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Page References

Incoming links Outgoing links
Standards for archaeological archives
Standards for archaeological archives

Version management

Difference between version and

At line 3 added 2 lines
[{Image src='AArchives_v2-sect3.png' align='right' }]
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#reports and publication text are normally written directly onto a computer, thus becoming part of the digital documentary archive. File naming protocols and version control must be exercised to ensure that different drafts can be identified, see Section 4.2.6
#all original drawings and photographs prepared for a report or publication must be submitted with the archive, refer to [Sections 4.2.3|Selection and retention#423] and 4.2.4
#copies of all born-digital material created for a report or publication must be submitted with the archive, refer to Section 4.2.6
#reports and publication text are normally written directly onto a computer, thus becoming part of the digital documentary archive. File naming protocols and version control must be exercised to ensure that different drafts can be identified, see Section 3.2.6
#all original drawings and photographs prepared for a report or publication must be submitted with the archive, refer to Sections 3.2.3 and 3.2.4
#copies of all born-digital material created for a report or publication must be submitted with the archive, refer to Section 3.2.6
At line 150 changed one line
3.2.6.1 COMPOSITION
__3.2.6.1 COMPOSITION__\\
At line 152 changed 3 lines
o the digital archive consists entirely of digital data; example file types are CAD files, databases, digital aerial photograph interpretations, excavation archives, geophysical and other survey data, GIS files, images, satellite imagery, spreadsheets, text files and 3-D data
o transfer and short-term storage media include CD-ROMs, data-sticks or flash drives, DVDs, floppy discs, hard discs, and magnetic tape, which are not suitable for the long-term preservation of the digital archive and should be used only to submit digital material for permanent archiving
o long-term storage must be on permanent servers that are regularly backed up
*the digital archive consists entirely of digital data; example file types are CAD files, databases, digital aerial photograph interpretations, excavation archives, geophysical and other survey data, GIS files, images, satellite imagery, spreadsheets, text files and 3-D data
*transfer and short-term storage media include CD-ROMs, data-sticks or flash drives, DVDs, floppy discs, hard discs, and magnetic tape, which are not suitable for the long-term preservation of the digital archive and should be used only to submit digital material for permanent archiving
*long-term storage must be on permanent servers that are regularly backed up
At line 156 changed 9 lines
3.2.6.2 SUMMARY OF STANDARDS
1. all digital storage media must, at all times, be stored in conditions that minimise the risks of damage, deterioration, loss or theft
2. creation of the digital archive must be fully documented, with information such as software used, operating systems, types of hardware, dates, personnel, field descriptions, and the meanings of any codes
3. data must be created according to consistent, accepted standards of terminology, content, format and file naming
4. digital archives should conform to existing standards and guidelines on how data should be structured, preserved and accessed
5. digital files must be regularly backed up throughout the course of a project and in archive
6. all media and files must be free of viruses before archive deposition
7. a digital archive index must be compiled and deposited in digital form with the digital archive
8. copies of digital archives should be deposited in a secure digital archiving facility where they can be curated properly, maintained for the future and accessed easily
__3.2.6.2 SUMMARY OF STANDARDS__\\
#all digital storage media must, at all times, be stored in conditions that minimise the risks of damage, deterioration, loss or theft
#creation of the digital archive must be fully documented, with information such as software used, operating systems, types of hardware, dates, personnel, field descriptions, and the meanings of any codes
#data must be created according to consistent, accepted standards of terminology, content, format and file naming
#digital archives should conform to existing standards and guidelines on how data should be structured, preserved and accessed
#digital files must be regularly backed up throughout the course of a project and in archive
#all media and files must be free of viruses before archive deposition
#a digital archive index must be compiled and deposited in digital form with the digital archive
#copies of digital archives should be deposited in a secure digital archiving facility where they can be curated properly, maintained for the future and accessed easily
At line 166 changed 9 lines
3.2.6.3 PLANNING
1. project specifications and the project repository archive deposition standards must establish measures for managing creation of digital data
2. the archive repository must specify that copies of all digital material that can be subjected to further analysis or used for presentation are submitted with the archive
3. the archive repository must specify the types of media in which digital information must be submitted
4. the archive repository must specify the preferred file type for specific types of digital data
5. the project design must include a summary of the types of digital data that will be created or acquired during the project, and media on which they will be stored
6. the project design must specify file formats, as recommended by an approved digital archive repository, that will be used for both the secure archiving and the dissemination of data
7. arrangements must be made to deposit either copies of the digital archive, or a catalogue, with a suitable specialist digital archive repository, which in the UK is often the Archaeology Data Service (http://ads.ahds.ac.uk/) The digital repository must be identified at the outset of a project
8. a clear copyright agreement must be established at the beginning of a project, which will enable the repository to make the digital archive available for future study and/or publication
__3.2.6.3 PLANNING__\\
#project specifications and the project repository archive deposition standards must establish measures for managing creation of digital data
#the archive repository must specify that copies of all digital material that can be subjected to further analysis or used for presentation are submitted with the archive
#the archive repository must specify the types of media in which digital information must be submitted
#the archive repository must specify the preferred file type for specific types of digital data
#the project design must include a summary of the types of digital data that will be created or acquired during the project, and media on which they will be stored
#the project design must specify file formats, as recommended by an approved digital archive repository, that will be used for both the secure archiving and the dissemination of data
#arrangements must be made to deposit either copies of the digital archive, or a catalogue, with a suitable specialist digital archive repository, which in the UK is often the Archaeology Data Service (http://ads.ahds.ac.uk/) The digital repository must be identified at the outset of a project
#a clear copyright agreement must be established at the beginning of a project, which will enable the repository to make the digital archive available for future study and/or publication
At line 176 changed 8 lines
3.2.6.4 DATA-GATHERING, ANALYSIS, REPORT WRITING
1. data collection must be in accordance with defined internal or national standards for content and format, including use of consistent field names, terminologies etc
2. digital files should be named to reflect their content, preferably incorporating the project identifier, and different versions should be numbered. Consistent file naming strategies should be used, and it is good practice not to use spaces, or non-standard characters such as commas, full stops etc. For advice go to http://ads.ahds.ac.uk/project/userinfo/deposit.html#filenaming
3. version control must be maintained, so that it is possible to identify the most up to date version of every file
4. the digital archive creation process must be documented, so that its development throughout the course of the project can be understood
5. all data must be routinely backed up, because during a project digital data may be created on a variety of separate computer hard drives or on a network, and data may be acquired from a variety of other formats
6. back-up and restore procedures must be tested regularly
7. the analysis phase of a project is likely to result in a wide variety of databases, spreadsheets, CAD files etc, and the principles relating to Collection (3.4.5) must apply
__3.2.6.4 DATA-GATHERING, ANALYSIS, REPORT WRITING__\\
#data collection must be in accordance with defined internal or national standards for content and format, including use of consistent field names, terminologies etc
#digital files should be named to reflect their content, preferably incorporating the project identifier, and different versions should be numbered. Consistent file naming strategies should be used, and it is good practice not to use spaces, or non-standard characters such as commas, full stops etc. For advice go to [http://archaeologydataservice.ac.uk/project/userinfo/deposit.html#filenaming]
#version control must be maintained, so that it is possible to identify the most up to date version of every file
#the digital archive creation process must be documented, so that its development throughout the course of the project can be understood
#all data must be routinely backed up, because during a project digital data may be created on a variety of separate computer hard drives or on a network, and data may be acquired from a variety of other formats
#back-up and restore procedures must be tested regularly
#the analysis phase of a project is likely to result in a wide variety of databases, spreadsheets, CAD files etc, and the principles relating to Collection (3.4.5) must apply
At line 185 changed 9 lines
3.2.6.5 PREPARATION FOR ARCHIVE TRANSFER
1. a digital archive index, in digital form, must be compiled and deposited with the archive
2. digital files must be ordered into a comprehensible directory structure, with folders named to conventions that aid retrieval
3. a digital archive is usually copied onto temporary storage media (eg discs) for transfer to an archaeological archive repository. Use high quality transfer media, or any other solution likely to reduce risk of data loss
4. pack transfer media to protect from dust and damage
5. transfer media must be marked or labelled clearly and permanently in a way that identifies the project and the contents of each disc, tape, etc and relates to the digital archive index. Adhesive labels must not be stuck directly onto CDs and DVDs, which must be marked with non-acidic, specialised marker pens
6. copies of standards or conventions used in creating the content of digital data files, and in ordering the archive, must be kept with the digital archive
7. transfer media must be checked for viruses and clean before final packing
8. depositors of a digital archive are advised to retain their own copy, at least until it is certain that the archive has successfully been transferred to an approved digital archive repository
__3.2.6.5 PREPARATION FOR ARCHIVE TRANSFER__\\
#a digital archive index, in digital form, must be compiled and deposited with the archive
#digital files must be ordered into a comprehensible directory structure, with folders named to conventions that aid retrieval
#a digital archive is usually copied onto temporary storage media (eg discs) for transfer to an archaeological archive repository. Use high quality transfer media, or any other solution likely to reduce risk of data loss
#pack transfer media to protect from dust and damage
#transfer media must be marked or labelled clearly and permanently in a way that identifies the project and the contents of each disc, tape, etc and relates to the digital archive index. Adhesive labels must not be stuck directly onto CDs and DVDs, which must be marked with non-acidic, specialised marker pens
#copies of standards or conventions used in creating the content of digital data files, and in ordering the archive, must be kept with the digital archive
#transfer media must be checked for viruses and clean before final packing
#depositors of a digital archive are advised to retain their own copy, at least until it is certain that the archive has successfully been transferred to an approved digital archive repository
At line 195 changed 6 lines
3.2.6.6 CURATION
1. archaeological archive repositories such as museums that are not specialist digital media archives should ensure that their digital archives are also stored in recognised trusted digital repositories such as ADS. Trusted repositories may soon receive a form of accreditation, in accordance with the emerging RLG/NARA standard (Research Libraries Group/National Archives and Research Administration); see www.archives.gov
2. it is best practice to transfer the digital archive from transfer media (eg discs) to networked servers that are protected and regularly backed up. If this is not within the capabilities of the archive repository, then it is even more important to copy the digital archive to a trusted digital repository, where this procedure will be carried out
3. if digital storage media are retained, store them in fireproof and, where appropriate anti-magnetic, facilities, and keep back-up versions at a separate location
4. repositories must have a data management system that ensures regular back-up and records how files are stored and labelled
5. the integrity of the digital archive must be monitored, and backup and restore procedures tested regularly
__3.2.6.6 CURATION__
#archaeological archive repositories such as museums that are not specialist digital media archives should ensure that their digital archives are also stored in recognised trusted digital repositories such as ADS. Trusted repositories may soon receive a form of accreditation, in accordance with the emerging RLG/NARA standard (Research Libraries Group/National Archives and Research Administration); see www.archives.gov
#it is best practice to transfer the digital archive from transfer media (eg discs) to networked servers that are protected and regularly backed up. If this is not within the capabilities of the archive repository, then it is even more important to copy the digital archive to a trusted digital repository, where this procedure will be carried out
#if digital storage media are retained, store them in fireproof and, where appropriate anti-magnetic, facilities, and keep back-up versions at a separate location
#repositories must have a data management system that ensures regular back-up and records how files are stored and labelled
#the integrity of the digital archive must be monitored, and backup and restore procedures tested regularly
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3.3 THE MATERIAL ARCHIVE
!3.3 THE MATERIAL ARCHIVE
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3.3.1 SUMMARY OF STANDARDS
!3.3.1 SUMMARY OF STANDARDS
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1. all finds must at all times be treated carefully and kept secure
2. all finds must be cleaned as appropriate to ensure their long-term survival
3. finds must be recorded to a consistent format
4. all metal objects retained with the archive must be recorded by x-radiograph (with some exceptions, including gold or lead)
5. finds recording must classify objects to consistent, accepted terminologies of material and object types
6. all finds intended for deposition with the archive must be marked or labelled, as appropriate, with the project and context identifiers and, where relevant, the individual identifier (eg small-find number)
7. all finds intended for deposition with the archive must be packed in appropriate materials to ensure risk-free, long-term storage
8. the material archive must be stored in conditions conducive to long-term survival of each object
#all finds must at all times be treated carefully and kept secure
#all finds must be cleaned as appropriate to ensure their long-term survival
#finds must be recorded to a consistent format
#all metal objects retained with the archive must be recorded by x-radiograph (with some exceptions, including gold or lead)
#finds recording must classify objects to consistent, accepted terminologies of material and object types
#all finds intended for deposition with the archive must be marked or labelled, as appropriate, with the project and context identifiers and, where relevant, the individual identifier (eg small-find number)
#all finds intended for deposition with the archive must be packed in appropriate materials to ensure risk-free, long-term storage
#the material archive must be stored in conditions conducive to long-term survival of each object
At line 217 changed one line
3.3.2 COMPOSITION
!3.3.2 COMPOSITION
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o bulk finds; finds that often occur in quantity, and do not require special treatment or closely controlled storage conditions, eg animal bone, ceramic building material, pottery, shell, slag, stone
o sensitive finds; also known as small-finds or registered finds. These usually require controlled storage conditions, and/or more detailed recording procedures, in situ or after collection. Examples include ancient glass, leather, metalwork, textile, worked bone, worked flint and wood
o human remains; these require specific treatment in accordance with national standards and legislation
o materials recovered from scientific sampling; these are often the product of laboratory analysis, eg environmental remains, thin-sections, microfossil slides
*bulk finds; finds that often occur in quantity, and do not require special treatment or closely controlled storage conditions, eg animal bone, ceramic building material, pottery, shell, slag, stone
*sensitive finds; also known as small-finds or registered finds. These usually require controlled storage conditions, and/or more detailed recording procedures, in situ or after collection. Examples include ancient glass, leather, metalwork, textile, worked bone, worked flint and wood
*human remains; these require specific treatment in accordance with national standards and legislation
*materials recovered from scientific sampling; these are often the product of laboratory analysis, eg environmental remains, thin-sections, microfossil slides
At line 227 changed 4 lines
3.3.3 PLANNING
1. agencies involved in the collection phase must demonstrate, to the satisfaction of monitoring agents, that they will work to procedures that ensure production of a consistent record. This includes the use of finds processing manuals that establish the format of record sheets, cleaning, marking etc and the terminology to be applied in classification. Such manuals should also make reference to relevant national standards
2. collection, selection and retention policies must be agreed at the outset of a project, but with the understanding that these may be adjusted as the site is better understood (see Appendix III). Those involved in such decisions would normally be personnel monitoring the project, site and finds staff involved in collection and analysis, and a representative of the archive repository
3. specialists, including conservators, must be identified at the beginning of a project, and consulted as appropriate during the project
!3.3.3 PLANNING
#agencies involved in the collection phase must demonstrate, to the satisfaction of monitoring agents, that they will work to procedures that ensure production of a consistent record. This includes the use of finds processing manuals that establish the format of record sheets, cleaning, marking etc and the terminology to be applied in classification. Such manuals should also make reference to relevant national standards
#collection, selection and retention policies must be agreed at the outset of a project, but with the understanding that these may be adjusted as the site is better understood (see Appendix III). Those involved in such decisions would normally be personnel monitoring the project, site and finds staff involved in collection and analysis, and a representative of the archive repository
#specialists, including conservators, must be identified at the beginning of a project, and consulted as appropriate during the project
At line 232 changed one line
3.3.4 DATA-GATHERING
!3.3.4 DATA-GATHERING
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1. recovery must be undertaken to current standards of care, avoiding damage, cross-contamination of contexts, and loss or theft
2. recovery should be in accordance with collection and retention strategies agreed and documented at the outset of the project
3. finds must be cleaned to recognised standards, using methods described in nationally recognised documents, (eg First aid for finds). Bulk finds especially may be subject to over-cleaning, leading to the removal of residues etc, so it may be appropriate to assess cleaning requirements at the outset
4. finds intended for retention with the archive must be marked with site and/or context identifiers, as appropriate. Where the size or stability of individual objects precludes this, use tie-on, rot-proof labels or store them in marked containers that contain rot-proof labels carrying relevant information
5. pack finds to ensure that finds from different contexts are kept together, and to protect against loss or damage
a. bulk finds of the same material type, from the same context, may be packed together in stable paper or polythene bags of suitable weight
b. mark all bags on the outside with site and context identifiers and the material type, and include a polyethylene label marked with the same information. It may not be possible to mark some polythene bags, in which case they must contain two marked polyethylene labels
c. use permanent ink on bags and labels
d. bulk finds may be boxed together, but it is inadvisable to place heavy and delicate objects together in the same box
e. sensitive finds must be packed individually in bags or boxes marked with the site identifier, context number and/or find number, and if appropriate the repository accession number
f. sensitive finds must be supported, where appropriate, on inert plastic foam or acid-free tissue paper, designed to prevent movement within the box. It is not advisable to wrap objects in tissue because the act of unwrapping could cause damage
g. fragile finds, or those that are not marked or have a tie-on label, must be packed to be visible without removal from their container
6. specimen finds, eg those used for analysis, must be packed in containers marked with site and context identifiers. A note detailing the removal of the specimen must be attached to or inserted into the container of finds from which the specimen was extracted
7. human remains must be treated with respect, in accordance with national guidelines. Human skeletal remains must be marked. Apply protocols for the storage, management and examination of human remains that recognise their sensitivity
8. conservation work, including cleaning sensitive finds, must be carried out by ICON-accredited conservators
9. all finds must be sorted and classified according to accepted systems of terminology, of both material types and object types
10. primary recording must facilitate an understanding of the character and extent of the assemblage. Initial finds records must identify material and object types, and quantify each type as appropriate, preferably by two measures, normally weight and fragment count
11. most metal objects must be recorded by x-radiography. Exceptions include
a. lead alloys or copper alloys with a high lead content
b. objects too thick to be x-rayed effectively
c. objects, such as modern finds, for which x-rays will add no useful information
d. finds of no archaeological significance, eg unstratified
e. every example of a large homogenous assemblage, eg nails
12. all finds must, at all times, be stored in conditions that minimise the risks of damage, deterioration, loss or theft
13. transfer of finds from one location to another must be undertaken with due care and attention, and must be fully documented
#recovery must be undertaken to current standards of care, avoiding damage, cross-contamination of contexts, and loss or theft
#recovery should be in accordance with collection and retention strategies agreed and documented at the outset of the project
#finds must be cleaned to recognised standards, using methods described in nationally recognised documents, (eg First aid for finds). Bulk finds especially may be subject to over-cleaning, leading to the removal of residues etc, so it may be appropriate to assess cleaning requirements at the outset
#finds intended for retention with the archive must be marked with site and/or context identifiers, as appropriate. Where the size or stability of individual objects precludes this, use tie-on, rot-proof labels or store them in marked containers that contain rot-proof labels carrying relevant information
#pack finds to ensure that finds from different contexts are kept together, and to protect against loss or damage
##bulk finds of the same material type, from the same context, may be packed together in stable paper or polythene bags of suitable weight
##mark all bags on the outside with site and context identifiers and the material type, and include a polyethylene label marked with the same information. It may not be possible to mark some polythene bags, in which case they must contain two marked polyethylene labels
##use permanent ink on bags and labels
##bulk finds may be boxed together, but it is inadvisable to place heavy and delicate objects together in the same box
##sensitive finds must be packed individually in bags or boxes marked with the site identifier, context number and/or find number, and if appropriate the repository accession number
##sensitive finds must be supported, where appropriate, on inert plastic foam or acid-free tissue paper, designed to prevent movement within the box. It is not advisable to wrap objects in tissue because the act of unwrapping could cause damage
##fragile finds, or those that are not marked or have a tie-on label, must be packed to be visible without removal from their container
#specimen finds, eg those used for analysis, must be packed in containers marked with site and context identifiers. A note detailing the removal of the specimen must be attached to or inserted into the container of finds from which the specimen was extracted
#human remains must be treated with respect, in accordance with national guidelines. Human skeletal remains must be marked. Apply protocols for the storage, management and examination of human remains that recognise their sensitivity
#conservation work, including cleaning sensitive finds, must be carried out by ICON-accredited conservators
#all finds must be sorted and classified according to accepted systems of terminology, of both material types and object types
#primary recording must facilitate an understanding of the character and extent of the assemblage. Initial finds records must identify material and object types, and quantify each type as appropriate, preferably by two measures, normally weight and fragment count
#most metal objects must be recorded by x-radiography. Exceptions include
##lead alloys or copper alloys with a high lead content
##objects too thick to be x-rayed effectively
##objects, such as modern finds, for which x-rays will add no useful information
##finds of no archaeological significance, eg unstratified
##every example of a large homogenous assemblage, eg nails
#all finds must, at all times, be stored in conditions that minimise the risks of damage, deterioration, loss or theft
#transfer of finds from one location to another must be undertaken with due care and attention, and must be fully documented
This page (revision-11) was last changed on 30-Jul-2012 12:16 by AdministratorTop