4 Field Documentation and Recording

Why field records matter

Excavation changes or removes the deposits and features being studied, so field records preserve evidence of what was observed, where it was found, and how it related to other remains. Records should be systematic, detailed, and cross-referenced so another researcher can understand and reassess interpretations. Choose recording methods to suit the research questions and apply them consistently.

Context records

A context is an individual stratigraphic unit, such as a deposit, a cut, or a built feature. In single-context recording, each unit receives a unique identifier and is recorded separately. A project may use different forms for different context types, but each record should identify its context and link it to the rest of the documentation.

A context sheet commonly includes:

• Project and site identifiers, context number, date, and recorder.

• Context type and a clear description of location, extent, composition, colour, texture, and condition.

• Dimensions and relevant elevations.

• Stratigraphic relationships, including what the context overlies, underlies, or cuts.

• Associated finds and samples, with their identifiers and provenience.

• Interpretation, clearly distinguished from direct observation.

• References to associated plans, sections, photographs, and other records.

Describe what is observed before stating what it may mean. For example, “dark brown silty deposit with frequent charcoal flecks” describes an observation, whereas “hearth deposit” is an interpretation that needs supporting evidence. Record uncertainty rather than presenting a tentative identification as fact. Standard forms and terminology support comparison and searching; notes can preserve important details that do not fit a fixed category.

Plans and sections

A plan records archaeological remains as seen from above, while a section records a vertical face through deposits or a feature. Together, they document the shape, position, and stratigraphic relationships of remains. Draw the context that is visible, identify it by context number, and include information needed to interpret the drawing, such as scale, orientation, drawing number, and project reference. Use a stated scale or a survey method that preserves measurable spatial data.

Where practical, make a plan while the full outline of a context is exposed. Draw sections where they clarify a sequence or profile, such as through a pit, ditch, or stratified deposit. Cross-reference plans and sections to context records and to one another. Use a consistent drawing system; single-context planning records individual stratigraphic units, and consistent placement of grid references allows drawings to be compared and overlaid. Project specifications determine the particular scales and conventions used.

Photographic evidence

Photographs provide visual evidence of the site, contexts, features, and stages of excavation. Take overview images to show setting and spatial relationships, as well as close views of specific archaeological details. Before photographing, clean the subject enough to make its limits and features visible without altering the evidence.

Use a scale and, where relevant, a north arrow. Include a photo board or equivalent record identifying the project and subject, such as the site code and context number. Maintain a photo log linking each image to its file name or number, date, photographer, subject, location, and direction of view. Photograph useful stages, such as before and after a feature is excavated, when doing so helps preserve information that will otherwise be lost. Follow project guidance for image quality, file naming, storage, and backup.

Measurements and spatial control

Measurements make records locatable and comparable. Establish a site grid or other spatial reference and a datum, then record how they relate to the wider coordinate system. Measure context limits, feature dimensions, and relevant heights or depths using the project’s stated units and conventions. Record locations and elevations of excavation units, features, and significant finds or samples as required by the research design.

Put measurement information on the relevant plan, section, or context record, and record the method and reference used. Check that drawings, survey data, and written records use compatible coordinates and elevations. Field standards commonly require grid-based horizontal location and maintained vertical control, but the appropriate survey method and precision depend on the project.

Sampling and provenience

Plan sampling around research questions and specialist advice. Record what was sampled, where it came from, how much was collected, and why. Give each sample a unique identifier, label its container, and cross-reference it to the context and location records. Keep samples from different contexts or locations separate unless the sampling strategy specifies otherwise. Record processing, storage, or disposal decisions that affect later analysis.

Sampling strategies vary with the material, research objectives, and site conditions. The essential requirement is to preserve each sample’s provenience and make it traceable from collection through analysis.

Consistent record keeping

A recording system works only when its components can be connected. Maintain registers for contexts, drawings, photographs, finds, and samples; use unique identifiers; and enter cross-references as records are created. Keep a running record of stratigraphic relationships, such as a context list or matrix, and update it as excavation reveals new relationships.

Use agreed terminology, units, date formats, and file-naming conventions. Complete records promptly, mark corrections clearly, and do not silently overwrite original observations. At regular intervals, check that identifiers are not duplicated, required fields are complete, and each referenced drawing, image, find, or sample can be located. For digital records, back up data and preserve the link between digital files and field identifiers. These practices help keep the archive usable for analysis and independent review.