Professional Documents
Culture Documents
guiding
principles
Robin Letellier
with contributions from
Werner Schmid and François LeBlanc
A guiding principles f r o n t m at t e r
Documentation,
and Information
Management for
the Conservation
of Heritage Places
guiding
principles
Library of Congress Cataloging-in-Publication Data Production Editor The Getty Conservation Institute
Angela Escobar works internationally to advance
the field of conservation through
Editorial Assistant
Letellier, Robin. scientific research, field projects,
Gail Ostergren
education and training, and the
Recording, documentation, and information management for the
Copy Editor dissemination of information in
conservation of heritage places : guiding principles / Robin Letellier ;
Dianne Woo various media. In its programs, the
with contributions from Werner Schmid and François LeBlanc.
GCI focuses on the creation and
Designer
p. cm. delivery of knowledge that will
Joe Molloy,
benefit the professionals and
Guidelines resulting from a workshop organized in 2002 by Robin Mondo Typo Inc.
organizations responsible for the
Letellier and the Getty Conservation Institute (GCI), in partnership with
conservation of the visual arts.
ICOMOS and CIPA.
For further information on the
Includes bibliographical references.
RecorDIM Initiative, visit the Getty
ISBN 978-0-89236-925-6 (pbk.) Web site at www.getty.edu/
conservation/field_projects/
1. Historic sites—Conservation and restoration. 2. Historic buildings—
recordim/index.html
Conservation and restoration. 3. Architecture—Conservation and
restoration. 4. Cultural property—Protection. 5. Historic preservation—
Data processing. 6. Historic preservation—Documentation. 7. Records—
Management. 8. Information resources management. I. Schmid, Werner.
II. LeBlanc, François, 1946– III. Getty Conservation Institute. IV. Interna-
tional Council on Monuments and Sites. V. International Committee of
Architectural Photogrammetry. VI. Title.
CC135.L46 2007
363.6'9—dc22
2007033265
3 How did this book come about? 69 Appendix A: Principles for the Recording of Monuments,
ix Preface Groups of Buildings and Sites
9 Overview 73 Appendix B: Summary of Gaps and Needs Identified
xi Acknowledgments
11 What are we talking about? during the 2002 RecorDIM Meeting
xiii Executive Summary 77 Appendix C: Planning for Recording and Analyzing
13 Why is heritage information required?
Masonry Deterioration: The Fort Henry Project
xv Key Definitions 15 When is recording indispensable?
83 Appendix D: Planning for Recording a Specific Structure:
17 Who is producing information, and who is using it? The Fort Henry Ditch Tower
xvii The Guiding
Principles 87 Appendix E: Summary of Metric Survey Techniques
19 Guidance
for Heritage Documentation
21 How does heritage information fit into the conservation
process? 89 Appendix F: Overview and Evaluation of Information
Management Tools
31 Why recording, and who produces records?
93 Appendix G: Developing a National Heritage
45 What approach is suggested to ensure systematic Information Policy
documentation and good information management?
103 Appendix H: Overview of Existing Charters and
57 How are national heritage information policies and Guidelines
related programs developed?
117 Glossary
149 Contributors
B
against loss and a posterity record
for future generations.
In the companion publication,
Recording, Documentation, and
Because this is how managers come to understand provide administrative data but also include conservation- Information Management for the
the meaning of heritage and recognize its value and related information are increasingly used by heritage Conservation of Heritage Places:
Illustrated Examples, Kate Clark writes:
significance agencies worldwide. “In order to know why a building or site
The better we know heritage places, the more we value is valuable, we need to first under-
Because access to accurate and concise information stand it, and this is neither easy nor
them. In archaeology, the lack of recording is considered
is the basis for conservation planning straightforward. You can understand
to be equivalent to the destruction of discovered remains, what is important by talking to people
and it is evident that the significance of an excavated site A first stage in any conservation project must be the gathering in the local communities and experts;
depends largely on the quality of documented knowledge. and verification of existing documentation. Often, available you can also understand what is
The same concept can be applied to the conservation manage- information is insufficient: measured drawings may not be important by looking at historical
sources, maps and images, and
ment of cultural heritage places in general. Research, investi- accurate enough, building technological studies and histori- literature. But you also need to look at
gation, and conservation activities produce large amounts cal surveys may be incomplete, and condition assessments the site. Historic sites, buildings, and
of unique information that, if recorded and documented may not be up-to-date. Missing information must be gathered monuments contain within them a
properly and made available, will make the heritage place through a preliminary investigation campaign designed to story. It is the story of how they were
more meaningful and enhance its historical, scientific, and respond to open questions, which are critical for defining the constructed, used, and altered over
time. It is a story that may not ever
cultural significance. values to be preserved and the actions to be taken. Only when have been put down in writing.”
all relevant data are at hand is the project team ready to draw
Because heritage information assists managers in a global picture of the precondition, which is the basis for the
performing routine management and maintenance development of an informed conservation plan sensitive to
the significance of the asset.
The availability of updated information describing the nature
and extent of problems in a region or on a single site makes
it easier to identify emergency situations, schedule investiga-
tion priorities, budget conservation needs, and develop
adequate control policies. Expanded inventories that not only
W
places are at risk; or when use changes.
Whenever changes occur or critical decisions are When there is a risk of the heritage place being lost
made about the heritage place or heavily altered
Heritage places undergo continuous change. What we see It is unrealistic to think that we will be able to effectively
today is the result of adaptations, renovations, periods of protect and preserve our entire heritage. Although regrettable,
neglect, disasters, decay, repairs, and conservation. In order we have to accept that an important percentage will be
to understand the condition and significance of a heritage destroyed, irreversibly damaged, or extensively modified in its
place, it is crucial to identify, locate, and document these present layout or function. In literature, the most frequently Fig. 4 Moai on Rapa Nui (Easter
changes. given answer to the why of recording is related to these risks, Island). A computerized inventory
demanding the production of posterity records designed to of the 887 monolithic statues was
Before starting any physical intervention eventually become the primary source of information about prepared to support critical
decisions and for posterity. Photo:
the asset. To be a sort of insurance policy against loss, such
Conservation or rehabilitation interventions are the most Jo Anne Van Tilburg, © Easter
a permanent record must be as complete as possible and Island Statue Project.
common planned changes for which recording, documenta-
include detailed measured drawings and photographic
tion, and information management are an absolute must. In the companion publication, Record-
documentation. New technologies such as laser scanning
A good project documentation is proof of what was the basis ing, Documentation, and Information
make it possible to create high-resolution 3-D models, which Management for the Conservation of
for decision making as well as a statement of account of all
may better fulfill the requirement of documentation. Heritage Places: Illustrated Examples,
interventions carried out, giving conservation managers the
Jo Anne Van Tilburg describes how the
ability to control the process and evaluate results. Moreover, inventory of the 887 monolithic stone
When evidence of the history of a heritage place is
accurate before-, during-, and after-treatment records will statues (moai) of Easter Island (Rapa
revealed
become indispensable references for the next intervention Nui) became a necessity, and how
and a baseline for the monitoring of future decay. The value The implementation of a conservation treatment is a verifica- important it was to create a heritage
information system to preserve the
of reliable project documentation is evident to anybody who tion of our current understanding of a heritage place. New
archaeological record, facilitate the
has dealt with heritage places for which there was nonexis- information often emerges during work on a heritage project. articulation of the cultural identity of
tent or insufficient documentation. Hidden features may be revealed or new details seen for Rapa Nui, and support sustainability
the first time. Sometimes such unexpected discoveries in a tourist-based economy.
require major adaptations in project design. Conservation
E
In the companion publication,
Recording, Documentation, and
Information Management for the
Conservation of Heritage Places:
Everyone involved in cultural heritage research, Reliable heritage records are of prime importance Illustrated Examples, Geofree
management, or conservation is both a provider and Chikwanda describes the recording
for everyone involved in the recording process
of a landscape that embeds the culture
a user of heritage information of those who inhabit the land. The
Although recording may involve intangible issues such as
The recording of information is the responsibility of everyone area was occupied by the legendary
social or economical factors, most aspects to be recorded are
national spirit medium Mbuya
involved in the conservation process. Depending on the type directly related to the physical configuration of the heritage, Nehanda, who was the mainstay of
of heritage place and on specific needs arising from its with the visual medium having a predominant role in convey- the first resistance against colonial rule
makeup and condition, the production of new information ing information. Along with photographs, measured drawings during the early 1890s.
will involve a multidisciplinary team of experts. As a conse- are key components of a heritage record. Their production, To proclaim the landscape a national
quence, the process of recording, documenting, and manag- taken hand in hand with a series of dimensional, topographic, monument, it was necessary to
ing information must be designed in a way to accommodate and structural analyses, is an indispensable part of the delimitate it. This involved the use
a huge variety of data in terms of both content and format. process of understanding buildings and sites. Reliable of survey equipment and the active
participation of the local population.
It is an open and dynamic process in which there is no clear heritage records should be readily available for each heritage
distinction between information providers and information place, as they are a prerequisite at the start of any research,
users. Everybody is taking information out in order to acquire investigation, or conservation activity. Whether it is the
“pre-knowledge” before starting any direct activity on the historian who illustrates building phases, the structural
heritage, and everybody is putting new information in when engineer who produces a survey of cracks, the manager who
the results of the proper work become available. Heritage defines the boundaries of a site, the conservator who maps
managers may be considered prime users due to their perma- decay phenomena, the conservation scientist who identifies
nent contact with a given region or site and their daily the places where examinations were done, or architects and
involvement in project planning, control, monitoring, and planners, all need to spatially refer information to the struc- Fig. 5 A view of the cultural
evaluation. tures and surfaces, thus physically defining the heritage. landscape occupied by Mbuya
Nehanda. Photo: © Geofree
Chikwanda.
How does heritage information fit into the conservation process? guiding principles 21
How does heritage information fit into the conservation process? guiding principles 23
How does heritage information fit into the conservation process? guiding principles 25
How does heritage information fit into the conservation process? guiding principles 27
How does heritage information fit into the conservation process? guiding principles 29
What approach is suggested to ensure systematic documentation and good guiding principles 45
information management?
What approach is suggested to ensure systematic documentation and good guiding principles 47
information management?
What approach is suggested to ensure systematic documentation and good guiding principles 49
information management?
Project Name
Project Duration Project Chat Forum for:
(dates) Researchers
Conservation institutions
International organizations
Fig. 38 Breakdown of the PIC. General public
=
and makes these units readily
available to everyone involved in
the project. This can occur at an
institutional or project team level
through the creation of an Intranet
site, which allows restricted access, The Project Information Container
or through the Internet, which
allows worldwide access to part
of the data. The approach is based
on the use and integration of two
information management tools.
What approach is suggested to ensure systematic documentation and good guiding principles 51
information management?
What approach is suggested to ensure systematic documentation and good guiding principles 53
information management?
What approach is suggested to ensure systematic documentation and good guiding principles 55
information management?
How are national heritage information policies and related programs guiding principles 57
developed?
How are national heritage information policies and related programs guiding principles 59
developed?
How are national heritage information policies and related programs guiding principles 61
developed?
How are national heritage information policies and related programs guiding principles 63
developed?
How are national heritage information policies and related programs guiding principles 65
developed?
A
RECORDING OF held in Sofia, Bulgaria, 5–9 October 1996
MON U M E NTS, G ROU PS
OF BUILDINGS AND SITES
(ICOMOS 1996)
As the cultural heritage is a unique expression of human Records of monuments, groups of buildings and sites
achievement; and as this cultural heritage is continuously at may include tangible as well as intangible evidence, and
risk; and as recording is one of the principal ways available to constitute a part of the documentation that can contribute to
give meaning, understanding, definition and recognition of an understanding of the heritage and its related values.
the values of the cultural heritage; and as the responsibility
for conserving and maintaining the cultural heritage rests not The Reasons for Recording
only with the owners but also with conservation specialists
1. The recording of the cultural heritage is essential:
and the professionals, managers, politicians and administra-
a) to acquire knowledge in order to advance the
tors working at all levels of government, and with the public;
understanding of cultural heritage, its values and its
and as article 16 of the Charter of Venice requires, it is essen-
evolution;
tial that responsible organizations and individuals record the
b) to promote the interest and involvement of the people
nature of the cultural heritage.
in the preservation of the heritage through the dissemi-
The purpose of this document is therefore to set out the nation of recorded information;
principal reasons, responsibilities, planning measures, c) to permit informed management and control of con-
contents, management and sharing considerations for the struction works and of all change to the cultural
recording of the cultural heritage. heritage;
d) to ensure that the maintenance and conservation of the
Definitions of words used in this document:
heritage is sensitive to its physical form, its materials,
Cultural heritage refers to monuments, groups of buildings construction, and its historical and cultural significance.
and sites of heritage value, constituting the historic or built
2. Recording should be undertaken to an appropriate level
environment.
of detail in order to:
Recording is the capture of information which describes the a) provide information for the process of identification,
physical configuration, condition and use of monuments, understanding, interpretation and presentation of the
groups of buildings and sites, at points in time, and it is an heritage, and to promote the involvement of the public;
essential part of the conservation process. b) provide a permanent record of all monuments, groups
B
NEEDS IDENTIFIED DURING
2002 RECORDIM MEETING
RecorDIM is a five-year (2002–2007) international partner- and responsibilities. (Users believe providers are rooted
ship between heritage conservation organizations working in the future; providers believe users are rooted in the
together to bridge the gaps that currently exist between past.) More needs to be done to educate users about
information users (including researchers, conservation available tools and providers about the goals of conser-
specialists of all trades, project managers, and planners) and vation management.
information providers (including photographers, heritage
b) By creating bibliographies, thesauruses, and definitions
recorders, photogrammetrists, and surveyors). Further
There is an urgent need for the compilation of a com-
information on the RecorDIM Initiative is available at www.
plete bibliography of recent publications on heritage
getty.edu/conservation/field_projects/recordim/index.html.
recording, documentation, and information manage-
The following list summarizes the main gaps and needs ment tools, technologies, and applications. (Informa-
identified during RecorDIM Roundtable-1, at the Getty tion is often published as conference or symposium
Conservation Institute in Los Angeles in 2002. These are proceedings but is not easily accessible.)
organized into five prime areas that need to be addressed and
c) By creating focused newsletters
resolved to ensure better communication between informa-
Currently, there is no international periodical in the
tion users and providers.
field that allows experts in recording, documentation,
and information management to share their knowledge
1. To improve perception and communication in
and experience. A communication tool would be an
heritage recording, documentation, and information
effective way to bridge the gap between information
management
users and providers.
a) By information dissemination
d) By establishing integrated professional networks
Very little information specific to the purpose and
Although specialized professional networks already
benefits of heritage recording, documentation, and
exist and provide forums for exchange on specialized
information management is currently being distributed
topics, they need to be strengthened. Multidisciplinary
to and shared between information users and providers.
exchanges are growing in many areas, bringing
Partners need to better understand one another’s roles
C
A N D A N A LY Z I N G M A S O N R Y • Condition photography
D E T E R I O R AT I O N : T H E F O R T • Hand measurements with supplementary photography
H E N RY P ROJ ECT
What tools were chosen, and why?
• Scaled-rectified photography (complemented by
condition assessment) and condition photography were
chosen.
• The combination of these two tools provided the
specific information needed by the client at the lowest
cost possible.
• This type of recording could also be undertaken by site
staff with minimum training (without the presence of
heritage recording specialists at the site).
Fact Sheet
What tools were rejected, and why?
This appendix provides an example of a Heritage Recording
• Stereophotogrammetry was rejected. The high accuracy
Planning Form prepared by recording professionals from
of the technique was not needed, and the complexity
Public Works and Government Services Canada. Its purpose
and skills involved would have required that recording
was to estimate the cost of a recording project commissioned
specialists return to the site every time recording was
by Parks Canada, the client agency responsible for Fort Henry,
needed.
a nineteenth-century British military fortress in Kingston,
• Total station survey of wall surfaces was rejected. This
Ontario, Canada. It illustrates the type of contract format
technique would be more time consuming and result in
generally established prior to recording work to define and
nonphotographic data. The results would be less
clarify the outputs expected and their related costs. The
effective.
following project summary outlines the discussion and
• Hand measurements with supplementary photography
definition of the needs concerning the masonry restoration
was rejected as too time consuming and less accurate
project at Fort Henry.
than rectified photography.
What were the conservation team’s specific heritage
What are the Fort Henry recording activity outputs and
recording needs?
results?
• To produce baseline information for discussing the
• A set of six drawings containing scaled-rectified photo-
masonry problems
mosaics of 0.42 km of masonry walls
• To get a preliminary understanding of the current
• With accompanying standard graphic symbols that
condition of all dry ditch masonry walls at Fort Henry
provide good initial understanding of masonry areas
• To estimate costs for long-term masonry repairs and
and stones that need repair
conservation planning activities
• Supplemented with condition and close-up photos to
What recording tools were considered? better illustrate problems that cannot easily be
• Stereophotogrammetry described by graphic symbols
• Scaled-rectified photography (complemented by • All results compiled into a condition assessment report
condition assessment from conservation professionals)
Note: an example of the ‘CAD overlay’ output is provided on the previous page
Site work
Condition Assessment Using ‘rectified photo elevations’ base maps
for field ‘condition assessment’ work
Office work
Condition Assessment drawings Transfer Condition Assessment results to drawing format
D
A S P EC I F IC STRUCTU R E:
TH E FORT H E N RY DITC H
TOWE R
Fig. D.1 The East Branch ditch tower at Fort Henry, overlooking Lake
Ontario and the mouth of the St. Lawrence River. Photo: Christian Ouimet
© Heritage Conservation Directorate, Canada / Direction de la conserva-
tion du patrimoine, Canada.
Field work
(See list of requirements on the cover
page of set of drawings)
Preparation of drawings
Fig. D.2 Spreadsheet showing the cost estimate for providing the Opposite: Fig. D.3 Cover page of the set of drawings described in the
conservation team with a preliminary record of the ditch tower at Fort Heritage Recording Planning Form in figure D.2. Drawing: Christian
Henry. Illustration: © Heritage Conservation Directorate, Canada / Ouimet © Heritage Conservation Directorate, Canada / Direction de la
Direction de la conservation du patrimoine, Canada. conservation du patrimoine, Canada.
E
S U RVEY TEC H N IQU ES FOR
H E R I TA G E D O C U M E N TAT I O N
F
O F I N F O R M AT I O N
MANAG E M E NT TO O LS
G
H E R I TA G E I N F O R M AT I O N
POLICY
H
C HARTE RS AN D G U I DE LI N ES
This overview provides the recording, documentation, and Importance is also given to investigation and recording skills
information management-related content of the main inter- in the 1993 ICOMOS Guidelines for Education and Training in
national, regional, and national doctrinal texts referring to the Conservation of Monuments, Ensembles and Sites. Docu-
immovable cultural heritage. These documents, arranged in mentation as a basis for site interpretation is a key issue in the
chronological order, confirm the essential nature of heritage 1999 International Cultural Tourism Charter.
information activities within conservation processes and
Of particular value as a reference for this publication is the
highlight key areas of concern in planning for and carrying
1996 ICOMOS Principles for the Recording of Monuments,
out recording work.
Groups of Buildings and Sites, which is the only document to
Very few guiding instruments give a more detailed account of deal specifically with RecorDIM issues. This document was
what should be recorded. Good examples for such detailed instrumental for the development of this publication and is
recommendations or prescriptions are Principles for the reproduced here in its entirety. As most of the quoted docu-
Conservation of Heritage Sites in China (2000) and Standards ments can be found on the Internet, where available, the URL
and Guidelines for the Conservation of Historic Places in address providing their full text is given. The authors are
Canada (2003). The revised Burra Charter of 1999 clearly aware that this overview might be far from complete, espe-
indicates that recording must be a fully integrated part of the cially at the regional and national level.
conservation process, an aspect extended through many
practical examples in the new Illustrated Burra Charter of 1931. The Athens Charter for the Restoration of Historic
2004. Among professional codes of ethics, the code from the Monuments (The Athens Charter)
American Institute for Conservation of Historic and Artistic Athens Conference, 21–30 October 1931
Works (1994) describes in detail the RecorDIM responsibili- (…) c) Value of international documentation.
ties of conservators. The Conference expresses the wish that:
1. Each country, or the institutions created or recognized
competent for this purpose, publish an inventory of ancient
monuments, with photographs and explanatory notes;
2. Each country constitute official records which shall contain
all documents relating to its historic monuments;
Recording, Documentation,
and Information Management for
the Conservation of Heritage Places
guiding principles
T
A Tunisian technician recording
the condition of a Roman mosaic.
Photo: François LeBlanc.
This book explains why heritage managers • By recording, we create a reference for evaluating
must make sure that heritage information is change and add to the understanding of a site.
fully integrated into all research, investigation,
• By documenting, we guarantee that information
and conservation activities. Through the
is systematically collected and preserved for
discussion of basic principles, benefits, and
future use.
new approaches, it assists those in charge
• By managing this information, we make it
of preserving immovable cultural heritage
available and provide a basis for sharing our
by bringing current heritage information
knowledge and understanding.
practices to a new level.
Heritage information is the effective integration
of recording, documentation, and information www.getty.edu/conservation
management, which is indispensable for
informed decision making, facilitates project
planning, and expedites conservation processes.