Page Contributors:






Powered by
JSPWiki v2.8.4
11-06-2012
Print this page as a PDF  

APPENDIX I - ARCHIVE PROCEDURES AND ARCHAEOLOGICAL PROJECT MANAGEMENT#

The following charts follow a project through each stage towards delivery of the archive, identifying specific tasks and matching them to project personnel. It should be recognised that this is not a comprehensive exercise but it seeks to identify and address the most common issues that arise. Different types of project have not been dealt with separately because this is intended as a generic framework, and there will always be anomalies. If, during a project, the correct procedures are unclear, then the best action is to consult relevant personnel, especially the intended curators of the archive. Regular project monitoring procedures should be in place at the outset, and this should reduce the risk of confusion and mistakes.

PROJECT PLANNING Action Archive task Personnel responsible (re archive task)
1 Project brief sent out for tender A copy may be sent to archive curator Preserve project brief for archive Project manager
Contractor submits project specification Preserve project specification for archive Project manager
Establish methodologies and technical procedures, including those of independent specialists. Methodologies and technical procedures collected for preservation in archive Project manager
Identify appropriate archive repository / repositories. Archive deposition standards understood and agreed Project manager
Finds selection strategy agreed Project executive Project manager Archive curator
Transfer of title and copyright agreed Project manager Archive curator
2 Project design or scheme of investigation written Preservation of all relevant correspondence, documentation Project manager
Methodologies and technical procedures, including those of independent specialists, established Preserve project design for archive Project manager
Appropriate archive repository / repositories identified Methodologies and technical procedures submitted for preservation in archive Project manager
Archive deposition standards understood and agreed Project manager
Transfer of title and copyright agreed Project manager Archive curator
DATA GATHERING Action Archive task Personnel responsible (re archive task)
3 If you are creating a written, drawn or photographic record Fill out pro-forma, make drawings and photographs Record to a consistent, accepted standard Project team
Ensure appropriate materials are used Project team
Document record creation Maintain indexes of drawings and photographs Project team
Ensure security of archive Establish protective measures Project manager
Ensure longevity of archive Create microfilm copy Project team
4 If you are creating digital material Collect data Follow established standards for content and format Project manager and staff
Ensure preservation of data Back up data using appropriate media Project manager and staff
Document data collection process Establish data history record Project manager and staff
Initiate digital archive index Use comprehensible file naming protocols and directory structures Project manager and staff
5 If you are collecting finds Collect finds Follow agreed selection strategy. Consult with appropriate personnel before altering finds selection process. Project manager
Ensure security of finds Establish protective measures Project team
Clean finds Employ accepted standards Finds manager
Mark / label finds Employ accepted standards Finds manager
Document finds Record consistently Finds manager
Record metal finds X-radiograph Finds manager
Pack finds Accepted standards Finds manager
Conserve finds Use a trained conservator Project manager
6 If you find human remains Obtain licence Project manager
Pack and store Treat human remains sensitively and store securely Finds manager
7 If you are collecting scientific samples on site Document sample collection process Use systems to identify samples and record how they were taken Project manager
Establish where samples will finally be deposited Communicate with archive repository and any relevant laboratories Project manager Finds manager Analyst Archive curator
Label samples Use unique identifiers Project manager and staff
Collect finds from samples Treat as other finds of the same type Finds manager
ANALYSIS Action Archive task Personnel responsible (re archive task)
8 If you are creating new documents, drawings or photographs Refer to 3 Project manager and staff
9 If you are a specialist creating new documents, drawings or photographs Refer to 3 Specialist
Ensure systems of classification and terminology accord with local or national guidelines Facilitate availability of local reference collections etc. NB address this at planning stage Project manager Archive curator
Monitor specialist Project manager
10 If finds are being sent out to external specialists or conservators Make sure conservators and specialists are properly qualified Project manager Finds manager
Pack and transport finds. Pack finds to minimise the risks of damage. Label clearly to avoid loss. Employ reliable couriers. Finds manager
Ensure specialists will exercise due care towards finds Exchange information about working practices and storage Finds manager Specialist
11 If you have created a reference collection / type series during finds analysis Document and order Submit for inclusion in the archive Specialist Finds manager
12 If you are a specialist or conservator returning finds after analysis Pack and transport finds Pack finds to minimise the risks of damage. Label clearly to avoid loss. Employ reliable couriers. Specialist
13 If you are creating born digital material Ensure existing standards are maintained Refer to 7 Project manager and staff
14 If you are a specialist creating born digital material Refer to 7 Specialist
Ensure systems of classification and terminology accord with local or national guidelines Facilitate availability of local reference collections etc. NB address this at planning stage Project manager Archive curator
Monitor specialist Project manager
REPORTING / PUBLICATION Action Archive task Personnel responsible (re archive task)
15 If text is created Write text Identify and preserve drafts to be archived Author Archive manager
16 If drawings and photographs are created Ensure they are ordered for archiving Submit originals with archive Authors
17 If digital material is created Ensure existing standards are maintained Refer to 7 Authors
ARCHIVE PREPARATION Action Archive task Personnel responsible
18 If you are preparing written documents Follow the archive deposition standards of the relevant repository Archive manager
Sort and classify different elements of the written archive Compile indexes and contents lists Project manager Archive manager
Pack Use appropriate materials to bundle and identify documents Archive manager
Store documents in appropriate boxes Archive manager
Include copies of standards, conventions etc. used in creating records Project manager Specialists Archive manager
19 If you are preparing drawings Follow the archive deposition standards of the relevant repository Archive manager
Sort and classify different types of drawings Compile indexes and contents lists Illustrator Archive manager
Ensure drawings are properly marked Illustrator Archive manager
Pack Pack flat in acid-free card folders Illustrator Archive manager
20 If you are preparing photographs Follow the archive deposition standards of the relevant repository Archive manager
Sort and classify by type Compile indexes and lists Archive manager
Ensure photographs are properly marked Archive manager
Pack Negatives in polyester packets or hangers Archive manager
Prints in polyester sleeves Archive manager
Transparencies in polyester packets or hangers Archive manager
21 If you are preparing finds Follow the archive deposition standards of the relevant repository Finds manager Archive manager
Sort and pack according to type and sensitivity Avoid packing inappropriate material or object types together Finds manager Archive manager
Pack sensitive finds separately and securely Finds manager Archive manager
Use boxes of the correct size and materials Finds manager Archive manager
Label properly Finds manager Archive manager
Organic finds Make sure they are dried out before packing Finds manager Conservator
22 If you are preparing human remains Follow the archive deposition standards of the relevant repository Finds manager Archive manager
Follow national standards Finds manager Archive manager
Pack Pack individual remains in separate containers Finds manager Archive manager
23 If you are preparing scientific samples Follow the archive deposition standards of the relevant repository Specialist Finds manager Archive manager
Sort and classify by type Compile indexes and lists Specialist Finds manager Archive manager
Pack Use appropriate materials Specialist Finds manager Archive manager
Box samples separately from other finds Finds manager Archive manager
24 If you are preparing digital material Follow the archive deposition standards of the relevant repository Project Manager Archive manager
Follow national standards Project manager Archive manager
Sort and classify Compile index Project manager Archive manager
Use a comprehensible directory structure Project manager Archive manager
Pack Use media that are free from viruses etc. Project manager Archive manager
Mark media and store appropriately Project manager Archive manager
Include copies of standards, conventions etc. used in creating records Project manager Archive manager
CURATION Action Archive task Personnel responsible (re archive task)
25 All elements of the archaeological archive Provision of access Maintain accession and location registers Archive curator
Store logically and keep boxes together Archive curator
26 Written material Storage In darkness Archive curator
13º to 19ºC Archive curator
Relative humidity 45% to 60% Archive curator
27 Drawings Storage Store flat, in darkness Archive curator
5º to 10ºC Archive curator
45% to 60% RH Archive curator
28 Photographs Storage: prints In darkness 13º to 19ºC Archive curator
40% to 60% RH Archive curator
Black and white negatives In darkness 15º to 19ºC Archive curator
30% to 40% RH Archive curator
Transparencies and colour negatives In darkness 5º to 10ºC Archive curator
30% to 40% RH Archive curator
29 Objects Storage In darkness Archive curator
Bulk finds Maintain constant temperature and RH Archive curator
Metals 15º to 24ºC Archive curator
Below 15% RH Archive curator
Organic finds 18º to 22ºC Archive curator
45% to 55% RH Archive curator
28 Human remains Storage Must be in secure storage accessed only by authorised staff Archive curator
Access and care Repositories should have a strategy for the care of human remains Archive curator
29 Scientific samples Access Ensure there is access to appropriate equipment to examine samples Archive curator
30 Digital archive Access Ensure a copy of the digital archive is stored with another recognised facility Archive curator
Storage In appropriate facilities, with backed up versions in a separate location Archive curator
Management Ensure regular backing up Archive curator