This two‑hour webinar will explore how improved documentation practices make heritage science data - and the material samples behind it - more findable, accessible, and valuable as a research resource.
Bringing together practitioners who work with material samples, analytical data, and associated metadata, the session aims to share findings, highlight current challenges, and discuss practical approaches to organising, documenting, and sharing heritage sample information.
We will introduce key concepts in heritage sample documentation and consider the varying levels of documentation required for different use cases and user communities. Short case studies will illustrate real‑world workflows, notable examples, and emerging directions in the field.
The Heritage Science Data Service (HSDS) team will be among the invited contributors, adding their expertise to a programme designed to highlight a wide range of perspectives. The event will celebrate the diversity of approaches, tools, and documentation strategies used across different institutions, offering an inclusive platform for shared learning and collaboration.
Outline programme
1. Introduction and context (15 minutes, Valentina Risdonne - National Trust)
Learning outcome: increased awareness of documentation challenges and why standards matter for paint samples
- Why documentation standards matter
- What problems are we trying to solve?
- Current challenges in locating, organising, and sharing heritage sample data
2. Case studies (40 minutes)
Learning outcome: insight into real world documentation practices and workflows
- Examples from conservators, conservation scientists, and collection specialists
- Experiences of working with spreadsheets, databases, and hybrid systems
- Documentation gaps, successes, and lessons learned
Speaker 1: Philippa McDonnell (Lincoln Conservation)
Speaker 2: Katerina Williams and Marc Vermeulen (The National Archives)
Speaker 3: Constantina Vlachou-Mogire (Historic Royal Palaces)
3. Group discussions (25 minutes, chaired by Valentina Risdonne)
Learning outcome: reflection on participants’ own practices and shared challenges; Identifying common pain points
- How do people currently find, organise, and share sample information?
- What levels of documentation are appropriate for different users?
4. Tools, approaches, and future directions (25 minutes, chaired by Marika Spring)
Learning outcome: awareness of existing frameworks and practical next steps
- Overview of documentation approaches and international standards (including CMSs and repositories)
- HSDS as an example infrastructure
- Encouraging participants to develop and sustain documentation structures suited to their own contexts
Speakers: Kieron Niven (University of York), Joe Padfield and Marika Spring (The National Gallery)
5. Wrap up: findings and next steps (15 minutes, chaired by Valentina Risdonne)
- Summary of key themes and discussion points
- Practical pathways for improving documentation practice
- Opportunities for collaboration and further engagement
The webinar will foster a constructive, cross‑disciplinary exchange and encourage participants to reflect on their own documentation practices and needs.
Attend this event, and many more, free with an Icon 26 ticket.
