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The guidelines are divided into seven sections. If you are contributing to NRAM for the first time, please read through all the sections. If you have any questions about what you should do, please contact NRAM.
Introduction
What to include in NRAM
How to prepare entries for NRAM
The Record Fields:
Record GroupHow to send entries to NRAM
Title / Type of Record
Dates
Quantity
Holder Reference
Description
Access Conditions
Form if not original
Location of original
Finding Aids
Name Entries
Areas
Subjects
All New Zealand repositories holding archives or manuscripts are encouraged to report collections to NRAM. There is at present no other national reporting system for archives and manuscripts.
Contributors complete their own entries and own the information they provide. NRAM‘s success is a result of the co-operation and commitment of its contributors.
The following guidelines have been written in order to help contributors describe and send information about archives and manuscripts in their collections. For answers to any questions, to make comments or request further information, contact the NRAM Administrator.
Copies (for instance microfilm and photocopies) may be reported, so long as the institution concerned is responsible for maintaining information about the location of the original item. Inclusion of multiple copies is at NRAM‘s discretion.
Collections may contain material such as correspondence, diaries, oral history recordings, files, commissions, deeds, petitions, wills, account books, financial records, minutes of meetings, birth, death and marriage certificates and/or registers, maps, ship registers, log books, passenger lists, literary manuscripts and typescripts, photographs and photograph albums, audio and videotapes, computer disks....in fact anything that has been decided as having permanent value. Publications such as books, newspapers, magazines, etc are generally not regarded as archives (except when they form a part of a larger 'group' or 'fonds')
Our aim is to encourage entries, avoid duplicating effort, and reduce
the time of NRAM compilation by
- making most fields optional
- inviting minimal data for entries that are created as part of the accessioning process. (These entries can be updated later.)
- encouraging repositories to use existing finding aids wherever possible
Information is entered into record fields. There are three categories of information:
- basic mandatory information about the collection that must be included,
- useful information that is optional to include,
- system generated fields,
There are only three mandatory fields:
- the name of the record group
- the dates covered
- the quantity or volume of records, and
The optional fields may include:
- holder reference
- type of record
- description
- access conditions
- form, if not original
- location of original
- finding aids
- name entries
- areas, and
- subjects
Note that these instructions apply particularly to those filling out entries from scratch. Institutions tailoring their existing finding aids should follow the conception of the structure rather than the exact format.
This is the name of the person or agency that created the records.
This field provides information about provenance. In many (but not all ) cases the name of the creating agency will also be the name of the organisation or person primarily named in the records. If it is not possible to establish the name of the creator of the collection (this happens on very rare occasions), "unknown" or "anonymous" may be used, but remember to explain this in the "description" field. Also any information on previous names used (or other names used, e.g. nicknames) can be included later in the "description" field.
Note : This is not the name of the Archive (repository) holding the collection. The Archive (repository) name goes in the location field.
Example 1: Church Records (Click here to view full entry)
Example 2: Research papers (Click here to view full entry)
Note that the full name of the person is given and the date of birth and death. Use the name by which a person is or was most commonly known, and give other names and explanations in the "name entries" and "description" fields. Names can be determined from the donor, by examining the collection itself, or by consulting published reference sources such as the Dictionary of New Zealand Biography, Who's Who in New Zealand, The Directory of Official Information etc.
Letters written by Denis Glover to Mary Bethell are not entered as Denis Glover but under Mary Bethall's name because she collected the letters and thus created the collection in terms of archival provenance. The name of Denis Glover would appear in the description field and in the "name entries" field. (If Dennis Glover had kept copies of his own letters and they were part of his collection then the letters would be under his name.)
The Tai Tapu Roads Board was closed and the function and the records were taken over by the Paparua County Council. The Tai Tapu records were under the custody of the Paparua County Council at the time the council deposited the records in National Archives Christchurch office. The Name entry is Paparua County Council and the Tai Tapu Roads Board is mentioned in the Description and in the Name Entries field.
Note that the official/legal and most recent name of the organisation is given. Be certain that the name was in use while the records were being created and used - do not use a new 1990s name to describe records which cover the period from 1948-1962. It is useful to also include in the name the date of establishment/disestablishment.
This field is optional.
If the collection/item has an existing title, use it unless the contents differ from the title (e.g. a volume may be labelled "Committee Minute book" when in fact it contains copies of outwards correspondence).
If the contents differ from the given title, provide a title which more accurately describes the type of document/s.
If there is no existing title, provide a title which describes the type of document/s.
Use terms consistently and accurately where possible (for instance, use "newspaper cuttings" not "clippings".)
Use as many terms as are relevant.
Generally, the term "papers" is used for the collection of a person, and "records" for the collection of an organisation.
A list of terms commonly used to describe types of records and papers is given below. More detailed lists can be found in the archival literature. (See appendix for further reading).
Note: If you hold a specific record type that is not included in this list, please contact the NRAM administrator. The list will then be updated.
Papers are used when referring to the collection of a person. If the papers are clearly on one topic this may be indicated e.g., literary papers, financial papers, botanical papers.
Papers can be divided into the following:
Speeches
Newspaper cuttings
Scrapbooks
Lectures
Research notes
Genealogical papers
Logbooks
Diaries
Photographs
Sketches
Engineering drawings
Architectural drawings
Audio recordings
Reminiscences
Correspondence (as long as it includes both inwards and outwards letters)
Inward letters
Outward letters
Records are used when referring to the collection of an organisation.
Records can be divided into the following:
Financial Records
Journals
Cashbook
Ledgers
Deeds
Minutes
Annual Reports
Case Files
Subject Files
Registered files
Registers
Reports
Correspondence
Inward letters
Outward letters
Maps
Plans
Blueprints
Ephemera
Enter the date range of the collection being described, not the dates of the person or organisation which created them, (these should be included in the name of the record group field).
Example 1. Distinction between dates in name field and dates in date field.
Name: | Guildford, Barbara 1908-1984 |
Title/Type of Record: | Papers |
Date: | 1924-1984 |
Where the specific date of the material is unknown provide the best information available such as the century . If the dates cannot be verified exactly, indicate this with the use of a question mark after the date. If the dates are only approximate, indicate this by placing a "c" (meaning circa or about) before the date. Finally, if the date range is impossible to estimate use the term "date unknown". See example 2.
Example 2. Estimated Dates.
When a few documents have been received after the closure of an organisation or society, or the death of a person, use the fully inclusive dates and add the other document dates and context in the "description" field.
Specify the earliest and latest dates for material in the collection as precisely as possible.
For retrospective or 'non-contemporary material' (reminiscences, research notes and the like) give first the dates for the period referred to by the collection, then the dates of writing, in parentheses.
Name: | Guildford, Mary 1863-1942 |
Title/Type of Record: | Reminiscences of travels to far places |
Date: | 1880-1900, (1922) |
For transcriptions or copies (other than photocopies), the date of copying should also be given here, and specified as such. Where necessary, dates should be explained in the "description" field.
Example 4. A copy of a letter dated 1854, transcribed 1953.
This field is mandatory.
Specify the total quantity of material in the collection.
It is common practice to describe this in terms of the shelf space the collection occupies, or would occupy if it were shelved. This is often done in terms of linear metres. A one metre shelf would hold approximately one linear metre of material if the records were stacked vertically or in vertical boxes the full length of the shelf. However, it may sometimes be more meaningful to describe the quantity in terms of the item unit.
If the quantity is given as a linear measurement and additional information is desirable, add the additional information in parentheses.
In all cases use Arabic numerals.
Examples:
This field is optional.
Enter here the reference/call number or numbers normally used to locate the item/collection within your own repository.
This field is optional.
Summarize the context and research value or interest of the collection (essentially this field briefly describes why the material is in the Archive). Also describe the nature of the material.
There are two parts to the description field:
Some institutions may choose to list here the relevant series titles and dates. Some may give series descriptions. Some may list items as well.
Example 1: Complete Entry
Example 2: Complete Entry
The Cook County Council administered a large portion of the East Coast, except the Borough of Gisborne, from 1877 to 1893 when Waiapu County was formed. In 1908 Waikohu County was inaugurated followed by Uawa County (Tolaga Bay) 1919. The latter was later reincorporated into the other administrative areas.
The records comprise outwards letter-books, 1877-1924 and inwards letters and other records, 1877-1933.
Example 3: Complete Entry
The Country Women's Institute (CWI), or Women's Institute as it was named up to 1952, was set up to provide country women with support and education. It encouraged home crafts and cultural work,... and acted as a training ground for women in local body politics.
The Lower Shotover CWI was formed in March 1951. It was affiliated to the Southern Southland District Federation.
The records surviving consist of a minute book of monthly meetings 1951-1957.
Example 4: Complete Entry
Methodist missionaries were responsible for compiling yearly reports on the activities of their stations.
The reports on the Mission Schools were written in response to the official reports compiled by visiting government inspectors. These reports were combined and reported to the Methodist District meeting on an annual basis. The Northern Administrative District included the Auckland Circuit, Manukau, Waipa, Hokianga, Mangonui, Whangarei, Kaipara, Aotea, Kawhia, and Waingaro Circuits. It also includes the Three Kings Native Institution in Auckland as well as the Grey Institute in New Plymouth.
The records are reports on Methodist schools and missions. The reports include information such as worship attendance; erection of chapels at schools; school curriculum; and in some cases teaching texts.
Example 5: Very full entry including series list Complete entry
Otago Boys' High School has included extensive historical information and a complete list of the record series held in this description field.
Where any restrictions on access have been placed by the donor, depositor or by your institution enter here "Restricted" or "Partly restricted". Otherwise enter "Not restricted". If this field is left blank, it will be assumed that there are no restrictions.
Details as to the type of restriction may be given if appropriate.
Examples:
This field is optional.
If the collection is not in its original format, write the format in this field.
Examples:
This field is optional.
If the item / collection is copied (as described above, give the name and location of the repository holding the original, where this is known. If the collection is held privately, do not supply names and addresses but note that the original is in private hands and keep the address in your institution's filing system.
Examples:
In this field note any finding aids that are available for researchers, either published or unpublished, inhouse, or widely available (for example, over the Internet.)
Examples:
Enter additional names which are significant to the collection. Usually these will have been referred to in the "Description" field. Give the full name, and dates if known.
Name entries can include people, institutions, companies, ships, sheep stations, cemeteries, periodicals, buildings, horses, etc.
Do not use an abbreviation unless the organisation is known by an acronym eg. use CORSO but not C.M.S.
Examples:
This field is optional.
This field allows users to search for information by geographical area. The boundaries and names used are the local government areas and districts defined in the New Zealand Official 1990 Yearbook. Maps of the North Island and the South Island show the boundaries of each region and district.
Enter the geographical region (chosen from the maps or the list below) to which the collection relates.
Note: more specific place names or geographic terms should be in the "description" field, where they will still be fully searchable.
This field is optional.
Enter the general subjects of the collection.
Subject Area |
Examples of items / collections that would go under subject area. |
Agriculture and fisheries |
Station records, farm diaries, business firms with agricultural interests
such as stock and station agents, dairy companies or freezing works, fishing,
forestry. |
Business and industry |
Business records whether or not they are also listed under agriculture
or mining. An individual should only be in this category if a large portion
of their papers deal with business interests. Includes finance, banking
and manufacturing. |
Clubs and societies |
All material relating to individual clubs and societies as well as
collections where the bulk of the papers relate to their involvement in
such groups. |
Communication |
Includes material relating to the history, development and practice
of such communication media as broadcasting, newspapers and telephone systems
as well as individuals and organisations involved in the media. |
Discovery and exploration |
All material on explorers in the Pacific and New Zealand. Also covers
early land exploration in New Zealand and surveyors and surveying. |
Education |
Primary, secondary and tertiary sector records in addition to the papers
of prominent educationalists. |
Entertainment and recreation |
Material relating to all aspects of the entertainment industry in New
Zealand and the Pacific. People and organisations involved in music, sports
and performance groups should be given the more specific heading as well. |
Environmental issues |
Includes material relating to the environment, environmental interests
and groups, e.g. Greenpeace or the Christchurch Beautifying Society. |
Fine arts |
Includes the papers of painters, sculptors and architects, film and
videomakers, art societies and galleries |
Flora and fauna |
Material relating to the study of flora & fauna of all types and
at all levels of study. |
Health |
General material on health and hygiene including the records of hospital
boards and the papers of doctors and physicians. The records of the Plunket
Society and nurses and nursing are included. |
Immigration |
All material on post-Māori immigration to New Zealand. |
International relations |
Involvement with other countries through organisations, competitions,
politics, or cooperation. |
Labour and industrial relations |
Records of labour unions and leaders including records of industrial
disputes or material concerned with working conditions. Also includes the
records of employer groups. |
Land |
Includes material relating to valuations, subdivisions,
resource consents and the like. |
Law and legal system |
Records of law firms, police and court records including records of
jurisdiction involving law cases. |
Linguistics |
Studies of a language e.g. notes and vocabularies made by missionaries
stationed in the Pacific. |
Literature |
Personal papers, drafts of poetry, prose and plays. |
Local government and politics |
Local body archives and the papers of public officials serving in local
politics. Includes progressive associations, residents' groups, and
pressure groups. |
Māori |
Material created by Māori or relating to Māori, on culture, land dealings,
religion, language and contemporary issues. Also historical accounts of
interaction between Māori and Pakeha. |
Mining |
Records relating to extractive industries such as gold, coal, gas,
and oil. |
Missionaries |
Records of the activities of missions and missionaries in New Zealand
and the Pacific. |
Music |
Original music manuscripts, recordings, and papers of people involved
with music in New Zealand. |
National government and politics |
Governmental archives and personal papers of Members of Parliament
and public servants. Records of national offices of political parties and
pressure groups. |
Performance arts |
Original material e.g. choreography, productions scripts or records and
papers relating to performance arts in New Zealand and the Pacific. |
Religion |
Local and national church records and the official and personal papers
of ministers of religion. |
Science and technology |
Personal papers of scientists and records of scientific organisations
such as the Cawthron Institute and the Royal Society of New Zealand. Includes
technological advances in business, agriculture and other areas. |
Social affairs |
Accounts of social and community life e.g. personal reminiscences. |
Sport |
Records of or relating to individual sportspeople and sporting organisations. |
Transport |
Records relating to air, sea or ground transportation. |
Travel accounts |
Accounts of travel around and about New Zealand and the Pacific which
are other than voyages/trips of discovery and exploration or accounts of
shipboard voyages to New Zealand and the Pacific. |
Voyage accounts |
This refers to early voyages round the Pacific (not exploration) and
to voyages to and from New Zealand. Includes whaling and sealing voyages
and logs and journals of immigrants to New Zealand. |
War and military accounts |
Records of military units and the papers of individuals on war service.
Includes letters and diaries relating to war. |
Women |
Material created by or about women or women's organisations and which concern women's issues. |
Every repository which contributes to NRAM is assigned its own webpage. This page gives contact details and lists all of the collections reported by the repository. Fuller descriptions of the collections can be accessed simply by clicking on the relevant entry. There is also an option which allows you to do a search of the one repository's holdings.
To find your repository's webpage, click on the Location List, scroll down until you find your repository's name, then click on it.
The NRAM website receives over a million hits a year. If you want to be certain that these researchers are able to get from NRAM to your collection, you must keep your contact details up-to-date. Check your page from time to time and contact the NRAM Administrator if there have been any changes. If possible include an email address.
The NRAM website has links to some very good websites covering a range of issues associated with the management of archival collections.
There are also some excellent commercially
published manuals which provide more detailed information; if they are
not held at your local institution you may be able to interloan them through
your local library.
Examples:
There is currently no full-time training or education in archives work available in New Zealand. There are however a variety of short training or education courses that you can look at.
Examples:
Courses and new educational opporunities are often advertised on the New Zealand Records Management Listserv. (To subscribe to NZRecords send a message to majordomo@listserv1.openpolytechnic.ac.nz. Put the following in the body of the message: subscribe NZRecords)
