Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage

LABORATORIO DE DOCUMENTACIÓN GEOMÉTRICA DEL PATRIMONIO Grupo de Investigación en Patrimonio Construido (UPV-EHU) c/ Justo Vélez de Elorriaga, 1 (Centro de Investigación Micaela Portilla) 01006 Vitoria-Gasteiz (España-Spain). Tfno: +34 945 013222 / 013264 e-mail: [email protected] web: http://www.ldgp.es ARCHIVO DEL LABORATORIO DE DOCUMENTACIÓN GEOMÉTRICA DEL PATRIMONIO LABORATORY FOR THE GEOMETRIC DOCUMENTATION OF HERITAGE’S ARCHIVE Sección de artículos / Papers section 87 Información general / General information TÍTULO: Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage :TITLE AUTORES: Jaione KORRO BAÑUELOS José Manuel VALLE-MELÓN Álvaro RODRÍGUEZ MIRANDA :AUTORS FECHA: Enero 2024 / January 2024 :DATE NÚMERO: LDGP_art_087 :NUMBER IDIOMA: inglés / English :LANGUAGE Resumen TÍTULO: Catálogo documental: un paso inicial para la gestión de la información en conservación-restauración del patrimonio cultural RESUMEN: Documentar el patrimonio arquitectónico es un paso preliminar para resolver problemas de conservación y gestión del patrimonio. Sin embargo, la recogida de datos se realiza muchas veces de manera aislada, con falta de conexión entre los diferentes tipos de datos y de manera incompleta. En el presente trabajo se analiza el conjunto documental técnico y administrativo relativo a los trabajos de conservación-restauración llevados a cabo en el monasterio de San Millán de la Cogolla, de Yuso (La Rioja, España) desde su declaración como Patrimonio Mundial por la UNESCO en 1997. El objetivo principal es proporcionar un sistema de gestión documental que favorezca una conservación eficaz y duradera y que también permita su reutilización y puesta en valor. El trabajo ha supuesto la recuperación de la información (desde varios archivos donde estaban dispersos), su clasificación conjunta y descripción con una lista de metadatos. DESCRIPTORES NATURALES: Gestión documental, conservación, restauración, bases de datos, modelado conceptual DESCRIPTORES CONTROLADOS: (Procedentes del Tesauro UNESCO [http://databases.unesco.org/thessp/]) patrimonio cultural, conservación de los bienes culturales, visualización de datos, gestión de la información Abstract TITLE: Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage ABSTRACT: Architectural heritage documentation is a preliminary step to address any heritage conservation and management problem. However, data collection is often isolated resulting in lack of communication between different data types and incomplete documentation. This text examines the wide-ranging collection of technical and administrative documentation concerning to the successive conservation-restoration works carried out in the monastery of San Millán de la Cogolla de Yuso (La Rioja, Spain) since its declaration as a UNESCO World Heritage site in 1997. The main objective is to propose a document management system which can support an efficient long-lasting safeguard and also allows new uses and additional values. This aim entails the consideration of information retrieval (when the documents are scattered across many archives), classification (a normalised and comprehensive classification chart is lacking for the documents generated in conservation-restoration), and description (a list of metadata needs to be benefit of future users and any other additional uses). NATURAL KEYWORDS: Document management, conservation, restoration, databases, conceptual modelling CONTROLLED KEYWORDS: (From the UNESCO’s thesaurus [http://databases.unesco.org/thesaurus/]) cultural heritage, cultural property preservation, data visualization, data management Publicación / Publication Comunicación en un congreso / Lecture in a congress NOMBRE: :NAME LUGAR: :PLACE FECHA: :DATE ACTAS: :PROCEEDINGS FECHA: :DATE WEB: :WEB NOTAS: :NOTES Artículo en revista / Journal paper NOMBRE: Conservar Patrimonio :NAME EDITOR: ARP · Associação Profissional de Conservadores-Restauradores de Portugal :EDITOR NÚMERO: 45 :NUMBER FECHA: 2024 :DATE ISBN: :ISBN ISSN: 2182-9942 :ISSN WEB: https://conservarpatrimonio.pt/article/view/27370 :WEB PÁGINAS: :PAGES NOTAS: :NOTES DOI: https://doi.org/10.14568/cp27370 :DOI Otro / Other DETALLES: :DETAILS Derechos / Rights AUTORES: Está permitido citar y extractar el texto, siempre que la fuente sea claramente identificada. / Permision is granted to quote and take excerpts from this text, provided that the source of such material is fully acknowledged. :AUTORS EDITOR: El artículo se distribuye desde la revista con licencia abierta CC-BY. / The paper is delivered from the journal webpage under open CC-BY licence . :PUBLISHER OTROS: :OTHERS Renuncia de responsabilidad / Disclaimer DESCARGO: El uso de la información contenida en este documento se hará bajo la completa responsabilidad del usuario. / The use of the information contained in this document will be under the exclusive responsibility of the user. :DISCLAIMER Estructura / Framework ID PERMANENTE: http://hdl.handle.net/10810/76391 :PERMANENT ID ESTRUCTURA:  ldgp_art087_ConservarPatrimonio_CTD.pdf: este documento / this document. :FRAMEWORK Cita completa recomendada / Recomended full citation CITA: Korro, J., Valle-Melón, J.M., Rodriguez Miranda, Á. (2024). Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage. Conservar Patrimonio, 45: 21-35. https://doi.org/10.14568/cp27370 :CITATION ARTICLE / ARTIGO CONSERVAR PATRIMÓNIO 45 (2024) 21-35 · https://doi.org/10.14568/cp27370 · ISSN 2182-9942 ARP · Associação Profissional de Conservadores-Restauradores de Portugal · https://conservarpatrimonio.pt 21 Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage JAIONE KORRO 1 * JOSÉ M. VALLE-MELÓN 1 ÁLVARO RODRÍGUEZ MIRANDA 1,2 1. GPAC‐Built Heritage Research Group, Laboratory for the Geometric Documentation of Heritage University of the Basque Country (UPV/EHU), Justo Vélez de Elorriaga 1, 01006 Vitoria‐ Gasteiz, Spain 2. Department of Applied Mathematics, Faculty of Engineering of Vitoria‐Gasteiz, University of the Basque Country (UPV/EHU), Nieves Cano 12, 01006 Vitoria-Gasteiz, Spain * [email protected] Recolha de dados documentais: um primeiro passo para a gestão da informação em conservação e restauro do património cultural Abstract Architectural heritage documentation is a preliminary step to address any heritage conservation and management problem. However, data collection is often isolated resulting in lack of communication between different data types and incomplete documentation. This text examines the wide-ranging collection of technical and administrative documentation concerning to the successive conservation-restoration works carried out in the monastery of San Millán de la Cogolla de Yuso (La Rioja, Spain) since its declaration as a UNESCO World Heritage site in 1997. The main objective is to propose a document management system which can support an efficient long-lasting safeguard and also allows new uses and additional values. This aim entails the consideration of information retrieval (when the documents are scattered across many archives), classification (a normalised and comprehensive classification chart is lacking for the documents generated in conservation-restoration), and description (a list of metadata needs to be benefit of future users and any other additional uses). KEYWORDS Document management Conservation Restoration Databases Conceptual modelling Resumo Documentar o património arquitetónico é um passo preliminar para resolver problemas de conservação e gestão do património. No entanto, a recolha de dados é muitas vezes isolada, faltando a ligação entre os diferentes tipos de dados e a documentação incompleta. Aqui analisa-se o vasto conjunto de documentação técnica e administrativa relativa aos trabalhos de conservação-restauro realizados no mosteiro de San Millán de la Cogolla de Yuso (La Rioja, Espanha) desde a sua declaração como Património Mundial da UNESCO, em 1997. O objetivo principal é propor um sistema de gestão documental que possa apoiar uma conservação eficaz e duradoura e que permita também ser reutilizado e valorizado. Isto implica considerar a recuperação da informação (quando os documentos se encontram dispersos por muitos arquivos), a classificação (falta uma tabela de classificação normalizada e abrangente para os documentos gerados na conservação-restauro) e a descrição (lista de metadados para benefício de futuros utilizadores e quaisquer outras utilizações). PALAVRAS-CHAVE Gestão documental Conservação Restauro Base de dados Modelação conceptual J. Korro, J. M. Valle-Melón, A. Rodríguez Miranda CONSERVAR PATRIMÓNIO 45 (2024) https://doi.org/10.14568/cp27370 22 Introduction Knowledge and understanding are key factors when it comes to taking decisions, plan interventions, and run the management of a heritage element. Both depend on the availability of information, therefore, the collection of documents regarding all the previous conservationrestoration actions carried out becomes an essential process that will affect the subsequent procedures aimed at the development of the uses and the preservation of the historic buildings. Ultimately, it can be said that documentation is necessary for the maintenance of cultural heritage through its entire life cycle and should be a fully integrated part of the conservation process. In this regard, detailed recommendations can be found in ICOMOS [1-2] and Historic Places [3]. The present work deals with the compilation and classification in the form of a database of all the technical, administrative and background documentation produced during the interventions carried out in the monastery of San Millán de la Cogolla de Yuso (Figure 1), since its declaration as a World Heritage site in 1997. The goal is to propose a methodology for the preservation, recovery and management of documentation that will serve as a supporting element to ensure the safeguarding of the heritage element itself. To a large extent, this article tries to adopt the concept of Collection Care Documentation (CCD) [4] – which refers to the recording, archiving and use of the actions taken to prevent or limit the deterioration of any moveable cultural heritage – for the management of the whole building. Indeed, an efficient CCD is called on to (1) to promote the impact of preservation activities, (2) to encourage greater understanding of the management processes, (3) is a reminder for periodic reviews of data, (4) to avoid the loss of institutional knowledge (for instance, due to the changes in the staff), (5) to helping the identification and analysis of risks, (6) to prevent the duplication of activities, as well as provide data for: (7) funding applications and (8) the generation of reports or other management functions. Figure 1. Access to the church of the monastery of San Millán de la Cogolla de Yuso, from the West. Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage CONSERVAR PATRIMÓNIO 45 (2024) https://doi.org/10.14568/cp27370 23 As stated in the general references on conservation practice – such as ICOMOS [5] or UNESCO [6], the design, implementation and monitoring of any conservation-restoration action must be carried out in the context of a master plan, which will string together the different works in order to make possible and enhance the defined aims and uses. Nowadays, the complexity of the management and the number of disciplines and professionals involved in the interventions require the development of guidelines for their organization, where the information itself becomes essential for accurate diagnosis and the realization of coherent intervention proposals [7]. Unfortunately, the implementation of the conservation programs often neglects recording such or considers the documentation as an afterthought although, to ensure effective conservation decisions, record-keeping should be a main component at every stage. Indeed, the definition of the actions needs to be based on the knowledge of the previous interventions [8] – not only what was carried out but also how the treated areas responded since it is not unusual that current issues are consequences of past operations [9]. Additionally, there should be a careful study of the nature of the materials and the triggering factors of the pathologies to be reduced [10], as well as being in compliance with environmental standards and current legislation [11]. Likewise, it is necessary to develop a complete overview of the evolution of the state of conservation based on the information gathered through periodic reports [12]. The need of documentation is also evident if it is considered that the methodologies and criteria for the conservation-restoration change over time due to various factors such as the adaptation to new uses and laws or the replacement of techniques and products [13], but also due to shifts paradigms regarding the conservation of architectural heritage [14]; especially if we bear in mind that many interventions undertaken over the last part of the nineteenth century and most of the twentieth were driven by historicistic criteria, in which the authenticity of the visible result may have been compromised [15]. Therefore, as restoration criteria evolve over time according to the sensibility and leading tastes – as well as the available resources – each intervention has to be pondered over in the context of where it was carried out. On the other hand, these common grounds allow the establishment of patterns when analyzing interventions in different elements [16] and this emphasizes the importance of carefully scrutinising the conservation-restoration history of the different heritage elements. Therefore, the management of the information regarding the conservation-restoration of cultural heritage elements is a very active research area with noteworthy international projects [17] and many interesting cases applied to relevant monuments, such as: the SIALH information system for the Alhambra in Granada [18], the Great Project Pompeii Information System (GPP-IP) [19], the n-Dame_Heritage project about the open and reusable digital ecosystem to build knowledge of Notre-Dame Cathedral [20], the heritage documentation software of the Sandstone project for the restoration of the Pórtico de la Gloria in Santiago de Compostela [21] and the data acquisition system of Santa María Cathedral in Vitoria‐Gasteiz [22], just to mention a few. However, although abundant literature exists, much work still remains. It should also be noted that, often, when several authors highlight the importance of databases for the monitoring of cultural heritage and the planning of restoration actions, the focus is placed on the documentation techniques (photographs, drawings, 3D models, analytics, etc.) as the support on which the pathologies are represented and changes are analysed. Examples can be found applied to buildings [23], architectural decorations [24], mural paintings [25], rock art sites [26] and even to street art [27]. In all these databases, the importance of the archive information about previous interventions is mentioned; nevertheless, the way of including it into the management system is not always clear. Moreover, although many authors list the metadata for the documents e.g., [28], other fundamental aspects such as data collection [29] or the conceptual links between the different types of documents are usually overlooked which is why these matters will attract considerable attention in the case study developed in this text. J. Korro, J. M. Valle-Melón, A. Rodríguez Miranda CONSERVAR PATRIMÓNIO 45 (2024) https://doi.org/10.14568/cp27370 24 Therefore the following hypothesis is established as a starting point: that the recovery, proper formalisation and dissemination of knowledge related to previous conservationrestoration works carried out to a heritage element will enable a more effective management permitting the monument to be maintained in a sustainable way, and at the same time allowing for the incorporation of new uses and the generation of additional values. The remainder of the text is organized as follows: herein below, the case study – the monastery of San Millán de la Cogolla – is introduced; in particular, the main characteristics of the site, its designation as a monument and the consequent establishment of a foundation for its management. Next, the objectives of the document collection and the purpose of a database adapted to the aims and daily work of the foundation will be explained. Then, the ensuing two sections will deal with the methodology for the generation of the database and the description of the results. This will be followed by a discussion and finally, a set of conclusions will be presented. Case study The valley of San Millán de la Cogolla is located in the southwest of the Autonomous Community of La Rioja, in the region of Nájera (Spain). It is made up of the towns of Berceo, Estollo-San Andrés and San Millán de la Cogolla-Lugar del Río, where the monastery of San Millán de la Cogolla de Yuso is located (coordinates: 42º 19' 33'' North and 2º 51' 53'' West). The valley contains two monastic complexes (the early medieval settlement of “Suso” on the hills and the group of buildings of “Yuso” near the river bank with buildings dating back to the sixteenth and successive centuries). The site was recognized as a national historic-artistic monument in 1931 and included in the UNESCO list of World Heritage sites in 1997. The main values appointed in the registration were related to the testimony of the continuity of the Christian monasticism from the sixth century to the present day, as well as the broad variety of artistic styles present in the architecture and the importance of the origin of the Castilian (Spanish) language. The protection of the natural area and the buildings of the two monasteries, as well as the socioeconomic development of the valley was entrusted to a specifically established foundation (Fundación San Millán de la Cogolla, set up in October 1998). The aims of the foundation also include the research, documentation and outreach of the Spanish language. The board of the foundation comprises representatives of (1) the national, regional and local administrations, (2) cultural institutions and royal academies tied to the language, history and fine arts, (3) the university of La Rioja and (4) the monastic community represented by its prior. Nevertheless, the day-to-day operation is vested in a reduced team consisting of the director and a few administrative staff, the ones dealing with the overall management, design and supervision of the works, outreach activities, accounting and so forth. Objectives The paper proposes a methodology for recovering the available information concerning conservation-restoration actions carried out in the Monastery since its declaration as a World Heritage site and organizing them in the form of a database adapted to the uses and goals of the foundation in charge of the management of the monument. The objectives can be detailed as follows: O1. Gathering all documents concerning conservation-restoration interventions developed at the monastery of San Millán de la Cogolla de Yuso from the different archives wherein these documents are scattered. Documentary data collection: an initial step for information management in the conservation and restoration of cultural heritage CONSERVAR PATRIMÓNIO 45 (2024) https://doi.org/10.14568/cp27370 25 O2. Establishing and implementing a classification chart that identifies each document within a semantic structure representing the different stages of the intervention. O3. Create an ongoing information registry, focused on a relational database that enables logical and intuitive information organization, access and analysis. Methodology The documentary data collection is developed through a set of phases: 1) analysis of the situation, 2) data acquisition, 3) model generation, 4) data entry and 5) evaluation of the results. Moreover, the phases 1 to 3 are further divided into specific subphases (1.a, 1.b, 2.a, etc.) (Figure 2). Of the five phases, the second one (model generation) is the only one that will not need to be repeated in successive works (with other monuments) as, when a suitable model for the database is available, it may be re-used after the application of some adjustments suggested by the analysis of the scope of the work as well as the sources (phase 1). Hereunder is a brief description of the different phases shown in the Figure 2. Phase 1 – Analysis of the current situation of the information about conservation and restoration interventions a) Definition of the scope of the work (types and rationale of the documents that will be considered in the management system, as well as the time span). In particular, the starting point was established in the declaration as a World Heritage by UNESCO in 1997, since this is the period under the direct responsibility of the San Millán foundation. b) Survey of the possible sources of primary and secondary information that may contain relevant documents for the database, i.e. the identification of the archives (namely: General Archive of La Rioja government (AGLR), Archive of the monastery of San Millán (AMSM), Archive of the San Millán Foundation (AFSM) and Archive of the town council of San Millán (AASM)) as well as the access to their catalogues so as to gather knowledge about the information contained in them. Figure 2. Methodological framework for documentary data collection. J. Korro, J. M. Valle-Melón, A. Rodríguez Miranda CONSERVAR PATRIMÓNIO 45 (2024) https://doi.org/10.14568/cp27370 32 Conclusions A comprehensive data collection provides solid grounds for information management, it also reduces the risk of errors, gaps and duplicate information, as well as facilitates the participation of experts in different areas. This paper tries to summarize these ideas in the context of the case study of the monastery of San Millán de la Cogolla, offers an overview of the current state of the art and takes some steps towards establishing a framework that can be used for documentation, conservation, renovation and maintenance purposes of cultural heritage. With regard to the the catalogue of the document types which are part of the conservationrestoration interventions, it is understood that this ordered classification of documents should help to link future conservation-restoration projects to be carried out in the building with previous ones thus providing an efficient management of the information. The order and logical disposition of the documents is presented according to the stages of an intervention; therefore, depending on the type of intervention, it will be necessary to identify the minimum necessary documentation to be included in the database. The analysis carried out in the case of the monastery of San Millán revealed some interesting challenges that may also appear in many other elements of heritage. Many users – both public and private – need to be more aware of the benefits of the documentary record in the support of decision-making processes. Improved awareness ultimately needs to be translated into substantial budget allocation in management planning and projects. It is important to ensure that conservation policies and programs provide both adequate conditions for encouraging managers to develop and maintain project documentation and integrated systems for sharing and effectively storing information within databases. In order to address this problem, a documentation process should be established and maintained. Heritage documentation may need to be archived, managed, and used over long periods of time. This fact – coupled with the short lifespan and rapid development rate of digital software – means that the documents that, at present, are stored on current data formats are unlikely to be readily usable in the future, unless specific actions (e.g., periodical migration, software upgrading, etc.) are taken. Evidence of this may be seen when data collected before the introduction of modern software is not easily adaptable. Consequently, more research and development efforts are needed to create more stable and standardized formats for present and future users. On a final note, it must not forgotten that although some innovative attempts have been made in relation to the adequacy of technical proposals and analyses of the functionality of data integration, further research is required. Additionally, the consideration of new ideas could improve our approaches to the documentation of architectural heritage to establish common guidelines that not only focus on the information available, but also its beneficial use. Succinctly, this proposal, if accepted will broaden our understanding of heritage in respect to improved planning for their conservation and management. This methodology should be useful and should be tested in other heritage elements, being open to its free use. Acknowledgements The authors wish to thank the San Millán de la Cogolla foundation, the friars of the Order of the Augustinian Recollects in San Millán, the staff of the Archive of the regional government and the town council of San Millán de la Cogolla for all the information provided on the monastery and for allowing us to access their archives. This work and article have been possible thanks to the financial support of the San Millán foundation, through a collaborative agreement with the University of the Basque Country (UPV/EHU). The participation of Jaione Korro in this research is supported by the Basque Government through a grant for doctoral studies in the year 2019–2020 and its 2022-2023 renewal. REFERENCES 1. ICOMOS, Principles for the recording of monuments and groups of buildings and Sites, ICOMOS, Paris (1996). 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Vanrell Vellosillo, A., ‘Propuestas de organización y la visualización de datos para mejorar la gestión y comprensión de obras complejas’, Conservar Patrimonio 30 (2019) 117-130, https://doi.org/10.14568/cp2016033. RECEIVED: 2022.6.11 REVISED: 2022.7.6 ACCEPTED: 2023.5.23 ONLINE: 2023.8.1 This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-nd/4.0/deed.en. LABORATORIO DE DOCUMENTACIÓN GEOMÉTRICA DEL PATRIMONIO Grupo de Investigación en Patrimonio Construido (UPV-EHU) c/ Justo Vélez de Elorriaga, 1 (Centro de Investigación Micaela Portilla) 01006 Vitoria-Gasteiz (España-Spain). Tfno: +34 945 013222 / 013264 e-mail: [email protected] web: http://www.ldgp.es