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Archives and Manuscripts Donors
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Why do we collect archives and manuscripts?
Archives are collected to document the lives, thoughts and activities
of individuals and organisations. They are a prime source for the future
understanding of our society and identity. Researchers using archives
contribute to this by publishing books, making documentaries and teaching
others based on the results of their research. Archives also document
the rights and obligations of individuals and organisations in relation to one another.
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What do we collect?
The Archives and Manuscripts Section collects unpublished records of
individuals and organisations with historical significance. Some collections
are of national significance. With others the focus is on Otago and Southland.
We have some guides available on request outlining the kinds of records
that could be of interest to the Hocken Collections. The collection is
particularly strong in the following areas:
- Arts and literature - including James K. Baxter, Colin McCahon, Charles
Brasch, Roger Hall and the Otago Art Society
- Commerce and industry - including the Union Steamship Company, Cadbury’s,
Otago / Southland Employers Association, mining company record)
- Education - schools, kindergartens and playcentres throughout Otago,
the University of Otago, Otago Education Board
- Early European contact and settlement - letters and diaries of early
settlers and explorers, official records of the Otago Association, the
Canterbury Association and the Church Missionary Society
- Maori - Kai Tahu Waitangi Claim papers, Beattie papers, Shortland
papers
- Some churches - official repository for the Anglican Church in Otago,
strong holdings of Baptist and Methodist records and some other denominations
- Sport and leisure - including New Zealand Alpine Club, Otago Racing
Club, Otago Rugby Football Union, New Zealand Bowling Association
- Women and society - including Rural Women New Zealand, Federation
of University Women and others
- Health - including Royal New Zealand Plunket Society Inc., New Zealand
Society of Physiotherapists, Sports Medicine New Zealand Inc.
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Who uses the collections?
The collection is used by a wide variety of researchers including university
staff and students, professional and local historians, authors and biographers,
school students, genealogists, Treaty of Waitangi claimants, and others
pursuing a specific interest.
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Donation or Deposit
The Hocken Collections accepts responsibility for the care of archives
by donation or deposit.
- Donation - Legal ownership of the archives is transferred to the
Hocken Collections. The Hocken then accepts all responsibility for the
ongoing care of and provision of access to the archives.
- Deposit - Legal ownership remains with the depositing organisation;
however there is an expectation that the archives will be deposited
in perpetuity as public funds will be spent on their preservation and
management. Should the organisation depositing the archives cease to
exist then ownership of the archives passes to the Hocken Collections.
Deposits are normally accepted only from ongoing organisations.
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Facilities and services
The Hocken Collections stores all archives and manuscripts in a secure
temperature and humidity controlled area. All packaging and storage materials
are designed to protect the archives from deterioration and damage.
Archives staff assess a potential donation or deposit in terms of its
historical or research value, its relationship to the rest of the collection
and to the Hocken’s Collection Development Policy. If it is decided the
collection does not warrant preservation at the Hocken Collections then
it is returned to the original owner.
Sometimes another archives collecting institution is suggested as more
appropriate. Once an archives collection arrives, it is “processed”, by
examining it, putting it into order, listing and repackaging. The collection
is recorded on Hakena, the Hocken’s online catalogue for unpublished material.
Hakena is available through
the Hocken Collections webpage.
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Access
As the Hocken is a closed stack, reference only collection, researchers
must use material within the premises and may not borrow it. All requests
to access archives are managed by the archivist on reference duty who
retrieves the archives from the secure storage area. Archives staff may
also advise researchers on their research and the most likely sources
of information.
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Restrictions on Access
The majority of collections can be accessed without restriction. However
in some cases restrictions are necessary for the purpose of protecting
personal privacy. If donors and depositors have concerns about the sensitivity
of information in archives then we can negotiate an acceptable access
restriction.
Sometimes restrictions are necessary to preserve particularly fragile
material. In these cases preservation copies or transcripts may be made
to enable research access.
Last revised:
2 March, 2006
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