DEED OF SETTLEMENT: ATTACHMENTS

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NGĀTI HAUĀ DEED OF SETTLEMENTATTACHMENTS3: RELATIONSHIP AGREEMENT BETWEEN THE CROWN AND NGĀTI HAUĀ WITH RESPECT TOTE KAUWHANGANUI O MĀHUTA AND NGĀTI HAUĀ TAONGAImplementing the Plan: Mahinga TumuRecommendation 1: Cataloguing of the collection1. Photocopy or scan the current inventory and store at an off-site location2. Transfer information from the inventory to an Excel spreadsheet3. Develop and enhance the inventory record to a Excel spreadsheet4. Identify conservation condition priorities as part of enhanced recordWhy Catalogue the Collection?The current inventory is a working tool of the kaitiaki. It is critical to the preservation of ngātaonga tuhinga because:It provides a record of the current location and condition of every manuscript in thecollectionIt minimises unnecessary handling of the collectionIt provides information that will help in long-term preservation planning; for example,rehousing priorities, conservation treatment priorities.Currently the inventory is in handwritten hardback exercise books and stored on-location in theTe Kauhanganui building. It is important an additional copy is kept off-site to ensure that in theevent of an incident in or around the building that information about the collection of manuscriptscan be quickly accessed.It is recommended that the information in the exercise books be transferred to an Excelspreadsheet. The same columns can be used in the spreadsheet as in the exercise book and othercan be added as required. For example, an Excel spreadsheet will allow the development of therecord including notes on the condition of the items and photographic images.The advantage of an Excel spreadsheet is that it is relatively easy to add to and most databasesystems are compatible with it so longer term this information should be able to be m igrated to adatabase system.The cataloguing of the collection will assist in medium to long term planning for storage of themanuscript collection by giving a more accurate description of the collection.Tasks for KaitiakiPhotocopy or scan the handwritten inventory to be kept off-siteoCompleted: ……………………………….Transfer information from exercise books to an Excel spreadsheeto Started: July 10, 2012oCompleted: ……………………………...Developing and enhancing the catalogue record to a Excel spreadsheetooStarted: ……………………………………Completed: ……………………………...Page 69
NGĀTI HAUĀ DEED OF SETTLEMENTATTACHMENTS3: RELATIONSHIP AGREEMENT BETWEEN THE CROWN AND NGĀTI HAUĀ WITH RESPECT TOTE KAUWHANGANUI O MĀHUTA AND NGĀTI HAUĀ TAONGAIdentify conservation condition priorities as part of enhanced catalogue record andrehousing of the collectionooStarted: ………………………………….Completed: …………………………….Resources required for Kaitiaki to carry out tasks Access to a photocopier/scanner 3Access to a PC with software and email Access to a printer and memory sticks Digital camera318 October 2012 - meeting with Tiri and Anaru to work at The Trust Board/Hauora Offices with access to computer and photocopierto continuing the transfer of work to an excel spreadsheetPage 70
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