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Page References

Incoming links Outgoing links
Applying the standards
Applying the standards

Version management

Difference between version and

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!Applying the standards
!!Applying the standards
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__The Documentary Archive - a definition__
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%%tabbedSection __1. Written en Printed Material__
||Project Stage||Current Guidance||Yes/No/Comment
|Planning|Correspondence, contracts, project proposals, project designs, reports and similar documents will normally have been created on, and printed from, a computer. It is difficult to set standards relating to this process, although it should be noted that printer paper and inks are not recognised as stable. Although it is desirable that such documents are submitted in hard copy, they also form part of the digital archive and can be curated as such. Any documents vital to the functioning of the archive as a reusable resource, and submitted in hard copy, must be printed or copied in a way that offers longevity.|
|Planning|The agency involved in the execution phase must demonstrate, to the satisfaction of monitoring agents that they will work to procedures that ensure the production of a consistent record. This includes use of field manuals that make proper reference to the format of record sheets, plans, etc and the terminology to be applied in recording.|
|Planning|It is recommended that project proposals, project designs etc refer to this document as an accepted approach for archive delivery.|
|Planning|Intellectual property rights and copyright to all elements of the documentary archive must, if possible, be established at the beginning of a project.|
|Data-gathering, Analysis, Report writing|It is advisable that all primary records are made on paper of recognised archival quality, of neutral or mildly alkaline pH, and in media, either printed or hand-written, that are equally long lived. It is recognised, however, that this cannot always be achieved. Always use high quality paper for records intended for archiving. Photocopies have a short life-span and must not be used. Pro-forma should be printed, not photocopied, and completed using black ballpoint pen or permanent black ink. Recycled paper also has a short lifespan and is not recognised as permanent for archive purposes.|
|Data-gathering, Analysis, Report writing|All project records must be produced to a consistent format. It is recommended that pro-forma are used for recording primary data. There are no standards for the lay-out of record sheets, nor in every case for the information they require, but the following must apply: all record sheets must include the site identifier and/or similar location information reference to national standards, particularly in the specialist recording of finds information. Use these to ensure that the recognised level of information is recorded, e.g. in designing record sheets or databases.|
|Data-gathering, Analysis, Report writing|Consistent terminology must be used throughout, so that the same term is applied to the same thing every time (e.g. do not record some metal objects as copper alloy and others as bronze). Include a definition of terms with the archive if necessary. In some instances local terminologies have been developed, and their use required, e.g. pottery type series. Records must be written legibly and using clear language/terminology. The date of completion of a record, and author, must be included.|
|Data-gathering, Analysis, Report writing|All archive material in the temporary care of project teams or specialists must be kept in the best conditions possible, ensuring protection against fading, damage, damp and loss. It is highly desirable that archives are retained in temporary storage for as short a time as possible.|
|Data-gathering, Analysis, Report writing|A security copy of written records may be required in the Project Proposal or by the archive repository. This may include microfilming or digitisation. Ensure that these requirements are understood at the outset of a project.|
|Preparation for archive transfer|All elements of the paper archive must be classified to identify their function. This is especially important for pro-forma, which must have an identifier and/or title (e.g. context record sheet).|
|Preparation for archive transfer|There must be indexes for all parts of the paper archive. Some of these are compiled on pro-forma during data collection, e.g. running lists of context numbers, but others, such as lists of correspondence included in the archive, will be completed as part of the archive preparation process.|
|Preparation for archive transfer|The paper archive must be accompanied by an overall contents list.|
|Preparation for archive transfer|At all stages of management of the written archive, the use of non-metal fastenings, such as plastic paperclips is recommended. Do not use metal fastenings or bindings such as staples and ring-binders, or adhesive tape, when preparing the paper archive for long term storage. Documents of the same type should be bundled together, using the following criteria: fasten paper using plastic treasury tags or plastic paperclips / use a separate title page to mark groups of documents / do not use self-adhesive labels (or such things as stick-on notes / organise documents of the same type in a logical order (e.g. record sheets in context order; correspondence in chronological order / do not fold documents / store documents in acid-free, dust-proof, cardboard boxes, do not store documents vertically|
|Curation|The paper archive must be stored in dark conditions.|
|Curation|The ideal temperature is a fixed point in the range 13ºC to 19ºC.|
|Curation|The ideal relative humidity is a fixed point in the range 45% to 60%.|
%%tabbedSection __2. Drawn Material__
This page (revision-20) was last changed on 11-Oct-2013 14:16 by TestTop