ADS Policies and Procedures
Preservation Policy
The Preservation Policy provides an overview of the preservation and management strategies carried out to ensure the authenticity, reliability and logical integrity of all the resources entrusted to our care. This document is supported by our Repository Operations Policy and Ingest Manual, alongside a series of other procedural documents referenced. Many of these procedural documents are also listed below.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.7 | CURRENT | 30 September 2009 | 31 July 2020 | August 2021 | Download |
| 1.6 | PREVIOUS | 30 September 2009 | 31 July 2019 | August 2020 | Download |
| 1.5 | PREVIOUS | 30 September 2009 | 31 March 2018 | August 2019 | Download |
Collections Policy
The Collections Policy outlines the nature and scope of the ADS collections and collaborative activities.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 10.0 | CURRENT | 30 October 1996 | 09 August 2021 | July 2022 | Download |
| 9.0 | PREVIOUS | 30 October 1996 | 22 September 2020 | July 2021 | Download |
| 8.0 | PREVIOUS | 30 October 1996 | 16 July 2019 | July 2020 | Download |
| 7.0 | PREVIOUS | 30 October 1996 | 1st April 2014 | April 2019 | Download |
Charging Policy
The Charging Policy explains ADS of charging methods and rates explicitly and openly so that those preparing project applications or tenders for work are able to understand and justify appropriate costs to cover digital archiving.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 6.0 | CURRENT | 30 September 2009 | 09 August 2021 | July 2022 | Download |
| 5.0 | PREVIOUS | 30 September 2009 | 23 March 2020 | 31 March 2021 | Download |
Repository Operations
The Repository Operations document, based largely on the OAIS Reference Model, details the technical and structural background to the management, archiving and curation of our datasets.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 6.0 | CURRENT | 30 September 2009 | 31 July 2020 | August 2021 | Download |
| 5.0 | PREVIOUS | 30 September 2009 | 31 July 2019 | August 2020 | Download |
| 4.0 | PREVIOUS | 30 September 2009 | 30 March 2018 | August 2019 | Download |
Ingest Manual
The Ingest Manual records the processes carried out on datasets from the point of receipt of the Submission Information Package (SIP), through the archiving of the data, and the creation of both the Archival Information Package (AIP) and Dissemination Information Package (DIP).
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 6.0 | CURRENT | 2004 | 28 July 2020 | August 2021 | Download |
| 5.0 | PREVIOUS | 2004 | 31 July 2019 | August 2020 | Download |
| 4.0 | PREVIOUS | 2004 | 30 March 2018 | August 2019 | Download |
Appraisal and Deaccession Policy
The Appraisal and Deaccession Policy provides a framework of policies and procedures put in place to retrospectively appraise datasets, deaccession data and support the sustainable management of ADS’ collections.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 2.0 | CURRENT | 29 July 2019 | 29 July 2020 | August 2021 | Download |
| 1.0 | PREVIOUS | 26 July 2019 | August 2019 | October 2020 | Download |
Risk Register
The Risk Register provides information about identified risks associated with the management of the ADS, with analysis of risk severity and evaluations of the probability, impact and current risk level.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.16 | CURRENT | 20 June 2008 | October 2019 | September 2020 | Download |
| 1.15 | PREVIOUS | 20 June 2008 | September 2019 | September 2020 | Download |
| 1.14 | PREVIOUS | 20 June 2008 | 31 October 2018 | October 2019 | Download |
| 1.10 | PREVIOUS | 20 June 2008 | 01 March 2016 | October 2017 | Download |
Information Security Risk Assessment
This document is intended to outline the policy procedure for assessing risks to the ADS Information Security, and then to act as an overarching assessment of all of the risks that may impact specifically upon the ADS technical systems. For the purposes of this document technical systems covers the following overarching elements of the ADS.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.4 | CURRENT | 02 July 2019 | 06 August 2021 | February 2022 | Download |
| 1.3 | PREVIOUS | 02 July 2019 | 22 March 2021 | March 2022 | Download |
| 1.2 | PREVIOUS | 02 July 2019 | 07 August 2020 | July 2021 | Download |
| 1.1 | PREVIOUS | 02 July 2019 | 08 July 2019 | July 2020 | Download |
Rights Management Framework
This document outlines the framework for managing intellectual property and data protection rights asso c iated with datasets deposited and curated by the Archaeology Data Service (ADS). As such this framework documents current policy and practice for the creation, maintenance and, where necessary, the appropriate disposal of datasets and supporting metadata.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1 | CURRENT | 29 October 2020 | 31 July 2020 | August 2021 | Download |
Systems Overview
The Systems Overview document contains a summary of the current digital infrastructure of the ADS. It contains a brief overview of PCs, servers and storage, alongside some of the basic specifications. Please note that parts of this document have been redacted for security reasons.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.3 | CURRENT | 19 October 2017 | 09 August 2021 | August 2022 | Download |
| 1.283 | PREVIOUS | 19 October 2017 | 11 July 2019 | January 2020 | Download |
| 1.102 | PREVIOUS | 19 October 2017 | 06 February 2018 | January 2019 | Download |
| 1.101 | PREVIOUS | 26 January 2012 | 18 March 2016 | January 2018 | Download |
Security Overview
The Security Overview document provides a general summary of both technical and wider policy relating to the storage of personal information and datasets.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.16 | CURRENT | 26 January 2012 | 09 August 2021 | August 2022 | Download |
| 1.15 | PREVOIUS | 26 January 2012 | 31 July 2020 | July 2021 | Download |
| 1.14 | PREVIOUS | 26 January 2012 | 18 July 2019 | January 2020 | Download |
| 1.13 | PREVIOUS | 26 January 2012 | 30 March 2018 | January 2019 | Download |
Disaster Recovery Plan
The Disaster Recovery Plan summarises the processes and procedures put in place to protect and recover the ADS infrastructure from natural, man-made or environmental disaster. Please note that parts of this document have been redacted for security reasons.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.13 | CURRENT | 05 July 2006 | 06 August 2021 | August 2022 | Download |
| 1.12 | PREVIOUS | 05 July 2006 | 01 March 2021 | March 2022 | Download |
| 1.11 | PREVIOUS | 05 July 2006 | 10 December 2020 | March 2021 | Download |
| 1.10 | PREVIOUS | 05 July 2006 | 01 June 2020 | January 2021 | Download |
| 1.9 | PREVIOUS | 05 July 2006 | 05 March 2019 | January 2020 | Download |
| 1.8 | PREVIOUS | 05 July 2006 | 30 January 2018 | January 2019 | Download |
Data Procedures
The Data Procedures provide an overview of the practices, processes and requirements associated with archiving and curating of datasets. They are arranged in specific documents for each data type and are static versions of active documents that are available internally. Those procedure documents which are currently under revision, or are only available in draft form, are not been made available here. These documents are specific to ADS procedures, but are closely connected and utilise the information found in the Guides to Good Practice.
| Type | Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|---|
| 3D data | 1.50 | CURRENT | 26 January 2012 | 6 February 2020 | March 2021 | Download |
| Audio | 1.62 | CURRENT | 26 January 2012 | 23 January 2020 | March 2021 | Download |
| BIM | 1.3 | IN DRAFT | 24 February 2017 | Unavailable | ||
| CAD and Vector | 1.171 | CURRENT | 26 January 2012 | 27 May 2020 | March 2021 | Download |
| Databases | 1.112 | CURRENT | 26 January 2012 | 21 October 2019 | March 2021 | Download |
| Geophysics | 1.107 | CURRENT | 26 January 2012 | 18 December 2019 | March 2021 | Download |
| GIS | 1.192 | CURRENT | 26 January 2012 | 05 May 2020 | March 2021 | Download |
| Harris Matrices | 1.14 | IN DRAFT | 04 September 2014 | Unavailable | ||
| LiDAR | 1.7 | UNDER REVISION | 26 January 2012 | Unavailable | ||
| Medical Imaging | 1.16 | IN DRAFT | 07 March 2017 | Unavailable | ||
| Moving Images | 1.29 | CURRENT | 26 January 2012 | 18 December 2019 | March 2021 | Download |
| PTM and RTI | 1.78 | IN DRAFT | 26 January 2012 | Unavailable | ||
| Raster Images | 1.120 | CURRENT | 26 January 2012 | 18 December 2019 | March 2021 | Download |
| Scientific Data | 1.2 | IN DRAFT | 19 May 2017 | Unavailable | ||
| Speadsheets | 1.132 | CURRENT | 26 January 2012 | 18 December 2019 | March 2021 | Download |
| Statistics | 1.38 | UNDER REVISION | 26 January 2012 | Unavailable | ||
| Text | 1.146 | CURRENT | 26 January 2012 | 13 January 2020 | March 2021 | Download |
| Websites | 1.29 | UNDER REVISION | 26 January 2012 | Unavailable |
File Formats
The Data Type Requirements list, part of Guidelines for Depositors, provides advice for depositors on the appropriate formats for deposition to the repository. This list is related to our data procedures documents, but is intended to assist depositors in the creation of the Submission Information Package (SIP).
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| n/a | CURRENT | 2004 | 27 October 2021 | October 2022 | WWW |
Checklists
The Checklists, alongside our internal documentation, provide short-hand overview of the activities associated with archiving and curating of datasets. They are arranged according to specific practices and are static versions of active documents that are available internally.
| Type | Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|---|
| Accession Checklist | 2020 | CURRENT | 10 May 2013 | 05 September 2021 | September 2022 | Download |
| Accession Checklist (ADS-easy) | 2020 | CURRENT | 22 August 2017 | 17 September 2021 | September 2022 | Download |
| Procedure Checklist | 2020 | CURRENT | 22 August 2017 | 13 September 2021 | September 2022 | Download |
| AIP Checklist | 2020 | CURRENT | 26 January 2012 | 06 September 2020 | September 2022 | Download |
Outsource Partners
This document summarises the relationships of the ADS to those external bodies and agencies and the services that they provide to the repository.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 4.0 | CURRENT | 19 October 2019 | 06 July 2021 | March 2022 | Download |
| 3.0 | PREVIOUS | 19 October 2019 | 05 June 2020 | March 2021 | Download |
| 2.0 | PREVIOUS | 19 October 2019 | 09 March 2020 | March 2021 | Download |
| 1.0 | PREVIOUS | 19 October 2019 | 19 October 2019 | March 2020 | Download |
Roles and Responsibilities
This short document is primarily designed to answer the question: “who does what”? It should be noted that the following is a simplified breakdown of key areas of responsibility, and not substitutes for full job descriptions.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1.7 | CURRENT | 17 September 2021 | September 2022 | Download | |
| 1.5 | PREVIOUS | 14 October 2019 | August 2020 | Download |
Assessment and Appraisal Policy
Instructions and information for depositors and ADS archivists on checks made during ingest to esnure a high quality SIP.
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 1 | CURRENT | 10 August 2021 | 17 September 2021 | September 2022 | Download |
Cataloguing Policy
| Version | Status | Created Date | Last Updated | Review | Availability |
|---|---|---|---|---|---|
| 2 | CURRENT | 27/08/2020 | 19/09/2021 | September 2022 | Download |
