documenting or reporting




   structure or jumble?
the documentation burden
                • obligation set by our organisations
                • responsibility of the con...
specialisation diversity
                • specialisations differ in object
                  complexity
                •...
inleiding
 introduction
                complexity
time spent on object

                     minutes   20
 introduction




                     hours          150
inleiding
culture
                • education
                 - formal training
                 - on the job training
            ...
you are also documented
            • S = subjective: anamnesis, problem
              based
            • O = objective: ...
the object being documented
            • S = treatment necessity
             - exhibition, damage, maintenance, bad repa...
what to document
            • who
            • what
            • where
            • when
            • how

          ...
elements of documentation
            • metadata > supplied by client/museum
             - object description, number etc...
what is not part of documentation
                              • (art)historical essays
inleiding problems problems



  ...
documentation vs report
             • documentation is for you/colleague
             • documentation should go with obje...
documentation vs report
             • report can be constructed from the
               information in the documentation
...
time spent on object
inleiding problems problems




                                   minutes   20     150        1 : 7,...
current practice
                      • analog: physical
                       - forms, reports
                       -...
analog
                      • is infrastructure still in place?
                       - accessability to documentation/r...
digital in general
                      • compatibility
                       - platform (PC, UNIX, MAC)
               ...
digital traps
                      • text documents (.doc)
                       -   only non discriminative search poss...
digital traps
                      • spreadsheet (.xls)
                       -   in office-suite: “no need” to purchase...
digital traps
                      • database (.dbs    .fm)
                       - to be purchased separately
         ...
digital solution
                      • database (.dbs    .fm)
                       - to be purchased seperately
      ...
status quo
                      • no standard
                       - what to document
                       - how to m...
inleiding look for?
 what to
                                          E-mail



                      •elandbas@mac.com
Bas van Velzen (University of Amsterdam), Documentation or Reporting?
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Bas van Velzen (University of Amsterdam), Documentation or Reporting?

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Bas van Velzen (University of Amsterdam), Documentation or Reporting?

  1. 1. documenting or reporting structure or jumble?
  2. 2. the documentation burden • obligation set by our organisations • responsibility of the conservator towards the object introduction inleiding
  3. 3. specialisation diversity • specialisations differ in object complexity • specialisations differ in time spent per object • specialisations differ in documentation culture introduction inleiding
  4. 4. inleiding introduction complexity
  5. 5. time spent on object minutes 20 introduction hours 150 inleiding
  6. 6. culture • education - formal training - on the job training • tradesmanism vs academia • institutional vs self employed introduction inleiding
  7. 7. you are also documented • S = subjective: anamnesis, problem based • O = objective: result of examination • E = evaluation: diagnose • P = plan: treatment elements inleiding
  8. 8. the object being documented • S = treatment necessity - exhibition, damage, maintenance, bad repair • O = condition report - expertise conservator, examination/research • E = treatment proposal • P = treatment (to be documented) elements inleiding
  9. 9. what to document • who • what • where • when • how • why ??? elements inleiding
  10. 10. elements of documentation • metadata > supplied by client/museum - object description, number etc. • object description - size, technique, material, etc. - condition/damage > treatment proposal • treatment - operations: what, how, where, with what (tools) - materials used: what, composition, origin - illustrations, before, during, after elements inleiding
  11. 11. what is not part of documentation • (art)historical essays inleiding problems problems • implicit pseudo documentation - not “B72” but: ethyl-methacrylate copolymer: Paraloid B72 - “surface cleaned” without method, means, location • unreadable illustrations - “look how many clamps I have” - position/orientation of object different in every picture • report problems
  12. 12. documentation vs report • documentation is for you/colleague • documentation should go with object lingua franca - jargon of the conservator • report is a narrative • report explains the why • report is for client/non-colleague solution? inleiding the “non” jargon speaker
  13. 13. documentation vs report • report can be constructed from the information in the documentation • documentation derives the why from protocol/shopbook, work journal • only treatment variations have to be documented: written down solution? inleiding
  14. 14. time spent on object inleiding problems problems minutes 20 150 1 : 7,5 problems hours 150 20 7,5 : 1
  15. 15. current practice • analog: physical - forms, reports - illustrations • digital: virtual - text document (.doc) - spreadsheet (.xls) - database (.dbs .fm) inleiding look for? what to
  16. 16. analog • is infrastructure still in place? - accessability to documentation/reports - suspension files etc. - bulky, single location • documentation material decays - quality of paper and ink - photos, negatives inleiding look for? • transition to digital - large files - mostly not machine readable (OCR) what to
  17. 17. digital in general • compatibility - platform (PC, UNIX, MAC) • quality IT-structure: back-up! - by conservator - by institution • accesibility is not an issue inleiding look for? - access can be regulated • obsolescense - backward compatible - hardware not available/breaks down what to - software does not run on modern machines
  18. 18. digital traps • text documents (.doc) - only non discriminative search possible (flat) - invites narrative instead of documentation - easy link illustration-text - infinite freedom - relation to other file needs extra keywords - other program needed to establish links inleiding look for? what to
  19. 19. digital traps • spreadsheet (.xls) - in office-suite: “no need” to purchase database - hybrid use: actual function is for complex calculations - has to be designed and built - only flat searches possible (one level) - relations between data cumbersome - integrating information in database systems can be inleiding look for? tricky what to
  20. 20. digital traps • database (.dbs .fm) - to be purchased separately - learning curve - has to be designed and built inleiding look for? what to
  21. 21. digital solution • database (.dbs .fm) - to be purchased seperately - learning curve - has to be designed and built - multiple, discriminative search possible - easily made relations between records and data inleiding look for? - easily publishable on the web - excellent integration in existing systems what to
  22. 22. status quo • no standard - what to document - how to make photos/illustrations • no common thesaurus - names of techniques - names of deterioration/damage patterns - names of materials inleiding look for? • no repository - who can access data? - who pays? what to
  23. 23. inleiding look for? what to E-mail •elandbas@mac.com

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