CIPA 2003 XIX th International Symposium, 30 September - 04 October, 2003, Antalya, Turkey 
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4. THE DOCUMENTATION PROCESS 
4.1 Guiding principles/philosophy 
The heritage recording team leader was tasked with establishing 
how the heritage recording document would be used by the 
identified information users to facilitate project delivery 
requirements. This was achieved at various stages in the 
individual projects. At the early planning stages of each 
project, the project manager scheduled a project start-up 
meeting. Present at the meeting were various players including 
the heritage recording team leader. From this meeting, the 
heritage recording team leader identified potential information 
users. The various information users were then interviewed to 
find out what their respective projects involved, the intended 
deliverables, and how the heritage record might assist them. For 
example, an important requirement for one conservation team 
was to have every stone of the exterior documented to assist in 
the stone condition assessment. Another critical component 
was to document the existing drainage plan of the roof and 
parade square of the Redoubt to aid the conservation 
professionals in their investigation of water infiltration 
problems. Without communication between the various 
conservation teams and heritage recording team leader, these 
elements of the fort may not have been included in a heritage 
recording proposal. Priority areas of the fort had to be identified 
for the heritage recording process. These areas were identified 
in the planning stage by the various conservation teams, and the 
heritage recording team focussed on these priority areas. 
The various consultations established a sound understanding of 
the various conservation teams’ objectives. From this a 
proposal for heritage recording was prepared and presented to 
the project manager. The heritage recording proposal included 
the deliverables, cost, schedule, and team members for the field 
and office work. 
Fig 2: Examples of Heritage Record (Elevation, section and roof plan) 
4.2 Conservation Team Requirements and Deliverables 
The heritage recording proposal included the following 
deliverables: floor plans, building sections, roof plan, and 
exterior elevations for both the Commissariat Stores and the 
Redoubt, and a drainage plan of the roof and parade square of 
the Redoubt. This was intended to be the base documentation to 
support the various conservations teams. 
The conservation team had full access to the digital heritage 
recording documentation, which was available on a LAN (local 
area network). The heritage recording team followed naming 
conventions established in collaboration with the conservation 
team. This assisted various information users to access the 
heritage record without having to communicate directly with 
the heritage recording team. This applied to the final product 
and any other intermediate material that was used in the 
production of the final deliverables. For example, raw images 
used for the production of the rectified elevations were given 
the appropriate location name prior to the transfer from the 
recording field laptop to the LAN. This enabled information 
users access to over 1800 images captured in the field 
documentation process prior to the completion of the final 
heritage record. This was essential due to the fact that parallel 
conservation activities were proceeding in tandem with the 
recording work. Images were divided into 190 named folders 
that most information users understood if they were familiar 
with the naming conventions adopted for the building. 
One specific requirement by some information users was 
the exterior elevations of every stone showing the mortar 
joints, which was to be used for the condition assessment of 
the masonry. The final exterior elevations were of overlaid 
Cad line drawings from the rectified photo elevations. For this 
project, the primary tools used by the information users were 
the rectified photo elevations. These elevations were used 
more often than the line drawings due to the additional 
information provided by the photo, such as stone fractures and 
staining (Fig 3).