Preserving your Archaeological Records: How to prepare collections for transfer to the Dublin City A

1
Preserving your Archaeological Records How
to prepare collections for transfer to the Dublin
City Archaeological Archive

• Paul Brett, Archivist
• Eneclann Ltd.

2
Presentation structure

• Archives/Records for Transfer
• Things to do and avoid
• Paper Records
• Plans/Drawings
• Photographs
• Electronic Records/Digital Material
• Benefits of depositing your collections
• The finished product
• The database

3
At the core of archaeology lies the long-term
preservation of the past for present and future
benefit this preservation occurs in situ or as
an archives of finds and records in an archive
repository Society of Museum Archaeologists
(Britain)
4
Archives/Records for Transfer
Ø Excavation Reports Ø Stratigraphic and
specialist reports Ø Photographs (digital,
plates, slides, negatives contact sheets) Ø
Plans Ø Maps Ø Drawings Ø Illustrations Ø Context
sheets Ø Site notebooks Ø Digital material (word
documents, spreadsheets, images etc.
5
Things to Do and Avoid!
Many things can be done and avoided in preparing
specific archives for transfer to Dublin City
Archaeological Archive
6
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Do Ø      Store documents securely to minimise
damage deterioration, loss or theft Ø      Mark
clearly to identify the project/excavation (site
name licence number) Ø      Be consistent in
the use of terminology Ø      Provide the
document with a title Ø      Include dates and
authors/creators of record Ø      Keep documents
in a logical order e.g chronological
7
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Do Ø      Store in acid free folders and clearly
labelled and numbered acid free boxes, provided
by DCAA and according to repository instructions
8
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Do
Ø Label file covers according to DCAA templates Ø
Use plastic paper clips and plastic alternatives
to metal fastenings Ø Include a box list. It
is essential that the box list includes the
box number and is accurate and complete
9
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Avoid ØMetal fastening/bindings-these cause
foxing and lead to the deterioration of paper
documents
10
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Avoid Ø Use of adhesive tape-these too degrade
paper records and accelerate deterioration-use
plastic alternatives ØPost-it notes-these
should not be used to convey information-informati
on such as site name/licence number/date etc. can
be identified using a soft lead pencil discreetly
in the top right hand corner of the document or
on a separate sheet of paper
11
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Avoid Ø Ring binders, lever arch files, plastic
file covers, plastic zip lock bags, envelopes and
replace using file covers supplied by DCAA Ø
 Blank forms, duplicate material and material
that does not relate specifically to the
excavation in question Ø Low grade material e.g
newspaper cuttings, fax paper (photocopy),
memoranda to staff, routine administrative
correspondence, financial material, commercially
sensitive material, employment contracts etc.
12
Paper RecordsIncluding reports, maps,
illustrations, context sheets, register, indices
etc.
Avoid Ø Ink-accelerates deterioration. Use soft
lead pencils as an alternative for marking
documents
13
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Do Ø Store plans/drawings securely to minimise
damage deterioration, loss or theft Ø Try to
include all drawings Ø Use polyester based film
for drawings
14
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Do Ø Mark drawings and clearly identify the
project/excavation, i.e. site name and licence
number, discreetly with soft lead pencil.
Include scale, dates, sections and areas of
excavation and a north sign or another means of
location/orientation
15
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Do Ø Create a list or index of drawings
16
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Do Ø Store flat Ø Store in a logical order e.g
numerically by plan number Ø Store in the
materials provided by DCAA i.e outsize boxes
and/or file covers and clearly label
17
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Avoid Ø Avoid adhesive lettering to
identify/convey site information-these accelerate
deterioration and will fall off in time
18
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize
Avoid Ø Adhesive tape to join different plans
together- these accelerate deterioration. Use
plastic paper clips as alternatives or if
different plans are to be viewed as a whole
convey this information in a separate sheet of
paper
19
Plans/DrawingsIncluding perma-trace and acetate
plans and drawings many of which are outsize

• Avoid
• Ø Do not fold plans/drawings
• Ø If plans are rolled they may be deposited this
  way and can be flattened by a professional
  conservator
• Ø All metal fastenings and use plastic paper
  clips or other plastic based alternatives
  supplied by DCAA

20
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies
Do Ø Store photographs securely to minimise
damage deterioration, loss or theft Ø Pack
negatives, prints, slides and transparencies
separately and by type, using materials provided
by DCAA-Materials provided include acid-free
negative envelopes, acid-free mylar polyester
sleeves for prints, labels, acid-free folders
21
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies
Do Ø Mark photographs clearly and identify
project/excavation e.g. site name and licence
number on the reverse side using soft lead
pencil-Clearly label front of mylar
sleeve-Clearly label negative envelopes Ø Create
a photographic register or index identifying
subject, scale and using a north sign or other
means of location/orientation if appropriate
22
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies

• Digital Dos
• Ø Print out digital photographs and process all
  used films before transfer
• Ø If transferring digital photographs do
  establish clear procedures for their long-term
  preservation such as migration to new file
  formats or storage formats or systematic back up
  procedures

23
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies
Avoid Ø Using ink to mark photographs-use soft
lead pencil Ø Do not mark negatives
directly-Clearly mark negative envelopes noting
site name, licence number, roll number, negative
number, folder number
24
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies
Avoid Ø Storing negatives in plastic, acid based
materials-this will cause them to warp
25
PhotographsIncluding excavation artefact
photographs, black white and colour
photographs, digital photographs, photographic
negatives, slides and transparencies
Avoid Ø      Labelling photographs
directly-label the mylar sleeves Ø     
Transferring duplicate photographs
26
Electronic Records/Digital MaterialIncluding
electronic versions of paper documents,
photographs, plans/drawings, Word documents,
Excel spreadsheets, databases etc.
Do Ø Catergorise by types of data file e.g CAD,
database, spreadsheet, GIS, TIFF, JPEG etc Ø 
Transfer primarily using CD-ROM, USB Key, DVD.
Floppy discs or zip discs are accepted but not
desirable due to their obsolescence Ø Store
securely to minimise damage, deterioration, loss
or theft
27
Electronic Records/Digital MaterialIncluding
electronic versions of paper documents,
photographs, plans/drawings, Word documents,
Excel spreadsheets, databases etc.
Do Ø  Use consistent standards of terminology,
content, format and file naming (incorporating
the licence number) Ø  Save electronic records
using the latest version of the software that was
used to create it Ø Have up to date virus
protection
28
Electronic Records/Digital MaterialIncluding
electronic versions of paper documents,
photographs, plans/drawings, Word documents,
Excel spreadsheets, databases etc.
Do Ø Label clearly and permanently in a way that
identifies the project and contents of each disc,
tape etc. Using non-acidic specialised markers
or labels provided by DCAA on the cases of
CD-ROMS, discs and not directly on CDs/DVDs Ø
Keep a copy of all digital material until you are
sure that the long term preservation, curation
and access to the digital material has been
guaranteed
29
Electronic Records/Digital MaterialIncluding
electronic versions of paper documents,
photographs, plans/drawings, Word documents,
Excel spreadsheets, databases etc.

• Avoid
• Ø Transferring electronic records that contain
  viruses
• Ø Marking CDs or DVDs directly
• Ø Transferring electronic records that are
  inaccessible
• Ø Transferring records not associated with
  project

30
Electronic Records/Digital MaterialIncluding
electronic versions of paper documents,
photographs, plans/drawings, Word documents,
Excel spreadsheets, databases etc.
Avoid Ø Transferring records on video-this is
not a record medium of archival quality and
contents should be transferred to DVD prior to
transfer
31
Benefits of depositing your collections
v Economic-Depositing your collections with DCCA
is cost neutral. As all packaging materials are
provided it will only cost you the time it takes
to prepare your collections for transfer.
Moreover, you will save on storage related costs
and create more space in your office environment
leading to increased efficiency v Preserving your
work-All of the important records created during
your excavations, reflecting the time, effort and
hard work undertaken, will be preserved in
perpetuity v International standards-Your
collections will be stored in environmental
conditions which meet the highest international
standards. In effect your archives will get the
care they deserve v Uniqueness-Your collections
will form part of a unique collection of
archaeological archives documenting the
excavation of archaeological sites in Dublin.
This is the first archive of its kind to be
established in the country and its importance and
uniqueness into the future is immeasurable
32
Benefits of depositing your collections
v History-Your collections will be accessible to
future generations of archaeologists and
researchers providing an essential source of
documentary evidence of the development and
nature of archaeological excavations in the
capital. They will become part of the historical
record of the nation v The creation of a database
of the different collections of archives relating
to archaeological excavations in Dublin in
accordance with ISAD(G), the General
International Standard of Archival Description,
facilitates interoperability. By processing the
collections to such internationally recognized
standards means that the collections can be
assimilated seamlessly into any future online
portal for Irish archives. A development that is
likely to occur. In short if all finding aids to
archival collections use the same international
standards then they can easily be searched online
by researchers
33
The Finished Product
Collections      ü   All archives will have all
metal removed which will be replaced by acid-free
plastic alternatives     ü All archives will
be packaged in acid-free materials provided by
DCAA-including boxes, folders, outsize folders,
mylar photographic sheets, negative envelopes, CD
covers etc.      ü   Each box will contain a
list of contents both physically and
electronically     ü   Collections will be
stored in a repository with strongrooms that
have been constructed to the highest
international standards including environmental
controls, air handling system, fire suppressions
system, a mixture of mobile shelving, static
shelving and outsize storage cabinets for maps,
plans and drawings etc. ü  Data management
system that ensures a regular programme of back
up and transfer
34
The Database
35
The DatabaseReference Code
Reference Code
36
The DatabaseTitle
Title
37
The DatabaseCreation Dates
Creation Dates
38
The DatabaseLevel of Description
Level of Description
39
The DatabaseExtent and Medium
Extent and Medium
40
The DatabaseCreators
Creators
41
The DatabaseAdministrative/Biographical History
Administrative/Biographical History
42
The DatabaseArchival History
Archival History
43
The DatabaseScope and Content
Scope and Content
44
The DatabaseAppraisal, destruction and
scheduling information
Appraisal, destruction and scheduling Information
45
The DatabaseAccruals
Accruals
46
The DatabaseArrangement
Arrangement
47
The DatabaseAccess Conditions
Access Conditions
48
The DatabaseReproduction
Reproduction
49
The DatabaseLanguage
Language
50
The DatabasePhysical characteristics and
technical requirements
Physical characteristics and technical
requirements
51
The DatabaseFinding Aid
Finding Aid
52
The DatabaseRelated Material
Related Material
53
The DatabasePublication Note
Publication Note
54
The DatabaseNotes
Notes
55
The DatabaseArchivists Note
Archivists Note
56
The DatabaseRules or Conventions
Rules or Conventions
57
The DatabaseDates of Description
Dates of Description
58
The DatabaseBox Lists
Box Lists
59
Box List
Box List
60
Eneclann Ltd.
Unit 1, Trinity College Enterprise Centre, Pearse
Street, Dublin 2 Ireland Tel [phone] Fax
353 1 6710281 Email archives_at_eneclann.ie www.ene
clann.ie