Historic Environment Information Resources Network
HEIRNET
Minutes of the first meeting, held on 6 July 1998 in York
Present: Professor Anthony Harding (Chair), Dr M Heyworth (Secretary & BIAB), Mr D Baker (CBA), Mr D Barrett (ALGAO), Dr R Bland (DCMS), Mr S Catney (ALGAO), Mr N Clubb (RCHME), Mr M Coulter (EHS, NI), Mr D Dawson (MGC), Mr G Foard (ALGAO), Dr J Huggett (ADS), Mrs D Murray (RCAHMS), Ms L Nikolic (RCAHMW), Ms J Owen (SMA), Mr I Shepherd (ARIA), Mr M Stiff (MDA), Mr J Walker (SCAUM), Mr P White (RCAHMW) & Mr T Williams (English Heritage).
Apologies for absence: Mr P Ashmore (Historic Scotland), Ms M Frances/Ms J Elsworth (Cadw), Mr T James (RCHAMW), Dr J Richards (ADS).
1 Introductory welcome
Prof Harding welcomed everyone to the first meeting of the new Forum.
Dr Heyworth explained that the Forum had been established under the auspices of the CBA who had agreed to act as facilitators to bring all the various interested parties together. He explained that the idea of the UK-wide Forum had been proposed during discussions in England on a bid to the Heritage Lottery Fund (HLF) to enhance English Sites & Monuments Records (SMRs). It was hoped that the Forum would encourage cooperation and improve access to archaeological resources throughout the UK.
He noted that all the organisations initially invited had agreed to take part. A list of representatives was circulated.
2 Forum title
Mr Clubb suggested that the proposed title (Forum for Integrating Information Systems on the Historic Environment: FIISHE) was too close to an RCHME group called the Forum on Information Standards in Heritage (England), which used the acronym FISHEN.
It was AGREED that a new title should be sought and Prof Harding asked for suggestions to be sent to Dr Heyworth.
3 Forum membership
The initial list of invited organisations was NOTED.
It was suggested that the following organisations should also be considered for membership: Institute of Historic Building Conservation (IHBC), Association of County Archivists, National Biodiversity Network, Institute of Field Archaeologists (IFA), United Kingdom Institute for Conservation Archaeology Section (UKIC), Scottish Cultural Resources Access Network (SCRAN), National Museums of Scotland (NMS) & The National Trust.
Mr Stiff suggested that the list should be reviewed in the light of the terms of reference which would be discussed later in the meeting. This was AGREED.
Prof Harding suggested that the Irish Heritage Council and the Irish Tourist Board (Bord Failte) should be invited to attend Forum meetings as observers. This was AGREED.
4 Forum terms of reference
A number of suggestions were put forward for amendments to the draft terms of reference.
Mr White suggested that it was necessary to be politically realistic in the light of devolution in Wales and Scotland. He suggested that it would not be possible for any organisation in Wales or Scotland to become involved in a UK-wide initiative which in any way controlled their own development. He recommended that the Forum should aim to facilitate cooperation, but not attempt coordination. This was endorsed by Mrs Murray from a Scottish perspective.
It was AGREED that a revised draft of the terms of reference would be put together by Dr Heyworth and circulated for further comments.
Bearing in mind the likely revisions to the terms of reference it was AGREED that the IHBC should be invited to join the Forum. It was not felt to be appropriate to invite the IFA, NMS and other national museums or The National Trust - though it was suggested that minutes of Forum meetings could be sent to them for information. Dr Heyworth undertook to write to the Association of County Archivists, the National Biodiversity Network, UKIC and SCRAN to see if they would like to participate in the Forum or whether they would prefer to receive the minutes of the meetings for information.
5 Current and prospective developments in archaeological information systems
Dr Heyworth proposed that every organisation should send him a summary of relevant projects in which they were engaged, or which were in prospect. These could then be circulated to all other Forum members for information. Mr Dawson offered to provide a template which could be offered to ensure information was circulated in a similar format. This was AGREED.
Mr Barrett noted that ALGAO, RCHME and EH were currently preparing a framework document under which SMRs would be able to bid for funds to the HLF.
Dr Huggett gave details of the ADS catalogue which was now available in a prototype form to give access to the Scottish National Monuments Record via CANMORE and the RCHME Excavation Index. The Arts & Humanities Data Service (AHDS) catalogue, which linked together the catalogues of the ADS and other service providers, was also now online.
Ms Owen reported that an MGC/SMA Working Party had been set up to consider the recommendations arising from the recent survey of museum archives of archaeological material. She confirmed that the report prepared by Hedley Swain would be published shortly.
Mr Dawson noted that the MGC were preparing an online database of museums and museum collections. He also suggested that the European Union had produced a useful document as a guide to anyone seeking to bid for funds under its Fifth Framework programme. The document was available online and Mr Dawson agreed to provide the URL for Dr Heyworth to circulate to Forum members (http://www.medici.polimi.it/).
Mr Stiff gave details of an MDA project, funded by the MGC, to establish a prototype online 24 hour museum as a gateway to museum collection information. It was hoped to have a demonstration in place by November.
Mrs Murray reiterated that CANMORE was available online, as part of a project entitled Accessing Scotland's Past which was being undertaken with the ADS and would link the NMR to a number of SMRs. She also gave notice of a prospective bid to the HLF which was being developed with ARIA to extend the Accessing Scotland's Past project to get all Scottish SMRs online, improve the quality of their data, and develop online mapping.
Mr Clubb reported that the HLF had approved Stage 1 of RCHME's Images of England project to digitise images of all listed buildings in England. The full project would cost £4m and some £1m of matching funding was required which would almost certainly mean the involvement of private enterprise.
Mr Clubb also reported that RCHME and EH had just signed a contract for a heritage spatial information system, and were involved in a number of experiments to look at the delivery of information.
Mr White noted that in Wales there were a much smaller number of organisations dealing with archaeological information, and they were all Government-funded.
It was AGREED that a 'map' was required to explain the organisational context for work on archaeological information across the UK. This would also help to identify 'black holes' and current overlaps.
6 Future Forum business
Dr Heyworth tabled a draft brief for a consultancy to provide a short 'vision statement' for an integrated information system in British archaeology, and to identify the key components of such a system, together with issues that need to be considered before it can be fully implemented.
Mr White reiterated the difficulty of 'integration' from a Welsh and Scottish perspective and Mrs Murray commented that this had sent the wrong message to some people who surmised that the establishment of the Forum might signify a hidden agenda. Dr Heyworth expressed surprise that this could be read into the brief, but promised to redraft it to take into consideration the factors mentioned in the earlier discussion over terms of reference.
Mr Walker welcomed the initiative and suggested that SCAUM might be able to make a small financial contribution. Dr Heyworth undertook to write the SCAUM Chairman. Mr Walker suggested that it was important not to prejudice the prospective HLF bids.
Mrs Murray suggested that it whilst it would not be possible to perfect the timing for the project, it must take into account developments elsewhere to avoid duplication. She also suggested that the consultant would need some technical expertise. Mr Walker argued that the consultant should provide an end user view and not be too technical, but Dr Huggett suggested that the work had to be informed by the technological potential.
Mr Clubb proposed that the production of a vision statement should be left until a 'map' had been produced. This would show areas that needed further discussion and would allow the ensuing vision statement to be more focussed. This was AGREED.
Mr Williams reported that English Heritage were prepared to underwrite the full costs of the project, but hoped that others would also contribute. Mrs Murray and Mr White both noted that their respective Commissions were not in a position to make a financial contribution, but were happy to provide expertise. Mr Clubb undertook to try and find some funding from RCHME.
It was AGREED that the consultancy would be managed by Dr Heyworth through the CBA, with the guidance of Mr Clubb (RCHME), Mr James (RCAHMW), Mrs Murray (RCAHMS), Mr Barrett (ALGAO) and Mr Dawson (MGC). Technical guidance would be made available through the ADS.
It was AGREED that the consultancy should be advertised through BRITARCH and through Forum members, though the need to make a rapid start was acknowledged. Dr Heyworth undertook to circulate a revised brief for email discussion before moving ahead with the appointment.
7 Date of next meeting
It was AGREED to meet again on 26 October 1998 in Edinburgh, hosted by RCAHMS.
Document last revised: 13 July 1998 by Mike Heyworth