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).
