ARCHIVES AND MANUSCRIPTS1. INTRODUCTIONThe archives and manuscripts collections support the teaching, learning and research goals of the University of Auckland, and in particular the strategy "maintaining and developing quality collections, libraries, archives, technology and information services to support the teaching, learning, research and creative work of the University". They may include the archives and manuscripts of organisations and individuals whose subject matter is relevant to these goals, and also organisations and individuals associated with the University. "Archives" as described in this Plan means the non-current records of an organisation which are of permanent retention value. "Donor" means an entity who transfers ownership of archives or manuscripts to the University of Auckland Library. "Manuscripts" means the records of individuals. 2. HISTORY OF THE COLLECTIONThe General Library manuscripts and archives collection had its origin in the gift of the papers of Sir George Fowlds in 1939. Other gifts were added occasionally over the years until by 1961 a former University Librarian, Mr F.A. Sandall, could write in his annual report, "From now on archive and manuscript material is likely to be specifically mentioned in these reports." At this stage there were no special storage facilities for manuscripts, nor was there a librarian responsible for the organisation of this material. However, when the General Library moved into its present quarters in 1969, special provision was made for the archives and manuscripts in the form of an air-conditioned fireproof strongroom. At the same time the position of Special Collections Librarian was created (Michael Coleman) within the Reference Department, which included responsibility for the care and organisation of these materials. The collection was arranged in five series:
The 1970s and 1980s were a time of considerable expansion of the collection. In 1989 a number of changes were made to the organisation of the collection, including a new arrangement by year/number as opposed to the unwieldy subject series system, and initiating a new catalogue using Inmagic which covered all post-1981 accessions. During the 1990s material continued to arrive steadily and much work went into inventorying collections, and enhancing and retrospectively adding records to the Inmagic database. This was completed in 1998, and in the same year the catalogue records were sent to the National Register of Archives and Manuscripts. Records continue to be reported as collections are fully arranged and described. In 2002 major changes took place in the General Library. The archives and manuscripts and all special collections in the General Library (e.g. the New Zealand Glass Case and General Glass Case), together with rare book and archival material from the Science Group libraries, were incorporated in a new Special Collections facility on the Ground Floor. A supervised reading room was provided and the entire facility was air-conditioned. Stephen Innes became Special Collections Librarian with responsibility for this area, while retaining collection development responsibilities for the New Zealand & Pacific Collection which moved to Level G, adjacent to Special Collections and Matauranga Maori. In the Architecture Library the archival collection began in 1975, when the Library received a donation of drawings by Mr H.L. Massey. These were followed a short time later by a collection of the work of Gummer and Ford. Subsequent donations represented the works of some of Auckland's well-recognised twentieth century architects, including M.K. & R.F. Draffin, R.A. Lippincott, Vernon Brown, Group Architects and Abbot & Annabel. The Architecture Archive is a partnership between the University Library and the School of Architecture, with input from the New Zealand Institute of Architects. The ELAM Archives are housed in the Fine Arts Library They have been donated by past and present staff and students and comprise diverse material documenting the history of the School of Fine Arts community. Additional archives and manuscript collections held in the Fine Arts Library's Mezzanine level reflect the teaching and research interests of the School of Fine Arts. The Marylyn Mayo Rare Book Room opened in 2005 in the Law Library, following a bequest in the memory of Marylyn Mayo, an alumnus of the Law School. The collection comprises rare law books including historical and rare legal texts dating back to the eighteenth century. 3. DESCRIPTION OF COLLECTIONIn the General Library, the archives and manuscripts collections are held in Special Collections (Manuscripts and Archives Catalogue). There are particular strengths in Auckland branch political and labour-related materials, and Maori materials. There are also significant archives and manuscripts collections in the Architecture Library (Architecture Archive) and the Fine Arts Library (Elam Archives). The Architecture Library has a collection of architectural drawings, files on architects and their works, photographs, lectures, scrapbooks, notebooks; the Auckland Institute of Architects archive, NZIA awards, drawings and photographs from 1927 onwards and the Mawson Papers relating to planning in New Zealand. The Fine Arts Library holds the Elam Archive, the Snaps Gallery Archive, and the From Scratch archive. The Sylvia Ashton-Warner Library holds 160m of the records of the Auckland College of Education and its predecessor organisations dating from the 1880s, notably Auckland Teachers’ College, Primary Teachers’ College, Secondary Teachers College, North Shore Teachers’ College and Ardmore Teachers’ College. There are also the records of allied organisations, such as ‘The Old A’s’, an association of graduates of the College. The records comprise archives, multimedia (chiefly photographs, videotapes, audiotapes, trophies and presentation items) and personal papers of former College staff and students. 4. USERSThe collections are available to all members of the University and to other serious researchers. Library membership is not required. It is advisable to contact the appropriate divisional librarian in advance to gain access. 5. SELECTION CRITERIAMaterial is acquired primarily by donation, but provision may also be made for deposit of material on behalf of organisations and individuals. In some instances, particularly literary papers, material may be acquired by purchase, and in rare instances, by transfer from other institutions. The relevant librarian formalises the transaction in writing, usually by completing a deed of gift form with appropriate access conditions as necessary. The Library maintains relationships with staff and former staff to identify and attract research collections. Library staff work with relevant academic and recognised subject specialists to build on collection strengths and to ensure that the University's current teaching learning and research profile is reflected in its collection development. Material collected*
* While the Library will make every endeavour to meet these criteria, collecting programmes are subject to adequate resourcing in terms of acquisitions funding, staff time and appropriate accommodation. Material not collected Collections identified as particular strengths of other Auckland institutions by the Auckland Heritage and Archivists' Group (AHLAG), in September 1997, specifically:
AR=Auckland War Memorial Museum
6. COLLECTION PRIORITIESThese priorities are based on the University's strategy "maintaining and developing quality collections, libraries, archives, technology and information services to support the teaching, learning, research and creative work of the University". They will be the collecting priorities for the next 5-10 years, resources permitting, to be pursued on a proactive basis rather than by relying on the mostly passive donation approach of the past.
7. FORMATSMaterial is acquired regardless of format, including electronic records. 8. GENERAL CONDITIONSThe following conditions apply to the collecting of archives and manuscripts:
9. SPECIAL CONSIDERATIONSWhile the University Library will endeavour to adhere to these guidelines, and will promote them to potential donors, it recognises that in some instances a donor may favour a particular institution over another for a variety of reasons. In such instances, it is better to comply with the donor's wishes in order to see the material preserved. In addition, it may be in the interests of the University Library to accept material which is out-of-scope, in order to acquire more significant and relevant material in the future. There may be other more compelling institutional reasons to accept donations of out-of-scope material which will be evaluated on a case-by-case basis. The University Library recognises it has a long-term commitment to archival materials in its care, and that the removal of materials will only be done under special circumstances so as not to deter potential donors. In the rare event that the Library wishes to de-accession any archival material, these procedures should be followed:
Exhibitions and displays featuring archives and manuscripts are recognised as useful educational and promotional opportunities as long as environmental guidelines and security controls are in place. Where this is not possible the use of facsimiles for display is advised. These controls also apply to lending material to other institutions. Written agreements including insurance terms should be supplied. Stephen Innes, Special Collections Librarian |