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Page References

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GUIDANCE for Archaeological Archiving
GUIDANCE for Archaeological Archiving

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The structure and character of the future archive should be agreed on and understood by all concerned, including the expected final content of the archive and how it will be managed, see [STANDARDS for archaeological archiving]
The structure and character of the future archive should be agreed on and understood by all concerned, including the expected final content of the archive and how it will be managed, see [STANDARDS for archaeological archiving] Chapter 3. Principles.
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A selection strategy should be agreed at the project planning stage. This should set out the criteria for selecting records, documents, data files and materials (finds) for inclusion in the project archive. It should also set out how things that have not been selected for archive will be dispersed or discarded. This strategy should be devised in accordance with the project research aims or management questions (the Standard 4.5). Account should be taken of any national, regional or local research frameworks and also of the collecting policies of the recipient repository.
A selection strategy should be agreed at the project planning stage. This should set out the criteria for selecting records, documents, data files and materials (finds) for inclusion in the project archive. It should also set out how things that have not been selected for archive will be dispersed or discarded. This strategy should be devised in accordance with the project research aims or management questions (see [STANDARDS for archaeological archiving] Chapter 5). Account should be taken of any national, regional or local research frameworks and also of the collecting policies of the recipient repository.
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It is vital that security or disaster management plans are devised and implemented that safeguard the archive, and also potential archive components, from damage and loss (the Standard 5.1, 5.3). Such plans, which could be a part of the disaster management plan for the project itself, should be included in the planning documentation.
It is vital that security or disaster management plans are devised and implemented that safeguard the archive, and also potential archive components, from damage and loss (see [STANDARDS for archaeological archiving] Chapter 5). Such plans, which could be a part of the disaster management plan for the project itself, should be included in the planning documentation.
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At the planning stage the tasks and resources required for the project will be identified and allocated and it is important that the needs of the archiving process are included in these plans (the Standard 4.4).
At the planning stage the tasks and resources required for the project will be identified and allocated and it is important that the needs of the archiving process are included in these plans (see [STANDARDS for archaeological archiving] Chapter 4).
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Project staff and researchers will need to access the archive contents both during and after the lifetime of the project. It is therefore important to document, organise and index the documentary and material (finds) archive in order to keep it comprehendible and accessible (the Standard 4.3). The following practices should be employed throughout the lifecycle of the project, with the resulting documentation also becoming part of the archive.
Project staff and researchers will need to access the archive contents both during and after the lifetime of the project. It is therefore important to document, organise and index the documentary and material (finds) archive in order to keep it comprehendible and accessible (See [STANDARDS for archaeological archiving] Chapter 3). The following practices should be employed throughout the lifecycle of the project, with the resulting documentation also becoming part of the archive.
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It is essential to ensure that all the elements of an archive form a seamless whole facilitating movement between each part of the archive. For example, it must be possible to make connections between context records, finds records and photographs and one should also be able to trace individual finds back to the context, layer, trench and location. It should also be possible to research parallels in the wider archaeological record (the Standard 4.3). This is a duty not only for the project manager but for the project team as a whole:
It is essential to ensure that all the elements of an archive form a seamless whole facilitating movement between each part of the archive. For example, it must be possible to make connections between context records, finds records and photographs and one should also be able to trace individual finds back to the context, layer, trench and location. It should also be possible to research parallels in the wider archaeological record (See [STANDARDS for archaeological archiving] Chapter 3). This is a duty not only for the project manager but for the project team as a whole:
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Archiving is a process that aims to preserve information and material for posterity. The physical products of an archaeological project are unique and irreplaceable; therefore the project team should ensure that adequate care is taken of it from the project outset. Procedures and practices should be followed which promote the lifespan of the archive (the Standard 4.3):
Archiving is a process that aims to preserve information and material for posterity. The physical products of an archaeological project are unique and irreplaceable; therefore the project team should ensure that adequate care is taken of it from the project outset. Procedures and practices should be followed which promote the lifespan of the archive (see [STANDARDS for archaeological archiving] Chapter 3):
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*During data-gathering, especially in the field, common sense measures for keeping the archive, clean, dry, appropriately managed, packaged and stored should be applied.
*Objects requiring conservation should be stored in a way that maintains the conditions in which they were found, for example wet organic objects should not be allowed to dry out. They should also be brought to a qualified, experienced conservator as soon as possible after recovery.
*During the analysis stage, archives are usually held in normal office conditions or in temporary storage facilities until final deposition in an approved repository. It is essential that facilities and office practice should not endanger the safety and lifespan of the archive. For example by not smoking, drinking or eating over site plans, leaving photographs in strong sunlight, or by storing archives in damp cellars, near water sources or where rodents, insects or other pests may be present.
*One of the prerequisites is that digital files must be readable in the future. To make these files sustainable and readable they should be transferred as soon as possible from portable carriers such as local hard disks, CDs, memory cards and data sticks to servers that are under permanently controlled, well managed, safe conditions.
*Standards for care and curation of the archive (chapter 4 of the Guidance) should be employed until the archive is transferred to a recognised or trusted repository.
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It is the responsibility of all to use methods and materials in the creation of the archive which will aid its durability. Since most individual countries and states have their own specifications on drawing mediums, storage boxes, etc. it is not possible to specify exact materials in this Guide. Country, regional or state specific bibliographies should be referred to in this instance [http://archaeologydataservice.ac.uk/arches]. However, whether in the field or elsewhere general principles apply:
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*Appropriate materials should be used as carriers of information and as packing and containers for the archive. For example, paperwork not in active use should be stored in acid free boxes, analogue photos stored in polyester hangers or acid free inert sleeves, and sensitive finds stored with the appropriate humidity and temperature controls. Good quality drafting film, paper, inks etc should be used which will be durable over time.
*Appropriate materials and procedures should be used to provide the information and labels on the documents and finds. For example, if drawing on drafting film, the pencils used should not be so soft that the drawing rubs off during handling or storage. All handwriting, whether on paper records, drawings or labels should be clear, durable, legible, securely attached and written in a format specified by project data management strategy.
*Appropriate treatment should be given to all finds before they become part of the archive. For example, finds should be clean and dry (unless otherwise recommended) before storage and packed in appropriate packaging material. Any sensitive or fragile material should be treated by a conservator-restorer as soon as possible.
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!2.4. Disaster management
During data gathering it is essential, whether in the field or elsewhere, to develop and maintain a strategy for securing the archive against damage and loss. Archaeological archives are unique and irreplaceable. Whilst any disaster may seem a remote possibility, accidents can and do happen and there can be hazards in all environments.
A good disaster management plan identifies the areas of risk and puts in place a contingency plan in the event of any of those areas of risk developing into something real. The security of the archive should be an important part of this plan.
The following factors should be taken into account. Is the location in an area susceptible to flood or theft? Are buildings damp, do they leak, are they secure, and are any archive holdings a fire risk? Are all storage areas safe, is the shelving secure, has the electrical wiring been tested? Such a plan includes setting up a disaster reaction team and notification system, an IT security plan, systems for salvage, clearance and cleaning, requirements for equipment, fire prevention systems and telephone numbers for emergency services. (For fuller advice see ‘Disaster Management Planning for Archaeological Archives, IFA Paper no 8, Kenneth Aitchison, 2004, IFA and AAF’ [http://www.archaeologists.net/publications/papers])
*It is important that a project disaster management plan is in place during this stage and that all project staff are aware of its contents and understand their role in its implementation. Conditions will differ according to location whether one is on site, in temporary accommodation or in the office/laboratory/finds/archive store, but developing a disaster management plan is no less valid.
*Information on digital carrier media is vulnerable to corruption or loss. It is of primary importance that a system of security copying and regular back ups is maintained and that the security/back up copy is held in an alternative location wherever possible (See ADS).
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