Presbyterian Church Archives Research Centre Access Policy
Policy on Access
and Use :
This policy indicates the framework of access to the Presbyterian Archives
(Archives) by members of the Presbyterian Church of Aotearoa New Zealand
(PCANZ) and the general public. It is intended to foster open intellectual
inquiry within the context of the fundamental beliefs and practices of
the Presbyterian Church of Aotearoa New Zealand. It observes several guiding
- Respect for open inquiry
- The protection of rights to privacy and proprietary information
- Donor and Depositors Agreements,
Accessible Collections :
- As an extension of the mission of the PCANZ, the Archives encourages the
use of its collections and related documentation for research in a broad
range of topics and issues in which the PCANZ has over 150 years been associated
- The Archives permits public access to its collections within the context
of respect for individual privacy, administrative confidentiality, and
the integrity of the records.
- Access is granted to researchers as a contractual matter in which use of
the material is subject to the rules of the Archives, including the acceptance
of normal policies and procedures.
- Those undertaking research on the Archives premises will complete a ‘Visiting
Researcher Application Form’.
- The Archives will meet responsible requests for access to information.
Collections with Restrictions :
Any rider to access will be complied with. The permission for access must
be in the hands of the Archivist prior to research being undertaken
- For the protection of its collections, the Archives reserve the right to
restrict the use of materials which are not processed, of exceptional
value, or fragile.
- Few collections are permanently restricted. Some materials, however, may
be restricted from public viewing for a period of time. These include:
personnel files and student records, and General Assembly and Presbytery
- Researchers wishing access to restricted records are required to submit
a written application to :
- The Assembly Executive Secretary for General Assembly records,
- The Parish/Presbytery/Synod Clerk for the records relating to those Courts.
Documents with Special Restriction on Access :
Special permission to access personal files and bona fide research required
by the PCANZ is to be obtained from the Assembly Executive Secretary or
the Principal of the School of Ministry.
- All personal files including PCANZ Administration Staff, General Assembly Appointees, and School of Ministry Student Records shall be restricted
for 75 years from the closure of the files or ten years after the death
of the person.
- Judicial Commissions involving personnel and cases of discipline shall
be restricted for 75 years from the closure of the files or 10 years after
- General Assembly Commissions shall be restricted for 35 years from the
closure of the files. If discipline is an aspect of the Commission then
No. 2 applies.
Access for Publishing :
Access to the collections does not mean an automatic right to publish.
If unpublished material is to be quoted or photographic images reproduced
in any published format permission must be obtained in writing from
the Archivist. It is the researcher's responsibility to be aware of the
New Zealand Copyright and Privacy laws.
Parish Loan Procedures :
Parishes who have deposited their collections in the Presbyterian Archives
may borrow them for a specific purpose over a limited time. The borrowing
of records from parish collections is subject to special ‘Loan Conditions’.
Copyright and Royalties :
The Presbyterian Church of Aotearoa New Zealand is the sole copyright
owner of manuscript items and photographic images held in title by
the Archives within the regulations of the Copyright Act of New Zealand
Photocopying Policy :
The Archives provides copies for personal research use only and permission
granted at the discretion of the Archivist. The Archives retain full
rights to all reproductions under its custody. The Archives are unable
to honour requests to copy complete files or large parts of a records series. Archives and documents which are fragile, faded manuscript records,
or those contained in brittle bound volumes, may not be photocopied.
The Archives requests that no photocopies of its papers/documents are
to be deposited in other Archives or Libraries. (Archives Form no AG: 03)
Photocopying Fees : (Refer 'Info, Hours & Charges' page
Photographic Image Reproduction :
The Archives will supply photographic prints of images on request. Copies will be made for private use, historical research, and scholarly and trade publications. Fees paid
for photographic reproduction do not constitute sale of the image or license
to distribute. The Archives retains full rights to all reproductions.
Photographic Reproduction Fees : (Refer 'Info, Hours & Charges' page)
Reference Assistance :
- General Reference assistance can be given by letter, e-mail, fax or telephone.
- A Research Fee and photocopying charges will apply to all researchers other
than parish / presbytery / Synod depositors and General Assembly employees.
- Research fees will be waved for bona fide University students undertaking
academic research. A copy of the thesis/essay will be donated to
the Archives on completion of the thesis/essay.
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