The following notes provide guidance on adding and updating site records to the database and on the type of data it is intended should be recorded in the various fields.
Please read the following Copyright Notice carefully, if any aspects are unclear please contact
the IHO Administrator on:- support.iho@yahs.org.uk
IHO uses the Creative Commons Attribution - Non Commercial - Share Alike 4.0 Licence Agreement
(subsequently referred to as cc-by-nc-sa 4.0 )and we require that all Contributors agree to all,
site records, photographs, images, drawings, documents and audio or video recordings (subsequently referred to as
Material) being stored and published under the terms of the that licence agreement.
IHO does not condone the use of Copyright material without the Copyright Holders permission and this includes the use
of or linking to material downloaded from the web.
Full details are given in the Code of Practice for Contributors to IHO
The cc-by-nc-sa 4.0 Licence Agreement allows others to use the Material on IHO for
Non Commercial purposes in return for Attribution. The material cannot however be used for Commercial
purposes. If anyone wishes to use the material for Commercial purposes they need to apply to the Copyright
Holder for permission and the Copyright Holder may charge a fee for granting such permission.
Non-Commercial purposes include private research, and educational use.
If you Do Not Understand or Agree to this Copyright Notice Do Not Proceed.
The Add New Site and Update Site Record modules are very similar and as such both are covered in the following section. The only significant difference between the two modules is that it is not possible to change the Ceremonial County that you initially assigned the site too. If you subsequently discover that the site has been assigned to the incorrect county, please contact the IHO Administrator on:- support.iho@yahs.org.uk. Other fields that cannot be edited are detailed in the following.
To add a new record, select the Add New Site option from the Top Bar Menu on the Home Page.
Data can then either be entered into any of the fields or selected from the drop down menus.
If during data entry you need further guidance clicking on Help button takes you the on-line version of this guide.
The Location and Nearby Site module has been introduced to simplify the process of identifying the correct Ceremonial County and Local Authority and to minimise the risk of duplicates being added.
To use the module type the grid reference into the Site Grid Reference field and click Get Location Data.
The module undertakes two specific searches.
Firstly the module searches the Office of National Statistics (ONS) public domain Data Set Index of Place Names 2016 (IPN 2016).
https://geoportal.statistics.gov.uk/datasets/22c111c7a7884e2da582dfbb62a78489_0
This will give you the Current and Ceremonial County and the Local Authority area in which the site is located. The IPN 2016 data set contains information on some 88,000 named locations, and whilst the location identification will not always be 100% correct particularly for sites remote from named locations and near to Local Authority and County Boundaries it is hoped that the data set will improve overall data accuracy. Note the Village / Location Data is based on the nearest named location in the data set and may not always be the nearest recognised village.
The Grid Reference, Village or Suburb and Ceremonial County are automatically written to the Add Site data entry form and the relevant Local Authority drop down menu selected. These values can be changed if you feel that it is necessary.
Secondly the module searches the full IHO database and identifies any existing site entries in the IHO data base that are with 500 m of the given grid reference.
It is strongly recommended that when creating a new record that you add the basic Mandatory Data and then click on the Save Entry which will create the new record in the data base. Data entry can then be completed using the Update Record module which, allows you to regularly save your work. This minimised the risk of losing any data due to problems with your internet connection or other reasons.
Note:- if you navigate away from the Add New Site page, before clicking the Save Entry button your data will be lost.
On the Add New Site form the fields highlighted in BLUE and marked with an * are mandatory and the form cannot be submitted until these have been completed. These are:-
It is strongly recommended that you note this basic information down before starting data entry.
To Update an Existing Site Record:-
Once you are satisfied with the entry click the Save Entry button at the bottom of the page. Before writing the record the database the software validates the data.
Before the record is written to the database the software checks that the Mandatory Data has been provided and that there has been no attempt to insert malicious code into the database. In the event that there is missing or incorrect data you will get the error message shown below.
The error message will tell you which data is missing and this has to be provided before the form can be submitted
If you click on OK the software will return you to the form where you can make the necessary corrections, after which you need to click on the Save Entry button again.
Once the new record has been successfully added to the database you will a confirmatory message.
Error message
To review the new entry click on View New Record button. The record can now be edited or added to using the Update Record option.Field Type - Internal
Field Size - 100 Characters [1]
Editable - No
The Site Identification number or Site ID is the unique index used to identity records in the database and comprises a three letter prefix, the Chapman County Code, followed by a 5 digit number for the individual site and is generated by the software once the entry has been added to the database.
For example the Site ID for the 580th site to be entered for North Yorkshire is NYK00580
The Site ID system provides for 99,999 unique sites to be entered for each of the four Yorkshire counties, ie 400,000 sites in Yorkshire alone.
Note:-
Site IDs are related to the storage location in the database and as such sites added consecutively may not be numbered consecutively and this is nothing to worry about.
Site IDs cannot be edited or otherwise updated or changed
There is no need to keep a record of the Site ID as it is possible to retrieve the entry from the database using the Search Engine using a wide range of search terms including the Site Name
The following tables lists the three character prefixes (Chapman Codes) used in the Data Base. The databases for the Counties highlighted have been enabled.
Northern Group - Yorkshire and counties with contiguous boundaries
Southern Group - Greater London and counties with contiguous boundaries
| Code | County | Code | County | Code | County |
| EYK | East Yorkshire | GTM | Greater Manchester | SRY | Surrey |
| NYK | North Yorkshire | HAM | Hampshire | TWR | Tyne and Wear |
| SYK | South Yorkshire | HEF | Herefordshire | WAR | Warwickshire |
| WYK | West Yorkshire | HRT | Hertfordshire | WMD | West Midlands |
| BDF | Bedfordshire | IOW | Isle of White | WSX | West Sussex |
| BRK | Berkshire | KEN | Kent | WIL | Wiltshire |
| BRC | Bristol City | LAN | Lancashire | WOR | Worcestershire |
| BMK | Buckinghamshire | LEI | Leicestershire | ||
| CAM | Cambridgeshire | LIN | Lincolnshire | Welsh | Counties |
| CHS | Cheshire | MSY | Merseyside | CLW | Clwyd |
| CON | Cornwall | NFK | Norfolk | DYF | Dyfed |
| CUM | Cumbria | NRT | Northamptonshire | GWT | Gwent |
| DBY | Derbyshire | NBL | Northumberland | GWY | Gwynedd |
| DEV | Devon | NTT | Nottinghamshire | MGL | Mid Glamorgan |
| DOR | Dorset | OXF | Oxfordshire | PWY | Powys |
| DUR | Durham | RUT | Rutland | SGL | South Glamorgan |
| ESX | East Sussex | SAL | Shropshire | WGL | West Glamorgan |
| ESS | Essex | SOM | Somerset | ||
| GLS | Gloucestershire | STF | Staffordshire | IOM | Isle of Man |
| GTL | Greater London | SUF | Suffolk |
Note:- The standard Chapman code of Cumbria is CMA, however the prefix CUM is used in IHO
Scotland and Northern Ireland to be added
This allows users to flag the records of sites on private land to which there is no access, or that may be susceptible to vandalism as Private Records, which are not displayed on Public Searches but are visible to other IHO Contributors.
Field Type - Mandatory - Default Value - Public
Field Size - 100 Characters
Editable - Yes
Tick this box if you wish to mark the site record as Private
This section contains the key data required to allow users to accurately identify the site on a map or on the ground.
Field Type - Mandatory
Field Size - 100 Characters
Editable - Yes
This is the name by which the site is currently known. Where the site has had more than one name this should be noted under Site History.
Field Type - Mandatory
Field Size - 100 Characters
Editable - Yes
Key Words are intended to provide a flexible solution to classifying site
particularly those which have had multi-uses such as watermills that were originally built
as a corn mill, but subsequently converted to a fulling mill before finally becoming a cotton
or woollen mill or where many different processes were carried out. [2]
For such a site such the Key Words would be:- watermill corn fulling cotton
Note:- by convention Key Words are presented in
lower case and are not be separated by commas
Similarly Key Words can be used to describe the structural form and
materials used in buildings. Thus a Arched Road Bridge over a Canal and built in Brick would be:-
road bridge, canal, brick arch
Where a site is linked to a specific structure or building searches can be simplified if the Site Name is included in the Key Words. For example the locks on the Pocklington Canal would be:-
pocklington canal lock, brick chamber
While a bridge on the same canal would be:-
pocklington canal road bridge, brick arch
Similarly a Charcoal Blast Furnace that was converted to using coke would be:-
blast furnace, charcoal, coke
Field Type - Optional
Field Size - 100 Characters
Editable - Yes
Many sites are linked either through ownership or the processes that they carried out to others sites and this field lets you build automatic links between sites. Where the site is linked to multiple other sites the Site IDs must be separated by either a , : ; or |
For example:- WYK00100, WYK00935, NYK00201, GTL00345, GTM 00023
Note:- all the sites you wish to link too must already exist in the database before you can build a link. Hence it is better to enter all the sites, note their Site IDs and then update the relevant Records to include these.
Field Type - Optional - Default Value - Point
Field Size - ?? Characters
Editable - Yes
The database allows a site to be record as either a POINT features such as a building or bridge and LINEAR features such as a railway or canal or as an a AREA features such as a quarries and group of bell pits etc.
For Point Features such as buildings, bridges, etc a single grid reference should be given for the centre of the largest building or group of buildings. For other structures the single grid reference should relate to a clearly recognisable feature or location.
As most sites in the data base will only contain one or two buildings, which were built at the same or a very similar date a single Grid Reference should suffice. In the case of more geographically extensive sites or those that were developed in a number of discrete phases, it would be helpful if separate entries could be given for each building or phase of building. Alternatively where this is not possible or could lead to confusion it would be helpful if the Grid References for the individual buildings are listed under the Site Description
The software allows long features, Linear Features, such as canal, railways etc to be described by a series of grid references. These should be entered as for a single grid reference but with a separating , ; ; or | between the individual values.
For a short linear feature such as a railway bride the grid reference for the centre of the structure should be used while for longer viaduct the grid references for each end would be more appropriate.
For example for the Leeds Selby Canal, the grid reference for the lock at Haddersley:- SE 57080 26423, while the grid reference for the lock into the River Ouse in Selby is:- SE 57080 26423
For a longer structure such as Pocklington Canal a series of grid references would give a better representation of the site.
SE 79930 47229,SE 79733 46815,SE 79515 46348,SE 78777 45689,SE 78541 45235,SE 78546 44095,SE 77158 44174, SE 76096 44396,SE 72944 45323,SE 71703 45139,SE 70076 42703
The software allows features that extend over a significant area, Area Features, such as large factories, quarries etc, to be described by a series of grid references. These should be entered as for a single grid reference but with a separating , : ; or | between the individual values.
Field Type - Mandatory
Field Size - 40 Characters
Editable - Yes
A key function of the database is to accurately record the geographic location of all sites. Unfortunately over time buildings change ownership and use, they may be demolished and redevelopment schemes may even change the road layout. Under such conditions the only way that a sites location can be accurately identified is by using an OS Grid Reference. Accurate grid references are also essential to allow the sites to be displayed meaningfully using Google Maps.
Historically the IA community has used 6 figure grid references such as SD 456 789 which define and area 100m by 100m. Whilst this is adequate for people to identifying major structures, it is not sufficiently accurate to identify individual buildings in an urban area, where 8 figure grid references accurate to 10m are more useful. Further in GIS systems it is normal to use 10 figure grid references which are accurate to 1m. In view of this it would be very helpful if IHO Contributors could give 10 figure grid references for all sites.
For a fuller discussion of the importance of grid references and how to obtain these from maps or online sources see Appendix B. Wherever possible, 8 or 10 figure grid references should be provided for all sites.
The software allows grid references to be input in a range of formats and the following are all valid:-
SE 123 456, SE 1234 5678, SE 12345 67891 or
SE123456, SE12345678, SE1234567891 or
se 123 456, se 1234 5678, se 12345 67891 or
se123456, se12345678, se1234567891 etc.
For storage and display purposes the software modifies the grid reference into a standard format:- ie SE 123 456, SE 1234 5678 or SE 12345 67891
Whilst in rural areas using the OS 1:25,000 Explorer Maps for grid reference sites is normally adequate, in urban areas the OS 1:10,000 or 1:2,500 maps should be used as they allow individual buildings to be identified. Alternatively several online sites such as Grid Reference Finder www.gridreferencefinder.com can be used.
The software automatically converts all grid references to a standard 5 digit grid references and a 6 digit grid co-ordinates. Thus a grid reference entered as SE 123 456 becomes SE 12300 45600 and grid co-ordinate 412300 445600. The software then converts this grid co-ordinate into a latitude and longitude using the standard OS Mercator Airey 1838 Map projection. The Grid Reference, Grid Go-ordinate and Latitude and Longitude are all held in the database.
Further details are given in Appendix B
Field Type - Optional
Field Size - 100 Characters
Editable - Yes
Include a brief description that allows IHO Users to identify the site on the ground or a map. As such the information is of most value with rural sites.
Examples of suitable description are:-
For Yore Mill:- Adjacent to the road bridge at Aysgarth Falls
For the bell pits on Rudland Rigg:- On open moorland off Westerdale Road, approximately 4 miles to the north of Gillamoor
For urban sites this field will normally be left blank however where sites are difficult to identify on the ground a brief description should be given.
Field Type - Optional
Field Size - 100 Characters
Editable - Yes
This field is intended to record if it is possible to view the site. It is not intended to detail access arrangements.
YAHS/IHO does not condone trespass onto private land to view sites. Moderators will remove any details they consider to be inappropriate.
Acceptable descriptions would be:-
For Yore Mill:- No Public Access. Former Museum has closed. Can be viewed from the footpaths to Aysgarth Falls
For the bell pits on Rudland Rigg:- On Access Land on Rudland Rigg. Can be viewed from public footpath along Rudland Rigg.
For Marshall Temple Mill:- No Public Access. Best Viewed from footpath on Marshall Street.
The Pier at Saltburn:- Open to the public - Structure best viewed from the pier itself or from the beach.
Funicular Railway Saltburn:- Open to the public during the holiday season. Can be viewed from the Promenade or the carriages when in operation.
Ribblehead Viaduct:- No Public Access. Operational Railway. Can be viewed from the footpaths that pass under the arches.
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
This field will mostly be used of Urban and Village sites and should give the street name and where appropriate the property number. For remote rural sites this field will frequently be blank.
The address fields are intended to allow database users to identify the exact location of the site on the ground. In urban and village sites the street name and where known the appropriate property number should be given. For the remoter rural sites this field will frequently be blank.
Street names can be obtained from Google Maps or Grid Reference Finder www.gridreferencefinder.com.
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
For Urban Sites this will normally be the township or suburb in which the site is located.
For Rural Sites the situation is more difficult and where the site is not in or near a village the nearest recognisable population centre should be given.
Field Type - Mandatory
Field Size - 40 Characters
Editable - Yes
This field should normally give the town in which the site is situated.
For Bradford Industrial Museum this would be:- Bradford
For Yore Mill this would be:- Aysgarth
For remote Rural Sites the situation is more difficult and the parish field above should normally be given.
Please Note:- If the Village, or Suburb and the Town are the same only enter the Town name once in the Town field.
Field Type - Optional
Field Size - 10 Characters
Editable - Yes
Post Codes are included because:-
They are the principal method that many organisations, including Local Authorities, use to identify the location of sites
They are used by SATNAV systems to provide directions
They allow simple area searches to be undertaken ie find all sites in LS1
They help future proof the database for mobile applications
Whilst LS4 is acceptable for the Post Code the preferred format is LS4 1AB
This section should be used to record details of the Protected Status of the site, if any, and of the Local Authority or any other bodies that may be responsible for the protection of the site. It is appreciated that many users may not know these details and as such this information is optional.
Field Type - Mandatory - Drop Down
Field Size - 40 Characters
Editable - No
The Ceremonial County in which the site is currently situated should be selected form the drop down menu. The Ceremonial County must be selected before the Local Authority can be selected.
This is the Administrative or Ceremonial County in which the site is currently situated. Where sites have changed counties due to boundaries having been redrawn, this should be recorded in the Pre 74 County field.
The software automatically populates the Ceremonial County field based on the results from the IPN 2016 database search. (see 1.1.1) for more details
If you have chosen to work with only one county ie say Lincolnshire only the Local Authorities with in Lincolnshire will be shown.
If you have chosen to work with a number of Counties the county identified by the IPN 2016 search will be shown first. Your other counties can be viewed by clicking on the County list. To populate the Local Authority field or select an alternative county click on the list and select the county list and select the required County. This will also populate the Local Authority field
Note:- as the County field is used to allocate records to the correct table in the database and it cannot be changed once the data has been uploaded. If a site is allocated to the incorrect County in error please contact the IHO Administrator.
Where sites have "changed counties" due to boundaries having been redrawn, and this is relevant to the history of the site it should be noted in the Site History field.
Field Type - Optional - Drop Down
Field Size - 40 Characters
Editable - Yes
This is the name of the Local Authority which has responsibility for the site.
The drop down menu is linked to the Ceremonial County which must be selected first.
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
When known the Civil Parish in which the site is located should be entered.
This is the Civil Parish in which the site is located. It is appreciated sources that can be used to establish the boundaries of Civil and Ecclesiastical Parishes are not readily available for much of the Country and consequently this field is completely optional.
Field Type - Optional Drop Down
Field Size - 40 Characters
Editable - Yes
This is the name of the County prior to Local Government Reorganisation in 1974. The drop down menus is linked to the current Ceremonial County which must be selected first.
Field Type - Optional Drop Down
Field Size - 40 Characters
Editable - Yes
The software includes two fields Site Status and Site Condition which are intended to record if the site has statutory protection and to record the current condition of the site and what buildings and other features if any remain.
The Site Status should be used to record the current Status of the site, ie does the site still exist or has it been demolished. Similarly has the site been listed by English Heritage and if so what is the grade of classification. The appropriate status should be selected from the drop down menu. Select only one option. Current options are:-
Details of a sites listed status including the Listing Number, List Category and Grid Reference etc can be found at the Historic England web site
Field Type - Optional Dropdown
Field Size - 40 Characters
Editable - Yes
The Site Condition should be used to record the current use of condition of the site, ie does the site still exist or has it been demolished. The appropriate status should be selected from the drop down menu. Select only one option. Current options are:-
In the above:-
Buildings refurbished to mixed use Buildings converted to residential housing Buildings refurbished to industrial / commercial use Buildings converted to residential housing
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
This field should be used to record the National Monument Record Number if one is available for the Site. The National Monument Record Number can be established from a number of sources including the http://www.pastscape.org.uk/ web site. Note the Past Scapes web site is currently (2020) being replaced by ????
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
This field should be used to record the buildings Listing Number if one is available for the Site.
The Listing Number can be established from a number of sources including the
http://www.historicengland.org.uk/ web site
Field Type - Optional - Drop Down
Field Size - 40 Characters
Editable - Yes
The Site Era should be used to record the historic periods in which the site was either in use or existence. Tick as many as are applicable. Current options are:-
| Era | Period Included |
| Modern Post | Post 1950 |
| Early Modern | 1850-1950 |
| Industrial Revolution | 1750-1850 |
| Post Medieval | 1540-1750 |
| Medieval | 1066-1540 |
| Early Medieval | 450-1066 |
| Roman | 43-450 |
| Prehistoric | Pre 43 |
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
This field is self explanatory. Approximate dates eg about 1930 or circa 1850 are acceptable
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
This field is self explanatory. If the site is still in existence give the current date.
Help IndexField Type - Optional
Field Size - 40 Characters
Editable - Yes
Name of the last person known to have visited the site. Included to allow and assessment of how up to-date the information on Site Condition etc is.
Field Type - Optional
Field Size - 40 Characters
Editable - Yes
Date of last known site visit, approximate dates such as Summer 1995 are acceptable. Included to allow and assessment of how up to-date the information on Site Condition etc is.
This section should be used to record the dates between which the sites was in operation, and a detailed description of the site, together with the history of any changes of use or ownership and of any published references to the Site. It is not intended that users should repeat large blocks of text that has been published elsewhere or is available on the internet and this should be referenced.
If you wish to include any web address in the Site Description, History and References text fields these should be entered as follows:- http:// web address /
Note :- If you are entering a large block of text, you may find it easier to prepare the text using Word or other word processing programme and then copy and past the text into IHO.
Field Type - Optional
Field Size - 20,000 Characters(Approximately 2500 words)
Editable - Yes
Please include an outline include brief outline of the site, following which the text should wherever possible expand of records provided by others.
This field is self explanatory and should include sufficient information for people, who don't know the site, to determine if it could be of interest to them and to let them establish that it is the site they are looking for.
The Site Description should be your own words and as accurate and complete as you can make it. It should not be just a copy of material which is readily available elsewhere as that will almost certainly be an infringement of copyright. Wherever possible the text should expand on the records provided by others. Any published references or web sites relevant to the site should be referenced below
Field Type - Optional
Field Size - 10,000 Characters(Approximately 1250 words)
Editable - Yes
Please include an outline of the chronological history of the site. Where possible this should include the names and dates of any changes of ownership and / or processes undertaken at the site. The entry should wherever possible expand of records provided by others.
The Site History should be your own words and as accurate and complete as you can make it. Please do not copy large blocks of text from web sites or published sources as that will almost certainly be an infringement of copyright. The source should however be referenced below.
Field Type - Optional
Field Size - 5,000 Characters (Approximately 600 words)
Editable - Yes
List any known published references or web sites that refer to the site.
Please include the author, title of the article or book, name of the publisher / publication,
date and page numbers. Examples of the preferred style of referencing are given below
Rolt, L T C. George and Robert Stephenson. Longman, 1960
Morrison, K A and Minnis, J. Carscapes: the motor car, architecture and landscape in England. Yale University Press, 2012
Bayliss, D (ed). A guide to the industrial history of South Yorkshire. Association for Industrial Archaeology, 1995
Morgan, B. Civil engineering: railways. 2nd Longman, 1978
Links to relevant websites may be included e.g. http://www.bancroftmill.org.uk/
Field Type - Optional
Field Size - 2,000 Characters(Approximately 300 words)
Editable - No - New Comments are appended so that there is a full history
If members have any additional material, comments, corrections or observations on entries made by others they should be noted here and the moderator will arbitrate on there inclusion in the full record.
This section records the details of the person who entered the record, the date it the record was created and the Society the contributor is a member of.
All the fields are internally generated and cannot be edited by users. The purpose of this section is to allow the Moderator or Administrator to contact the contributor if there is a query with the record.
Field Type - Internal
Field Size - 40 Characters
Editable - No
This is the name of person entering the data. It is internally generated and cannot be modified.
Field Type - Internal
Field Size - 40 Characters
Editable - No
This is the date of on which the data for the site was initially entered. It is internally generated and cannot be modified.
Field Type - Internal
Field Size - 40 Characters
Editable - No
This is name of the Society which the Contributor is a member of. It is internally generated and cannot be modified.
Field Type - Internal
Field Size - 40 Characters
Editable - Yes
Only click this box if the record is 100% complete and you wish it to be Moderated and made available on the public pages of the web site. It is unlikely that many records will be completed following initial data entry.
Field Type - Internal
Field Size - 40 Characters
Editable - No
When the entry is complete click on the Save Entry button
The database allocates storage space on the basis of the number of characters. Characters include all letters, numbers, punctuation and blank spaces and it is normal to divide the number of characters by 10 to convert it into an estimate of the equivalent number of words.
[2]Historically the terms "Site Category or Site Type" have been
used to record a site's function. Whilst this approach works well with sites that had a single
use throughout their life it is more difficult to apply to sites that have had multiple uses.
In 1993 the Association for Industrial Archaeology published a comprehensive classification system which
sought to address this problem. Although the IRIS classification system (Index Record for Industrial Sites)
is comprehensive it is complex to use and cannot be readily incorporated into computer applications.
During the development of the software this problem was considered in detail and various methods of recording
information on the site’s use were trialled. This work identified that Key Words
provided the most flexible solution and was the technique that offered the greatest scope for further development.