Evaluating the archaeological resource in store

Duncan H. Brown

Head of Archaeological Archives

duncan.brown2@english-heritage.org.uk

3.3. Accessible archives and dissemination

3.3.1. The consensus is that archives are often seen as the end product of a project and that once in store they are left gathering dust and fulfilling no useful function.

REALISING THE BENEFITS OF PLANNING–LED INVESTIGATION IN THE HISTORIC ENVIRONMENT:

A FRAMEWORK FOR DELIVERING THE REQUIREMENTS OF PPS5

A draft report by the Southport Group

3.3.1 The consensus is that archives are often seen as an inconvenient by-product of a project and that once in store they are forgotten and unused.

Evaluating the Archaeological Resource in Store

Informing the Future

Society of Museum Archaeologists

This project aims to provide the facts that will inform discussion of the ways in which to address what is fast becoming a crisis. Information on the quantity of undeposited archive material, the available space in repositories, the relationship between archaeology and other collections in our museums and the character of the users of archive material, will help the profession as a whole to argue the case for particular solutions.

The objectives are to:

update the existing map of collecting areas across England, incorporating boundary changes, while also including information on individual collecting policies

add onto the map the presence of specialist curatorial expertise in archaeological archive management, including provision of security and access

establish procedures for continuing to update the map of collecting areas to inform future enquiries

establish the date of deposition for archaeological archive material in permanent storage, in order to assess whether more material has been collected since the advent of PPG16 and developer-funded archaeology

identify areas of the country where an archaeological resource centre might provide an acceptable solution for the continued provision of access to archaeology collections

clarify the relationship between archaeology and other types of museum collections (e.g. costume, social history etc) to compare the amounts of space available and the levels of supporting expertise

characterise the users of archaeological archives, including universities, archaeological contractors, individual enquirers, school groups, volunteer workers and members of the public

establish the quantity of undeposited archive material currently held at contracting archaeological organisations and with no identified final repository

produce a report that provides up-to-date figures on the size and distribution of the archaeological archive resource, the ways in which it is accessed and the possible ways forward.

The objectives are to:

1. update the existing map of collecting areas across England, incorporating boundary changes, while also including information on individual collecting policies

add onto the map the presence of specialist curatorial expertise in archaeological archive management, including provision of security

and access

establish procedures for continuing to update the map of collecting areas to inform future enquiries.

http://archaeologydataservice.ac.uk/archives/view/sma_map/index.cfm?CFID=33&CFTOKEN=0DC716E4-F703-46DC-9E2ABBED910233BD

http://archaeologydataservice.ac.uk/archives/view/sma_map/index.cfm?CFID=33&CFTOKEN=0DC716E4-F703-46DC-9E2ABBED910233BD

http://archaeologydataservice.ac.uk/archives/view/sma_map/index.cfm?CFID=33&CFTOKEN=0DC716E4-F703-46DC-9E2ABBED910233BD

http://archaeologydataservice.ac.uk/archives/view/sma_map/index.cfm?CFID=33&CFTOKEN=0DC716E4-F703-46DC-9E2ABBED910233BD

http://archaeologydataservice.ac.uk/archives/view/sma_map/index.cfm?CFID=33&CFTOKEN=0DC716E4-F703-46DC-9E2ABBED910233BD

2

establish the date of deposition for archaeological archive material in permanent storage, in order to assess whether more material has been collected since the advent of PPG16 and developer-funded archaeology

Document boxes per year

0

10

20

30

40

50

60

Boxes of finds per year

0

200

400

600

800

1000

1200

Number of projects per year

0

10

20

30

40

50

60

70

80

90

100

1960 1961 1962 1965 1967 1970 1972 1974 1976 1977 1979 1981 1984 1986 1988 1991 1993 1997 2001 2005 2009

Boxes of finds per year

0

200

400

600

800

1000

1200

Number of projects

0

10

20

30

40

50

60

70

80

90

100

1960 1961 1962 1965 1967 1970 1972 1974 1976 1977 1979 1981 1984 1986 1988 1991 1993 1997 2001 2005 2009

Of 7,288 boxes of bulk finds

c. 6,500 collected before 1997

Site archive grading at Southampton Museums

Grade 1 sites with archives that meet current standards

Grade 2a sites with acceptable archives compiled before current standards were put in place

Grade 2b sites with archives that do not meet current standards

Grade 3 sites with archives that are irretrievably below current standards

Potential numbers of boxes of finds for dispersal at Southampton

Find typeGrade

2aGrade

2bGrade

3Totals

Ceramic building material 377

165 38 580

Shell 296 111 120 527

Slag 124 157 14 295

Stone 188 28 66 282

Burnt clay 118 96 20 234

Clay pipe 27 3 8 38

Flint 24 2 1 27

Charcoal 10 6 9 25

Mortar / plaster 17 2 1 20

Total 1181 570 277 2028

3 identify areas of the country where an archaeological resource centre might provide an acceptable solution for the continued provision of access to archaeology collections

An Archaeological Resource Centre is defined as:

An accredited centre dedicated to the collection and curation of archaeological archive material from within a defined area, that is staffed and managed to provide the best possible access to the archaeological resource for the purposes of enquiry, exhibition, learning, research and general interest.

Developing an Archaeological Resource CentreGuidance for Sustainable Storage and Access to Museum Collections

Archaeological Archives Forum

1 Introduction

2 Defining an Archaeological Resource Centre

3 Creating an Archaeological Resource Centre

Phase 1: Preparation Phase 2: Funding Phase 3: Decision-making and project management Phase 4: Design Phase 5: Development Phase 6: Completion

4 Maintaining an Archaeological Resource Centre

Sources of Further Information Useful Contacts

Appendix 1 Summary list of documents required Appendix 2 Case studies of existing archaeological resource centres Appendix 3 Case studies of developing projects

http://www.britarch.ac.uk/archives/aaf_arc_guidance_2010.pdf

4 clarify the relationship between archaeology and other types of museum collections (e.g. costume, social history etc) to compare the amounts of space available and the levels of supporting expertise

5 characterise the users of archaeological archives, including universities, archaeological contractors, individual enquirers, school groups, volunteer workers and members of the public

6 establish the quantity of undeposited archive material currently held at contracting archaeological organisations and with no identified final repository

In many parts of the country, crammed and overstretched local museums are refusing to accept any more finds.

And local government cutbacks are likely to place even more pressure on staff and facilities.

As a result, archaeology units are reaching bursting point with finds and records unable to find a permanent home.

…may be storing over 15,000 boxes of archaeological finds and records on 5,000 sites, at an annual cost of perhaps £0.25m.

http://www.famearchaeology.co.uk/2010/11/fame-highlights-storage-crisis/

7 produce a report that provides up-to-date figures on the size and distribution of the archaeological archive resource, the ways in which it is accessed and possible ways forward

2E2 CAPACITY-LOSS IN LOCAL AUTHORITIES

Economic pressures are intensifying on Local Authorities, the most important organisations in caring for our historic environment. Local Authority historic environment capacity is closely linked to the level of local political support. Resources are under exceptional strain and restructuring and capacity reduction is a reality and likely to accelerate. While options are limited, we need to work together to ensure that the necessary expertise is available to local authorities and that it is sufficient to deal not just with the day-to-day planning casework but also with pro-active plan-making and information gathering so that the sector is

prepared for the inevitable upswing in economic activity when it comes.

5B2 UNDERPINNING LOCAL PLANNING PROCESSES

The government is making changes to the planning system which will lead to both a national planning framework in the form of an overarching policy statement or statements and a greater degree of autonomy for local communities through a Localism Bill expected to be enacted spring 2012. PPS5 puts the historic environment at the heart of spatial planning and makes it clear that understanding significance is the key to successful conservation in both plan making and decision making. EH has an important role as statutory consultee within the planning system (contained in Measure 6) to ensure that the changes proposed by the government are implemented in a way that embeds the principles of PPS5. This Activity will ensure that role is underpinned by appropriate guidance,

toolkits and partnership protocols.

14. Improved standards and better guidance for archive compilation and curation

The AAF updates its existing guidance on the selection and retention of finds with more comprehensive recommendations to include all archive material.

REALISING THE BENEFITS OF PLANNING–LED INVESTIGATION IN THE HISTORIC ENVIRONMENT:

A FRAMEWORK FOR DELIVERING THE REQUIREMENTS OF PPS5

A draft report by the Southport Group

4.2 Procedure ProjectPhase

Action Personnel responsible

Project planning

1 The Project Specification must specify the necessity for a clearly defined selection and retention strategy that takes account local, regional and national research frameworks.

Project executive

2 Consider the research aims and objectives of the project and the research potential of the archive when formulating a selection and retention strategy.

Project managerProject team

3 Consider the requirements of the archive repository and their collection policy when formulating a selection and retention strategy.

Project managerProject team

4 Include in the Project Design a fully formulated selection and retention strategy that sets out a clear mechanism for deciding what should be retained for archiving and how other material should be dispersed.

Project managerProject team

5 Agree the selection and retention strategy, as part of the Project Design, with the Project Executive and the Archive Curator.

Project managerProject executiveArchive curator

www.deepstore.com

Deepstore archive deposition costs

EH box grant per standard box (0.017m³ / c 260x550x120 mm) = £18.10

Ten boxes (1.7 m³) = £181

Deepstore deposition charge for ten boxes = £16

Deepstore monthly charge for ten boxes = £0.96

/ £11.52 p.a.

For £181 ten boxes could be deposited and stored for fourteen years