We archive a copy of our database every 6 months, mainly as a (rather
rough and ready) way of tracking changes in / growth of the record. Of
course this does not help with the supporting paper files but until we
have a full electronic document management system there is little to be
one about that. And in any case it won't be retrospective to 1997.

James Dinn
Archaeological Officer
Worcester City Council
The Commandery
Sidbury
Worcester 
WR1 2HU
 
Tel: 01905 361824    
Fax: 01905 361822     
Minicom: 01905 722156
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www.cityofworcester.gov.uk 
www.worcestercitymuseums.org.uk
 


-----Original Message-----
From: Issues related to Sites & Monuments Records
[mailto:[log in to unmask]] On Behalf Of Wise, Julia
Sent: 29 June 2004 13:40
To: [log in to unmask]
Subject: Re: Hedgerow Regs - Audit Trail


Ed,
I agree with Nick that a more detailed audit trail is unlikely to be
sufficient in this case.  As I understand it, we would need to be able
to demonstrate the detailed content of the SMR at the relevant date, not
just be able to explain which database fields had been subsequently
altered.  And of course the issue of the wider SMR resources adds
further complications! The clauses in the Hedgerow Regs referring to SMR
information were presumably intended to echo the requirements for
historical documentary sources within County Record Offices - which I
assume would have no difficulty in identifying whether or not a specific
map had been accessioned into their collections by the 'relevant date'.

I guess the lack of positive responses is probably an indication that
everyone's keeping their heads down and hoping they won't be hit with an
appeal?? Julia 

-----Original Message-----
From: LEE, Edmund [mailto:[log in to unmask]]
Sent: 29 June 2004 11:08
To: [log in to unmask]
Subject: Re: Hedgerow Regs - Archive copy of SMR


That's a significant issue for data standards too Julia.

MIDAS currently recommends a 'Date of Compilation' and 'Date of Last
Update' be added to each entry in an HEIR. That (in theory) should make
it possible for folk to identify which entries existed in an SMR at a
given 'relevant date', but it won't give a lot of detail about what the
entry consisted of. E.g. if a particular source had been associated with
a monument entry, if it was indexed as a ROMAN VILLA or something else
entirely etc.

As we look toward a 2nd edition of MIDAS, is there a requirement for a
more detailed 'audit trail' (and relevant standards)?

Edmund Lee
English Heritage DSU


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