F
Access to the HER
Contributors: Ruth Atkinson, Talya Bagwell, Kim
Biddulph, Duncan Brown, Quinton Carroll, Jill Collens, Paul Cuming, Catherine
Hardman, William Kilbride, Susan Lisk, Dorothy M. Maxwell, Peter
McKeague, Deborah
Overton, Ben Robinson.
F.1 HER information services policy
In section B.1 of this manual HER managers are recommended to develop
policy documents to provide a framework for planning and developing services.
Information services are an important area for HERs and benefit from being
developed within the framework of a information services policy document. This
should cover the following topics:
Audiences
HERs often have an established user base for their information services
of:
·
local government staff offering specialist conservation
advice,
·
archaeological contractors and other buildings and
landscape professionals providing research and advisory services.
Potentially the audience for HER
information is a much wider cross-section of society and many local authorities
have expectations that HERs will offer public services.
The information service policy might set out the HER’s policy both for
serving the established user base and for developing its audience, for example
increasing the number of users and any plans to target identified groups in the
community. The document might also set out the HER’s policy with regard to
consulting existing users and confirming their needs, defining and consulting
potential future users of HER information and identifying barriers to use of
the HER.
Facilities
and service standards
HER managers deliver services directly to visitors and deliver services
indirectly to remote users by telephone, letter, email and the Internet. The
quality of services provided by different means may differ. HERs are also now
expected to meet certain standards of operation, including service standards
and are also required to meet the provisions of freedom of information and
access to environmental information legislation.
The information services policy should set out details of the services
available including:
·
In office facilities available for users
·
Outreach and remote service standards
·
Response times, quality and quantity of services
offered.
In addition, the policy document should define the standard that the HER
has reached, and what steps need to be taken in order to reach a higher
standard of service. These steps should include the development of new
services, or necessary changes to services to address barriers to use of HER
information.
Access
and charging
HER operations may be constrained in provision of information by the law
and may also be required to cover an element of the costs for provision of
information services.
The information services policy document should include a clear
statement of the HER’s policies relating to access to HER information and
associated charges within the context of its local authority’s policy in this
area. This statement should make reference to the Freedom of Information Acts
(Freedom of Information Act 2000 (The Stationery Office 2000), Freedom of
Information (Scotland) Act 2002 (The Stationery Office 2002)), the Data
Protection Act (HMSO 1998), Environmental Regulations (The Environmental
Information Regulations 2004 (The Stationery Office 2004a), The Environmental
Information (Scotland) Regulations 2004 (The Stationery Office 2004b)) (, each
of which is covered separately elsewhere in this document (Section F.5). In
respect of copyright the statement might make reference to recommendations
relating to copyright charges and the uses of information (ACAO 1993), or to
other authoritative works on intellectual property rights in the heritage
sector (for example Wienand et al, 2000).
F.2 HER audiences
Potentially there are many different types of HER user, from
professionals within
the heritage, environment and other sectors, amateur researchers (both
individuals and groups), those within education and casual users with a passing
interest in a specific question or location.
As HERs are encouraged to make a greater variety of information more
widely available through different media and also to promote their services
beyond traditional users, this diversity will rightly increase. Different members of an HER audience will
want different levels of information, have very different reasons for wanting
that information and will use the information in specific ways (see section F.7
for guidance on Audience Development).
Each user will also have a different level of understanding
of the basic concept and role of an HER and what they can reasonably expect to
gain from using it. Some will have an
established relationship with an HER extending back many years, and indeed may
have contributed significantly to its content, whilst for others this will be
the first time they have ever encountered the resource. Each user will thus
have specific needs, require different levels of support from HER staff and
will have varying deadlines to meet. At the outset of each query the HER
officer should find out any timescale to which the user is working.
HER staff need to be able to deliver effective service to
all users whilst managing other demands on their time. Benchmark 1.2 ‘Access to Services’
recommends that HER officers set a specified response time to enquiries, this
should be viewed as an ideal maximum response time. Grouping users into
categories may assist an HER officer in considering the requirements of an
individual enquiry whilst prioritising and managing service delivery.
The following user types are a very
general guide to users’ potential requirements, capabilities, motivations and
interests.
Local Government conservation
users
This group work within the local heritage sector and have an
in-depth understanding of their local HER and a close working relationship with
it. It includes those employed within local government such as local authority
archaeologists, planners and conservation officers, museum staff and staff of
the local Portable Antiquities Scheme. This group usually require little, if
any, supervision and assistance but do require rapid access to the resource.
Rapid access could be achieved through an intranet. Access to and knowledge of information relevant to the enquiry
contained within any backlog is also required.
Other heritage professionals
This group comprises those professionals working within the
heritage sector externally to local government. It may include archaeological contracting units, archaeological
consultants, environmental consultants, and members of national bodies such as
English Heritage and The National Trust and secondary and tertiary education
professionals. They will usually have an understanding and experience of HERs
in general and in interpreting HER information but perhaps not the specifics of
an individual HER. This group may require varying levels of assistance and
supervision and will have quite specific and focussed information needs.
Response time is likely to be a high priority for this group.
Other professionals –
planners, consultants, countryside managers, academic
This group require HER information for professional purposes
but may have limited or no experience of using the resource and a limited
concept of HERs. It includes local
authority planners, countryside managers from organisations such as the Farming
and Wildlife Advisory Group (FWAG) and the British Trust for Conservation
Volunteers (BTCV) and planning consultants and may also include certain
education professionals such as primary and secondary school teachers. Assistance in understanding the concept of
HERs, in formulating queries and interpreting data is likely. The information required will often be
geographically or period specific.
Response time is likely to be an important factor for this group.
Amateur researchers
This group includes members of local societies and
interested individuals. They may have a
long history of working with HER information and an in-depth understanding of
it. Where this is not the case the user
may require significant initial assistance with how the HER works, how to frame
queries and how to interpret data. They will normally have focussed and
specific queries that require focussed and specific answers as well as access
to primary material and accurate references for further research. Response time is likely to be a lower priority
for this group.
Students
This group includes school, college and graduate level
students. Familiarity with HERs in
general is unlikely and as students are often answering quite specific
questions a high level of assistance may be required to retrieve and understand
the appropriate information. These
users will often want access not only to HER records but primary material and
detailed references. Additional assistance in directing the user to other
specific resources is also likely. The
importance of response time for this group will be set by academic deadlines.
Casual users
This group are often using the HER as a one-off experience
and will have little background knowledge of the resource. Indeed the query may be passed on from a
colleague in a different service area or department. Queries from this group of user are generally simple requiring a
simple answer. These users normally
require copies of specific record entries and relevant references. There are normally no time deadlines. Casual users may return to the HER as an
amateur researcher.
This section offers guidance on the types and standards of
information services offered to HER users.
Existing arrangements within HERs, standards to be used and government
anti-discrimination legislation are discussed. HERs will
also need to work within the constraints of corporate policies and standards
for service provision.
In order to successfully deliver HER services to a diverse
audience adequately trained staff are essential. An HER should have an identified staff resource that is
appropriate for the level of service being delivered. Staff should understand
and be able to impart appropriately their knowledge of HER systems, HER
information and the local historic environment. Basic skills of information retrieval, interpretation and
presentation are paramount. An understanding of user requirements, how best to
assist each user and when and where to refer a user for additional information
are important.
Training of staff is vital to ensure this successful
delivery of service. Training should
cover the information systems used, general aspects of the local historic
environment, research resources, communication skills, equality and diversity
awareness training, with focus on specific areas if appropriate (for example
disability, ethnicity) (see section F.3.4 below). Training may occur on the job, by e-learning or through courses,
conferences and seminars.
To maximise the use of an HER users should be made aware of
the times during which visitor access to the HER office is possible. HER managers should ensure that details of
formal opening hours and appropriate arrangements at other times are published
along with any charging policy and contact details. This information should aim to reach all potential users and may
be on leaflets, posters, and Internet or intranet sites.
All visitors coming to use the HER should be provided with a
desk or table on which to work.
Benchmark 1.2 recommends that this area be supervised, appropriately
equipped and that facilities such as copying should be available. Access to map, photographic and documentary
aspects of the HER should be provided, ideally with appropriate guidance in
understanding and interpreting such sources.
To assist users in consulting this material, equipment such as sheet
magnifiers and stereoscopes might be provided.
Where an HER has a digital component, such as a database
and/or GIS, or indeed a dedicated website, access appropriate to the query,
user and format of that component should be considered. Direct access through a
computer terminal might be offered to those familiar with the information
system. Where the information system is
for trained and not casual use a simplified user-friendly interface might be
designed to make it easy to frame specific enquiries. This interface may also be suitable to provide remote access from
museums, libraries or via the Internet. (See sections F.7, F.8)
HERs with online facilities should make it clear that their
online resource is unlikely to consist of everything contained within the
office, paper-based HER, all will contain image collections, maps, primary
sources and ‘grey literature’.
In line with current government agendas of
social inclusion and access for all, access to HER services should be available
for all. ‘Access’ within this context
has a broad definition encompassing access to information, facilities/services
and buildings. Failure to take reasonable steps to
address such issues could carry legal implications. Access and quality of service provided
by the HER must not be dependent on a person’s gender (including caring
responsibilities), race, age or disability.
Relevant legislation ensuring equal access to HER services includes the Sex Discrimination Act (SDA) 1975, the Race Relations Amendment Act (RR(A)A) 2000 and the Disability Discrimination Act (DDA)
1995. It is not enough for an
organisation to have a statement that it is committed to eradicating
discrimination. It should be supported
by a clear and explicit implementation plan.
Remember, a lack of demand may actually be a low
expectation from a group with a history of receiving low customer care. Alternative ways of reaching out to a group
may be needed such as disability forums and other consultation.
Disability Discrimination Act
The final part of the Disability Discrimination
Act 1995, Part III, implemented on October 1st 2004 concerns access
to goods and services (HMSO 1995).
Knowledge of, and compliance with, this legislation should be a high
priority for HERs. Specific guidelines
concerning the implications of the DDA and how best to implement appropriate
change can be obtained from the Disability Rights Commission, as well as other
specialist organisations such as the Royal National Institute for the Blind
(RNIB), the Royal National Institute for the Deaf (RNID).
In short, however, HERs should be aware that the
act applies to all organisations that provide goods, facilities and services to
the public or a section of the public, whether for payment or free of
charge. Refusal to provide a service,
providing a lower standard of service, providing a service on less favourable
terms and not making reasonable adjustments to enable a disabled person to
fully use your service are all unlawful.
From October 1st 2004 one of the
‘reasonable adjustments’ expected from the service provider in order to comply
with the Act has included the possibility of physically changing a building to
ensure access for all. Failure to
comply with the Act may result in a County Court judgment forcing the service
provider to make the necessary adjustments and awarding damages to the complainant. It is recommended that where HERs receive
public visitors a disability access audit be undertaken. It is also advisable that front line staff
dealing with the public receive disability awareness training.
The Equalities Team at Somerset County Council
have produced a ‘Disability Guide’ which covers a broad range of material from
information about the Act itself to property management issues through to
specific communication needs of people with disabilities, equality training
providers and useful contact details.
This can be found at www.somerset.gov.uk/equalopportunities
Access to information
In order to widen access to all HERs should also
be able to supply, on request, information in alternative formats appropriate for
those with disabilities or with a specific language requirement. This may be in large print, languages other
than English, Braille, tape, or total communication, a communication
system using signs/symbols, pictures and gesture/visual expressions predominantly
for people with learning disabilities. All
documents produced for the general public should have a strap line stating the
alternative formats available.
The RNIB can supply a
‘See it Right Pack’ that gives guidance on designing, producing and planning
for accessible information for those with sight impairments. All information, no matter how it is to be
received, should be presented in clear, understandable language. The Plain English Campaign has produced some
useful guides to assist with this.
It is important to remember that producing
documents in different formats or translations in advance will not ensure
equality access to services. Not only
is this a costly exercise, it may be unnecessary. It is more important for staff teams to be knowledgeable of the
needs of their ‘customer base’, confident about the different processes for
arranging alternative formats/translations and to be able to do this quickly
and to be trained in equality and diversity to meet the needs of their
customers more effectively. Panel 11 gives a model policy statement on access
to buildings, facilities, services and information and an example of assessment
of disabled access is given in panel 12.
|
Panel
11: Model policy statement, access to buildings, facilities, services and
information |
|
All HER Users can expect: ·
to be able to use the services available to the public including
facilities, buildings, spaces, furniture, equipment, transport etc; ·
reasonable changes to be made or extra equipment used to help
solve the problem, on request, if services are not accessible to them; ·
to know when changes are permanent so that they do not have to
ask every time they want to use the service ·
to be treated fairly, with respect, dignity, and understanding
by anyone working for the HER or
working on behalf of the HER. ·
to be able to read, see or hear (on request) all information
given by the HER in the way that they normally communicate. ·
any language and images used to be positive and free from
stereotypes and discrimination. |
|
Panel 12: Example of an assessment of
disabled access (Buckinghamshire HER) |
||
|
Disability / Impairment |
Visitors |
Online Users |
|
Deaf /
Hearing impaired |
·
HER
Officer qualified in BSL (level 1). ·
Written
information about the HER can be provided with advance notice. |
N/A |
|
Visually
impaired |
·
Hand-held
and full-page magnifiers available. ·
Digital
text or data can be produced in a variety of colours and fonts. ·
Paper
records can be supplied as enlarged photocopies. ·
Limited
amounts of information can be read aloud to users. |
Website
designed to be user-friendly to visually impaired users: ·
Scalable
fonts available. ·
Text
labelling for all photographs, drawings, diagrams and so forth. ·
Sympathetic
layout and use of colour. ·
Compatible
with voice-synthesiser software. |
|
Disabled
/ Mobility impaired |
·
Access
ramp to be provided. ·
Doors
to main office sufficiently wide for wheelchair access. HER information to be
provided at staff desk in main office. ·
Wheelchair
users to offered alternative of HER information provided at Centre for Bucks
Studies where ramp, full disabled access and disabled toilets available. |
N/A |
|
Learning
impaired |
·
HER
Officer available to interpret information and explain technical terms. |
·
Easy
to use website. ·
Use
of accessible language. ·
Use
of images. ·
Thesaurus
for technical terms. ·
Provision
of interpreted thematic modules. |
|
Non-English
language speakers |
·
Written
information about the HER can be provided in advance for users to obtain
translations. ·
Photocopies
of paper records can be supplied for users to take away and obtain
translations. ·
BCC
staff may be available to provide limited non-technical translations (there
is an informal register of BCC staff able to provide help with non-English
languages). |
·
Summary
information about the Unlocking Buckinghamshire’s Past Project to be
available in major European and ethnic minority languages. |
Useful sources
of Further Information
Equal Opportunities
Commission www.eoc.org.uk
Commission for Racial
Equality www.cre.org.gov.uk
Disability Rights
Commission www.drc.org.uk
Disability
Discrimination Act www.disability.gov.uk http://www.direct.gov.uk/DisabledPeople/fs/en
Royal National Institute
for the Blind
www.rnib.org.uk
Royal National Institute
for the Deaf
www.rnid.org.uk
Language Line (Telephone
Translation Service)www.languageline.co.uk
RNID Typetalk service
for those using ‘text’ phones (or Minicom) http://www.rnid.org.uk/information_resources/communicating_better/typetalk/
Campaign for Clear
English http://www.plainenglish.co.uk
F.4 Access
and charging policies
| F.4.1 Public information | F.4.2 Commercial value of HER information | F.4.3 Acceptable use | F.4.4 Copyright, database right and licensing |
It has been
recommended that HER officers develop and implement an access and charging
policy (ACAO 1993). Such a policy
should be made explicit to all users and depositors of information. A clear formal access and charging policy
should state the information available from an HER, what information may be
withheld, the reasons for this, any charges that requesting HER information may
incur and any information expected from the user in order for them to access
the HER. Establishing a user’s
declaration form, perhaps in conjunction with Benchmark 1.3’s goal of
maintaining a register of users, could prove a useful tool in monitoring
interest in sensitive sites.
F.4.1 Public information
HERs should
be considered public information, having been compiled through national and
local government funds and should aim to provide access as fully as is possible
to all users. However the dual role of
the resource in also supporting planning and conservation matters may mean that
in certain circumstances full access to information for all users could be
limited. The archaeological results
contained within fieldwork reports produced in support of planning applications
are public information and cannot be withheld.
It is the responsibility of the depositor to ensure no commercially sensitive
information is available within the report.
Personal information held within HER documents is covered by the Data
Protection Act regulations and should be withheld.
F.4.2 Commercial value of HER information
Since the
introduction of PPG16 there has been a substantial expansion in the volume of
enquiries from developers and consultants and HER information has acquired a
commercial value. Some HERs have
considered charging for access to information. In England and
Wales it has been established through the courts that it is illegal for local
authorities to charge for accessing information for pre-planning-application
discussions between council planning officers and developers (McCarthy and
Stone vs. London Borough of Richmond, ACAO 1993). No directly similar case has been brought before the Scottish
courts, although the McCarthy & Stone case has been used as supporting
evidence in other successful cases against Scottish local authorities re the
legality of charges for information - SPH (Scotland) Ltd v The City of
Edinburgh Council 2003 CA13/03 and Stirrat
Park Hogg v Dumbarton District Council 1996 SLT 1173.
Whilst HERs
should not charge for ‘information’, reasonable costs could be recovered,
when dealing with commercial users, by charging for staff time and the cost of
replicating and sending the information to the user. Recovery of costs from all users for photocopies, photographs and
other copy materials is common practice.
F.4.3 Acceptable use
HERs may
contain information of a sensitive nature such as the accurate location
information of vulnerable sites or the personal details of individuals. HER
officers could consider including a deliberate time lag in certain cases if sensitive
information is being made widely available to all users. It may be necessary that the locational data
of certain sites is less precise than others.
This issue is especially pertinent when making HER information available
over the Internet, where users may be less easily monitored. ALGAO advices that those HERs in receipt of
Portable Antiquities Scheme Data should use a NGR of no more than four figures
if published online. Benchmark 1.2
(Chitty 2002) ‘Access to Services’ advises that where remote access is provided
to the HER it should be a ‘read-only’ facility and capable of blocking access
to sensitive information.
Images
Images held within the HER are also the subject of several
access issues, especially where they are ‘published’ on the Internet. Any
images of children must have express parental permission. Any image that reveals an individual’s
identity should not be used without their permission. Car number plates should not be visible without the owner’s
permission. Images should only show property visible from a public right of way
unless the owner’s permission has been sought and given. Experience of the ‘Images of England’
project (http://www.imagesofengland.org.uk/)
has demonstrated that even this policy is unacceptable to certain property
owners who may have security and privacy concerns. Consequently even images taken from a public right of way may be
withdrawn as a courtesy. The way that
people are depicted should also be considered in terms of negative images and
discrimination.
Promoting acceptable and responsible use of HER information
to users prior to allowing access to HER information should also be
considered. A document highlighting the
role that HERs play in the important task of conserving and preserving the
historic environment should instil in users feelings of a collective
responsibility in this process.
HER managers are recommended to seek
legal guidance from their local authorities on this issue. Managers should be aware that policies to
restrict the access by certain groups of people to information might be viewed
as discrimination. User declaration
forms are recommended because they both provide a clear statement to users and
also form basis for action should any breach come to light. Examples of these
forms are available on-line, such as: http://www.gloucestershire.gov.uk/index.cfm?articleid=10033&detailid=&contactid=&articleaction=form&formid=1219
http://www.cornwall.gov.uk/media/pdf/8/o/her_users_declaration_form_1.pdf
F.4.4 Copyright, database right and licensing
Control of intellectual
property rights (copyright, database right and licensing) are complex legal
areas in which this manual can only give common-sense guidelines. HER officers
can find out more about these issues either by consulting published works
(see References Section H) or their
local authority’s legal advisors.
Copyright
The main
legislation governing copyright issues, as amended by various additional
regulations, is the Copyright, Designs and Patent Act 1988 (UK wide). This
specifies the rights of creators of dramatic, artistic (including photography),
sound recording, broadcast and artistic works. To qualify, the work must be an
original work, or a published edition of works, involving labour, skill or
judgement. Copyright in the UK is automatic – it does not need to be specified
on the work itself. However, the law in
the UK is currently likely to undergo subtle amendments following the adoption of a recent EU
directive that seeks to harmonise copyright regimes across Europe. This is
likely to impact on definitions of ‘fair dealing’, restricting the current fair
dealing exemptions to ‘non-commercial’ uses.
The creator
of the work is awarded a number of rights relating to their work, preventing
the uncontrolled copying, distribution, sale, renting or performing of the work
in a range of medias, including on-line. Copyright is a property right, so can
be transferred – bought, sold or inherited – meaning that the creator and
copyright holder can be different people.
In addition, the creator of a work retains an inalienable and perpetual
‘moral right’ to be identified as the originator, and to prevent distortion or
mutilation of the work. These two
rights, together with a number of others such as patents and publication
rights, are often referred to collectively as intellectual property rights.
Copyright is of limited duration:
·
Literary, dramatic, artistic
(including photographs) or musical works
Copyright
lasts for 70 years from the year of the author’s death, or, if the author is
unknown, the date when the work was made available to the public by, for
example, performance,
exhibition.
·
Typographical arrangement of
published editions
Copyright lasts 25 years from the date of publication.
·
Films
Copyright lasts 70 years from the death of the last principal director, author or composer or, if these people are unknown, from the date when the work was made available to the public.
·
Sound recordings and broadcast works
Copyright lasts 50 years from the date when the work was
made available to the public.
As a
general rule, any use of a work which involves its copying and occurs within
the duration described above is a breach of copyright. This blanket restriction comes with strict
penalties, but it also has a number of exceptions sometimes referred to as
‘fair-dealing’. Fair-dealing allows the use of copyrighted material for defined
purposes. Limited uses of copyrighted works are permitted provided that it is
for personal non-commercial research and study, teaching in schools, judicial
proceedings, criticism and review or reporting current events. Even if the above criteria are met, however,
if the copying involves making multiple copies or copying large amounts of materials,
then it may still be necessary to obtain permission from the copyright holder.
It is usually necessary to acknowledge the copyright holder appropriately.
Failure to honour copyright could lead to a court injunction
to prevent the misuse, an order to deliver up the infringing goods or damages
for copyright infringement.
Database right
There are two aspects of copyright law which relate to
databases:
·
Normal copyright
As explained above, the normal provisions of copyright law apply to the information content of databases and copyright remains with the authors of the data. Where the originator of the information is the HER, then copyright resides with the HER. If material has been copied into the HER from another source (assuming that permission has been obtained) then copyright resides with the original author. In addition to this, however, the creation of the database itself earns copyright on the database even if the data is derived from copyright-free sources. As with literary or artistic works, the duration is for 70 years.
·
Database right
Database right applies to databases that may not be covered by normal copyright but which may nonetheless be commercially valuable. It lasts for 15 years from the creation of the database. Database right can be extended if an altogether new database is created, albeit based on the first, following substantial new investment. The main point is to protect database owners from systematic extraction of parts of the database for purposes that conflict with the usual use of the database, even if they don’t infringe normal copyright.
Licensing
Licensing
provides suppliers of information with a means of controlling the use of that
information. The license is legally enforceable but limits the rights of both
the supplier and the user.
HERs are
normally involved in a number of licensing arrangements. Those that impact on
HER work most significantly are licensing arrangements with the Ordnance
Survey, for map data of various kinds, or with national agencies for the supply
of information from the NMRs and for other datasets such as the Thesaurus of
Monument Types. Other datasets recently supplied under license include the
Defence of Britain project data and HERs may have signed local licenses for
other datasets.
License agreements
will usually place restrictions on the use of the information and these can
often be severe. The English Heritage NMR license imposes limitations on how
NMR materials may be referenced in the HER, how they may be passed to third
parties, what uses they may be put to and also requires HERs to submit user
figures to English Heritage on a quarterly basis.
HERs may
wish to consider creating a user license
for their own data in order to permit the use of materials held within the HER
which are subject to copyright and database right. Similarly, HERs may wish to
create a deposit license that sets
out the HERs legal rights and conditions of use of materials deposited with the
HER.
An example of a deposit license is provided by the Arts and
Humanities Data Service:
http://www.ahds.ac.uk/archaeology/depositing/index.htm
Implications for HERs
Dissemination of materials
Because
copyright does not need to be asserted, almost all of the archaeological
reports held by HERs are copyright, usually owned by both contractor and
developer, even if there is no copyright statement attached to them. Similarly, articles in journals and
monographs will also be copyright. HERs should be careful, therefore, in
controlling to whom they transmit copies. Where the material is copyright they
will have to be sure that the purpose of the copying is non-commercial.
Particularly problematic will be the status of archaeological contractors.
These will often be non-commercial in themselves, but if undertaking work for a
commercial developer then the purpose of their work counts as commercial.
Copyright
is in fact more restrictive than many people think and includes issues such as
photocopying for office use. The British Library website provides a useful
review of potential copyright scenarios.
(http://www.bl.uk/services/information/copyrightfaq.html)
Incorporation of materials into HER records
HER
managers should be aware of copyright restrictions when incorporating materials
into HER records. Copying sections of archaeological reports or journals into
HER records without permission not only risks copyright infringement, but would
also prevent the HER passing on the records to third parties. Citing the author
is no substitute for obtaining proper copyright permission, nor should
copyright be assumed to have lapsed if the publisher is no longer in business.
The Book Trust provides a useful guide for tracking down copyright holders
http://www.booktrust.org.uk/about/faqs.php
HER databases and database right
Many HERs
use commercial software as their main HER database, most frequently HBSMR
supplied by exeGesIS SDM Ltd. Increasingly, HERs need to manipulate tables
within their database in order to supply information to users in an appropriate
form. Similarly, many HERs are creating websites to disseminate data in
web-databases that may, in some cases, be derived strongly from their main HER
database. This raises the issue of whether by manipulating and adapting their
databases, HERs may be infringing database right. In most cases this will not
be so, as extracting data from databases for conversion into a new format is
usually permissible, but the issue does reflect the complexities of copyright
and database right. HERs are advised to take appropriate advice from their
license issuers before commencing, or declining to commence, substantial work
on their databases.
Copyright and the internet
Under UK
law, the Internet is regarded as simply another publishing medium and all
normal copyright restrictions apply. HERs wishing to publish materials on the Internet,
or to use materials from the Internet, should ensure that they have the proper
permissions. The UK Patent Office recommends that web-publishers mark each page
with the internationally recognised © symbol followed by the name of the
copyright holder and year of publication
Recommendations
·
Never copy information into publicly
accessible records unless you are sure of your right to do so
·
Always ensure that originators and/or originating
organisations of that information are credited
·
Always ensure that copyright notices are
attached to any items for which third-party copyright applies
·
Never pass copyright information to third
parties unless your license specifically allows it
·
Before
creating applications derived from your HER database, discuss your plans with
the license issuers to ensure database rights are not infringed
·
Check
the terms of all licenses to which you are a signatory
·
Consider
whether issuing users of HER information with a license would be beneficial
General references
Wienand, P, Booy A and Fry, R (2000) A Guide to Copyright for Museums
and Galleries, Routledge
http://heds.herts.ac.uk/resources/papersI.html
F.5 Legislation
applicable to the gathering, storage, use and supply of archaeological
information
In recent
years, a number of major pieces of legislation have been introduced which
affect how HERs can gather, store, maintain and supply information. This
legislation is predicated on two principles : that information held by central
or local government should be made as widely available as possible but that
personal information held by these authorities should remain closely controlled,
and where necessary, confidential.
Three pieces of legislation are of particular relevance.
F.5.1 The Data Protection Act (1998)
The Data
Protection Act (HMSO 1998) is concerned with both manual and automated personal
data. All automated data must already be compliant as must manual data added to
existing systems since October 1998. Manual data processed before October 1998
is, however, exempt until 2007. ‘Personal’ data is defined as data relating to
a living individual who can be identified from those data or by a combination
of those data and other information held by the ‘data controller’ for example
the local authority.
The Act
identifies a number of principles that should govern use of personal data.
These stipulate that people should know what information is being gathered,
why, and what it is to be used for. It must be accurate, held no longer than
necessary and must be stored securely.
Before personal data can be processed (recording, holding or carrying
out any operation on the information) the subject must give permission, the
processing must be deemed (or demonstrated to be) necessary to carry out a legal or
financial obligation or for ‘the exercise
of other functions of a public nature carried out in the public interest’.
Extra provisions apply to ‘sensitive personal data’ – information relating to
the racial/ethnic origin of the subject, political opinions, religious beliefs,
trades union membership, physical or mental health, sexual life or criminal
record. Processing of sensitive
data requires either explicit consent or a legal basis from schedule 2 of the
Act plus one from schedule 3.
Under the Act, individuals have a number of rights:
·
Right
of subject access (that is to information about themselves). A request
must be made in writing and there is a fee involved.
·
Right
to prevent processing likely to cause damage/distress or for direct marketing
purposes
·
Right
to prevent automated decision-making
·
Right
to compensation for contravention of the DPA
·
Right
to enforce blocking, erasure or correction of incorrect data
·
Right
to request an assessment of our service in terms of DPA
Contravention of any of these rights could lead to
prosecution and the Data Commissioner has extensive powers to investigate and
enforce the DPA.
Implications for HERs of the Data Protection Act
In most HERs there is little personal information of any kind,
particularly structured information.
Within development control files, information submitted as part
of a planning application remains in the public domain. Information submitted
for other reasons, for example pre-application enquiries, which may not be in
the public domain, is not exempt and so would have to be assessed for whether
it meets the DPA principles or not.
Nevertheless, there are a number of
precautionary actions that HERs may wish to carry out:
·
assess the extent of personal information in files for
direct risk, that is stand-alone and indirect risk, that is, in combination
with other information held by the organisation
·
remove redundant or unnecessary personal information
·
de-personalise information using organisation names
where relevant
·
put a data protection clause in future specifications
and contracts
·
put a data protection clause plus padlock symbol in
questionnaires/forms
·
prepare checklist for handling personal data
·
establish a procedure for dealing with
Subject Access Requests as such requests are time limited and clear procedures
could help reduce delays.
F.5.2 The Freedom of Information Act (2000), The Freedom of Information
(Scotland) Act 2002
The Freedom
of Information Acts (The Stationery Office 2000 and 2002) provide a general
right of access to all types of information held by public authorities whilst
permitting a number of exemptions from that right. They came fully into force
on 1st January 2005.
Under the
Acts, any person may make a request to the public authority for information
and, unless the information is exempt, it must be supplied in a form of the
applicant’s choice. Even if the information is exempt, however, the authority
must consider whether it is really in the public interest to withhold it and
this spirit of accessibility is what underlies the Act. Public authorities are
strongly encouraged to adopt a liberal approach to information and make it
available unless limiting access is truly necessary.
The only exemptions likely to be relevant to HERs are:
·
information
intended for future publication
·
information
affecting commercial interests, which is exempt if its disclosure under the Act
would, or would be likely to, prejudice the commercial interests of any person
(including the public authority holding it)
·
information
provided in confidence, if the disclosure of that information was actionable
·
environmental
information (as this can be accessed via the Environmental Information
Regulations (see F 5.3)
In addition to the exemptions, a Freedom of Information Act request does not
have to be complied with if insufficient information is passed to the
authority, if the enquirer has not paid the required fee, if the enquiry is
vexatious or if the information has already been supplied. Moreover, if the
supplying of the information requested would contravene the DPA, then it must
not be complied with. The Data Protection Act takes precedence over the Freedom
of Information Act.
The Acts are meant to work in tandem and complement each
other. If a request is received under
FOI for information which includes personal data then all that happens is that
the personal data drops out of FOI via section 40 (FOI). The person making the
request would have to be told to apply for this detail under the DPA, if it was
their own personal data. If the
personal data relates to third parties a release of information under FOI may
be made, provided that the third party data is treated according to the principles
of the DPA. In practice this is probably going to mean redaction. However, it may be possible to release some
of this third party data un-redacted if that would serve the public interest
more than the redacted version. To determine this it would be necessary to
apply the FOI public interest test.
F.5.3
The Environmental Information Regulations (2004), The Environmental Information
(Scotland) Regulations 2004
Any request
for environmental information held by a public authority or a body carrying out
a public function is technically a Freedom of Information Act request in the
first instance. Section 39 of the Freedom of Information Act then exempts
environmental information from being dealt with under the Freedom of
Information Act and stipulates that it should be dealt with under the
Environmental Information Regulations 2004. (The Stationery Office 2004a and
2004b).
The provisions of the Regulations are similar to those
for the Freedom of Information Act but comprise a slightly different set of
rights and exemptions. In particular
the draft Regulations permit the withholding of information where its release
“would adversely affect the environment to which it relates”.
Whether
requests for historic environment information fall under the Freedom of
Information Act or the Environmental Information Regulations will depend on how
they are phrased and exactly what information is being sought. The Information
Commissioner has stated that they could fall under either. As more cases occur
this will become clearer.
The definition of Environmental Information is very wide and
includes written, electronic, visual or audio information on:
1. the state
of the elements of the environment, for example air, atmosphere, water, soil,
land, landscape and natural sites, biological diversity and its components,
including genetically modified organisms;
2. factors
affecting the environment for example substances, energy, noise, radiation or
waste, including radioactive waste, emissions, discharges and other releases;
3. measures
(including administrative measures) and activities affecting or designed to
protect the environment for example policies, legislation, plans, programmes,
environmental agreements;
4.
reports on the implementation of environmental legislation;
5. cost-benefit
and other economic analyses and assumptions used within the framework of
environmental measures and activities;
6. the state
of human health and safety, including the contamination of the food chain,
conditions of human life, cultural sites and built structures in as much as
they are affected by the state of the environment, or factors, measures or
activities affecting the environment.
The main points of the EIR are:
·
requests do not have to be made in writing, unlike under the
Freedom of Information Act.
·
that
information can only be withheld if the public interest in doing so clearly
outweighs the public interest in disclosure
·
that
enforcement powers are given to the Information Commissioner
·
that a
20 working day deadline is stipulated for responding to requests
·
that a
schedule of fees be declared
·
that
the rules apply not only to public authorities themselves but also to
environmental information held by organisations under the control of a public
authority, such as waste contractors
·
The applicant can request that the
information be provided in a certain form or format (unlike FOI there are no
restrictions as to the form that can be requested).
·
Charging will be different under the
EIR, for example there is a cost limit in FOI unlike EIR.
·
The public interest test is applicable
to all exceptions under the EIR (unlike FOI where some exemptions do not
require the public interest to be considered).
The legal
position in Scotland is broadly similar thought there may be slight differences
in the wording of the legal instruments.
As with the FoI Act, the Environmental
Information Regulations contain a number of exemptions. A public authority may
refuse to disclose information if:
·
it does not hold that information when an applicant's
request is received
·
the request for information is manifestly unreasonable
·
the request for information is formulated in too general a
manner
·
the request relates to material which is still in the course
of completion, to unfinished documents or to incomplete data
·
the request involves the disclosure of internal
communications.
The public authority may also withhold the information if it
would adversely affect:
·
international relations, defence, national security or
public safety
·
the course of justice, the ability of a person to receive a
fair trial or the ability of a public authority to conduct an inquiry of a
criminal or disciplinary nature
·
intellectual property rights
·
the confidentiality of the proceedings of that or any other
public authority where such confidentiality is provided by law
·
the confidentiality of commercial or industrial information
where such confidentiality is provided by law to protect a legitimate economic
interest
·
the interests of the person who provided the information
where that person was not under, and could not have been put under, any legal
obligation to supply it to that or any other public authority, did not supply
it in circumstances such that that or any other public authority is entitled
apart from these Regulations to disclose it; and has not consented to its disclosure
·
the protection of the environment to which the information
relates.
F.5.4 Implications for HERs of Freedom of Information Act / Environmental
Information Regulations
Most
HER information is freely available and so is unlikely to be the subject of a
Freedom of Information Act/Environmental Information Regulations request. If a
request for information is received, then although the exemptions may be
invoked, the Commissioner’s Office has said that they would still take a dim
view of using them to systematically withhold information. In general, if a HER
has an open access policy then no significant problems should be encountered.
Useful websites
Information
Commissioner’s Office http://www.ico.gov.uk/
Scottish
Information Commissioner http://www.itspublicknowledge.info/
For a useful explanation of the differences between the
Freedom of Information Act and the Environmental Information Regulations:
http://lawzone.thelawyer.com/cgi-bin/item.cgi?id=112586
F.6 The questions people ask of HERs
F.6.1 A user-driven perspective
Users judge
HERs through their ability to respond to requests and the quality and integrity
of the information they provide. Dialogue with users, both strategic and during
the course of specific enquiries, is the key to providing a good enquiry
service.
Many
different types of question are presented to HER services. As HER services
become more widely known and more accessible, the variety and complexity of
questions asked of them increases.
Users come
to HER services with greatly varying knowledge and interest in historic
environment information. It is important that all users understand the scope
and character of the HER information available in order to make informed
choices about the way they chose to approach their enquiries.
Similarly,
HER staff must gain an understanding of the purpose of an enquiry in order to
be able to assist users to retrieve relevant HER information. It is possible to
make some generalised assumptions about the information needs of various user
groups, but it is actually the purpose of
each enquiry that should dictate the response to information retrieval, not the
user’s affiliation to a particular user group.
HER
services should provide clear guidance on the scope of the information
available, and some guidance or assistance in selecting appropriate search
types. The effective presentation of such guidance is especially important for
Web-enabled HERs and other HERs that deliver information with minimum staff
intervention.
F.6.2 Common enquiries
The
following types of enquiries are often presented to HERs.
Area-based
enquiries
Most
enquiries presented to HERs are requests for information pertaining to a
particular geographic area. This may be a search circle or polygon defined by
the user, or an administrative area such as a parish or district. These types
of enquiry are often presented by archaeological advisors to planning
authorities, consultants, and contractors, who wish to make an appraisal of the
archaeological potential of a proposed development site by examining the
previously recorded information within the site and its environs. Other users,
such as local history researchers and students, often wish to obtain a
comprehensive archaeological or historic environment context for their place of
study.
A request
for ‘all information’ or ‘any information’ an HER holds for a particular area
can be interpreted in a variety of ways. Expedience and legibility often demand
that the search results are presented in a simplified form or exclude various
categories of information (such as administrative and management information,
crop mark plots, back-log grey literature references, non-digitised or
otherwise non-accessioned survey information, portable antiquities information and
so forth). The user should be made aware of how the information they receive
from such requests relates to the entire available HER information holding.
Monument
specific enquiries
These are
enquiries that concern specific named (or otherwise identified) monuments,
buildings, or landscape features. In this case the user will have some prior
knowledge of the monument or group of monuments concerned having visited the
sites, read about them in other sources, or identified them from a map or
aerial photograph. The user then requires further information from the HER. For
example, ‘Could I have any information you have about the Robin Hood and Little
John standing stones?’ These enquiries usually are straightforward, but
confusion can arise if the user refers to the monument by a name not recorded
or recognised by the HER or cannot give an accurate location. For example, ‘Do
you have any information about the humps and bumps in that field near Upton?’
Often, if initially unsuccessful, these enquiries default to area-based
enquiries in order to cast the net wider. This type of enquiry sometimes draws
the HER’s attention to hitherto unrecorded information.
Monument type enquiries
Monument
type enquiries are requests for information regarding all examples of a
particular type of monument, building or landscape feature. For example,
“Please provide me with details of all square barrows”. These enquiries are
often made by research users who wish to explore comparisons and variations in
monument types, or examine their distribution, perhaps in the context of other
landscape information. Users may also seek a comprehensive sample of monuments
of the same type in order to make selections for conservation measures or
survey projects.
Other enquiry types
These
include:
Management enquiries – requests for information relating
to the state of preservation or protection status of monuments, buildings or
landscape features. For example, ‘Is the abbey gatehouse Scheduled or Listed,
if the latter what grade?’ or ‘Are there any known waterlogged Neolithic sites
in the area?’.
Period-based
enquiries – requests for all HER information associated with a
particular general period or date range. For example, ‘Please supply any
information about Iron Age activity in the area’.
Event-based enquiries – requests for information
regarding a specific archaeological recording event, list of events, or projects.
For example, ‘Do you have any information about the excavation carried out in
Pidley during the 1960s?’
Archive or source enquiries – requests for grey literature,
aerial photographs, geophysical survey plots, and so forth. For example, ‘I
would like a copy of the Market Street evaluation report’, or ‘Do you know
where the pottery from the Howegate excavations is stored?’
Finds enquiries – requests for information about
single artefact finds or groups of artefact finds. For example, ‘Please provide
me with details of all Bronze Age hoard finds’.
Thematic enquiries
– research users, especially from the higher education sector,
frequently chose to express their enquiries in a thematic way, rather than a straightforward request for certain categories
of information. For example, ‘Have you any information to assist my research
into the relationship between the Roman transport system and industrial sites?’.
These users hope to get some assistance
in selecting appropriate search types and helpful ideas towards the research
aims. The role of HER staff is to suggest sources of information, provide
guidance in matching the available search mechanisms to the aims of the
research, and to suggest other ideas and alternative approaches where possible.
Clearly, HER staff should aim to be as helpful as possible, but should not be
drawn into carrying out the research on behalf of the user.
Users may
present combinations of the above enquiries. Thematic enquiries, and enquiries
generated in support of research generally, are often the most demanding
enquiries presented to HERs. HERs search systems designed to accommodate
research user enquiries usually will be able to deal comfortably with the
enquiries of other user groups.
All of
these enquiries may be geographically qualified by the user to a specific area
of interest that includes a whole HER administrative area, a subset of the HER
area, several HER areas, or subsets of several HER administrative areas.
Users’ lack
of familiarity with HER information sometimes results in requests that HERs are
not fully equipped to answer. For example, family history enquiries, enquiries
about excavation opportunities, museum opening hours, requests for information
about famous historic people, or the course of battles, are sometimes presented
to HERs. HERs should be aware of related local and national information sources
and be able to point users to more appropriate services and sources when
applicable.
F.6.3
Search mechanisms and output types
The choices
of search mechanisms and output types available to users should be made clear
at the start of the process of answering an enquiry. Any search charges,
reproduction charges, or user license agreement stipulations also should be
explained at the outset.
Potential
bias in evidence, the under-representation or over-representation of certain
information categories should be declared. Users will appreciate an honest
appraisal of the integrity of their search results. It is not always possible
or necessary, however, to discuss enquiries fully with each user. It is helpful
therefore to produce some information about the range of search options, output
types, licence requirements and the scope of the HER holdings as a leaflet,
information sheet, or as part of the HER website. HER facilities delivered
through a website or where dialogue with the user has to be limited should make
available comprehensive information about the nature of the available HER
information and provide plenty of hints for carrying out successful searches.
It is
helpful to make available (either via a website or as text documents) brief
sketches of the archaeological and historic context of the area covered by the
HER on a period-by-period or thematic basis. Local and regional resource
frameworks or research agendas (or links to these) should be posted on the HER
website. This will enable those users who are unfamiliar with the area to gain
a good understanding of the context of their search results and may suggest
other avenues for investigation and research.
Common output
types
Users
request different output types depending on their intended use of the
information.
Text output
Ideally,
the composition of text output, the HER information fields delivered to the
user, should be user-defined. It is desirable, however, to define some standard
formats for text output. The following basic text output types suit a wide
range of user demands:
- Summary
table. A
simple text list or table of HER entries containing only basic index
information in a few fields (such as HER primary reference number, OS National Grid reference easting, OS National
Grid reference northing, locality, monument type or event type, period,
evidence, protection status).
- Basic
records. As above, but with the addition
of fields such as description,
archive/source type, archive/source title, date of compilation, date of
last update, protection grade that provide a greater depth of information.
- Comprehensive
records. A
substantially complete HER entry incorporating all or most information
fields.
Text output
should be presented clearly and there should be options to enhance legibility
for visually impaired users.
Many users
appreciate text data in digital form, either as text files or documents, data
tables, or databases. The latter two are preferable if the user intends to run
their own searches and undertake finer analysis of the data or wishes to
integrate the data with other data sets or a Geographic Information System.
Spatial output
The use of
a Geographic Information System greatly increases options for the spatial
representation of HER information (see figure 59). Many GIS applications allow
the results of Boolean searches on a combination of HER database fields to be
plotted instantly against various map backgrounds.
HER should
develop a range of thematic base maps on which HER information may be plotted.
These could include, for example, administrative boundaries, terrain features
such as rivers and contours, geological background, the local Roman road
system, historic shore lines, historic street patterns, or more sophisticated
historic landscape character information.
Other
potentially useful spatial information includes view sheds, 3D terrain models,
or geo-referenced virtual reality models.
When
providing distribution plots of HER information that are subject to a spatial
constraint, the area of search should be clearly marked as a boundary – either
a circle, square, rectangle, or irregular polygon.
North
points, scales and copyright information, should be included with each spatial
plot.
Figure 59: The distribution of certain
categories of HER information is often more readily understood when seen in the
context of ancient topography, such as this interpretative map of part of the
Neolithic fenland environment. [© Peterborough City Council and © Crown
Copyright. All rights reserved. 100024236.
2007]
Other output
HERs
usually are able to reproduce sources (such as grey literature reports, aerial
photographs and interpretative plots, earthwork surveys etc.) that complement
the text. Copyright, reproduction rights and use license agreements should be
agreed where materials owned by third-parties are concerned.
Pragmatic
decisions will have to be made to determine the amount of copying and staff
time that can be allocated for each enquiry. Ideally, users should be given
access to copying facilities and time to make their own decisions about what to
copy.
The
development of HER websites that allow access to supporting reports, documents
and data, either by hosting such archives or providing links to other digital
repositories, is to be welcomed. The Archaeology Data Service OASIS project
allows authors completing online index entries for archaeological projects also
to append digital versions of project reports.
F.7 Developing public access and outreach
HERs have a vital role in assisting
the planning process and educating the general public about the value of their
local historic environment. Learning
about the historic environment can have a number of positive effects:
instilling feelings of collective responsibility for its conservation,
enriching people’s lives and increasing community identity and awareness. HERs
as a resource are not as widely known as museums or libraries. Promoting the
existence of the HER and demonstrating its potential to a wide audience should
be a key element in the role of HER staff.
A survey for English Heritage (Heritage Counts (EH 2003)) highlighted
that heritage organisations need to communicate better to a diverse range of
audiences. 72 per cent of all people surveyed felt that more should be done to
recognise the contribution made by different communities to our heritage and in
a recent English Heritage funded MORI survey (Attitudes Towards the Heritage (MORI 2000) four out of five people
asked agreed that more effort should be made to make the heritage more
accessible to them. This section deals
with developing an HER audience through publicising the existence of the HER,
making the HER relevant and intelligible to the community and physically taking
information from the HER into the community. It includes a number of
case studies.
This is all very timely in view of
the Government agenda on social inclusion and community engagement with the
built and historic environment. This
was clearly set out in 2002 in a report People and Places: Social Inclusion Policy for the Built and Historic
Environment.
There are two key elements in developing an HER
audience. Improving existing services
for present users and attracting new audiences to the HER. Understanding the
HER audience is vital not only to provide a suitable service to current users,
but also to identify those groups under-using the resource.
Benchmark 1.3 ‘Research into User
Profiles’ recommends maintaining a register of users enquiry types, which could be analysed to identify audiences that are not being
reached and need to be developed. A
carefully worded questionnaire could be distributed to try to understand why
certain people do not use the HER.
Feelings of exclusion, irrelevance, lack of time and access
opportunities or sheer ignorance of the resource are all likely to feature and
need to be overcome. HER’s should consider producing a marketing plan in order
to set out clearly how audiences are to be identified and targeted and the sort
of methods that could be used for each audience type.
The Attitudes Towards the
Heritage survey recommended that the heritage industry could make heritage
relevant to more people, and thus develop new audiences, through working to
counteract feelings of exclusion. This
could be achieved through highlighting particular aspects of the heritage and
consultation with local communities or active participation in specific
projects. The Anglo-Sikh Heritage Trail
is a good example of heritage being made relevant to a minority culture www.asht.info/ through a project focussing on
the material traces of that culture’s heritage.
Key policy documents for the heritage sector in best
practice in engaging different audiences exist in England, Scotland and
Wales. In England ‘Arts and Sport- Policy Action Team 10, A Report to the Social Exclusion
Unit’ (PAT10) was published by DCMS in June 1999 (DCMS 1999a). In Scotland ‘Creating our Future-Minding our Past; Scotland’s National Cultural
Strategy’ was published by the Scottish Executive in 2000. In Wales the National
Assembly has produced A Better Wales
(National Assembly for Wales
1999). The HLF have produced a useful booklet ‘Audience
Development Plans, Helping Your Application’ that offers guidance when
applying for HLF funding.
In order to achieve baseline Benchmark 1.4 (Chitty 2002)
English HERS should develop an outreach programme that advocates the HER and
promotes its wider use. This is essential in developing new audiences and
maintaining and encouraging existing audiences and should be undertaken by all
HERs. The HLF may be willing to fund such activities, the EH/ALGAO document ‘Unlocking
Our Past’ (2005) gives specific guidance on applying for HLF funding for
increasing public access, education and interpretation. Some HERs
may have a long history of outreach activities, whilst others may be starting
from a far less advanced position.
Promotion can be achieved through a range of media:
Documents
Basic outreach could be the publication of a leaflet giving
details of services and opening hours.
These can be elaborated upon and specific leaflets/booklets may focus on
regional themes or specific monument types or archaeological periods. An alternative approach might be a newsletter based around the
historic environment and highlighting HER information and developments. These promotional documents could be circulated
through libraries, museums, and Tourist Information Points. More targeted mailing could include parish
councils, parochial church councils and schools and colleges.
Talks and walks
Events can also be organised to take the HER out into the
community. These could include guided walks undertaken by HER staff
and using HER information, or talks and lectures to local groups. It is
relatively easy to find groups looking for speakers, many will
invite presentations on archaeological work, in fact the problem can be having too much demand for
such talks,
especially where no charge is made.
Local history and archaeology societies, Women’s Institute groups, Civil
Service Retirement groups, Rotary, Lions Clubs and the University of the Third
Age (U3A) are all groups likely to welcome a talk. The use of
an essentially standard talk, supplemented by local examples for individual
groups, can help keep workload on HER staff to a minimum, whilst ensuring
relevance and interest for the audience. It is also useful to consider presenting talks and lectures
to professional colleagues, such as planners, consultants and architects, often
the full potential and value of the HER may not be appreciated. It is a useful method of fostering
professional links.
Education establishments
With the rise of archaeology and related subjects on the
curriculum there is a real need for students to learn about and be prepared to
use the HER. Presentations to students
and staff alike at the start of courses to introduce the HER can be
beneficial. Less structured,
non-curriculum driven, outreach to children should also be encouraged. The HLF now provide the ‘Young Roots’ grant
(£5,000-25,000) aimed at involving children between the ages of 13-20 in their
heritage. The HER could organise a
project in conjunction with a local museum or Young Archaeologists Club where
expertise with dealing with children’s needs already exists.
Whilst there is in many areas
particular focus on educational outreach for schools, there is also scope for
engagement with higher education, within both universities and adult education.
Exhibitions
and events
Display
boards are a useful
tool for promoting an HER, and can be used at a wide range of venues and
events. This could provide such basic information as
what the HER is, who it is maintained by, what it contains, how it can be
accessed and the uses to which it could be put. This could form the basis of a manned road show or can be lent
out whenever an opportunity provides itself, for example archaeologically
based events such as excavation
open days, national archaeology days, and more general activities like county shows, local fetes and
teacher’s conferences or to museums and libraries
The HER can also be promoted when
its information is used to produce information for specific display panels,
interpretation boards, exhibitions, site-interpretation panels, educational
packages, slides or CD ROMs. It should be referenced on such material and
further details about the HER and how it can be accessed could be made available.
The work of the HER and its information services can also be
promoted through events organised to launch new publications or exhibitions,
press releases to inform the media about local discoveries and other
activities. Public open days can also
provide a good opportunity to encourage new people to come into the HER and use
its services.
Inspiring learning for all
In England, the Museum, Libraries and Arts Council (MLA)
have produced a framework that enables the ways in which museums, archives and
libraries engage users in learning to be examined and evaluated. It is especially useful for those providing
informal learning experiences. ‘Inspiring
Learning for All’ (ILFA) is now high on local, regional and national agendas,
and promoted in Scotland through the Scottish Museums Council. Using the framework enables service
providers to find out what the people using the service are learning, assesses
how well you are achieving best practice in supporting learning and how
improvements can be made. Knowledge of
and reference to the ILFA framework in funding applications is beneficial.
There is no equivalent to the MLA in Scotland; Wales have CyMAL.
Support Networks
Support networks have been
established for education and outreach staff based in museums (GEM: Group for
Education in Museums), galleries (ENGAGE: National Association for Gallery
Education) and archives (the Society of Archivists Archives in Education Group)
which may offer a useful source of ideas and information for HER managers. Local Education Authority staff may also be
able to offer advice and help to set up courses or distribute information for
local teachers. In many areas,
education business partnerships exist which may fund teachers to be released
from school to develop resources.
HERs can
make use of existing links/frameworks within their host local authority, for
example with education, countryside tourism and leisure departments.
The regional HER working parties and
the HER Forum provide opportunities for HER managers and staff to discuss new
ideas and case studies of outreach work in HERS.
The NMR and NMRS can also offer
information and advice to HER managers who are developing services for public
access and outreach.
Useful Websites
http://www.becta.org.uk British Educational Communications
and Technology Agency (Becta) – incorporates elements of former National Grid
for Learning
http://www.nc.uk.net/ National Curriculum
http://www.ltscotland.org.uk/ Learning and Teaching Scotland
http://www.peoplesnetwork.gov.uk/ People’s Network
www.inspiringlearningforall.gov.uk Inspiring Learning for All
http://www.scottishmuseums.org.uk/ Scottish Museums Council
Establishing
an effective
outreach programme:
Unlocking Somerset’s Historic Environment
Talya Bagwell, Somerset County Council
This case study concentrates on Somerset HER’s
recent outreach
programme. The Somerset HER is based within the Historic
Environment Service (HES), part of the Directorate of Adult and Community
Services. A stated service objective is
to ensure that the county’s historic environment is protected and enhanced
through
‘Improving public access, understanding and enjoyment’. In 2002 Somerset County Council was awarded
HLF money to widen access to, and awareness of, its Historic Environment
Record. The main aim of the project
was to create online access to the HER database and to undertake
a programme of outreach to both widen access to and publicise the resource.
(For specific details of the website see Section F.8.4)
Staff
A new
member of staff, an Outreach Officer was employed in October 2002, to promote
and facilitate wider access to the Somerset Historic Environment Record by means of improving awareness and quality
of the record, and access to the record. The outreach officer undertook a
variety of roles mainly designing, writing and distributing promotional material
to relevant outlets, organising talks and a roadshow and writing press releases
and giving interviews.
Promotional
material
The HER had
already produced a leaflet detailing its services. This was supplemented with a large poster depicting several archaeological
images around the county and featuring the website address and which was circulated to libraries,
museums and other notice boards. One of
the most useful publicity items was a bookmark with an attractive image and the
web address on one side and details of the HER events on the other. 20,000 of these were initially ordered and
have proven so popular that a second batch was needed less than a year
later. An information sheet about the
HER was also produced based around frequently asked questions. Another publicity item was a ‘computer top
card’ (a ‘Toblerone’ shaped folded card with the web address and an attractive
image). Small adhesive labels with
‘Archaeological Information Online’ and the web address were purchased and
stuck onto all departmental
outgoing mail (see figure 60).
![Figure 60: Some of the publicity material produced for the HER Outreach Programme. [© Somerset County Council 2007]](images/fig60.jpg)
Figure 60: Some of the publicity material produced for
the HER Outreach Programme. [© Somerset County Council 2007]
Distributing
the material
An
initial mailshot was undertaken announcing the launch of the online HER and
giving details of the resource in advance of the website launch. All libraries and museums in the county were
targeted. The computer top cards and
bookmarks proved very popular in libraries.
The cards were placed on the top of public access terminals and the
bookmarks were available on the issuing desk.
Libraries were encouraged to have a local history display with relevant
books and the posters and other material available.
Material was also sent to all
heads of history and geography within the County’s secondary schools. The Diocesan Office at Wells kindly provided
a contact list for all the Parochial Church Councils in the county and these
were contacted and asked to mention the resource in parish magazines and
websites, which proved effective.
Parish councils were contacted and asked to mention the HER at parish
meetings and to display the posters on parish notice boards.
Launch
Once the website was complete an
official grand launch event was organised to attract publicity. Coincidentally Somerset Record Office had
also just completed an online resource which enabled a joint launch. Professor Mick Aston, of ‘Time Team’ and
also Somerset’s first County Archaeologist, agreed to officially launch the
website thus capturing media attention and appealing to the general
public. The launch was held at the
County Museum in Taunton Castle, on 30th September 2003 and was
attended by over 100 people. Invitees
included heritage professionals, long established HER users, neighbouring HER
staff, HLF and EH representatives, council members, education professionals,
archive and museum staff, the Lord Lieutenant and
the press amongst others. A press pack
was put together for the launch with information on both websites. Various heritage and archive displays were
arranged in the Great Hall along with dedicated computer terminals enabling
people to have a go. A buffet lunch and
a photo call were included in the event which was featured in most local and county
papers and also made the lunchtime TV news (see figure 61).
Figure 61: Professor Mick Aston,
Somerset’s first County Archaeologist, launching the website at the County
Museum, Taunton Castle on 30th September 2003. [© Somerset County
Council 2003]
Web promotion
The
HER was also promoted through the World Wide Web. The website (see figure 62) featured on the homepage of the main
county council internet site as ‘website of the month’. Information was supplied to the Archaeology
Data Service (ADS) that directed searchers to the Somerset site (http://ads.ahds.ac.uk/) Many parish council, local group and village
websites include a link to the resource.
The website also features as an example on the HELM website (www.helm.org.uk) and is
featured as a historical resource website on the BBC website. It is an
interesting exercise to type ‘Somerset
Historic Environment Record’ into a search engine and find out exactly where a
link has been made. A great variety of
websites, from the conventional to the unconventional, had made reference to
the resource but none so far has been unwelcome.
Figure 62: An example of the map page of the website,
showing Bronze Age barrows in the parish of Priddy, Somerset. [© Somerset
County Council 2007 and © Crown Copyright. All rights reserved. 100023366. 2007]
Talks, lectures
and demonstrations
All
the archaeological and historical societies affiliated to the Somerset
Archaeological and Natural History Society were contacted with details of the
resource and the offer of a talk. This
had to be done well in advance as most societies organise their programme over
a year ahead. A standard talk was prepared detailing a brief history of
archaeological recording in the county, the establishing of the HER, its
contents, information sources and uses.
The last section of the slideshow concentrated on local examples of HER
records and was tailored to each group’s location. The talk concluded with a demonstration of the on-line resource
(using a stand-alone version on a laptop as most venues lacked internet access)
and proved very popular. Other groups who had heard about the talk by ‘word of
mouth’ were soon contacting the Outreach Officer on a regular basis. These have
included WIs, U3A groups, civil service retirement groups and other charitable
groups. This continues unabated.
Demonstrations
of the resource were offered to district colleagues as well as county council
members. The demonstration to district planners was given in conjunction with
the Development Control Archaeologist and Conservation Officer.
Roadshow
As well as talks and a drop-in
exhibition (see figure 63) a roadshow
was organised to reach members of the general public. The roadshow comprised a set of display panels manned by the
outreach officer with a laptop and data projector to demonstrate the online
resource. Sixteen of the County’s
libraries and 5 five museums each hosted the day event. Each event was publicised beforehand and
information sent to the venue staff in order that they could answer any
questions. The response was very variable.
Some venue staff made a huge effort on the HERs behalf and put on
special displays as well as pointing out the event to people they thought would
be interested.
Visitor interest varied from highly specific enquiries and
lengthy discussion with the Outreach Officer to people skimming the display and
taking some of the promotional material.
The Outreach Officer soon learnt to take other sources of information
along to events, as people often wanted different types of information.
Information was frequently requested on such things as opportunities to get
involved, especially for children, what to do with finds already made, contact
details of local groups, details of educational courses and details on ongoing
excavations. A one-stop archaeological
shop seemed to be in demand. Some
negative response was also met in a location under consideration for a wind
farm. The Outreach Officer liaised with
the Development Control Archaeologist in advance of any visits to understand
any specific local situations.
![Figure 63 One of the one day drop in exhibition/demonstrations of the online Historic Environment Record. [© Somerset County Council 2007]](images/fig63.jpg)
Figure 63 One of the one day drop in
exhibition/demonstrations of the online Historic Environment Record. [© Somerset
County Council 2007]
Joint events
A number of joint events were organised with the Somerset
and Dorset Finds Liaison Officer (FLO) and were highly beneficial. The events consisted of finds surgeries and
demonstrations and displays. Combining the two services meant that more people
were attracted and the finding of archaeological artefacts could be placed in a
historic environment context to finders.
The importance of reporting such individual find spots to supplement and
enhance the existing record was emphasised.
The
exhibition boards were also very useful for adding an HER presence to related
events. The Somerset boards have
featured in excavations open days, a European Cultural Heritage Initiative,
PAS/BBC ‘Hidden Treasure’ day, several archaeological conferences and a local
exhibition on WWII monuments.
Media
Media
interest was successfully generated initially through the launch event and
sustained by keeping
the media informed through regular press releases and in some cases direct
contact. The press releases were
through the Somerset County Council Press office and published on the county
Internet site. Every talk and day event
was publicised in advance. This
resulted in a number of news articles and several radio interviews.
The website featured on the
front of the County Council’s newsletter Your
Somerset, distributed to 224,000 households throughout the county. An article also appeared in the North Taunton News that has led to a
regular feature detailing local sites.
Schools
The
scope of the HER outreach programme was deliberately limited with regard to
school children. It was felt that in
the first phase of the project adequately targeting schools and younger
children was too big a task to tackle properly. However some basic outreach
work was undertaken. Initially all
secondary schools were sent details of the resource with posters, bookmarks and
computer top cards to display. All
tutors of A Level archaeology and countryside management courses in the county
were invited to attend a workshop about the resource with demonstration of the
online facility. A presentation was
made to a county heads of history conference and the exhibition displayed. The traditional annual lecture to Bristol
University landscape archaeology MA students was continued.
Primary
schools were targeted through an archaeology competition planned with the help
of an education consultant. All Key
Stage Two teachers were sent details of the competition through the schools’
intranet site and the internal mail system.
The competition was for schools to propose an investigation into a local
archaeological question. The prize was
help from the HER staff in answering the question using HER information and
structured activities. The winning
schools were each given a morning’s session on the website and shown a variety
of historical sources (see figure 64).
A guided walk was also undertaken and further work is planned as a
result of the exercise (see figure 65).
The children are currently writing up their work, which will be
displayed on the Historic Environment Service website.
![Figure 64: Rachel Shaw, Education Consultant, giving a talk on using the HER website to local school children, many of whom were far more adept at picking it up than most of the adults [© Somerset County Council 2007]](images/fig64.jpg)
Figure 64: Rachel Shaw, Education
Consultant, giving a talk on using the HER website to local school children,
many of whom were far more adept at picking it up than most of the adults [© Somerset County Council 2007]
![Figure 65: Taking a local school on an historic walk around their village based on HER information. This is the starting point of a planned local studies project for next term. [© Somerset County Council 2007]](images/fig65.jpg)
Figure 65: Taking a
local school on an historic walk around their village based on HER
information. This is the starting point
of a planned local studies project for next term. [© Somerset County Council
2007]
Results
The
effects of the online and the outreach programme upon the HER have been
positive. The number of written queries
has decreased markedly and when they do appear the requests for information are
far more structured and focussed.
Telephone enquiries can often be satisfied with the website
address. Many more requests for
information come in to the HER via email, directly from the website and can be
answered in the same way. Visits to the
HER continue and are also more structured and focussed on what the user wishes to
see.
The
outreach programme has also been directly responsible for new sites being
identified and information added to existing sites. Errors in need of correction have also been brought to our
attention. The talk and exhibition are
still in demand. Widening access to
Somerset’s HER has also assisted in strengthening the Service’s Best Value
Inspection results.
Nationally the website has
also been well received with many enquiries from national colleagues into
methods and companies used to achieve the end result. A critique in the HER News
(Schofield 2004) stated that, of all
the current online HERs Southampton Archaeology Undergraduates found Somerset’s
the ‘clear favourite’ as it is ‘user-friendly’ and a ‘very concise, easily
manoeuvrable site’ with ‘the greatest degree of accuracy and thoroughness’.
Buckinghamshire HER
Kim Biddulph, Buckinghamshire County
Council
The Buckinghamshire HER is based within Culture and Heritage and is
part of Planning and Environment; but is in a different directorate from both
museums and libraries. The Buckinghamshire
HER is currently undertaking an HLF project to create an online HER. Several outreach activities are part of this
project.
·
A National Archaeology Day event was undertaken in
conjunction with the National Trust at the King’s Head pub in Aylesbury. HER information was used to create an
activity based around aerial photographs.
HER information was also used to write a heritage trail around the town.
·
An HER
display was held at the Buckinghamshire County Show 2004.
·
The
HER Officer has undertaken a series of archaeological guided walks with local
rambling associations using information from the HER.
·
A
rolling exhibition has been created and is being taken around libraries. It consists of the HER on a laptop and a
selection of aerial photographs and has generated significant
local interest.
In order to develop the HER audience further work is planned
to create online educational packages for children. These are to be piloted in local schools in 2005.
Contact: Kim Biddulph Unlocking Buckinghamshire’s Past
Project Officer
For more information see: www.heritagegateway.org.uk/Gateway/LocalEducationAndOutreach/
Worcestershire HER
Deborah Overton, Worcestershire County
Council
Worcestershire HER is based within
the Historic Environment and Archaeology Service. There is one full-time post to cover outreach and education. A number of activities are undertaken:
·
Young
Archaeologists Club. A new branch was
launched in January 2004, and had 78 members by the end of the year. Monthly events have included visits to the
Archaeological Service, local museums and monuments and various activities such as
building a prehistoric log boat, excavations, finds washing and sorting, surveying and
fieldwalking.
·
A
number of talks are undertaken on request, and can be aimed at a wide range of audiences from primary school children through to
adults.
·
Undergraduate lectures are given at University College,
Worcester.
·
Anglo-Saxon
activities are also taken into the schools and can include a replica skeleton
with grave goods and making a clay pot.
Several topic-based teacher's packs and activities have been produced. A
recent project involved running an archaeological lunchtime club for a local
high school.
·
A CD
and web pages have been produced in conjunction with education specialists on
the theme of Return to the Source. These
are period-based resources based on real archaeological artefacts and designed
to fit in with the curriculum and be used in class by teachers and also by
students independently. They have been well received.
·
The HER provides a number of opportunities for volunteers and work placement
students to work with the HER. We also take on 12
work experience placements from local schools for a specific week of
archaeological fieldwork and research as an HER enhancement project.
·
Every
year at least eight guided walks are offered as part of the WalkPast series,
for example exploration of a shrunken village to examine evidence of its former
extent from earthworks and surviving buildings.
·
There
is an annual day-school summarising that year's archaeological activity in the
county, with presentations by HER staff and other specialists.
·
Displays
are also produced for local libraries and community centres and local events
such as fetes, craft shows and medieval fairs.
Parish-based displays are also produced for local societies.
·
A
specific exhibition was organised with the Portable Antiquities Scheme, City
Museum and Record Office to show how the heritage of a particular parish could
be reconstructed from different sources.
The HER provided the concept, text and picture research.
·
The HER is committed to providing equal access for outreach
activities and there is an emphasis on providing outreach for those with
disabilities. We have been working with
local clubs for adults and children with special needs. The HER has links to
the RNIB in Worcester and sessions using both real pottery sherds and replica
vessels with Braille labels has been specifically created for use with visually
impaired students. We have also worked with a number of disabled volunteers and
there is an awareness of the need to provide wheelchair access at all
events.
Cambridgeshire HER
Quinton Carroll, Cambridgeshire
County Council
Cambridgeshire HER is part of the County Council’s
‘Heritage Services’. To a large extent the HER contributes to outreach activities
co-ordinated by another part of the service, but additionally the HER provides
talks and exhibitions in
response to specific requests
In 2004 the HER trialled the use of libraries as venues for
archaeological road shows to raise awareness of the resource. It is also supporting library local history
initiatives through putting on events based on HER information. These are based in local studies libraries
and are tied into local history months.
The events normally take place on a
Saturday morning and consists of a member of staff, display boards, leaflets, a
version of the HER on a laptop and finds from archaeological excavations from
the area. Some of these events have
been in conjunction with the County Record Office. Libraries have more money and
staff available for publicity and are always looking for ways to broaden their
appeal as learning centres. Working in partnership offers the HER a better use of limited
resources in reaching the public.
Events are publicised in a leaflet that can be
downloaded at www.cambridgeshire.gov.uk/archaeology
For more information see: www.heritagegateway.org.uk/Gateway/LocalEducationAndOutreach/
Oxfordshire HER
Susan
Lisk, Oxfordshire County Council
Oxfordshire HER is based within
Archaeological Services in ‘Environment and Economy’ at Oxfordshire County
Council. A range of outreach activities have been undertaken:
A development control workshop
for the local Young Archaeologists’ Club (YAC.) The children were shown four sets of HER
information, which they had to use to evaluate a mythical planning
application. This exercise was followed
by a site visit to the area in question.
A useful partnership has been formed between the HER
and the Ashmolean Museum. In conjunction
with the Ashmolean Museum
the HER organised a National
Archaeology Day event featuring Romans and Roman sites in the locality. The venue was a local shopping mall and
activities included trying on Roman costume and designing and creating Roman style
pottery and other artefacts. The HER
provided an identification service for any object brought along to the event, used the HER to demonstrate to people the evidence
known about in their locality and also collected any information on new sites
arising from the event.
The partnership with the Ashmolean is
continuing with two further HLF projects on historic Oxfordshire. These are based on the archives of
archaeologists that have worked in the county and aims to increase access to
them. Relevant links to the HER entries
are being added as well as information about the HER.
Another future plan is to work with the
Ashmolean Museum to produce information on the Anglo-Saxons in
Oxfordshire for both year 3 and year 6 children.
Humber HER
Ruth
Atkinson, Humber Archaeology Partnership
The
Humber HER is based within the Humber Archaeology Partnership, a joint
archaeology service for the East Riding of Yorkshire and Kingston upon Hull
City Council. The other half of the
service is a contracting unit.
An interesting example of outreach has
been a session held with a Youth Initiative Group working with 12-18 year
olds. The Youth Initiative Group is
aimed at young people at risk of social exclusion. The aim of HER involvement was to foster a sense of place as well
as offering insights into alternative careers. Members of the Group’s youths visited the HER and were shown the sort of information held on the record
relating to their community. Although
appearing initially disinterested the youths were enthused by the visit and
began to place a value on their historic environment. Subsequently many took photographs of the buildings on the
record, which they then sent to the HER for inclusion in the record.
Peterborough
City Council HER
Ben
Robinson, Peterborough City Council
The
Peterborough HER is held within Peterborough City Council Archaeology Service
and based at Peterborough Museum and Art Gallery. The museum has dedicated education officers and planning and
implementing outreach activities is relatively
easy.
·
Up to date HER
information is routinely used for temporary exhibitions and which illustrate scope and role of the HER.
·
Talks and visits to
local groups are regularly undertaken.
·
Teacher resource packs, containing simplified SMR information, are currently being developed for use in schools.
·
The HER has a formal
relationship with the local college where students on GCSE, A/AS, and degree
level courses are offered learning support.
·
In the last two years
the HER has worked with a local school to devise and run a day event for gifted
and talented 13-15 year olds. The aim
is to provide more of a challenge than conventional lessons. The day involves a problem-solving scenario
that requires knowledge and understanding of HER information to resolve. Evidence has to be put together to argue for
or against a housing development. This
involves using the HER database and GIS, an exercise that is particularly
enjoyed. The day culminates in the
children meeting a ‘hard-nosed developer’ to whom the evidence has to be
presented and argued.
Highland Council:
Engaging the Public in Their Heritage
Dorothy M. Maxwell, Principal Projects Officer, Highland Council
The Highland Council’s Archaeology Unit is located within
the Planning and Development Service. The
three full time staff provide an advisory service for the Highland Council,
public utilities and private developers and also advise upon forestry and
agricultural schemes. It is a
fundamental value of the Unit that archaeology can and should include everyone. It is about ourselves and our whole
environment, and helps to define the Highland identity – past, present and
future.
There has been a huge increase in the level of
development-led archaeological work since the introduction of NPPG5. The Unit works closely with the Development
and Building Control section providing advice and information on all planning
applications submitted within 40 per cent of mainland Scotland.
Highland
Archaeology Week began in 1994 to provide feedback to local communities on the
results of this activity, and to raise awareness of archaeology in
general. For this reason, developers are
required to ensure that the results of any archaeological work are presented to
the local community. Highland
Archaeology Week provides an opportunity for them to meet this requirement.
Highland Archaeology Week is co-ordinated and
promoted by the Archaeology Unit. It
has grown from small beginnings to be a large community event celebrating our
heritage. This is only made possible through
the goodwill of the members of the public and assorted Agency staff who
organise events and give their time for free. This partnership working is key
to the Week’s success.
The 2004 event, the eleventh, was the biggest to date. Over 130 events took place across the
Highland area, with 4,340 attendees.
Forty six percent of these attendees were visitors to the area,
generating a substantial economic benefit.
In total 91 per cent of attendees rated events this year as superb or
very good - an increase from 76 per cent last year.
Events ranged from the more formal 2 day seminar ‘What’s New
in Highland Archaeology?’where heritage professionals present the results of
their work, to Countryside Ranger led walks (some in costume), museum workshops
for children such as ‘Make a Pictish Mask’, special displays in local Heritage Centres, to a ‘Junior Time Team’
event. Many museums and heritage centres
offer free or discounted admission during the week, and some open
specially. One presented an evening of
‘Story Song and Music inspired by the world of Prehistory’.
There are no criteria for events to be part of Archaeology
Week – anything which is offered is accepted, as long as there is some kind of
heritage link. This has led over the
years, to the broad festival of culture, arts and heritage on offer, and has
helped local communities take ownership of the Week, rather than it being
perceived as a Council operated and facilitated event. Wherever
possible events and activities are free of charge to encourage social inclusion
and community participation.
Protection and promotion of
archaeology go hand in hand.
Development Control protects and retains the resource; Highland
Archaeology Week makes use of this resource to enable communities to
participate in and benefit from their heritage.
More and more these days there is an awareness of the value
sites have for local communities and the local economy. To assist with requests for assistance with
local heritage projects a series of “Access to Archaeology” projects has been
undertaken over recent years
Each area project has produced a tourist leaflet and an audit
of the most accessible and interpretable sites which can then be used to
develop community and sustainable tourism projects. A Rural Inverness Audit forms part of the latest phase of
this project and was completed in June of this year.
To conclude…
The promotion of the
archaeological resource has many benefits for a fragile area such as
Highland. The Council is keen to enable
economic development to sustain the many fragile and remote communities. Events such as Archaeology Week promote
tourism during the notoriously quiet shoulder months.
Equally the Council aims to enable,
foster and develop communities confident in their heritage. The work undertaken by the Archaeology Unit
helps to develop the community sense of identity and heritage, along with a
sense of community ownership of their heritage.
Archaeological sites in Highland
are seen not just as monuments to the past, but as a resource which enables
communities to connect to their own past,
and develop their own local and cultural identity. These sites also act as an educational resource and can assist
with sustaining the local economy.
F.8 HERs and the World Wide
Web
| F.8.1 Communicating the HER | F.8.2 Making HER resources available online | F.8.3 Information gateways and portals | F.8.4 Records on-line: case studies |
The Internet
offers all manner of exciting possibilities for making information about HERs
and their resources accessible to a wider audience. Section B.9 of this manual provides the technical background and
guidance on interoperability standards that ensure this information is released
in technically flexible and robust ways.
This section will look will look at some ways of using the Internet to
enable public access to HER information.
Many
organisations have now established a presence on the Internet with corporate
websites and large numbers of public users expect to be able to use the Internet
to find out information about HERs and other services provided by local
authorities. For HERs, these corporate
websites can offer an opportunity to inform the public about their services and
how to get in contact. Simple websites
communicating information about the HER and incorporating a facility for users
to email enquiries to the HER are relatively easy to set up.
F.8.2 Making HER
resources available online
In the last
few years, many HERs have adopted the more ambitious strategy of making both
information about services and some of their resources accessible online. This is an aspiration shared by many HERs,
but it would be wrong to suggest that there is yet a single, accepted method
for presenting this information. HERs are diverse so it is inevitable that
their online presences should also be diverse.
For
example, the HERs for Northumberland and Durham have pooled their resources to
create a shared public version of their HERs called Keys to the Past.
Recognising that the specialist language of their HERs was not conducive
to a public readership, The Keys to the Past project team effectively rewrote
the entire shared data set record by record.
This meticulous task was further supported by the development of a
series of themed essays on localities and periods. In addition a glossary was written to explain technical terms in
simple language.
The
Warwickshire HER provides a different model.
In this case the development team spent less time re-writing individual
records, but created a series of supporting tutorials called the Discovery Zone where users could learn
about aspects of the local historic environment and the record.
Each of these
models has advantages and disadvantages; the local need and available resource
helping to shape the most appropriate response. Keys to the Past
creates a legacy overhead for new or changed records. In Warwickshire, while the records are less readable it is easier
to synchronise public and professional records, ensuring the currency of
public-facing information. There is
also a pedagogical difference between them.
One teaches the technical vocabulary of the historic environment to
provide access; the other provides access by hiding the technical
vocabulary. These important
considerations are only properly resolved by understanding the needs of the
intended primary audience and the uses to which they will put the information
they find in the HER. (For a discussion
on the use of online HERs in teaching and learning see Kilbride et al 2002,
Kilbride and Reynier 2002)
In
Scotland, the Pastmap portal, providing access to database information from
RCAHMS, scheduled ancient monuments and listed buildings from Historic Scotland
and historic gardens and designed landscapes from Scottish Natural Heritage was
launched in 2004. Information from
several SMRs was added in 2005 with more due to follow (see case study Section
F.8.4.1).
In 2002-3,
RCAHMS and the SMRs for Aberdeenshire Council and the Scottish Borders Council
undertook a one year proof of concept project, funded by the Heritage Lottery
Fund, entitled Accessing Scotland’s Past. This project looked at ways to promote and
encourage public accessibility to the information held in the NMRS and the SMRs. The project explored the creation
and delivery of short summary site descriptions for sites in the project
areas. The project was promoted through
outreach events and local workshops, and a dedicated website, www.accessingscotlandspast.org.uk.
Making
databases and GIS available over the internet is technically complex and can be
costly. It requires a good level of
technical support, a dedicated web server, a robust underlying database that
has been maximised for multiple concurrent users, and interoperability of local
systems. To secure the HER from the
outside world means implementing a firewall and creating a copy of the HER
database. HERs considering this
strategy will need to seek technical advice, either from within their
authorities, or from consultants, or through organisations such as the ADS.
F.8.3 Information
gateways and portals
Several
national organisations have established web sites that act as gateways to
information about archaeology and the wider heritage, for example the CBA, the
ADS, English Heritage (including the English NMR) and RCAHMS. These sites have the potential both for making
resources publicly accessible and for creating links between websites thus
adding value to the service provided.
Archaeology
Data Service
The
Archaeology Data Service (ADS) supports research learning and teaching by
providing access to high quality and dependable digital resources. As part of the Arts and Humanities Data
Service it operates on behalf of the higher and further education sectors to
support the research community, as well as tutors, lecturers and students in
‘post-16’ education.
At the core
of these activities is ArchSearch (http://ads.ahds.ac.uk/catalogue/
), an online catalogue of archaeological resources. At the time of writing this provides information on some
1,000,000 sites, monuments or interventions in the UK and wherever UK-based
archaeologists work. In many cases,
short metadata records provide access to rich and detailed archives that
contain any form of digital object associated with archaeological research. They include prodigious numbers of database
files, images, CAD plans, geophysical and topographic survey, virtual
realities, animations and statistical data.
ArchSearch is an integrating catalogue insofar as the data
held there is drawn from very many HERs from around the UK, so the search tools
available can be used to cross search and compare results from each of the HERs
represented there. In many cases the
metadata refers to offline resources and users are presented with details of
how to obtain those offline resources.
However, where those resources are available online, ArchSearch will
link directly to them. Consequently a
metadata record in ArchSearch may reveal any of the following:
·
A rich
digital archive derived from an archaeological intervention, such as the
archive from the Eynsham Abbey excavations
·
A grey
literature report or interim report, such as the first phase reports from the
Channel Tunnel Rail Link project
·
A link
to a record in an online HER, such as links to the detailed records within the Keys to the Past website from Durham and
Northumberland Councils
·
A
unique reference number and contact details for papers and records held in a
local authority, such as records from the National Trust HER.
ArchSearch
is a managed service. Access to
information is extended by a context-sensitive help system and a managed help
desk. It is actively promoted through a programme of workshops, seminars,
newsletters and email and is supported by a series of online tutorials. HER
managers thinking of making data available online or promoting offline systems
to higher and further education are encouraged to consider providing metadata
to ArchSearch as a means of promoting their services.
English
Heritage’s
National Monuments Record
The English
NMR website (http://www.english-heritage.org.uk/)
and NMR Public Services provide an information service for those with an
interest in the archaeology and architecture of England. The website includes information about
English Heritage and NMR resources, services and current projects. For example, the education pages of the
website include resources such as worksheets and notes for teachers. In addition, the website is increasingly
being used to disseminate professional materials, for example the online
version of the Thesaurus of Monument Types.
The NMR is also working in partnership with ALGAO and IHBC
in a 5-year project to build the 'Heritage Gateway'. This website will act as a
portal, remotely cross-searching English local historic environment records as
well as the nationally-held data. More information can be found on the website
itself at www.heritagegateway.org.uk
RCAHMS’ National Monuments Record of Scotland
The Royal
Commission website (www.rcahms.gov.uk)
hosts a number of on-line databases, and provides full access to NMRS
information, including digital images, through the Canmore database and web
mapping applications. RCAHMS also hosts
the Pastmap heritage portal, providing access to Canmore alongside information
on Scheduled Ancient Monuments and Listed Buildings from Historic Scotland and
Historic Gardens and Designed Landscapes from Scottish Natural Heritage. Since November 2005 it has also incorporated
information from some of Scotland’s SMRs.
Historic Land-use Assessment information for Scotland is also available
through an on-line HLAMAP for those areas of Scotland that have been covered. Finally, AirPhotoFinder is an application
providing on-line access to some of the vertical aerial photography held by
RCAHMS and also some vertical aerial photography held by RCAHMW.
RCAHMW’s National Monuments Record of Wales
The RCAHMW provides access to information on the National Monuments Record
of Wales through Coflein, which contains details of many thousands of
archaeological sites, monuments, buildings and maritime sites in Wales,
together with an index to the drawings, manuscripts and photographs held in the
NMRW archive collections. Sites can be displayed on Ordnance Survey maps and
ordered geographically, as well as by text queries.
Access to
records is also available through CARN,which is being developed as the
public entry-point to the Extended
National Database for Wales, a national information resource for
archaeology and architecture compiled by archaeological organisations across
Wales. The database includes records from the NMRW, the HERs of the four Welsh
Archaeological Trusts and Cadw’s scheduled monument databases. CARN provides
basic index information as an entry-point to the more detailed records held in
each organisation. Further records from these organisations and the National Museums and Galleries of Wales-
will be added as they become available.
References
Kilbride, W.G., Fernie, K.M., McKinney, P. and Richards,
J.D. 2002 ‘Contexts of Learning: The PATOIS project
and Internet-based teaching and learning in Higher Education’ in Internet Archaeology 12, online at http://intarch.ac.uk/journal/issue12/patois_toc.html
Kilbride,
W.G. and Reynier, M.J. 2002 ‘Editorial - Keeping the Learning in Computer-Based
Learning’ in Internet Archaeology 12 online
at http://intarch.ac.uk/journal/issue12/editorial.html
F.8.4 Records on-line:
case studies
Canmore, CANMAP and Pastmap: presenting Scottish datasets online.
Peter
McKeague,
RCAHMS
Canmore
The Royal
Commission on the Ancient and Historical Monuments of Scotland (RCAHMS) records
and interprets the sites, monuments and buildings of Scotland's past and
promotes a greater appreciation of their value through the National Monuments
Record of Scotland (NMRS). Canmore, the
database of the NMRS, has been online since 1998 (available through the RCAHMS
website: www.rcahms.gov.uk See figure
66). Canmore enables users to search on
key fields (including place-names, type of monument, Council or parish area or
by featured collection).
Figure 66:
Sample NMRS record viewed through Canmore. [©
RCAHMS 2007 and © Crown Copyright. All rights reserved. 100020508. 2007]
From the
results page a user can fully access any information held on the NMRS database,
including descriptions, selected bibliographic references and indexes to
material held in the Collections of the NMRS.
CANMAP
In July 2002, a web-mapping
enabled query system, CANMAP (see figure 67), was launched to compliment Canmore
and is available on logging into CANMORE (via www.rcahms.gov.uk). Using ESRI’s ArcIms
software, CANMAP enables users to zoom into any part of Scotland through a
click and drag tool and view the NMRS records against an appropriate scale of
Ordnance Survey raster map determined by pre-set scale thresholds. The NMRS records are displayed as a series
of blue dots, with the level of accuracy for the NGR of an individual record
expressed through the intensity of the shading. Lightly coloured dots reflect
poorly located sites where the quoted NGR may only be accurate to the nearest
10Km or 1Km. Progressively darker shades reflect the increasing confidence in
the accuracy of the site location may be expressed to the nearest 100m, 10m or
1m.
Figure 67:
Site selection using a web-GIS browser: the RCAHMS CANMAP.
[© RCAHMS 2007 and © Crown Copyright. All rights reserved. 100020508. 2007]
Users may either query NMRS
records by selecting an individual blue dot or, through an area search select
and generate a report on one or more NMRS sites. Once selected, the user can
view the associated site records which are drawn from CANMORE.
Pastmap
Historic
Scotland is an executive agency of the acts on behalf of the Scottish
Ministers, responsible for safeguarding is an executive agency within the
Scottish Executive, responsible for to safeguard ‘safeguarding the nation's
built heritage and promoting its understanding and enjoyment’. In June 2004 Historic Scotland and RCAHMS
launched Pastmap (www.pastmap.org.uk)
to bring together in a single environment the statutory information about
Scheduled Ancient Monuments and Listed Buildings with the NMRS data already
available through Canmore and CANMAP (see figure 68).
Figure 68: Completed
search on Pastmap with map report on selected records. [© RCAHMS 2007 and © Crown Copyright. All
rights reserved. 100020508. 2007]
On
completing a successful search a report appears in a separate window. From here
a user can view summary information on the selected records and follow links
through to view the listed building description, download a .pdf of the
Scheduled Ancient Monument documentation or view details in the NMRS database.
In
association with Scottish Natural Heritage, The Inventory of Gardens and
Designed Landscapes was added to the website in November 2004. Pastmap has
since been extended to include information, both point and area data, from
those Council SMRs wishing to participate in the project. Where SMRs already deliver information about
individual records via the Internet, users will be able to follow links in the
report to the relevant record on the remote site. Alternatively, for those SMRs with no web database presence,
contact details will be provided.
Information
presented through Canmore is updated daily, CANMAP weekly and Pastmap
fortnightly.
Online Access to HER: Somerset
On 30th September 2003 Somerset
Historic Environment Record (HER) became available as an online resource, www.somerset.gov.uk/heritage .
This case study gives details of what was achieved. For details of the accompanying outreach programme see section
F.7.3.
Prior to this date the Somerset HER existed in the
form of several large filing cupboards of numerically ordered files, a computer
database and a Geographical Information System computerised map. Members of the public accessed the resource
either at the office through individual appointments or in correspondence by
letter, phone or email. This
arrangement created an access problem for people unable to get to Taunton
easily. It also meant that postal/
telephone queries could take a long period of time to resolve
The website was created by
the Council ICT department and a consultancy with a commercial company ‘Dotted
Eyes’ (www.dottedeyes.com), in
conjunction with the HER. A user group was also established and consulted as to their
needs. This group also extensively
tested a site prototype before the full launch. Three basic elements of the site were decided upon:
·
a digital map, composed of OS information
overlain by layers of historic environment information and searchable by road
name, NGR, post code or place name;
·
a simple query page that enabled all the record
titles to be searched by keywords, and
·
an advanced query page enabling a number of
criteria to be used in searches, for example geographic area, monument or event
type and period.
Figure 69: Example
Record Page from Somerset HER [© Somerset County Council 2003].
The website
features a searchable map and database and was created using Microsoft Active
Server Pages (ASP) to query the MS SQL Server database. The maps are generated
by MapInfo MapXtreme and displayed using Dotted Eye's Response MX application. Much of the design of the website (including the advanced query page and the results
layout) was taken from the HER Viewer, an in-house application that queried the
HER database stored in MS Access and which had been refined over the previous
decade. The database was transferred to
MS SQL Server and the web facing data is created from the internal GIS and
database every evening. Using duplicate
internal and external systems overcomes many security issues as no access to
internal networks is needed to use the website and any damage to the web
database will be overwritten within 24 hours.
The Somerset
HER comprises over 21,000 records, all of which were made accessible online; no
records were excluded. Further website pages were created with information on
specific county heritage projects and topics, background archaeological
information, archaeological events, thesauri of monument and artefact types and
opportunities for the public to become in involved in local archaeology.
The results of
queries produce a page of information on the site, building or event (see example
in figure 69). The record’s primary
record number, name, civil parish, whether the site is part of another site,
and the National Grid Reference all form the header part of each record
page. Beneath is a link to the GIS
mapping of the site and, where currently available, an image of the site. This is then followed by details of any
known public access to the site.
Beneath is the main site summary, composed of paragraphs of summarised
source information. Each source is
fully referenced and the record creator and date of creation is given at the
bottom of each page.
In addition to
the HER components the site also aims to set these records within the context
of relevant historic environment information.
For this, a number of sections were written and linked to the database. These include: glossaries of technical terms
and monuments types; an explanation of the different chronological terms used
to date monuments and artefacts; brief summaries of the state of knowledge of
each time period the county and a comprehensive general bibliography and
further references section. There is
also a section dealing with the history of archaeological work within the
County from the antiquarian barrow diggers through to the large development
driven excavations of more recent times.
The site was
designed with access issues in mind and aimed to comply with all current
accessibility standards. A
comprehensive downloadable user guide is also available to ensure that the site
is as understandable as possible.
A voluntary system of
registration forms part of the site but is not necessary to gain access. The
site is free to use whether registered or not.
However the advantage of registration for the user is that more detailed
mapping is available to them. By
October 2004 over 750 people had registered on the site, providing their email address,
name and location as well as a reason for using the site, selected from a drop
down list. Registration enables the HER
staff to monitor use of the site and evaluate performance and demand. In June 2004, for example, 1,159 people in
total visited the site and of these 810 visited once and 349 more than once.
(see panel 13) . No HER information,
with the exception of personal information covered by the Data Protection Act regulations,
is withheld.
|
Panel 13: Example of a breakdown of reason for interest in HER
Information |
|
|
Reasons for Interest in HER Information (August
2004) |
Number of Users |
|
Archaeological
Contractor |
27 |
|
College Student (A
Level) |
32 |
|
Flint Collector |
2 |
|
General Interest |
228 |
|
Local History/Archaeology |
260 |
|
Local/National Government
Partner |
56 |
|
Metal Detectorist |
9 |
|
Professional Researcher |
45 |
|
School Student |
6 |
|
Tourist |
8 |
|
University Student |
70 |
There is an opportunity to contact the HER on the
‘Contact’ page to send enquiries to the service or provide feedback on the
site Here users can select a reason for
contact from the following options:
-
Historic
Environment Record-Report new or updated information.
-
Historic
Environment Record-Report problem.
-
Historic
Environment Record-General Enquiry.
-
Listed
Building enquiry.
-
Archaeology
and planning enquiry.
-
Archaeology
and farming enquiry.
-
Opportunities
to join in.
-
General
enquiry.
There has been
a very positive response to the website both from members of the public,
heritage professionals and HER staff.
The profile of the HER and the group as a whole has become much more
prominent with many mentions on local websites, in local publications and in
all forms of the media. Undergraduate
students at Southampton University have described the site as ‘user friendly’,
‘very concise, easily manoeuvrable’, with ‘the greatest degree of accuracy and
thoroughness’ (Schofield 2004, p.11)
The main
advantage for the users of the HER is that their queries can be answered much
more speedily through the direct access to the information. The advantage for the HER staff has been the
time gained that would normally have been involved with postal/telephone/email
to-and-froing trying to understand exactly what an enquirer wants and seeking
out and sending off that information.
The enquirer now has direct control over the information seeking
process. Another positive outcome of
the site is the number of new sites and additional information being sent to
the HER via the website.
Although registration is not obligatory in order to use the site it
offers additional facilities/access and there are now 750 registered users of
the website, many of whom are regular visitors. In June 2004 there were 1159
visits to the website, 349 of which visited more than once in that month alone.
Version two of
the website, launched in October 2004, provides additional facilities including
1946 and 2001 aerial photographic coverage of the county and conservation areas
information available as map layers. In
the future it is planned that the use of the HER online facility will continue
to be monitored and adapted, where necessary, to fulfil identified user needs.
Some examples of feedback regarding the site.
“I'm a part time PhD student working with Simon
Haslett at Bath and I think your site is great!! I'm currently finishing my thesis and have found it a big help.”
01/02/04
“Obviously a lot of work has gone into this
excellent site. As a fellow local government officer I wish you all success
with it.” 12/01/04
“I have already
used the site several times and I must say that it is a very comprehensive and
user friendly system although I'm sure that it belies all the hard
developmental work that must have gone in to it. For us, it's already a
valuable resource and a very efficient means of gathering archaeological data
for Somerset.” 04/11/03
“Just like to say what a lovely site this is.
Easy to navigate and plenty of detail. Very helpful.” 13/10/03
“Bloody fabulous. Well done.” 10/10/03
“A good way of
finding information about Somerset. Excellent”. 05/10/03
Useful References
The plain English guide to designing clear websites http://www.plainenglish.co.uk/designguide.pdf
‘A website is a means of communication, not a
way of showing off your technical knowledge’
Archaeological data Service- produces a ‘Guide
to Good Practice’ for IT. http://ads.ahds.ac.uk/project/goodguides/g2gp.html
Guidelines for UK Government Websites:
see http://www.cabinetoffice.gov.uk/e-government/resources/handbook/introduction.asp
Web Accessibility Initiative http://www.w3.org/WAI/ ensures you meet current data standards