1.1.

Documentation: Definition and Purpose

The term documentation is generally used for the gathering and recording of information, especially to establish or provide evidence of facts or testimony. 1 To record means to capture information relevant to understanding the physical configuration, evolution and condition of monuments, groups of buildings or sites at known points in time, and the basis of decisions made to alter or care for them. 2 Documentation is always done with a purpose. This purpose may be historic, for instance in the purview of art history, architecture, and social, economic, structural or engineering history. Here, documentation serves the research, knowledge and awareness of past eras and the way people lived, worked, and created things during these periods. Such knowledge gained through documentation can finally help us understand life as it is today. The purpose of documentation also lies in the management of change, including preservation, conservation, and restoration, change of usage, adaptive reuse, alteration, contemporary addition and in certain instances even reconstruction. As stated in the 1993 ICOMOS Guidelines for Education and Training in the Conservation of Monuments, Ensembles and Sites, Conservation depends upon documentation adequate for understanding of monuments, ensembles or sites and their respective settings. UNESCOs interest and mandate lies not only in the research, knowledge and awareness of the past and the preservation of its material witnesses, but also in using the understanding of the past and the knowledge of the present (including the built and living heritage) for the development of a better and sustainable future for people and the improvement of their livelihood.

1.2.

International Standards of Documentation

UNESCO and its advisory body ICOMOS have created a range of charters and recommendations relating to architectural, engineering, urban and landscape heritage. The UNESCO World Heritage Operational Guidelines3 and the Australia ICOMOS Burra Charter4 stress the importance of documentation and set the framework for documentation in the broad field of safeguarding heritage. The ICOMOS Venice Charter (1964)5 and the ICOMOS Charter on the Built Vernacular Heritage (1999)6 provide a few key references to documentation. The documents relating directly to architectural documentation are the 1996 ICOMOS Principles for the Recording of Monuments, Groups of

1 If we speak of the organizing and controlling of information, it is more appropriate to use "information management." See Art & Architecture thesaurus of the www.getty.edu. 2 R. Letteliers draft publication, http://www.getty.edu/conservation/field_projects/recordim/recordim_publications.html 3 http://whc.unesco.org/archive/opguide05-en.pdf 4 http://www.icomos.org/australia/burra.html 5 http://www.international.icomos.org/charters.htm or http://www.international.icomos.org/charters/charters.pdf 6 http://www.international.icomos.org/charters.htm or http://www.international.icomos.org/charters/charters.pdf

Buildings and Sites and the 2003 ICOMOS Principles for the analysis, conservation and structural restoration of architectural heritage7 Other charters documentation. and recommendations mention the imperatives of

Significant work on documentation, architectural recording, measured drawings, etc., has also been published by institutions such as ICCROM,8 the Getty Conservation Institute,9 the ICOMOS/ISPRS Committee for Documentation of Cultural Heritage (CIPA Heritage Documentation)10 and a number of universities.

2. Scope of the Trophy

To understand a structure / building / settlement / place and its environment in all its aspects as they have evolved through time. Note: In order not to reiterate the list of structures to be looked at, we will in the following text use the word PLACE, whenever we mean BUILDING, STRUCTURE, SETTLEMENT, AND ITS ENVIRONMENT.11 This may include a) Study of primary sources - Built fabric - Written documents, original maps, revenue records, manuscripts, memoirs - Oral evidence - Pictures, paintings, films, postcards, and other visual documents b) Study of secondary sources - Written, pictorial, and other documents such as books, gazettes, films, postcards, etc. It must lead to the understanding of the place through a) Context - Natural context, geography, landscape, climate, etc. - Social context - Physical context - Historic context - Cultural context - Political, administrative, legal context

7 http://www.international.icomos.org/charters/structures_e.htm 8 www.iccrom.org (http://www.iccrom.org/eng/01train_en/announce_en/2007_09aris_en.shtml) 9 http://www.getty.edu/conservation/field_projects/recordim/recordim_publications.html

http://extranet.getty.edu/gci/recordim/info.html

and

10 http://cipa.icomos.org/ 11 The use of the term PLACE makes reference in the Australia ICOMOS Burra Charter, where it is defined: Place means site, area, land, landscape, building or other work, group of buildings or other works, and may include components, contents, spaces and views.

b) The place itself - Architectural style - Constituting elements - Construction technology - Structural systems - Materials - Associated art and crafts skills - Use The result of the documentation must be a better understanding of the built environment for public awareness, for scholarly research, and for the management of the cultural heritage. It should also serve the debate on the traditions of Indian architecture, the influences over time that shaped the built environment, and the lessons to be drawn for the architecture, planning and building process of today. The result must finally be able to help in understanding cultural traditions in India and contribute to a balanced discussion on the protection and conservation of built heritage as well as the role of contemporary architecture in the urban and rural environment.

3. Task
As outlined by the host college, the theme of the 2007 Trophy is: CHANGE and the EFFECT OF CHANGE ON A STRUCTURE / BUILDING / SETTLEMENT / PLACE AND ITS ENVIRONMENT (TRANSFORMATION). The choice of place must follow the following principles: The place must be older than 60 years and must have undergone considerable changes. It is preferable that there be at least one distinct period of change, even if more changes may have occurred at other moments in time. The agents for changes may have been political, social, cultural, technological or natural. Not all changes lead to very obvious and large scale transformations. It is desired that the students also research minor and subtle transformations through time. The place must be documented in: Its current state All its transformations over time Its original state of design and conception This includes The structure, building, settlement, place Its natural and cultural environment Its context (social, cultural, economic, political, technological, etc.)

4. Methodology
4.1. Data Collection Exact measured drawing of the place Collection and study of primary sources Collection and study of secondary sources

Measured drawings are made by measuring each part of a building and conveying this information in graphic form. Analytical in nature, measured drawings are, in a sense, the reverse of an architect's working drawings. Measured drawings depict a building in its existing state and show not only its "as-built" condition (which often differs markedly from the architect's or builder's original drawings), but also the effects of time and its various consequent alterations. These drawings also measure and record the numerous quirks that all old buildings exhibit, such as uneven floors and out of plumb walls. Measured drawings have many advantages over photographs, which are superficial by nature. Views of a building that cannot be portrayed by photographs, such as floor plans or sections, or features that are normally hidden from view, such as construction details, can be accurately documented in measured drawings. In addition, the dimensions of various building features can be determined from measured drawings, making these drawings an invaluable resource for current and future conservation projects. 12 4.2. Analysis

Analyse and draw conclusions on: Existing place (buildings, structures, settlement, place, landscape, etc.) in all its aspects. i. Architectural style, architectural form, structural system, construction techniques, materials, spatial analysis, etc. Context i. Natural, cultural, social, etc. Events and reasons for change and transformations Type / nature of transformations that have occurred What element of the current building belongs to what period (create plans or axonometric drawings indicating in colour the periods of the major elements) Why newer elements were introduced. How and why specific built elements remained unchanged through time, or were removed, or altered. Consider the causes and their consequences on style, construction, use, etc. Why specific elements changed their use and how they were adapted to new usages. All the above information gained from both primary and secondary sources should be collated and synthesised to put together a holistic four-dimensional (space and time) picture of the origin, growth and evolution of the Place under consideration.

12 Source text altered (Neal Vogel and Christopher Jenks New York Landmarks Conservancy Common Bond Winter, 1991)

4.3.

Evaluation of Relevance: Value Judgment and Statement of Significance

On the basis of your analysis, assess the significance of all elements of the chosen building / place. Is it of significance with respect to its historic, artistic, associative, social, material use, or other value? Describe and explain. Create plans and texts that help the reader understand which elements of the chosen place are of which value. Create plans for relevant topics indicating in order of preference: high value medium value low value no value For the definition of your value judgment, please refer to the 2 February 2005 Operational Guidelines for the Implementation of the World Heritage Convention of UNESCO (1972), the ICOMOS Venice Charter, Australia ICOMOS Burra Charter13 and other relevant documents. Depending of the size of the place, choose one representative part / area of the place for the following exercise. 4.4. Synthesis: Conservation Values and Guidelines for Change

Take your statement of significance and relate it to the purpose of managing change, which means taking decisions for the removal of elements, the preservation, conservation, restoration, reconstruction and the addition of new elements. Create plans which indicate: What must be retained and conserved What may be altered under certain conditions What may be substantially altered or removed What must be removed or replaced Create guidelines for managing the change of the place. Indicate what you consider relevant for the building style, material, dimensions, etc. How can you guide a future architect so she / he not only retains the values of the place but may even enhance it? 4.5. Art and Architectural History

Show your building, structure, place and its environment or a part of the same: As it might have looked at the time of first construction As it might have looked at the time of its most impressive, most significant period As it might look if you guidelines for change are followed For the first and second point try to draw conclusions from all the evidence you gained and limit conjecture as much as you can.
13

Cultural significance means aesthetic, historic, scientific, social or spiritual value for past, present or future generations.

5. Submission Requirements
The representation shall comprise four types of panels: Analysis, Evaluation, Synthesis, Art and Architectural History. These will be supplemented by photographic panels, a report and a CD. Analysis sheets A2 opaque sheets, minimum number required to explain the chosen place Show measured drawings of the place and selected details (macro and micro level) Axonometric or isometric drawings (or any other relevant way) to demonstrate the layers of time Computer aided drawing/plots not allowed A stringent use of colour is permitted Use of free hand sketching, hatching and rendering allowed No photocopies are permitted All photographs, sketches and perspectives shall be in support of the document and not be stand-alone Each A2 sheet shall bear the NASA logo within the width of the format not exceeding 5cm. The format/sheet title should be in English, and vernacular language may be used in addition in order to improve local access to information.

Evaluation sheets: A2 opaque sheets, minimum number required to explain the chosen building Computer aided drawing/plots not allowed A stringent use of colour is permitted No photocopies are permitted All photographs, sketches and perspectives shall be in support of the document and not be stand-alone Each A2 sheet shall bear the NASA logo within the width of the format not exceeding 5cm. The format/sheet title should be in English, and vernacular language may be used in addition in order to improve local access to information.

Synthesis panel: A2 opaque sheets, number minimum enough to explain the chosen building Computer aided drawing/plots not allowed A stringent use of colour is permitted No photocopies are permitted All photographs, sketches and perspectives shall be in support of the document and not be stand-alone Each A2 sheet shall bear the NASA logo within the width of the format not exceeding 5cm. The format/sheet title should be in English, and vernacular language may be used in addition in order to improve local access to information.

Photographic panel: A maximum of 4 A2 sized sheets to be used for mounting photographs The number, size and colour of the photograph are at the discretion of the respective college Actual photograph to be submitted; no photocopy shall be permitted Each A2 sheet shall bear the NASA logo within the width of the format not exceeding 5cm. The format/sheet title should be in English, and vernacular language may be used in addition in order to improve local access to information Soft copy of the entire documents (hand drawn sheets to be scanned), all sheets, report and the photographic panel

CD:

Note: The identity name of the participating college should not feature in any way on any of the documents/analysis sheets/report/CD. Two copies of the report shall be made on A4 size sheets with NASA logo on the cover page. ALL COLLEGES ARE REQUESTED TO ADHERE TO THE ABOVE SPECFICATIONS; FAILURE TO DO SO SHALL LEAD TO DISQUALIFICATION OF THE ENTRY.