Data Security and Data Archiving

Data security and data archiving should be considered of utmost importance when using computer supported excavation documentation. The data that should be archived includes:

1. All survey data along with 3D coordinates (total station, digital pantograph etc.)
2. All graphics, detailed plans and main plans, which have been processed into pixel or CAD plans from this survey data
3. All digital photography or photogrammetry
4. All databases for excavation management (descriptions, finds labels, photos/slides)
5. All texts, reports, excavation diaries etc.

It is essential that the excavation computer is equipped with backup (e.g. streamer, removable hard drive etc.). Fixed deadlines should be set for creating data backup. Constant security measures are a minimum requirement. After documentation has been completed, the data should be archived in a standard format in order to simplify the later task of converting the data into other formats for use with various softwares. A very useful medium for archiving is CD-ROM, especially considering that the price of CD-ROM burners has fallen so sharply in recent times. Using this medium, all data can be saved on CD at least twice after completion of documentation and then stored in a safe place. CD-ROM's are not re-writeable and this protects them from unauthorised or accidental interference. Data maintenance is also essential when using CD-ROM. It is advisable to update the data twice a year to bring it into line with the latest software standards and then burn it onto CD. Only by practicing systematic data maintenance can data carriers be prevented from becoming defective or obsolete. If this is allowed to happen, the data will no longer be readable or only readable with great difficulty. This could conceivably happen within a few years and will certainly be the case within a few decades time. With proper maintenance, there is currently no limit to the life of digital data. Digital photographs can also be reproduced an almost unlimited number of times when maintained correctly. This quality is critical for the archiving of archaeological sources. Nevertheless, digital documentation (e.g. CD-ROM) should not be relied on to the exclusion of other methods.
All plans, databases, texts etc. should also be available in printed form so that the documentation can be accessed without hard or software being required.

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