Back to mapping information resources
(authored by Gill Chitty, David Baker & Archaeology Data Service)
This design brief is a response to the HEIRNET brief issued on 28 July 1998 inviting expressions of interest for a consultancy project to provide a 'map' of information systems dealing with the historic environment across the United Kingdom, identifying gaps in coverage and areas of overlap. The brief which follows combines the proposals submitted to HEIRNET by consultants, Gill Chitty and David Baker, and by the Archaeology Data Service (ADS), in September 1998.
The HEIRNET brief defines the deliverables for the consultancy as the production of a report which will:
3.1 Existing information resources for the historic environment have developed through two principal groups of systems, for archaeology (sites and monuments records and national archaeological records and databases), and for the built historic environment (statutory designations, local lists and national building / monument records and databases). Recent moves towards integration at local and national level have generally not been matched by any forging of similar links with other information systems for related resources, such as the biological heritage, museum and archive collections, landscape and countryside management, and historic estate management. One characteristic of historic information systems has been their evolution within a framework of local, regional or national administrative units of environmental management, rather than in the context of the United Kingdom as a whole; another has been the parallel development of topic-based, often specialised, systems whose subjects have tended to mark out their own scopes.
3.2 The publication of PPG 15 in 1994 marked the formal reception of the concept of environmental stewardship - first signalled in This Common Inheritance (1990) - in public policy for the heritage. Government guidance (DNH, August 1995) has advocated the development of integrated historic environment data bases and emphasised their potential contribution, not only to the planning process but also to state of the environment reports and as a valuable educational resource. New initiatives for conserving the countryside have shown the fundamental importance, not only of assessing landscape character, but also of an integrated approach which includes the natural, semi-natural and human-influenced attributes of the environment. An increasingly more inclusive understanding of ‘historic environment’ has brought with it recognition that knowledge and popular understanding - promoted by access and education - are the keys to democratic support for sustainable conservation practice. The recent statement from the Department of Culture, Media and Sport on the Government’s Comprehensive Spending Review has identified the need for future initiatives which promote ‘access for many not just the few’, the ‘pursuit of excellence and innovation’, and ‘the nurturing of educational opportunity’.
3.3 The intended merger of English Heritage and the Royal Commission on the Historical Monuments of England, also announced in DCMS's recent statement, will have implications for the future management of major information systems. It will require careful consideration, against first principles, of how major national information systems need to interrelate, with each other, and between national and local levels.
4.1 In the context of all these recent developments, strategic reviews and ‘mapping’ projects for aspects of historical conservation need to be more than self-contained exercises within the worlds of conservation or archaeology, or within national or local levels only. They must look beyond the artificial boundaries between disciplines and identify potential connections with adjacent fields of activity. At a practical level, past experience has shown that top-down solutions which attempt to impose a co-ordinating structure on a plethora of existing databases and information systems can be unwelcome and unworkable. For these reasons, the approach of this project should be inclusive and broad-based, running with the grain of evolving public policy for the historic environment. It should address the issue of devising frameworks within which existing and future elements can operate and co-operate most effectively across the broad environmental sector. This is an essential prerequisite for promoting public access and educational opportunity, while also taking advantage of the opportunities afforded by continuing innovation in information technology.
4.2 Though the proposed first stage of this consultancy is the modelling of an operational framework for information systems dealing with the historic environment, it is not intended to produce an ideal structure within which HEIRs should fit. Rather, it will seek to delineate the information environment within which HEIRs already exist, describe its existing operation, and outline its potential scope by suggesting ways of achieving more efficient and dynamic interaction between related information resources and users. In this way, by keeping the major factors under consideration, it will point the way forward in two important directions, towards effective joint working and towards recognising the potential for cross-domain discovery which networked digital resources are now beginning to offer.
It follows from the approach outlined above that developing the model framework will be in effect a scoping exercise. This will aid the definition of a core area of operation for historic environment information systems and the range of potential interaction with related sectors. As well as members of the HEIRNET forum, it will also be necessary to consult representatives of other national agencies and bodies concerned with managing archives and historical information dealing with biodiversity, biological heritage, countryside, educational resources, historic estates, rivers and coast lines. Consideration has been given to the inclusion of the Channel Islands, Isle of Man, and the Republic of Ireland in the geographical coverage of the exercise and it is proposed that the geographical scope of the consultancy should be extended to include them.
The project will work through four stages, satisfactory outcomes from each of which will require active participation from the interests represented in HEIRNET at all stages to ensure that every identifiable aspect of this exponentially expanding field is appropriately considered.
Stage 1: Design
Preparing a model of the operational framework for information systems dealing with the historic environment. Outputs from this scoping exercise will be both theoretical (e.g. provide an understanding of the dynamics of information flow) and practical (e.g. produce a listing of HEIRs which potentially come within the scope of the consultancy). The view of members of the HEIRNET forum will be an essential part of the scoping process, focused through discussion with them of their responses to the Aims for the project.
The framework will be modelled around a set of four simplified and interconnected subjects and related activities which characterise the consultancy's subject area. It is envisaged that this will aid the definition of a core area of closely interdependent operations beyond which it will be possible to chart a zone of more loosely interrelated and overlapping fields of environmental and information management.
(a) the historic environment: its scope, extent, complexity, uses, and links with other environmental aspects [DB]
(b) information management: theory, data, systems, uses, technical standards [ADS]
(c) the conservation process: its sequence of stages, needs for skills and information, outputs and links to other activities [DB]
(d) organisational structures: their purposes, interconnections with other organisations, and resources [GC]
Stage 2: Data collection
Desk based survey to gather summary statements on the scope, policy and practice of existing or actively developing HEIRs, and other related information resources or destinations outside the core area of the historic environment, as identified through Stage 1. The examination of existing systems will be undertaken through the organisations responsible for them, or directly interested in them. Existing statements of roles, responsibilities, policy and practice, compiled from published or publicly available sources will be used wherever possible. [ADS, DB,GC]
Design and undertake telephone / interview survey (c.50+ interviews) of existing or actively developing HEIRs, and other related information sources or destinations outside the core area of historic environment management, as identified through Stage 1. Because the survey will concern a large number of bodies individual visits and interviews will be made, other than with HEIRNET members, only on request [DB/GC + ADS] or where other factors require a more extended appraisal.
Stage 3: Analysis and mapping
Examine existing information systems using an analysis of Stage 2 desk based and telephone survey data. Strengths and weaknesses will be examined in relation to the model operational framework and patterns of information flow, in order to identify gaps, overlaps, opportunities for development and issues which remain to be resolved. The model operational framework will be reviewed again as part of this stage of the process.
Produce preliminary map of HEIRs for presentation to and feedback from a meeting of HEIRNET, and assess the need for wider consultation at this interim stage.
Stage 4: Assessment and review
Formulate recommendations and proposals to maximise and develop the capability of existing systems in the context of the model framework. Recommendations will flow from a comparison of the existing situation with the model framework. This comparison will take account of any critiques dealing with previous and existing attempts to manage information about the historic environment systematically and for public access and benefit: it is assumed that attention will be drawn to these by HEIRNET members and other HEIR consultees. Recommendations will cover existing programmes and the planning of future work; they will amount to, and perform the function of, a ‘strategic vision’ to the extent that they are developed with the HEIRNET members rather than offered to them from ‘outside’.
Issue draft and finalise report for delivery.
The programme outlined below is based on a start date of 2 November 1998 and a completion date of 30 April 1999. The consultants reserve the right to make necessary variations to the organisation and duration of each stage of work, within the finally agreed timetable and budget, as the project develops.
Stage 1: design (10 days)
Develop framework model / methodology for Stage 3 analysis in consultation with HEIRNET members (2-20 November)
Stage 2: data collection (20 days)
Desk based survey; design and conduct telephone survey and individual interviews (mid-November - 31 December)
Stage 3: analysis and mapping (20 days)
Analyse summary statements of responsibilities, policy and practice using the terms of reference of the model framework /methodology developed in Stage 1 (January - February)
Presentation of mapping to HEIRNET (?early March)
Stage 4: assessment and review (10 days)
Formulate proposals and recommendations, issue draft report for comment, produce final report (March - April)
Delivery of report (30 April 1999)
The consultancy will be undertaken by Mr David Baker, Dr Gill Chitty, and Dr Julian Richards. Professional profiles are attached as an annex to this brief. The consultancy project will be administered through the Archaeology Data Service, University of York, and support for the project will be provided by the following ADS personnel:
Dr Paul Miller, ADS Collections Manager
Damian Robinson, ADS Project Officer
Ms Maureen Poulton, Administrator
Costs are based on a minimum of 60 person days of consultancy divided equally between the three principal consultants. Administrative support and technical consultancy is provided through the Archaeology Data Service. Consultancy fees are calculated on the basis of a day rate for a single individual's attendance at meetings and visits, although it is likely that on significant numbers of occasions more than one consultant will be present.
A report on the project will be delivered in hard copy and digital form. The report, together with all data and analysis, will be the copyright of the Council for British Archaeology. The consultants’ interests as the authors of the work should be acknowledged in all publications, electronic or printed, which derive from the consultancy work.
HEIRNET Consultancy: professional profiles
Mr David Baker has twenty five years experience of developing and managing an integrated local government heritage conservation service covering all aspects of the historic environment, using that experience to contribute to the development of national and professional policy. A major part of that work has been concerned with techniques and systems for research, data collection, and records systems, as essential underpinning for informed conservation activities and the promotion of environmental awareness. His qualifications and experience in history, field archaeology, historic buildings conservation and teaching have given him a view of many areas for which well organised and accessible information resources are essential. Working as an independent consultant for the last 16 months, relevant recent and current projects include preparation of a draft archaeological stratgey for Lonodn, a review of survey work by the Public Monuments and Sculpture Association, and of the Welsh, English and Scottish Sites and Monuments Records.
Dr Gill Chitty has worked for twenty four years in the heritage sector, as county archaeologist in three local authorities (two metropolitan and a county council) and as an inspector with English Heritage. With qualifications and experience in field archaeology, museum studies, historic building conservation and cultural history research, she is familiar with information resources across all these sectors. Recent projects include an information mapping exercise for English Heritage’s Monuments Protection Programme in 1995 (published in The Monuments Protection Programme 1986-96 in retrospect, London, 1996), as part of a strategic study for a programme of publication and information access. Current consultancy work for Lancashire County Council includes the development of an historic environment assessment for the county which will integrate records for the archaeological, biological, built and landscape heritage in a publicly accessible information resource.
As a consultancy partnership, David Baker and Gill Chitty have extensive experience of information systems in archaeology, the historic built environment, and historic landscape, and their applications for management of the historic environment. This experience is combined with working knowledge of the relevance of the historic environment in wider environmental issues and the fundamental importance of broad based public access to heritage information as the basis for sustainable conservation. These issues are explored in a jointly edited book, Managing Historic Sites and Buildings: Preservation and Presentation - Collaboration or Conflict (Routledge, forthcoming 1999). Their understanding of the current political landscape of UK heritage management is based on a detailed knowledge of and involvement in the sector at national and local government level during the last two decades.
Dr Julian Richards is Director of the Archaeology Data Service. He has pioneered the application of information technology to archaeological research since 1983 and has published widely on the subject. As a Senior Lecturer in the Department of Archaeology at the University of York with wide experience in field archaeology he is closely involved with current developments in IT in teaching and learning in Higher Education and is also able to bridge the gap between HE and the broader archaeological community. As Director of the ADS and Co-Director of Internet Archaeology he has extensive knowledge of current issues in electronic information dissemination and digital preservation, as well as considerable project management experience.
The Archaeology Data Service (ADS) was established in 1996. It s aims are to collect, describe, catalogue, preserve, and provide user support for digital resources that are created as a product of archaeological research. For those classes of archaeological data where there are existing archival bodies the role of ADS is to collaborate with the appropriate national and local agencies and to promote greater use of existing services. Since its formation, the ADS has consulted widely on the form and variety of existing information systems in archaeology and related disciplines and has already accomplished a great deal of background research required to provide a ‘map’ of information services dealing with the historic environment across the UK. ADS has expertise in current and upcoming technical options for information systems, strong links with the UK Higher Education sector, and can utilise the data and experience from its recent digital information user needs survey. The ADS is actively working in analysis of information flow and has practical experience of developing integrated, distributed information systems. It maintains important links with related service suppliers in arts and humanities
Document last revised: 29 October 1998 by Mike Heyworth