Taming the big, beautiful and often unwieldy: exploring arrangement and description of architectural archives, a case study. by Sarah Louise Cox Submitted to the School of Information Management, Victoria University of Wellington in partial fulfilment of the requirements for the degree of Master of Information Studies June 2017 1 Acknowledgements Sincere thanks go to my supervisor Belinda Battley for her advice and guidance, and to my colleagues for their ongoing support and interest in this project. Thanks also go to my family and friends for understanding my lack of availability while this project, and indeed this whole degree, has been undertaken. There is a lot of making up for lost time to be done! Part of the title for this project has been taken from Shepherd & Lowell’s statement that Standard series for architecture and landscape design records: A tool for the arrangement and description of archival collections “was intended to provide a method to tame big, beautiful, and unwieldy collections of architectural records” (Shepherd & Lowell, 2010, p. 1). 2 Abstract This project investigates the arrangement and description of architectural archives in order to assist with establishing appropriate processing guidelines for the Architecture Archive, University of Auckland Library. The Alfred P. Morgan architectural drawings and papers serve as a case study to facilitate this investigation. A significant sample of the collection is documented in a hierarchical finding aid, using the archives management system ArchivesSpace. Discussion includes the intellectual and physical arrangement of the collection, the appropriate level and form of description, the descriptive standards selected, key access points, archivist’s influence, signs of custodial intervention, challenges associated with large format materials, and ArchivesSpace functionality. Controlled vocabularies are determined to describe architectural project records, particularly drawings. These include project types, e.g. multiple dwellings, factories, competition entries; the physical description of a drawing, particularly its medium and support, and/ or reproduction technique; and the method of representation depicted in the drawing, e.g. elevations, sections. The project immeasurably improves the access and control of the Morgan collection. It also identifies and establishes evidence based processes and guidelines for the ongoing archival arrangement and description activities of the Architecture Archive. It is acknowledged that these procedures reflect the conditions under which the project was carried out. As such, it is recommended that they should be regularly reviewed and revised in response to changes in technology and circumstances. Keywords: Architectural archives Architectural drawings Arrangement and description Description standards Finding aids 3 Contents Acknowledgements ......................................................................................................................... 2 Abstract ........................................................................................................................................... 3 Introduction ..................................................................................................................................... 6 Collection ......................................................................................................................................... 7 Background ............................................................................................................................ 7 Other resources ..................................................................................................................... 8 Scope of project ............................................................................................................................ 11 Project parameters and method ........................................................................................ 12 Project audience .................................................................................................................. 13 Project dissemination.......................................................................................................... 13 Limitations ........................................................................................................................... 13 Finding aid ..................................................................................................................................... 14 Finding aid audience ........................................................................................................... 18 Arrangement ....................................................................................................................... 18 Description ........................................................................................................................... 23 Access points ....................................................................................................................... 25 Dissemination ...................................................................................................................... 29 Further discussion ......................................................................................................................... 30 Project titles ......................................................................................................................... 30 ArchivesSpace search functionality .................................................................................... 31 Physical arrangement .......................................................................................................... 32 Unique identifiers ................................................................................................................ 34 Detail drawings files ............................................................................................................ 35 Agent names ........................................................................................................................ 37 Archivist’s influence ............................................................................................................ 38 Custodial intervention ......................................................................................................... 39 Weeding ............................................................................................................................... 41 ArchivesSpace and the AA .................................................................................................. 42 4 Final comments ............................................................................................................................. 44 References ..................................................................................................................................... 46 Appendices .................................................................................................................................... 52 Appendix 1 - Project types list ............................................................................................ 52 Appendix 2 - Physical description terms ............................................................................ 62 Appendix 3 - Representation types .................................................................................... 64 Appendix 4 - Agent name entries ....................................................................................... 66 Appendix 5 - Project drawing record ................................................................................. 71 Appendix 6 - Finding aid ...................................................................................................... 74 5 Introduction The primary purpose of this research project is to document the archival processes of arrangement and description in relation to the Alfred Percy Morgan papers, held in the Architecture Archive (AA), University of Auckland (UoA) Library. The process of producing a finding aid for this collection serves as a case study to investigate archival arrangement and description of architectural collections. This will contribute to the establishment of appropriate processing guidelines for the AA. Archives are records that are deemed to have ongoing value, which provide evidence of past events, and can be used to interpret and understand history, while an archivist’s primary roles are to assess, arrange and describe, preserve and provide access to these documents (Society of American Archivists, 2016e). The Morgan papers are deemed to be a worthy addition to the AA due to the unique evidence they contain. It is anticipated that when the finding aid is made available the collection will generate a significant level of research interest. Morgan was responsible for a number of notable buildings, particularly in the Northland region. He also collaborated and was in partnership with several other prominent architects. Access and control of his papers through this arrangement and description will enable use, while also contributing to their long-term preservation. 6 Collection Background Alfred Percy Morgan (1893-1953) A.R.I.B.A., N.Z.I.A. was a registered architect who predominantly practiced in the Auckland and Northland regions of New Zealand. Dr Valerie Grant donated his papers to the AA in 2009 along with those of two other architects, Robert (Barney) Finch and Kelvin Grant, her late husband. Fortunately, the individual collections were largely discernible. This project is concerned with Morgan’s papers only. Their full custodial history is unknown. It is believed that they did not pass directly from Morgan to Grant but were held by Finch in between. It is likely that they came into Kelvin Grant’s possession either after Finch’s retirement or his death. It is possible that there may also have been other custodians. The collection includes records relating to several significant buildings in the Northland region. One example is the former Whangarei Public Library, which has Heritage New Zealand recognition and a New Zealand Institute of Architects (N.Z.I.A.) gold medal award. Prior to processing, the papers were stored in a ‘staff only’ area and were inaccessible and undiscoverable to any potential users. There was no publicly detectable record of their location as administrative records, such as the ‘deed of gift’ and the accession record, are accessible to UoA Library staff only. To prepare for this project, the drawings were unrolled, flattened and rehoused in acid free, lignin free, alkaline buffered, 300gsm card folders. This enabled the collection to be handled more easily during arrangement and description, and will be appropriate for their long-term storage. Prior to this handling was frustrating, time consuming and inefficient. The exterior of the rolled drawings had no labels, so the content could only be ascertained by unrolling. Handling was kept to a minimum due to the fragile condition of some items. The creation of 7 the finding aid will further reduce handling, as records of interest will be able to be readily identified and retrieved. Other resources The Morgan papers contain unique evidence that is not available via any other means. While some of Morgan’s projects were documented around the time of construction or when receiving an award, there is no comprehensive or in-depth published record of his work and achievements. Searches for material about Morgan and his work on Te Puna Search, Index New Zealand, and New Zealand Index databases, and in the relevant printed volumes of Index to New Zealand periodicals revealed only two relevant results – an obituary (New Zealand Institute of Architects, 1953, p. xv) and a conference paper (Francis, 2006). This result is not surprising as the key architectural and building periodicals published during Morgan’s career (roughly 1920 -1953) are either only sporadically indexed or are not indexed at all, by Index New Zealand, New Zealand Index or Index to New Zealand periodicals. In lieu of physically searching every New Zealand architectural and building periodical published during Morgan’s career, the ‘Alfred Percy Morgan’ clippings file from the Sheppard Collection was consulted. This collection is held in the Architecture & Planning Library, UoA and was originally compiled by Fergus Sheppard, New Zealand Government Architect (1959- 1971). His aim was to create a file of clippings for every New Zealand architect. Unfortunately, the source of the clippings is often not recorded. Morgan’s file contains 15 sheets; most items are not referenced. The variances in font, format and size indicates that they were collected from a variety of sources. Sheppard compiled a summary sheet for the file with a few biographical details and a list of twenty buildings, some with a tender notice reference. The tender notices are not included but the reference helps to roughly date the projects. 8 There are four obituaries, including the one discovered in the database and index searches. This indicates that Morgan was a prominent enough figure in the architectural profession to warrant an obituary in four separate publications. Most of the other clippings are short articles that profile one of his buildings. Two articles are identifiable as coming from Home & Building. They describe the Messrs. J. W. Courts Ltd.’s store in Whangarei (“A Modern Store,” 1943, p. 27-28), and the Whangarei Public Library when it won the N.Z.I.A. gold medal award (“Gold Medal Award,” 1939, p. 23-25). The articles are quite short, roughly 150 and 600 words, and include two to three photographs. The text is descriptive, noting materials used and particular design features. A basic floor plan of the library is also depicted. Searches on Papers Past using “Morgan AND architect” and “Alfred Morgan” produce a large number of results, 9438 and 426 respectively. However, a large proportion do not relate to the appropriate Morgan. Further searches produce results that are more accurate. The search “Alfred P. Morgan” generates 81 results (80 newspapers, 1 magazines and journals), all of them relevant. 68 are newspaper tender advertisements that provide only the name of the project up for tender and Morgan’s contact details to obtain further information. Of the other 13 entries, only 3 relate to his professional practice. All are very brief, a sentence to a short paragraph in length. One publicises a new hotel at Aratapu (“New Aratapu Hotel,” 1933) and the other acknowledges the N.Z.I.A. gold medal award for the Whangarei Public Library (“New Zealanders Abroad,” 1939). The third simply announces Morgan’s 3rd place in a competition to design a grocer’s shop and residence (“Our Ninth Competition,” 1912) and dates from his time as a student. The remaining entries document personal events such as his Auckland Technical College examination results (“Technical College,” 1912; “Auckland Technical College,” 1912), his engagement (“Engagements Announced,” 1929; “Engagements,” 1929), the birth announcement for his first child (“Births,” 1938), his duties as a best man (“Women's Corner,” 1923), and recruitment and activities with the Armed Forces (“Field Ambulance,” 9 1915; “Men from the Front,” 1915; “New Zealand Forces,” 1915). Some of these assisted with writing the biographical note for the finding aid. A search for “A. P. Morgan” on Papers Past produces 162 results (157 newspapers, 5 magazines and journals). Of these 31 are tender notices, while another 24 relate to the social activities of Mrs A. P. Morgan. The remaining 107 articles are split between brief mentions of new projects, e.g. the new Masonic temple in Whangarei (“New Masonic Temple,” 1934) and personal or social events, e.g. Morgan’s marriage (“Weddings of the Day,” 1931). The 5 magazine and journal results all pertain to Progress magazine and relate to Auckland Institute of Architects activities. All of the articles discovered in the Sheppard files and via Papers Past show that the information published about Morgan’s projects was generally brief, with scant, non-technical descriptions and few illustrations. Even though Home & Building was edited and produced under the auspices of the N.Z.I.A. it was aimed at a much wider audience - “all who love homes and gardens, or who are interested in architecture and buildings” (“Contents,” 1939, p. 5). The articles provide proof that Morgan was responsible for a particular project and they help date the building. They do not replicate the extent, depth or level of technical detail which the Morgan papers contain. The number of articles found however indicates that Morgan was a busy architect who completed projects worthy of publication. In contrast is the comparatively recent conference paper written by Kerry Francis. “Temperate Modernity: The Whangarei Architecture of Alfred Morgan in the 1930s” was presented in 2006 at a Victoria University of Wellington (VUW) symposium “Pleasing Homogeneity”, “Dull Times”, and “Animated Cocktails”: New Zealand Architecture in the 1930s. This appears to be the first time that Morgan’s work has been critically assessed with reference to the architecture and architectural theory of the period. Francis states that his paper sprang from a project he set in 2003 for his architectural technology students at Northland Polytechnic in Whangarei. Their assignment to “research… the dates of construction and names of architects of the buildings in the main streets of Whangarei” highlighted the significant number of buildings in the central city area which 10