Documentation and Recording

for Conservation
Presented to 3rd Year Architecture
Class on 10/11/2022
By Dr. Kassim M. Omar
 What Documentation?
• is a continuous process enabling the monitoring, maintenance
and understanding needed for conservation by the supply of
appropriate and timely information (Santana – Quintero et al,
2008)
• The textual and visual records collected during the care and
conservation of an object, building, site or groups of monument.
It can include records of the condition, any conservation done,
any observations or conclusions made by the conservation
professional as well as details on the monument’s past and
present environment (Moore, 2001)
It is both the product and action of meeting the information needs
of heritage management. It makes available a range of tangible
and intangible resources, such as metric, narrative, thematic and
societal records of cultural heritage
 Documentation……..
Definitions
• Cultural heritage place (also heritage place, heritage asset): refers
in general to immovable cultural heritage, such as archaeological
sites, single monuments, groups of buildings, historic towns, or
cultural landscapes.
• Documentation: The already existing stock of information. As an
activity, it stands for the systematic collection and archiving of
records in order to preserve them for future reference. It can be
said: Today’s recording is tomorrow’s documentation.
 Documentation……..
Definitions
• Heritage information: The integrated activities of recording,
documentation, and information management.

• Heritage recording: The graphic or photographic capturing of

information describing the physical configuration, evolution, and
condition of a heritage at known points in time.

• Information management: The process of finding, cataloguing, storing,

and sharing information by making it accessible to potential users now
and in the future.

• Recording: means the acquisition of new information deriving from all

activities on a heritage asset, including heritage recording, research and
investigation, conservation, use and management, and maintenance and
monitoring.
 Documentation……..
Definitions
• Research and investigation: Used to describe in general a variety
of activities aimed at the acquisition of information pertinent to
increasing knowledge of a cultural heritage place. While research
is related more to off-site surveys (e.g., archival research),
investigation relates to the direct acquisition of information from
the heritage place as a primary source. Recording is an essential
component of research and investigation at each step and at each
level of the conservation process.
 Documentation……..
WHY?
Heritage information is required to acquire knowledge, understand meaning
and values, promote the interest and involvement of people, permit informed
management, and ensure long-term maintenance and conservation of heritage
places. It may also be considered as a kind of insurance policy against loss and
as a posterity record for future generations.

WHEN?
Acquiring information on heritage places should be undertaken when
compiling inventories or creating a heritage information system; when critical
decisions are made; when historical evidence is revealed; before, during, and
after any conservation or other type of work; where heritage places are at risk;
or when use changes.
 Documentation……..
Who should carry out heritage information activities?
Heritage information activities should be carried out first and foremost by
professionals; however, everyone with an interest in the heritage place and
who has information to contribute should also participate.

Who is responsible?
Managers of heritage places are responsible overall for ensuring the adequate
recording and cataloguing of information and the quality and updating of the
records; however, everyone else involved in the conservation process also has
specific responsibilities for recording, conserving, and sharing information.
Where do heritage information fit in the conservation process?
Recording, documentation, and information management of heritage places
are essential activities of all phases of the conservation process and should be
fully integrated into this process. All heritage information products should be
kept in a central repository and managed as part of an integrated project
dossier.
 Documentation……..
What is the first planning step?
Research is the first step. Before new records are prepared, existing sources of
heritage information should be found and examined for adequacy.
What should the records contain?
Heritage records must clearly and accurately identify and locate the heritage
places and their setting, and note the sources of all related information. They
must also include metric, quantitative, and qualitative information about the
assets, their values and significance, their management, their condition, their
maintenance and repairs, and the threats and risks to their safekeeping.
What level of commitment is needed from decision makers?
The commitment to conserving heritage places requires an equal commitment
to acquiring heritage information through the establishment of clear policies
for recording, documentation, and information management activities;
guidelines and standards for defining, planning, and implementing recording
for all projects; and guidelines and standards for archiving all records and for
information exchange and dissemination.
 Documentation……..
Who should have access to heritage information?
Since heritage is what the community wishes to protect and pass on to future
generations, dissemination of heritage records should be as wide as possible,
and the location of the records should be made public.
What level of detail is required?
Recording and other heritage information activities should be undertaken to an
appropriate level of detail to provide information for sensitive and cost-
effective planning and development; for efficient research, conservation work,
site management, and maintenance; and for creating permanent records.
What scope, level and methods should apply?
The selection of the appropriate scope, level, and methods of recording
requires that the methods of recording and type of documentation produced
are appropriate to the nature and importance of the heritage place, the
project’s needs, the purpose of the record, the cultural context, and the
resources available. Preference should be given to nonintrusive techniques.
The rationale for the intended scope and for the selection of the recording
method must be clearly stated, and the materials used for compiling final
records must be stable.
 Documentation……..
How should records be kept and identified?
Original records of heritage places must use standardized formats, be
preserved in a safe and accessible place, be backed up, and, in the case of
digital records, be regularly migrated to the most current versions of software
and support. Although costly, archiving hard copies of digital records is also a
recommended practice. For records to be easily retrieved and managed, a
unique identifier is required, such as standard longitude and latitude
coordinates that define the location of a heritage place.
 Documentation……..
Venice Charter requirements for Survey and Documentation

• The Charter’s requires a thorough survey of the property to establish the

following:-
• First the historic and archaeological aspects of a building so as to reveal the
actual condition and configuration of the monument – not only negative
attributes but positive also.
• Secondly the maintenance of evidence of past periods including that of ancient
work so as to maintain authenticity and preserve the historic value and
therefore enable a determination of issues such as removal of all non-structural
additions or functions and the need to restore to the original;
• any additions that were left were to be justified from the point of view of
history of architecture.
• It also requires maintenance of evidence of past periods as a way of informing
that certain parts of the building had been added later.
 Documentation……..
What is the objective of undertaking a documentation exercise?

– understand a heritage site or monument and place in its parts and as

a whole, in the context of a given context, through careful, close and
critical examination
– Assess the condition of the structure/place and identity the faults,
deterioration, decay etc that affect or that may affect the heritage
property.
– As a means of recording the current status of the site. This is useful
for general monitoring.
– To record the state of the site or monument before you make any
changes.
– Examining the condition in a systematic manner also helps the
manager to understand the site or monument better, and
encourages the architect conservator to look closely at the site or
monument and think about the issues of its physical protection.
 Documentation……..
Requirements for Survey and Documentation exercise
Therefore the next step, after the initial desktop research exercise, in any building conservation
project is a sensitive assessment of its history and merits as every building has its own biography.
The major components of assessment include:-

• The visible physical characteristics that can be seen:

SYMPTOMS

• What is causing the effect:

DIAGNOSIS

• How the effect comes about:

PROCESS

• How will the effects develop:

PROGNOSIS
 Documentation……..
What needs to be done on site or monument ?
• Carry out an inspection to assess the general state of conservation.

• Identify signs of decay and locate them on a plan, elevations, sections etc.

• Analyse the processes and circumstances in which the monument has

deteriorated.

• Be specific about observations made.

• Measurement or estimation of affected areas and their location in relation to

other cultural features.
 Documentation……..
How often do you undertake a documentation of a monument?

• Ideally it should be periodic (2 – 5 years circles depending on the extent of

deterioration) – to build a database on the monument, site or building

• When funds for work are made available

• Following a request e.g. by a client or government

• When there are serious problems or evidence of eminent faults are discovered
 Documentation……..
Documentation Equipment

The following equipment are standard for the documentation of monuments:

• Camera
Photography is an effective way to record visual deterioration. Digital cameras are very handy
for a quick look at the condition and print outs can be used to mark problem areas.
• Tape measure
To measure distances and areas of significance
• Compass
It gives accurate sites’ geometry in relation to the sun, wind direction and rainfall patterns
• Laptop
To store any information gathered in the course of the recording exercise
• Global Positioning System (GPS)
The GPS is essential for the accurate location of a site on a map. Returning to a site with the aid
of a GPS can save hours of bush walking. One can use the GPS to develop a rough map of the
site.
PART 2
PART 3
Documentation and Recording for
Conservation Part 2 - Condition
Assessment of
Urban Places
 Rationale…………..
• Any intervention at a heritage place must be
preceded by a study of its physical condition
or state of preservation.

• Assessment and recording of information is

essential as the first step and serves as the
basis for intended interventions.
 What is condition ?
• ‘Condition’ is the particular state of a building, monument
or site

• ‘Condition’ refers not only to damage to the site, but also

to the positive aspects of the site’s condition, such as its
stability and integrity.
 What is condition assessment ?

• Reporting the condition of a place taking into

consideration the existing physical material, its
environment and setting.
 Why condition assessment ?
• By conducting a condition assessment you
will, as a conservation professional, be able
to know the existing state of conservation

• Condition assessment can be used as a

management and monitoring tool
 Diagnosis……………

Three basic steps to use when dealing with

deterioration at sites, monument or building:
• Observe, identify and describe

• Understand the materials, what is happening, and

what is responsible

• Select strategies and treat the problem

Before going out to the site you should:

• look at information available

• think about the main elements of the site that you will need to look
at, or take a standard condition report form or design your own

• Identify what you will need, copies of previous site records, photos
and site plans etc

• recording equipment

• any previous condition assessment

• copies of old photos

 What to do on site……….
• Carry out an inspection to assess the general state of conservation.

• Identify signs of decay and locate them on a plan.

• Analyse the processes and circumstances in which the site has

deteriorated.

• Be specific about observations made.

• Measure or estimate affected areas and their location in relation to

other cultural features.
 What to do on the site………
• mark the location of things you observe. Use a site plan, or mark on
copies of previous photographs. Make sketches where necessary.

• be specific about what you are observing, and how it is affecting the
site or surroundings.

• measure or estimate the areas affected and note where they are in
relation to the site or cultural features

• remember that you are recording this information so that you or

someone can use it at a later date. Make it specific and useful, so
that it is easier to make decisions based on what you have recorded

• record what something looks like even if you are not sure what it is.
Include how it is affecting the site.
 Steps to follow…..
The key to a successful condition survey is to adopt a
simple method.

• Carry out an inspection to familiarise yourself with the

place, its conditions and the general setting. Also
identify the boundaries.

• Prepare basic sketches, of the structures. You may also

utilise photographs.

• Identify and name each part of the site or structure.

• Establish the orientation of the site with respect to

North South, East and West.
• Based on the preliminary assessment of the place, establish a
systematic procedure to inspect each and every part of the site.

• Proceed to inspect and describe each space and all the facts
regarding:
- The condition of that space
- The structural system (foundation, wall styles etc)
- The construction materials
- Any additional things like decoration, entrances etc.

• Having completed an overall inspection, return to the critical areas

to verify observed facts.

• Record your observations in a clear factual, report, illustrated with

the necessary diagrams, sketches, drawings or photographs. If
available, you may also consult previous reports on heritage places.
See how they compare with your observations. Re-check any major
discrepancies.
Remember the major components of ‘condition’

• The physical characteristics you can see:

SYMPTOMS
• What is causing the effect:
DIAGNOSIS
• How the effect comes about:
PROCESS
• How will the effects develop:
PROGNOSIS
Remember…..
In almost all cases, it is necessary to use instruments
even though the eye is often the most powerful
diagnostic tool. It can only respond to visual evidence.
 Steps in the diagnosis of a building,
monument of site
Gather information on:

• Uses of the site

• Environment

• History (specific events that occurred on site)

• Past and present conservation activities

• Maintenance and monitoring practices

• Old photographs, former survey documents,

interviews of caretakers, professionals

• Comparisons with similar sites

• Comparisons with other sites nearby

 Condition reporting……………
Condition reporting is basically an assessment of the
present physical condition of the main elements of the site
and its immediate surroundings. Both natural and human
impacts need to be assessed.

It is a very important part of the overall documentation of

the site and contributes significantly to the assessment of
the site’s cultural significance.
Reporting a condition should include:

• a description of the physical location of the site

• a description of the type of structures and

construction

• a record of the physical condition of the site

• a record of symptoms of deterioration

• description of any deliberate vandalism

• the date on which information used to compile the report was

gathered, and a description of the weather conditions at the
time of the site visit(s)

• documentation of condition against which future condition of

the site can be generally compared (in basic assessments this
may amount to a brief written description of the site’s
condition)

• recommendations regarding future conservation related to

work at the site

• the name and affiliation of the person(s) producing the report.

• remember to record not only problems or damages, but also positive
aspects of the site

• in assessing the condition of a site it is important to distinguish

between past structural damage or deterioration and things that are
happening now. Deterioration that has occurred in the past may not
be a problem any more, and identifying active or potential problems
allows us to consider strategies to slow down the rate of
deterioration or halt it altogether.
• comment on changes since the last inspection

• if you bring previous condition assessments to a site, and you

discover that there have been no observable changes at the site in
the intervening period, you should still record that observation.
• Indicate (Where evident) causes of decay and immediate
remedial interventions

• Estimate cost and time parameters

• Recommend areas requiring future further studies for

accurate interpretation of deterioration processes or
history of the structure.

• Historical or anthropological survey

• Materials analyses

• Finally organise a phased programme of interventions

and the produce report.
Identify signs of decay
and locate them on a
plan.
Analyse the processes
and circumstances in
which the site has
deteriorated.
Check for the natural
factors affecting the
site/monument
Observe and see how
the human factors have
contributed to the
decay.
In all the areas of the site
observe how the various
factors have affected the
condition of the particular
site or monument
 Extent of changes or degradation
of a property due to human
activity can be observed from
panoramic photos of urban sites

C
B
A
How have inappropriate
intervention measures on the
property affected the site’s
condition?
How have natural factors,
including natural wear and tear,
inadequate drainage, poor soil
structure etc affected the site’s
condition?
Impact of vegetation cover or
lack of on the ground, how does
it affect the site’s condition?
Are there other factors at play that are
affecting the site’s condition?
•What do you observe in terms of the boundaries of