Two new recordkeeping standards will raise the standard of recordkeeping across the government sector and increase business efficiency, says Greg Goulding Archives New Zealand’s Acting Chief Executive and Chief Archivist.
“The Disposal Standard and the Digital Recordkeeping Standard are important, practical tools,” Greg Goulding said. “They will help public sector organisations achieve crucial governance and business benefits.
“Effective recordkeeping is essential to effective business management and supports open and transparent government. Good governance helps protect the rights and entitlements of individuals, supports accountability, transparency, and first-rate evidence based decision making.
“Ensuring resources are spent managing only those records needed for business and an accountability purpose makes economic sense.”
Greg Goulding said the Disposal Standard is mandatory for all public offices and local authorities, with the exception of schools. When done well, disposal means organisations can reduce storage costs and save unnecessary time and expense managing records no longer required.
The Digital Recordkeeping Standard addresses the many significant challenges faced in today’s ever-changing digital world. The public sector needs to ensure records created in dynamic business systems and electronic recordkeeping systems are available when they are wanted.
The two new standards, officially launched by the Minister Responsible for Archives New Zealand, Hon Nathan Guy, in Wellington yesterday, add to the suite of recordkeeping standards now available to the information and recordkeeping sector.
These standards cover storage, access, digitisation and electronic recordkeeping systems and are available at: http://archives.govt.nz/advice/continuum.
“Archives New Zealand’s recordkeeping standards are a critical means of influencing and changing for the better the information management practice of the public sector,” Greg Goulding said.
Rarely viewed photographs from the National Publicity Studios (NPS) collection held by Archives New Zealand are brought to life in a new contemporary art form through an exhibition by Auckland-based artist and writer Emil McAvoy.
Mr McAvoy was the recipient of the Archives New Zealand Scholarship awarded in 2007 to commemorate 50 years of archival legislation in New Zealand.
Archives New Zealand’s acting Chief Executive Greg Goulding says the scholarship encouraged the innovative use of Archives New Zealand's collections.
“Many of the archives held in our repositories are rarely viewed because their condition requires them to be kept in a climate controlled environment. We are delighted Emil’s exhibition brings to life these rarely seen images in a way that can be enjoyed by the wider community,” Mr Goulding said.
Issues & Returns: Borrowings from the National Publicity Studios Archive features a unique selection of 20 photographic prints taken from original NPS negatives for which no prints previously existed.
“I hope they will be both celebrated for their contribution to our national self image, along with the NPS wider contribution to our visual and material culture,” Mr McAvoy said.
The images document NPS display products promoting trade, tourism and public relations in the post World War Two period, and were shot in the studios themselves.
The NPS was established in 1945 as part of the Information Section of the Prime Minister's Department. The studios remained the official documenters and publicists of New Zealand from the 1920s through to the late 1980s.
The exhibition debuts at the Elam School of Fine Arts Graduate Show, 20-21 November at the University of Auckland, and is free and open to the public. Mr McAvoy intends touring the exhibition at a later date. For more information: www.emilmcavoy.com
Ship comes in for Genealogist
Genealogist researcher, Lynley Goldsmith, is delighted by a new online service giving access to New Zealand’s maritime immigration records from the 1850s to 1972.
As a result of a joint digitisation venture between Archives New Zealand and the Utah-based FamilySearch organisation, nearly three million records have been digitised and are being uploaded on to genealogy website FamilySearch.org. These records include passenger and crew lists noting arrivals and departures from all New Zealand ports between 1855 and 1915.
Lynley, a resident of Churton Park, has been conducting research using the shipping lists held by Archives New Zealand’s Wellington office for years.
“The shipping lists are a brilliant research tool and being able to access them from the comfort of home is fantastic,” she says.
“These lists show me where the people I am researching came from, how old they were when they arrived here, when and on what boat they arrived and other facts such as their profession and whether they owed the Government money for their fare.”
Lynley has been a member of the New Zealand Society of Genealogists for 25 years and a professional researcher for 10 years.
She has used the shipping lists, to not only trace the family histories of her clients, but also her own family.
“We always knew my husband’s family came from Scotland and through the shipping lists we learnt that they came from the Orkney Islands.”
“The online shipping lists are easy to use and user-friendly for both professional and amateur genealogists.”
Which is a good thing as family history research is one of the world’s most popular hobbies.
Lynley will continue to use the shipping lists in her work, and will also encourage other genealogists to do so.
“What I always tell my clients if they are doing research is to go back to the original source, and these online lists allow you to do just this. That’s the beauty of them,” she says.
In addition to her genealogical research Lynley traces missing people and the beneficiaries and heirs of deceased estates.
“I feel absolutely blessed to be able to do this job. The information I take back to people can make their day,” she says.
Archives New Zealand Acting Chief Executive Greg Goulding says, “digitising the shipping lists has been a remarkable project. We are delighted to provide both New Zealanders and a worldwide audience with direct online access to important parts of their family history.”
The digitisation work began in September 2008 when FamilySearch volunteers Bill and Glenys Chadderton from Te Awamutu began photographing the shipping lists in Archives New Zealand’s Wellington digital laboratory. The work is continuing with other records currently being digitised by FamilySearch volunteers.
Michael Higgins, Pacific Area representative for FamilySearch, says the project took about 18 months to complete. The information is now being indexed so visitors to the site can easily navigate around the records.
“Archives New Zealand has been great to work with and we were privileged to be involved,” he says.
Currently the passenger lists of assisted immigrants from 1855 to 1888 have been indexed and can be viewed online, with more to come. To search the lists, visit pilot.familysearch.org and select the beta site, then New Zealand.