Cave Surveying Data Archiving Proposal

At one of the early meetings of the CSG concern was expressed about the amount of surveying data that had been lost in the past, and the amount of work that was being undertaken to reproduce these surveys. The question was how to reduce the lose of this survey data in the future.

Most survey data is kept by the original surveyors. This is usually the only record of the original data and the usual way for it to get lost is for the person concerned to retire from caving and forget about the data that is in their loft, but there is also the potential for loss through fire etc (eg UBSS hold a vast quantity of data in the library which burned down in 1981 - on this occasion luck was on their side and no data was lost, but this may not always be the case).

With this in mind, the best way to protect data is to set up a second (and ideally a third) storage place. This however, immediately comes into conflict with clubs protecting the data that they have collected, usually to sell in order to recover the costs of the surveying, and to fund further surveying exercises. The other problems are where and how to store the data, the cost of the place and the copying of the data, which although small per unit, adds up to a very large amount for all data across the country.

Protection of the data

To overcome the problem of clubs and individuals not wanting to divulge their survey data to another outside source, it is proposed that the group (i.e. CSG, BCRA or another body set up for the purpose) that ends up holding the data, holds it under proscribed conditions, listed below, as categories 1-5. We need to define some terms here: The provider is the person, group or club that hands over the data/survey and specifies the category that it is to be held under. They must be entitled to do this, and thus will normally be the original surveyors/surveying club. The author is the original surveyor(s)/drawer(s)/club which may be different from the provider. The holding body is the organisation charged with maintaining the archive. The user is anyone wishing to access the archive.

The Data Class

1. Public domain - The data is stored and is free to any user for any purpose. The original author should be credited.

2. Free Access - The data is stored and is free for any user for any purpose, as long as the original author is credited. Profit may not be made but the costs of distribution may be recovered.

3. Limited Access - The data is available to any user, but reproduction and use may only be carried out with the permission of the provider or holding body. Where to gain permission will accompany the data. (ie the original author may pass permission to the holding body or provider.)

4. No Access - The data may not be accessed by anyone, however a list of the fact that it exists will be published. Any further enquiries will be referred to the provider.

5. Secret - The data will be stored, however no record will be publicly available. Anyone asking about data about the cave, or entrances with the same location will be told "nothing known for that site". The authors will be informed of the request.

Note that different types of data can be kept under different Classes. Typically the survey data itself might be Class 4, whilst the completed survey is Class 2 or 3. There will also be the facility for providers to record what information they hold but do not or cannot (ie due to expense) give to the holding body. This should reduce duplication of work. Anyone wishing to send locations under Class 5 may also do so with the same conditions.

After an agreed period (e.g. 5 or 10 years) with no contact with the provider, the holding organisation will try the last know contact address to warn them of the lapse. This information will also be published (with the exception of Class 5) in Compass Points or an equivalent journal. If no response is heard within two years, the data will move to the default Class, (1, 2 or 3) with the holding body becoming responsible for giving permission for Class 3 data. This will be stipulated when the data is first transferred.

The Class of the data and the default Class can be changed by the provider at any time.

Data may be withdrawn from the Holding Body as long as all the costs, charged by a third party, involved in copying the data and separating it from any other data is paid by the provider. The Holding Body will not charge any administration fee. (This is mainly to stop anyone giving the data to the Holding Body just so that they get a backup free of charge.)

What Data to Hold

Ideally this would be every form of data that goes with the cave. In reality it is proposed that the following items be included.

Data in Category A,B, Ci and D will be held in computer format.

All data in Category C will be microfilmed.

Collecting and Holding the Data

There will be five regional organisers (at the start there may have to be less than one coordinator per region) with a possible sixth for international data collected by UK clubs or individuals. There will be two national coordinators. At this time it is envisaged that only one will do the microfilming and the other will be a back up storage post.

The regional organisers will be in charge of collecting and cataloguing the information given to them. This will require each document to be given a unique number (this should follow the National Cave Register format and UIS guideline, plus a Provider code).

[example to be inserted here.]

This number should preferably be attached to the document before it is microfilmed. All the information will be logged in the data base with the Class and default Class and a printed copy sent to the provider for checking. The documents will then be sent to the designated National coordinator for microfilming and the electronic data forwarded. Data held under Class 4 and 5 may be sent directly to the national coordinator who will do the cataloguing. It may also be possible for the providers to do their own cataloguing and pass this on electronically to be incorporated into the local and national database. The national coordinators will both hold a copy of the microfilm and all electronic data. Eventually the aim is to have a copy of all the data in Class 1,2 and 3 with the local organiser. However, as film readers are expensive only the electronic data can at present be considered.

Charges to Users

To ensure that this scheme achieves its aim the copying and storage of British data should have no cost to the storer. (However donations will be greatly received.) Grants to cover these running costs will have to be found. Although ideally this should also apply to foreign data, at present this will not be practicable so costs will have to be charged. As mentioned earlier costs will have to be paid to withdraw the data (maybe after a time this could be reduced or dropped altogether).

The data base that is available for the public should be listed on the web. Any further enquiries to the national administrator must enclose a Stamped Addressed Envelope and a donation would be appreciated.

Viewing the Data

The aim is to have as much data available on the web as possible (assuming permission has been given). This will be free to access. Any data requested in a different format may incur costs. This depends on the information requested and the format it is required in.

Control of the Holding Organisation

Each provider donating data would be a member so long as the data remains in possession of the Holding Body. A committee elected once every three years will control the day to day running. Any proposals to change the protection of the data would be subject to a 75% majority, and a period of at least six months after the vote for data to be withdrawn. Any change of the people holding the data in Classes 4 and 5 must be published 6 months in advance for the same reason.

Costs

Graham Mullan (UBSS) is at present undertaking to microfilm 50 year's worth of exercise books containing data from Ireland, estimated to be 20000 frames and costing about £150. The filmers will do short runs to add to the old film, however I understand that it cannot be read until the film is full and developed. Alternatively it can be cut developed and fiched but this does not lead to as good an archive source.

Set up cost

Funding

Sources considered:

Concluding Remarks

This is the initial proposal to reduce the loss of data. Positive criticism and suggestions are welcomed.

Andrew Atkinson,
31 Priory Avenue,
Westbury-on-Trym,
BRISTOL,
BS9 4BZ
email: andya@freeuk.com

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