ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 Rachel Edwards Society of Museum Archaeologists ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 1 Supported by: The Society of Museum Archaeologists English Heritage The Federation of Archaeological Managers and Employers Society of Museum Archaeologists Copyright © the Society of Museum Archaeologists. Published by the Society of Museum Archaeologists. Development and production of this report was funded by grant aid from English Heritage and the Society of Museum Archaeologists with support in kind from the Federation of Archaeological Managers and Employers. The report was prepared by Rachel Edwards, Arboretum Archaeological Consultancy. First published January 2013. ISBN 978-1-871855-23-4 All photographs used with permission: Cover © Worcestershire County Council and Aerial-Cam; pages 7, 16, 37, 42, 51, and 99 © Albion Archaeology; page 11 Duncan H Brown; pages 23 and 121 © Hampshire County Council; pages 28 and 48 © the Museum of London; page 33 © Worcestershire County Council. Copy editing by Rachel Edwards. Design and layout by Maria Geals. ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 2 Preface Over the past forty years the amount and variety of archaeological material recovered and destined for museum collections has grown enormously. At times the quantity has seemed so great as to threaten to overload the entire system in terms of conservation, storage, and expense of on-going curation. (Museums and Galleries Commission 1992, 5) Despite a tacit acceptance that archaeological archives present their own particular set of problems and a few clarion calls like the one above, penned by Dr Ian Longworth as far back as 1991, the archaeological world has continued to find it difficult to come to terms with housing the end product of its investigations. A growing realisation that, in some areas at least, the situation had become critical resulted in a number of initiatives, not least the day-conference Trouble in Store, organised by the Federation of Archaeological Managers and Employers and held at York in July 2011. Following the conference FAME and the Society of Museum Archaeologists embarked on a joint initiative, with financial assistance from English Heritage, to attempt to quantify and qualify the current picture, and produce a set of recommendations for future storage strategies. It is this report that is presented here. Not surprisingly, some of it makes uncomfortable reading. Fewer than a quarter of the 150 museums included in the survey were able to provide detailed information about the archives they hold. This is not surprising, perhaps, when we learn that only a third of them have a specialist archaeological curator in post and the situation is unlikely to improve in the near future. On the other hand, archaeology collections, taking up an average of 22% of museum storage space, appear to have greater research use made of them than other subjects such as local history, art, and natural sciences. This is good to know. I would like to thank Rachel Edwards for producing such an excellent and detailed report and surmounting numerous difficulties in the process. I would also like to thank the other Project Board members for their many and perceptive observations on what was set before us. We arrived, eventually, at a set of recommendations and I hope that these will help define the way forward. One thing that is clear to us, however, is that a lasting solution will only emerge if all parts of the profession adopt a real sense of ‘ownership’ of archaeological archives and treat them accordingly. David Allen, Society of Museum Archaeologists. ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 Preface 3 Definitions and abbreviations Archaeological archive The archaeological archive is defined as all parts of the archaeological record, including the finds, samples, and digital records as well as the written, drawn, and photographic documentation (IfA 2009) Curator In this report the term ‘curator’ is used to refer to museum curators, not to Planning Archaeologists, Development Control Archaeologists or County/City Archaeologists. Undepositable archive/material Archaeological archive or material with no identified final repository, or which cannot be deposited because the relevant repository has no space to accommodate it. The term excludes archives rejected by museums for other reasons. ‘Undeposited’ material is distinct, and includes material held by contracting organisations during the post-excavation period. AAF Archaeological Archives Forum ADS Archaeology Data Service ALGAO Association of Local Government Archaeological Officers EH English Heritage FAME Federation of Archaeological Managers and Employers IfA Institute for Archaeologists MA Museums Association NPPF National Planning Policy Framework (2012 on) PPG16 Planning Policy Guidance Note 16: Archaeology and Planning (in use from 1990 to 2010) PPS5 Planning Policy Statement 5: Planning for the Historic Environment (in use from 2010 to 2012) SMA Society of Museum Archaeologists ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 Definitions and abbreviations 4 Contents Preface 3 Definitions and abbreviations 4 1 Summary 7 1.1 The project 8 1.2 Findings 8 1.3 Recommendations 9 2 Introduction 11 2.1 Reasons for the project 12 2.2 Background 12 2.3 Project background 14 2.4 Project scope 14 2.5 Survey of museums 15 2.6 FAME survey of archaeological contracting organisations 15 3 Map of collecting areas 16 3.1 Updated map 17 3.2 Collecting areas for archaeological archives 17 3.3 Gaps in collecting areas for archaeological archives 18 3.4 Specialist curators 19 3.5 Challenges facing museums generally 20 3.6 Specific problems relating to archaeological archives 21 4 Archaeological and other collections in museums 23 4.1 Storage space for different collections 24 4.2 Stored archaeological collections 24 4.3 Total storage space 25 4.4 Empty storage space 25 4.5 Other specialist curators 26 4.6 Research use of different collections in museums 26 4.7 Use of different collections for loans, teaching collections, and handling packs 26 5 How archaeological collections in museums are used 28 5.1 Numbers of visits to archaeological collections in store 29 5.2 Use of archaeological collections in store and archaeological expertise 30 5.3 Audiences reached using archaeological collections 31 6 The effect of developer-funded archaeological work on museums 33 6.1 Quantifying archives deposited into museums over time 34 6.2 Deposition by year 34 7 Archives held by archaeological contracting organisations 37 7.1 Response 38 7.2 Archives held 38 7.3 Views of archaeological contractors 39 ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 Contents 5 Contents 8 Concerns, possible ways forward, and conclusions 42 8.1 What are the problems? 43 8.2 Use of stored archaeological archives 45 8.3 Possible solutions, alternative approaches 45 8.4 In conclusion 47 9 Acknowledgments 48 10 References 48 Tables Table 1 Gaps in collecting areas for archaeological archives 18 Table 2 Specialist curators of archaeology in museums, by museums and local authorities 20 Table 3 Proportion of storage space used for different types of collection in museums 24 Table 4 Quantification of stored archaeological collections 24 Table 5 Total storage space in museums 25 Table 6 Use of different museum collections for loans, teaching collections and handling packs 26 Table 7 Number of visits/projects/researchers to archaeological collections in store 2000–2011 29 Table 8 Reason archives could not be accepted by museums 39 Table 9 How often do contracting organisations provide information on undepositable archives to stakeholders 39 Figures Figure 1 Use of different museum collections for loans, teaching collections and handling packs 27 Figure 2 Chart showing proportions of visits/projects/researchers by user group to archaeological collections in store 2000–2011 30 Figure 3 Chart showing the numbers of boxes and numbers of archives deposited in museums by year from 1960 to 2011 35 Figure 4 Chart showing the proportions of the total number of boxes and of archives deposited by year between 1960 and 2011 35 Appendices Appendix 1 Results of the survey of museums 51 Appendix 2 Results of the FAME survey of archaeological contracting organisations 99 Appendix 3 Comparison between FAME results and responses to the survey of museums 121 ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 Contents 6 SECTION 1 Summary ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 7 1 SUMMARY 1.1 The project 1.1.1 The project gathered information on the current position of archaeological archive collecting in S E England, compiled a report to inform the profession of where things stand, and updated the map and C database of museum collecting areas. A range of related issues was investigated concerning the use, T I O storage, and curation of archaeological archives in museums, and the provision of specialist expertise. N 1 1.1.2 The core of the project consisted of a survey of the 161 museums in England that accept, were believed to accept, or have previously accepted, archaeological archives. Curators and staff from 134 museums responded, including 39 who were interviewed by telephone. The questionnaire sought information at four distinct levels, from outline data to a comprehensive account of archaeological collecting history over the past fifty years. Only nineteen respondents completed the survey at all four levels of detail. 1.1.3 Alongside the survey of museums, FAME undertook a survey of archaeological contracting organisations to investigate the issue of completed archives which could not be deposited because there was no store or museum willing or able to accept them. Thirty-one major archaeological contracting organisations based in England responded. 1.2 Findings 1.2.1 Although 120 respondents said that their museum was able to accept archaeological archives, just 84 were able to accept archives without known conditions. Thirty-six respondents mentioned that lack of space might be an issue, or identified specific non-geographical conditions to acceptance. 1.2.2 Gaps in collecting areas: there were no museums collecting from 47 local authorities, plus parts of another four. In two others alternative museums were covering for museums unable to accept archives. 1.2.3 There were specialist archaeological curators in around 30% of museums contacted. The effects of local authority cuts were apparent from survey responses. Staff numbers had been reduced, and curators have taken on additional responsibilities for collections or management. 1.2.4 In some museums archaeological collections took up more space than other collections, but on average local history collections took up 45% of storage space compared with 22% for archaeological collections. More museums appeared to use archaeological collections for loans, teaching collections, and handling packs than other types of collections. 1.2.5 Data from 40 museums suggested that together they receive around 2,000 visits to archaeological collections in store each year, or about 50 visits per museum per year. 1.2.6 Respondents used archaeological collections and archives in many different ways, including contributions to specific exhibitions and projects. A significant number of these would be impossible without specialist archaeological expertise. Archaeological collections, including archaeological archives, have been used by respondents to reach a very wide and diverse range of audiences. 1.2.7 FAME estimated that there were 9,000 undepositable archaeological archives in England. The estimated volume of undepositable archives was 1,160m³. The figures indicated an estimated national storage cost of £330,000 annually. ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 1 Summary 8 1.2.8 Taken together both surveys identified a wide range of issues relating to archaeological archives and museums. Whilst general trends can be identified nationally, many of the issues are locally based, influenced by the local history and development of museums in their towns, districts, or counties, and subject to local pressures and political agendas. S E 1.3 Recommendations C T I O 1.3.1 The following eight recommendations were agreed by the Project Board: N 1 1 Produce a policy statement on the significance of archaeological archives nationally, and their importance as a key resource in the future. It is essential for us all to acknowledge that the results of all archaeological work across the country contribute to an understanding of our national, as well as local, heritage. English Heritage, Arts Council England, Archaeological Archives Forum 2 Promote the potential of archaeological archives as a resource for engaging all communities. The Archaeological Archives Forum, the Society of Museum Archaeologists, and the Institute for Archaeologists should develop a strategy for promoting the use of information held in archaeological archives. 3 Establish a national strategy for archive completion as a means of providing easy access to the archaeological record. The Archaeological Archives Forum should investigate possible solutions such as a national index of archaeological archives and universal standards for archive creation. 4 Develop a national strategy for the storage and curation of archaeological archives. For the national resource represented by archives to be accessible, attention needs to be paid to how and where material is stored; what is selected for retention as archives are prepared; what can be discarded from older archives. Arts Council England, English Heritage, Archaeological Archives Forum 5 Ensure that the significance of archives is fully recognised at all stages of planning-led archaeological work. Encourage cooperation between planning teams, museum curators and archive creators to ensure that standards are understood, methodologies are agreed and transfer is straightforward. Archaeological Archives Forum, Association of Local Government Archaeological Officers, Society of Museum Archaeologists, Federation of Archaeological Managers and Employers ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 1 Summary 9 6 Seek solutions for archive material that currently cannot be transferred to a repository. These may be interim measures but they would alleviate the pressure on contracting organisations while decreasing the risks to the archaeological record. S E Archaeological Archives Forum, English Heritage, Federation of Archaeological Managers and C Employers, Association of Local Government Archaeological Officers T I O N 7 Develop a framework for the provision of archaeological archive advice to practitioners in 1 planning authorities, contracting organisations, museums, and community groups. A national network of advisors and specialists would help to ensure that standards for the creation and care of the archaeological record are maintained. Archaeological Archives Forum, Institute for Archaeologists 8 Promote and publicise the collecting areas map. The online map of collecting areas is intended as a resource for use by those carrying out archaeological work across England. For the map to be relevant and continue to be useful, contracting archaeologists, museum curators, and all involved need to be aware that it is there, and that they should provide regular updates. Society of Museum Archaeologists, Federation of Archaeological Managers and Employers ARCHAEOLOGICAL ARCHIVES AND MUSEUMS 2012 1 Summary 10