Towards an Effective Digital Archiving System for ...

Towards an Effective Digital Archiving System for Archaeological Field Projects R.M. Nadeeka Rathnabahu Assistant Librarian Postgraduate Institute of Archaeology University of Kelaniya

Abstract Archaeology is a scientific study of the past and archaeologists are dealing with fragile material remains of the past human cultures. Vast numbers of archaeological projects that have different objectives produce enormous assemblages of artefacts. Beyond the dilemma of purely academic nature the most decisive challenge face by the field archaeologists is handling and archiving the materials unearthed by them. Most of the field projects frequently remain with unsatisfactorily managed archival materials including artefact indexes, field drawings, field notebooks and film negatives. Digital archival systems now available in the world provide archaeologists a wide opportunity to follow a systematic procedure to get manage such information effectively. Contrary, this is one of the less focused areas of the current practice of archaeology in Sri Lanka. Application of digital archiving system provides a range of advantages. Some of them are sharing, exchanging and archiving documents effectively, Saving money, time and space, disaster recovery, productivity, communication and collaboration, Levels of client satisfaction, accuracy and security, go green, long term preservation, easy and fast access to resources, and information sharing. This paper intends to discuss a viable procedure of creating a digitalized archival database for archaeological field projects with special reference to the existing problems in the current recording and documentation practices. Keywords: Digital Archiving, Archiving Systems, Archival Database, Archaeology

67 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

1.1 Objectives This paper has developed on three objectives, i.e. 1).To propose a new digital database system for field of archaeology 2). To identify the constraints and 3).to makes alternatives to overcome the problems. 1.2 What digital archiving means? Digital archiving is a controlled mechanism of handling and storing data using computerbased programs. Computer software’s provide facilities to store vivid categories of datasets including spatial data (maps etc.) real-time recordings (photographs, videos) and written accounts. The growing hardware techniques offer a considerably large space to store different types of data in different formats. The best approach for long-term preservation of archaeological data in digital formats is for them to be systematically collected, maintained, and made accessible to users operating in very different computing environments (Brown 1998). Digital archiving is about preserving information regardless of the object on which that information is stored. The content, structure, and context of the information must be preserved in order for digital records to be migrated from one medium and format to the next. This is because diskettes and other magnetic media degrade and software and hardware change rapidly: the physical media on which digital data are stored are impermanent (ibid 1998). 1.3 Digital archiving system in Sri Lanka Sri Lanka is still lag behind in the process of acquiring IT base technology to handle archival materials. Especially this could be explicit in the field of archaeology. Perhaps this is due to the budgetary constraints of increasing consideration large amount of funds to get use of IT base technology. But the advantages provides by such may justify responsibility of even a heavy investment upon the digital archaeological system. 1.4 Introduction - WINISIS Database Software A database is a collection of information that is organized so that it can easily be accessed, managed, and updated. In one view, databases can be classified according to 68 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

types of content: full-text, bibliographic, numeric, and images. In addition Databases can organize according to their organizational approach. CDS/ISIS for Windows or WINISIS is the introductory database software for the field of archaeology. WINISIS database software, developed by UNESCO, is flexible, easy to use, menu-driven and generalized information storage and retrieval software. The software is designed specifically for creating and managing textual databases and has capability to create any number of databases with completely different data elements. (Rajasekharan and Nafala 2000?). WINISIS can be used for developing searchable digital archives of full text documents in doc, xls, ppt, html, pdf, audio, and video or picture format. A database created with WINISIS can be modified into digital archive by adding a command line in its print format so as to display a hyperlink in the database display screen. The hyperlink can link up the record to the appropriate document in the digital document collection. A mouse click on the link will result in automatic opening-up of that document. WINISIS application can be used by anyone having a reasonable computer experience (Ibid 2000?). 1.5 Technical Process of WINISIS To create a WINISIS database with any chosen fields, need to define the following components. 1. Field Definition Table (FDT): this is defines the fields such as Title of project, Supervisor of project etc. of the records in the database and their characteristics. FDT determines the nature of data entry worksheet.

69 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

1.1 Screen Shot: Field Definition Table 2. Data Entry Worksheet(s): The worksheet is the screen layout used to create and/or update the records of the database. This is one of the key parts of this database. Anyone can create this data entry fields according to their requirements.

1.2 Screen Shot: Data Entry Worksheet 70 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

3. Print Format (PFT): The PFT is the format for display or printing of records.

1.3 Screen Shot: Print Format 4. Field Selection Table(s) (FST): FST defines fields that can be searched in the database. Search is made possible by creating an inverted file of terms indexed from the fields chosen for search.

1.4 Screen Shot: Field Selection Table 71 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

WINISIS database facilitates digital archiving systems according to archaeological requirements. I have made an attempt to list some of the important attributes that could be considered as data fields as follows;. 1. Title of Project

2. Short Description of Project

3. Type of Project

4. Location of Project

5. Creators

6. Dates

7. Evidence in Archive

8. Bibliographic References.

Title of project is most imperative to identifying and searching project details. These titles are given the clue of projects. As an example: Ranchamadama excavation, Alawala excavation etc. In one hand, short description of project will help to catch the most relevant information which is pertinent to the excavation .On the other hand archaeologist should have been mentioned their types of project and this project type may be a Surface survey, Excavation, Watching Brief, Survey or any other type of monument etc. Fourth important element is Location of Project. This is consisting of Site address, Site name, and Site reference number, Parish, County and Nation. Creators is the fifth element of work sheet and Name of organization, Address, Director/supervisor, Project manager and Sponsor or funding body should be mention here. This Information is most helpful for archaeologists in terms of endorsing the responsibility. Sixth element is Dates. Especially Fieldwork started date, Fieldwork finished date and archive completed date should mention within the form. Evidence in Archive is the seventh element of the project form. Finally bibliographic reference also can mentioned. 1.6 Searching the Archive There are two types of searching systems i.e. 1. Expert search 2. Guided search .Let us see how to retrieve full text documents from the archive.

72 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

1. Step: Open the Expert Search box from Search menu

1.5 Screen Shot: Expert Search box 2. Step: Open Search Window and searching

1.6 Screen Shot: Expert Searching Box 73 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

3. Step: Search result for the term

Hyperlink to Source

1.7 Screen Shot: Expert Searching results Click on the Green Colour Hyperlink to open full text Document (i.e. Databases, CAD, Geophysics, GIS, Images, Movies, Spreadsheets, Statistics, Texts, Virtual Reality).

74 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

4. Step: Full text Document opened (You can read the map here)

1.8 Screen Shot: Map opened (Somadeva (2007), Ranchamadama Excavation) Finally this documents can converted in to web based application with GenisisWeb software .As a result users can access to archive via the World Wide Web (WWW). 1.7 Advantages of Digital archiving Easy to back-up files ; Sharing, exchanging and archiving documents effectively, Save money, time and space, disaster recovery, productivity, communication and collaboration, Levels of client satisfaction, accuracy and security, go green, long term preservation, easy and fast access to resources, Information Sharing ,user-friendly mechanism are the benefits of WINISIS database software. 1.8 Difficulties encountered in the usage of Digital archiving Several crucial problems pertaining to establish of the Digital Archiving System are : stored in always fire-proof, anti-magnetic facilities separate from the original data files; versioning control ; need to upgrade of hardware or software; lack of skills manpower,

75 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo

lack of resources, lack of financial support, of Lack of database systems, lack of infrastructural facility and fear for new technology and Virus attack 1.9 Suggestions To participate local, international workshops, training staff, conduct in house workshops and educated top management of the organization are the suggestion to develop this kind of archiving system in Sri Lanka 1.10 Conclusion There no any systematic method to preserve most important archaeological data and information for future generation in Sri Lanka. Therefore this WINISIS database software system may be extremely useful for field archaeology .I recommend that archaeological information held in digital archives be made available to the widest number of people possible.

References Brown, Adrian et al (1998), Digital Archives from Excavation and Fieldwork: Guide to Good Practice (Peer Review and Consultation Version). CDS/ISIS for Windows - version 1.4 January (2001): notes and format examples. UNESCO, Paris . Rajasekharan. K and Nafala K.M (date not indicated), Creation of Digital Document Archives with Winisis, India: Library & Information Division Kerala Institute of Local Administration. Richards, Julian; Robinson Damian (1998) ,Digital Archives from excavation and Field work: a guide to good practice, 2nd ed., Oxbow books, Oxford. Somadeva, Raj (2007),Ranchamadama Purana Susana Bumiya Keneema, PGIAR, Colombo. UNESCO (2010),CDS/ISIS database software ,UNESCO and Information processing tools, URL http://portal.unesco.org/ci/en/ev.php- URL_ID=2071&URL_DO=DO_TOPIC&URL_SECTION=201.html

Winisis - supplement to the Reference Manual: versions 1.0-1.3, (1998 November) UNESCO, Paris.

76 Published in the Sri Lanka Arcaheological Congress - Symposium proceedings , 8/7/2010, Colombo