel Files from the First World War – over 141,000 service files digitised.[60]
  • New Zealand Official War Art Collection.[61]
  • Crown Purchase Deeds.
  • Māori (native) school records and,
  • Samoan Land Deeds – Series 18962.[62]

For a details of what is digitised by topic see Archives New Zealand's website.[63]

Exhibitions

He Tohu exhibition

He Tohu Document Room

In May 2017, a new permanent archive exhibition He Tohu, opened at the National Library of New Zealand building on Molesworth Street, Wellington.[64]

He Tohu is an exhibition of three of New Zealand's most significant constitutional documents:[65]

The development of the exhibition began in 2014.[66] It provides an award-winning document room[67] containing the latest exhibition technology and a surrounding interactive space for visitors to learn about the documents and the people who signed them. He Tohu is accompanied by an education and outreach programme including an online component to make it accessible for those not Wellington-based.[68] He Tohu is presented by Archives New Zealand and the National Library of New Zealand, both of which are part of the Department of Internal Affairs. The documents remain in the care of the Chief Archivist under the Public Records Act 2005.[69][66]

Associated Organisations

Archives and Records Association of New Zealand (ARANZ) – Te Huinga Mahara

Prior to its establishment in 1976, ARANZ was a part of the New Zealand Library Association (NZLA).[70] At this point in time, the NZLA contained a mix of historians, genealogists, librarians and archivists, however, there was a need voiced by archivists to become more focused on their speciality.[71] This was the catalyst for the creation of this organisation. The original thought was that it should be open to public, serving as more of an interest group rather than limiting membership to archive professionals only. This is the form that remains to this day.

ARANZ are an incorporated society that are a key stakeholder in the archive sector.[72][73] Members include professional organisations, historians and of course: archivists. There are a variety of reasons why ARANZ are a significant partner for Archives New Zealand (as well as similar organisations). Namely, ARANZ serves as a leader regarding best industry practice for care, preservation, and administration of historical records; they hold an advocacy role for the sector which includes submissions to government regarding enhancements to existing legislation; a further role includes facilitating employee upskilling through shared knowledge as well advisory duties to appropriate educational facilities; and they produce regular publications and reports to facilitate these functions.[74]

Overall, due to ARANZ and their role as a key stakeholder in the sector, Archives New Zealand is supported in achieving their objectives outlined in the Public Records Act 2005. Amongst other roles, these are: maintaining stewardship of public records; ensuring records of government decision making are stored appropriately with the intention of long-term sustainability at the forefront of this function; ensuring records with long term value are transferred into its service; providing recordkeeping advice and information to government departments; making sure public archives are accessible to government, other organisations as well as the public; managing public archives in a protected and secure environment; and the provision of leadership and advocacy within the sector.[75][76]

See also

References

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