Industrial Heritage Online

Help Pages

Industrial Heritage Online

Help Pages

1.0 Introduction to IHO

Industrial Heritage Online (IHO) is an on line database that is designed to act as a repository for member's knowledge and photographs of industrial sites, artefacts and processes. This information is available to all IAS members via a fully searchable web site, and it is hoped, that in time, this will become an invaluable resource to everyone researching the Industrial Heritage.

Whilst the database is aimed principally at industries and sites within Yorkshire, it is not limited to Yorkshire and members are free to enter information on any sites that they have knowledge of. It is hoped that members will provided descriptions of any manufacturing processes, machinery, buildings or services industries such as design consultancy or computer software etc, that they were personally involved with. Information on industrial process is vital to understanding how sites functioned and as such processes become more complex the Industrial Heritage community risks losing the knowledge and hence the ability to understand sites.

It is important to stress that the IHO is not intended to replace web sites such as those maintained by Historic England (HE) which records all listed buildings, but to augment these by providing additional data and listings buildings not included by HE. For example in their 1992 survey the Royal Commission on the Historical Monuments of England (RCHME) recorded nearly 2,000 textile mills in Yorkshire of which only some 10% have listed status. Further of these 2,000 sites only 70 were included in the AIA Guides to South and West Yorkshire. Thus there is considerable scope for expanding the information available to researchers. It is however intended that links will be provided to such sites and the information required to facilitate these are detailed below.

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2.0 Introduction to the Software

IHO is an open source web based application written in HTML, PHP, JavaScript and CSS. The database utilises the Community version of MYSQL whilst GoogleMaps are used for the mapping functions. The software is provided under the GNU open source licence agreement which allows users to copy and develop the software for none-commercial purposes.

The Software is optimised for use on Firefox and Google Chrome and although it has been tested on the other major search engines it is possible some differences may occur when using these. At present the software is intended for use on a PC, Laptop or Tablet. Work is on going to enable it to run on other web enabled devices.

The database architecture has been designed to allow the software to be easily expandable to include other data types should this be required. The data for the sites in each County is stored in a separate database table which is identified using a unique three letter code for each county. Thus North Yorkshire is identified by NYK, South Yorkshire by SYK and so on. Other data such as photographs and images etc are stored in separate tables which are identified by the appropriate three letter county code followed by descriptor for the type of data being held. Thus images for North Yorkshire are held in the table NYKImages. Individual image files are however not held in the database tables but are held in a separate directory with only the path being held in the table. Site referencing within the software is principally by the internally generated database ID. However as these ID's could on occasions be confusing to users the software also generates a unique Site Identification Number comprising of the the County Code followed by a 5 digit number. This provides for 99,999 sites to be entered for each of the four Yorkshire Counties, ie 400,000 sites in total.

Help Index

3.0 Adding a New Record - Add Site Option

The following notes provide guidance on adding a new record to the database and on the type of data it is intended should be record.

To add a new record select the Add Site option on the Home Page. On the Add Site screen data can either be entered into any of the "white boxes" or selected from the drop down menu's. Certain fields marked with * are mandatory and the form cannot be submitted until these have been completed. Every effort has been made to keep the number of mandatory fields to a minimum, and to ensure a balance between the minimum amount of data required to identify a site as against the effort required to collect that data.

The data entry screen is subdivided into four elements :-

Site Details - Location

The information on this screen is considered to be the minimum required to allow users to accurately identify the site on a map or on the ground.

Site Details - Protected and Administrative Status

This information provides details of the any statutory protection that the site may have the benefit of and the Public Bodies who are responsible for the protection of the site.

Site Description

These fields allow users to provide a provide a detailed description of the site it's history and any published references to the site.

Form Tracking

This records the details of the person who provided the entry, and will allow the database co-ordinator follow up any queries that may arise.

Data Entry and Corrections

Prior to submitting the form the data can, at any time, be changed or modified as desired. Further it is possible to completely clear the form and restart by clicking on the "Clear Form" button at the bottom of the form. Once you are satisfied with the the entry click on the "Add Record" button at the bottom of the site. This will add the site to the database. After submission the entry can be edited by recovering the form using the Search Engine and then Selecting the Update Entry option on the Detailed List page. This is described further in section 6.0

To allow users to identify the site the software automatically allocates a unique Identification Number for each site. This comprises of the three letter County Code followed by a 5 digit number ie site no 581 in North Yorkshire is NYK00581. This number is generated once the entry has been added to the database. There is no need to record this Identification Number to retrieve the entry as the database can be searched on a wide range of options including the Site Name. Please note the Identification Numbers are related to the storage location in the database and as such sites added consecutively may not be numbered consecutively.

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3.1 Site Details

3.1.1 Site Name

Field Type - Mandatory
Field Size - 100 Characters

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 (see section3.3.4).

Examples of appropriate site names are:-
For Bradford Industrial Museum this would be:- Bradford Industrial Museum
For the former mill at Aysgarth Falls this would be:- Yore Mill
For the area of bell pits on Rudland Rigg NY this would be:- Colliery Rudland Rigg

3.1.2 Key Words

Field Type - Mandatory

Field Size - 100 Characters

This field is intended to record the site's use classification.

Historically the terms "Site Category or Site Type" have been used to record a sites function. Whilst this approach works well with sites that had a single use through out 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 sort to address this problem. Although the IRIS classification system (Index Record for Industrial Sites) is comprehensive it does not lend itself to simple computerisation. During the development of the software this problem was considered in detail and various methods of recording this information were trialled in the software. This works confirmed that use of "Key Words" provided the most flexible solution and was the one that offered the greatest scope for further development. "Key Words" have a number of additional uses including in ranking sites and are extensively used for such purposes by search engines such as Google.

Whilst with modern search engines it should in theory be possible to easily identify a site from the text in the Site Description, this approach is prone to incorrectly identifying sites, "the false positive problem". If used correctly "Key Words" minimise this problem. Further "Key Words" provide a flexible solution to classifying multi-use sites such a watermills that were originally built as a corn mill, then subsequently converted to a fulling mill before finally becoming a cotton or woollen mill.


For such a site such the Key Words would be:- Watermill, Corn, Fulling, Cotton


In this case a search on the "Key Words" field using the terms "Watermill" AND "Cotton" would identify only those watermills which at some date had also been a cotton mill.


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

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3.1.3 Location

Field Type - Optional

Field Size - ?? Characters

This should provide a brief description that allows database 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 in North Yorkshire:- 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.

Help Index

3.1.4 Viewing the Site

Field Type - Optional

Field Size - 100 Characters

This field is intended to record if it is possible to view the site. It is not intended to detail access arrangements.

As most Industrial Archaeology sites are located on private land there is normally no right of access. Many sites can however be viewed from near-by locations and this is the only method of inspecting a site that can be included in the gazetteer. When identifying suitable viewing points safety must be the primary consideration and all viewing points must be on footpaths or other land to which the public has a right of access. Further viewing points must not require entry onto the site, or any adjacent operational sites such as a mainline or preserved railway. In all cases safety must be paramount and as such public roads without footpaths are not considered to be safe locations from which to view sites due to the risks from passing vehicles.

For the few sites that are open to the public as Museums etc a more detailed examination may be possible. The only other sites that are normally accessible to the public are those on open access land, the coast or other land such as parks to which the public have a right of access. In all cases anyone intending to examine as opposed to view a site must make enquiries with the site owner as to the right of access in advance and must take the necessary steps to ensure their own safety and that of the general public before entering the site.


The Society cannot and does not condone trespass onto private land to view sites. The web site moderators will remove any details they consider to be inappropriate.


Possible 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.

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3.1.5 Street

Field Type - Optional

Field Size - 40 Characters

This field will mostly be used of Urban and Village sites and should give the street name and where appropriate the property number.
For the remoter Rural sites this field will frequently be blank.

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3.1.6 Village, Township or Suburb

Field Type - Optional

Field Size - 40 Characters

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 the parish should be given.


Thus for the Bell pits on Rudland Moor the parish is:- Bransdale

Help Index

3.1.7 Town

Field Type - Mandatory

Field Size - 40 Characters

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.

Help Index

3.1.8 Post Code

Field Type - Optional

Field Size - 10 Characters

The inclusion of the Post Code is intended to help people using Satellite Navigation Systems to find the site more easily. The inclusion of the Post Code also makes it possible to identify the Local Authority responsible for the site.

To obtain the post code for the site, on the screen which gives the grid reference left click on the "Find Post Code for this Point" option. This opens a further screen that lists the post code and other information.


For Yore Mill the post code is:- DL8 3SR


For Bradford Industrial Museum the post code is:- BD2 3HP


For the bell pits on Rudland Rigg the post code is:- YO62 7UZ

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3.1.9 County

Field Type - Mandatory

Field Size - 40 Characters

This is the county in which the site is currently situated. Where sites have "changed counties" due to boundaries having been redrawn, the Pre 1974 County should be recorded under section 3.2.4 Pre 74 County.
At present the four Yorkshire Counties and the adjacent counties are included in the drop down menu but this can be extended if required.

Help Index

3.1.10 OS Grid References

Field Type - Grid Reference 1 - Mandatory

Field Type - Grid Reference 2 - Optional

Field Size - 40 Characters

A key function of the database is to record the location physical artefacts, principally buildings and other structures. 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 a site can be accurately identified is using the OS Grid Reference. A curate grid references are also essential if the data is to be used in a geographical information system (GIS) such as Google Maps.

Converting Grid References to Latitudes and Longitudes

The software automatically converts all OS Grid references to standard 5 digit Grid References and 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.



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 members could give 10 figure grid references for all sites. Whilst this may appear excessive it is highly desirable as it intended that the data is to be used in a GIS system.
Obtaining Grid References from Internet Sources

A number of internet sites can be used to obtain the post code or the grid reference of a specific building or other feature. One such site can be found at www.gridreferencefinder.com, other sites are however available. On the first screen, using the box on the left hand side enter either, location or approximate grid reference or the post code for the site. After entering which ever detail is most convenient press the "GO" button and the site will zoom in to the given location which is shown as a satellite image.

Alternatively you can zoom to the point on the map on the right hand side by placing the cursor over the point of interest and double clicking the left button on the map. By pressing and holding left hand mouse button it is possible to drag the map or satellite image so that the cursor is centred on the building or site of interest. Right clicking on the mouse brings up a "Pin Symbol" and opens a separate screen which gives the grid reference and other information in the chosen point. The site gives a 12 figure grid reference, which is accurate to 1m, and is related to the imaginary point of origin.
Generating Grid References from OS Maps

It is recommended that members use the Ordnance Survey Explore Maps at a scale of 1:25,000 for identifying Grid References. Whilst the 1:50,000 scale Landranger Maps are adequate for identifying the grid reference of large features they do not provide the detail needed to identify individual buildings.
Any point within the British Isles can be identified using the Ordnance Survey (OS) grid reference which comprises of two numbers, the easting and northing. For those who are not familiar with maps the OS grid can be equated to a large graph where the origin located to the south west of Cornwall, and the “X” axis equates to the easting and the “Y” axis corresponds to the northing. The easting is always given first followed by the northing. Instructions for obtaining a grid reference are given on each map at the bottom of the key.
Example

Consider the case where you wish to give the grid reference of a point 36 Km and 415 m east and 59 Km and 687 m north of the NY square origin. Grid square NY has an Easting commencing at 300 Km east of the origin and a Northing commencing at 500 Km north of the origin. A grid reference relative to the NY grid square, and accurate to 100 m, therefore has an Easting of 364 and a Northing of 596. To give the same grid reference relative to the imaginary origin it is necessary to omit the grid letters and to add in the distance from the origin and thus the gird reference becomes 3364 5596.
For a grid reference accurate to 1000 m NY 36 59 or 336 559
For a grid reference accurate to 100 m NY 364 596 or 3364 5596
For a grid reference accurate to 10 m NY 3641 5968 or 33641 55968
For a grid reference accurate to 1 m NY 36415 59687 or 336415 559687
For sub metre accuracy it is necessary to include the decimal point; NY 36415.4 59687.2 or 336415.4 559687.2

3.1.10.1 Grid Reference 1 - Mandatory

The YIHO database differentiates between point features such as buildings and linear features such as railways or canals etc. For point features only one grid reference is required while for long linear features two grid references one for each end should be provided.

Point Features

Where possible the grid reference (NGR) for point features such as buildings, bridges, etc should be given for the centre of the largest building or group of buildings. The grid reference must include the letters for the grid square and where possible should be given as an 10 digit grid reference. Please always allow a space between the letters and the two 5 digit easting and northing numbers.

For example the grid reference for Yore Mill at Aysgath is:- SE 01112 88601


For sites which cover a large area, such as the colliery on Rudland Rigg, an approximate grid reference is adequate, ie the last two figures in each five letter block should be zero.


For Rudland Rigg the grid reference would be:- SE 65603 94100


For a short linear feature such as a railway viaduct NGR should be the grid reference for the centre of the structure.


For Lockwood Viaduct in Huddersfield the grid reference would be:- SE 13284 14636


3.1.10.2 Grid Reference 2 - Optional

With long linear features such as the Leeds - Selby Railway or the Pocklington Canal, the grid references for each end should be given. Where possible Grid Reference 1 should be that for the western or southern most end whilst Grid Reference 2 should be for the eastern or northern most end.


For Example for the Leeds Selby Canal:- Grid Reference 1 for the locks at Haddersley the grid reference is:- SE 57080 26423


While Grid Reference 2 for the lock into the River Ouse in Selby is:- SE 57080 26423


3.1.10.3 Guidance on Obtaining Grid References

Whilst 8 digit grid references can be obtained with reasonable accuracy from 1:25,000 OS Maps (The Explorer Map Series) for grid references accurate to 1m it is necessary to either use larger scale maps or on line mapping sites. A number of internet sites can be used to obtain grid references or other features. One such site is www.gridreferencefinder.com, other sites are however available. When using the Grid Reference Finder site, on the first screen, using the box on the left hand side enter either, location or approximate grid reference or the post code for the site. After entering which ever detail is most convenient click the "GO" button and the site will zoom in to the given location which is shown as a satellite image. Alternatively you can zoom to the point on the map on the right hand side by placing the cursor over the point of interest and double clicking the left button on the map.

By clicking and holding left hand mouse button it is possible to drag the map or satellite image so that the cursor is centred on the building or site of interest. Right clicking on the mouse brings up a "Pin Symbol" and opens a separate screen which gives the grid reference and other information in the chosen point. The site also gives the 12 figure grid co-ordinates, which is accurate to 1m.

Help Index

3.1.11 Latitude and Longitude

Latitudes and longitudes are calculated by the software using the latest implementation of the World Geodetic System map projection (WGS84). This projection is also used by a number of other organisations as there base map projection including:-
International Terrestrial Reference System (ITRS)
Europe-fixed version of WGS84, European Terrestrial Reference System 1989 (ETRS89)
It is also compatible with the latitudes and longitudes provided by the Global Positioning System (GPS).

Unfortunately Google Maps, uses a slightly different map projection that goes variously under the name Web Mercator, Google Web Mercator, Spherical Mercator, WGS84 Web Mercator or WGS84/Pseudo-Mercator. Whilst it is now the de facto standard for Web mapping applications and is used by Google Maps, Bing Maps, Mapquest, Mapbox, OpenStreetMap, problems arise due to the differences with the standard WGS84 map projection. In effect the projection uses the WGS84 map projection but truncates it at 85.051129° north and south. Thus the underlying geographic coordinates are as defined using WGS84 (European Petroleum Survey Group 3857), but projected as if they were defined on a sphere (as in EPSG 3785). However in the context of the UK the differences are generally small and normally present no major issues when using Google maps to illustrate UK Heritage Sites at their latitudes and longitudes as calculated in accordance with WGS84.

Calculation of latitudes and longitudes is based on the recommendations given in the Ordnance Survey
publication - A guide to coordinate systems in Great Britain, version 2.2, December 2013
. For a full description of the calculations reference should be made to this publication, but in outline the Grid References are initially converted to Grid Co-ordinates and then to latitudes and longditudes based upon the Modified Airey map projection (OSGB36) used by the Ordnance Survey. This uses an ellipsoid with a Semi Major Axis (a) of 6377563.396 m and a Semi Minor Axis (b) of 6356256.909 m. A Helmert transformation is then used to convert these values to the the WGS84 map projection which uses a Semi Major Axis a) of 6378137.00 m and a Semi Minor Axis (b) of 6356752.3141 m. In doing this a standard height of 100 m (AOD) is assumed for all points.

The major source of error in this process is the conversion from Grid Reference to Grid Co-ordinate. The Grid Reference identifes the bottom left hand corner of the 100m x 100m square(for 6 figure grid references such as SE 123 456) or the 10m x 10m square(for 8 figure grid references such as SE 1234 5678) within which the site lies. Thus latitudes and longitudes calculated from such Grid References can have errors of up to -100m or -10m respectively ie the latitude and longitude will always define a point to the south and west of the points true position.

In contrast both the Grid Co-ordinate and Latitude and Longitude define a point location. Thus the grid co-ordinate 438662 445955 identifies a point at the centre of the road bridge in Collingham near Leeds to the nearest meter. The corresponding WGS84 decimal latitude and longitude calculated by the software is 53.908316, -1.412979. In minutes and seconds these are 53 degrees 54 minutes and 29.2 seconds North and 1 degree 24 minutes 46.7 seconds West compared to the which gives OS Grid Coordinate converter 53 Deg 54 Min 29.998 Sec N 1 Deg 24 Min 46.745 Sec W. Based on the earth's equatorial circumference 40,075.16 km or polar circumference 40,008 km, 0.000001 degrees equates to approximately 1.11 m thus whist latitudes and longitudes quoted to 6 decimal places have an nominal accuracy of 1 m the failure to take into account the actual height of the point. Also as stated on page 33 of the Guide, other aspects of the conversion from OSGB36 to WGS84 will in practice result in errors typically in the order of 5m. In practice it has been found that errors are typically 1m to 2m in the latitude and up to 5m in the longitude. Note different conversion programs available on the web use slightly different calculation techniques and consequently give values that vary in the 5th or 6th decimal place. For practical purposes such differences are not significant when viewing the location of typical Heritage Sites.

Help Index

3.2 Site Details 2 - Administrative and Protected Status

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.

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3.2.1 Administrative Area

Field Type - Optional

Field Size - 40 Characters

This is the name of the Local Authority which has responsibility for the site. A map showing the boundaries of the Local Authorities can be viewed at www.OS???? At present the drop down list includes the Local Authorities in Yorkshire and a number of the adjacent counties is included. To select highlight the appropriate LOCAL AUTHORITY with the cursor and click the left hand mouse button. If no Local Authority is selected the software automatically selects "Unknown" which is written to the database.

If you do not know or are unsure as to which Authority has responsibility for the site please select the "Unknown" option from the drop down menu.

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3.2.2 Protected Status

Field Type - Optional

Field Size - 40 Characters

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. To select highlight the appropriate line with the cursor and then click the left hand mouse button. If no status selected the software automatically selects "Site Extant but Status Unknown" which is written to the database.
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
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3.2.3 Parish

Field Type - Optional
Field Size - 40 Characters
This field should be used to record the Civil Parish in which the site is located.
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3.2.4 Pre 1974 County

Field Type - Optional
Field Size - 40 Characters
This field should be used to record the county in which the site was located prior to the boundary changes introduced as a result of the Reorganisation of Local Government in 1974.
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3.2.5 National Monument Record Number

Field Type - Optional
Field Size - 40 Characters
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 PastScapes web site
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3.2.6 Historic England Listing Number

Field Type - Optional
Field Size - 40 Characters
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 Historic Englandweb site
Help Index

3.3 Site Description

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.

3.3.1 Year of Construction or first known use

Field Type - Optional
Field Size - 40 Characters
This field is self explanatory

3.3.2 Year of Demolition or last known use

Field Type - Optional
Field Size - 40 Characters
This field is self explanatory. If the site is still in existence give the current date.
Help Index

3.3.3 Site Description

Field Type - Optional
Field Size - 10,000 Characters (Approximately 1200 words)
This field is self explanatory. It is not intended that large blocks of text should be copied from other web sites or published sources, but that these should be referenced below. It would be helpful if the text could begin with a brief out line of the site, as this is useful to others in establishing that they are looking at the correct site. Following this the text should where-ever possible expand of records provided by others.
Help Index

3.3.4 Site History

Field Type - Optional
Field Size - 5,000 Characters (Approximately 600 words)
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.
Help Index

3.3.5 Site References

Availability - All Users
Field Type - Optional
Field Size - 2,000 Characters (Approximately 300 words)
List any known published references that refer to the site, where possible, please include the title of the article or book, the name of the publication, the author, date and page numbers. Work is ongoing to expand this field to make any web included active.
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3.3.6 Members Comments

Availability - Signed in Members only
Field Type - Optional
Field Size - 2,000 Characters (Approximately 300 words)
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.
Help Index

3.4 Form Tracking

This section records when the site was last visited and by whom, and by whom and on what date the database entry was made. The purpose of this is to allow the database co-ordinator to follow up any queries that may arise.

3.4.1 Visit By

Field Type - Optional
Field Size - 40 Characters
Name of the last person known to have visited the site.
Help Index

3.4.2 Visit Date

Field Type - Optional

Field Size - 40 Characters

Date of last known site visit.


3.5.3 Data Entry By

Field Type - Mandatory - Software Generated and None Editable

Field Size - 40 Characters

Name of person entering data. This field is automatically generated by the software and cannot be modified.


3.5.4 Data Entry Date

Field Type - Mandatory - Software Generated and None Editable

Field Size - 40 Characters

This is the date of on which the data for the site was initially entered. It is automatically generated by the software and cannot be modified.


4.0 Adding Images - Add Image Module

This field allows members to upload any photographs or other images that they may have of the site and are willing to share with others.

The current Add Image Module is an evaluation version to establish the functionality and fields that would be most useful. As such feed back on the use of the module would be helpful.

Site Identification Number

Images can only be added to the database if the Site to which they relate has already been added to the Site's Database. If you are unsure if this is the case use the Search Engine to identify the site. Unless you use the "Add Image" link on the Detailed Listing page it is necessary to make a note of the Site Identification Number as this is required to link the Image Record to the entry for the Site in the Sites Database. Note when entering the Site Identification Number this must be identical in the use of Capitals and with no spaces in between the capitals and the numbers.

Given the Site Identification Number the software will automatically associate the Site Name as given in the Site's Database with the Image.

Image File

Images to be added to the database can be selected by clicking on the Browse button. The Browse button opens a new window and it is possible to the normal navigation tools to select the directory and hence the Image File to be uploaded. Where possible please give the Image File a meaningful name such as "Scarborough Spa Bridge from the East", rather than just using the identification number generated by the camera or scanner.

After selecting the Image click on "Open" and the software will automatically upload the image file to the YIAD Images directory. The software does not move, delete or change the Image File on the Local PC whihc is left intact. The software also records the location of the file on the YIAD Images Directory so that it can be retrieved and viewed by other users at a later date.

Supported File Types

At present the software supports the following file types, jpg, jpeg,. In all cases files must not exceed 1Mb. Where files are larger than 1Mb they should be compressed prior to being uploaded.

Key Words

As the with Site Key Words these should describe all the relevant details in the photograph or image.

In the full implementation the software will automatically associate the Key Words from the Site's date base with the Image. The Image Search engine will also be expanded to allow searches on the Image Key Words.

Caption

This should provide a detailed description of the photograph or image and all the relevant features. Where photographs are of complex or unusual processes theses should be described in detail and it should be not be assumed that the person viewing the image will have the necessary knowledge to understand the process being shown.

Name and date of Photographer

These are required so that the Database Co-ordinator can contact people who have submitted images should this be necessary.


4.5 Copyright Declaration

A drop down box will allow you to select the type of copyright appropriate to this media.
The options are:
You are the Copyright Holder
By selecting this option you are confirming that you are the copyright holder of the above media.
(If you are uploading media you have been given, see third party below).
You will be the copyright holder if you took the photograph, or made the drawing or video or audio recording, or wrote the material and the media has not been published elsewhere.
Whilst uploading the image does not change your rights as the copyright holder you are also confirming that you consent to the database operators storing and publishing the uploaded media by any means, electronic, mechanical, photocopying or otherwise without seeking your further prior permission.
Media includes original and scanned images, video and audio files.
You are also confirming that the proceeds of any sale to third parties of copies of the media will be retained for use by the database operators on the proviso this is solely used to support the direct operation of the database and that the database operators are part of a charity that supports industrial archaeology or a charity with this aim in their own right.

Geograph Image Copyright
Select this option if you have uploaded an image from the Geograph Image web site.
Please include the url at the end of the caption.

National Library of Scotland (NLS) Copyright
Select this option if you have uploaded an historic map from the NLS web site.
Please include the url at the end of the caption.

Third Party (Uploading media or scan of media created by someone else who has agreed that IHO can use it as described below)
Select this option if you have uploaded media given to you or you have uploaded a scanned image given to you and you have a written statement that the copyright owner accepts the conditions below.
The statement must have been uploaded and the reference number entered.
Whilst uploading the media does not change your or the third party’s rights as the copyright holder you and they confirm that you consent to the database operators storing and publishing the uploaded media by any means, electronic, mechanical, photocopying or otherwise without seeking your further prior permission.
Media includes original and scanned images, video and audio files.
You also confirm that the proceeds of any sale to third parties of copies of the media will be retained for use by the database operators on the proviso this is solely used to support the direct operation of the database.
The above is on the proviso that the database operators are part of a charity that supports industrial archaeology or a charity with this aim in their own right.
You must give full details of the source of the material you have uploaded.
The original media creator: the name is the person who gave you the media to upload
The media creator: your name if you have scanned a photo and uploaded the scan. (If it is a direct upload then leave blank).
Media uploaded by: your name.
Include in the Caption Box any copyright acknowledgement required as well as the caption.
Include in the Information Box full information about the source of the media.
Failure to include adequate details may result in the media being removed.

4.5.5 Third Party Uploads Section

Where Third Party Copyright media is being uploaded, it is mandatory that a signed Media Acquisition Form has been obtained. This will be referred to as the Release Form.
When this form is acquired, it needs to have been scanned and uploaded to the system to obtain the Release Form ID.
In the Release form ID box is where this reference number is to be entered.
If you are unsure of the ID, the Select Form button will pop up a simple form that enables you to specify the Copyright Holders name and display any existing Release Forms for that Copyright Holder.
If you have the signed form and it has not yet been uploaded the Upload Form button pops up a form that allows the signed (and scanned) form to be uploaded.

If you have not got a Release Form or simply cannot identify the form you can leave the Release form ID empty, it defaults to TBA.
In this case you can continue to save the entry but it will not be available for release to the full IHO system until the Release Form ID is subsequently entered.
Failure to include adequate details may eventually result in the media being removed.

Third Party
Select this option for all other third party if you have uploaded an image or other material.
This material can include current OS Maps that have been either downloaded from the web (excluding Geograph Images and NLS maps), or taken from a printed source including books, journals, newspapers or in copyright OS maps, or from an original that has been given to you.
In the Caption Box you must include any copyright acknowledgement required by web site or publication.
In the Information Box give full details of the source of the material you have uploaded and if the image has been taken from a publication or old photograph please include details such as the title, date and page number of the publication the media was taken from or the name of the person who gave it to you.

Unknown Copyright (thought to be out of copyright)
Select this option if you believe the media to be out of copyright.
In the Information Box you must give details as full as possible of the source of the material that you have uploaded and reasons why you believe it to be out of copyright.
Failure to include adequate details may result in the media being removed.
If you have scanned the original media which is being uploaded you are agreeing to the same conditions as described in the ‘you are the copyright holder’ section above as far as the scanned media is concerned.

Unknown Copyright
Select this option if you have uploaded media that you did not create and are unsure of its status.
In the Information Box you must details as full as possible of the source of the material that you have uploaded and the reason why you think IHO could hold such material.
Failure to include adequate details may result in the media being removed.
If you have scanned the original media which is being uploaded you are agreeing to the same conditions as described in the ‘you are the copyright holder’ section above as far as the scanned media is concerned.

Copyright Issues

Please note it is important that only images to which you own the copyright are uploaded to the site. Ownership of copyright is complex but extends to any photographs that you have personally taken and drawings or diagrams that you have prepared. Please do not include any of images or diagrams that you have previously been published as it is probable that ownership of copyright will be vested in the publisher. Similarly please do not include any images taken from books or journals. Images should preferable be in compressed JPEG format.


5.0 The Search Engine

The Search Engine allows users to ask a range of basic queries of the database. At present the Search Engine provides for three basic search options and the use of these is explained below:- Quick Search
Advanced Search
Image Search
This implementation of the Search Engine is for testing and evaluation purposes and will be modified as more data is entered and experience is gained in it's use. As such user feed back on the types of searches that are most useful would be welcomed.


5.1 Quick Search

Quick Search provides for a simple way to search the entire database for a single word or phrase. Simply enter the Search Term, which can be either a single word or phrase in the box and click on the "Search The Database". Searches using common terms such "mill" will produce a large number of results, while complex phrases are likely to produce only a few hits. As such it may be necessary to search for the required information in several different ways before the required results are obtained. The Search Engine will return a summary list of all the entries that match your Search Term. Guidance on the interpretation of the Search Results is given in section 5.4.

5.2 Advanced Search

Advanced Search allows you to construct targeted queries, for either individual Counties or combinations of Counties and for up to a maximum of three "Search Fields" at any one time. This can be combined with a simple Boolean search using two words or phrases. The following outlines the method of constructing different searches.

Counties

It is possible to select either individual Counties or a combinations of Counties to be searched.

To SELECT a single COUNTY, click and hold the "CTRL" key, select the required County with the pointer, and then left click. The selected county will be highlighted in blue.

To SELECT a COMBINATION of COUNTIES, click and hold the "CTRL" key, select each required County in turn by identifying it with the pointer, and select using a left click. The selected counties will be highlighted in blue.

To DESELECT a COUNTY or COMBINATION of COUNTIES, repeat the above process. Click and hold the "CTRL" key, identify each County to be removed in turn with the pointer, and then deselect using a left click. The deselected County will be cease to be highlighted.

Search Fields

Advanced Search allows users to either search all the fields, the "ALL FIELDS" option or a specific field within the selected County or group of Counties. The current options are:-

Site Name
Key Words
Site Description
Village
Town
Post Code
Unitary Authority
Parish
Pre 1974 County
Grid Reference 1

A maximum of 3 fields can combined in a single search.

As with selecting the County to be searched the individual "Search Fields" are selected by pressing and holding the "CTRL" key down, the move the pointer over the required field followed by a left click. As before the selected search field(s) will be highlighted. Search Fields can be de-selected as before.

Search Term

Advanced Search allows either simple searches using a single word or phrase. In this case enter the word or phrase in the in the top box of the Search Term. There is no need to select the either / or option or to enter anything into the lower box. Using this option will give the same results for a County as using Quick Search.

Boolean Searches

It is also possible to search on combinations of words or phrases. In this case the first word or phrase should be entered into the top box, while the second should be entered in the lower box. It is then possible to specify if the search is to find only those entries with both words the AND option or either word the OR option.

For Example:-

A search on the "Key Words" field using the words "Watermill" (top box) and "Cotton" (bottom box" and the "AND" option will only find those entries which include both words. As such the search will filter out those "Watermills" which were only ever corn, fulling or rolling mills. Alternatively if the "OR" option is selected the search will find both sites which were Water powered cotton mills and all the water powered corn, fulling, rolling mills etc.

The effect of using the different search options is best explored by trying them on the database.


5.3 Image Search

At present only a simple Image Search Engine has been implemented. In it's current form the Image Search Engine simply lists all the available images with the selected County. Once more images have been added and experience has been gained in searching the available images a more advanced search engine will be developed.

As before it is possible to select either individual Counties or combinations of Counties to be searched.

To SELECT the required COUNTY, click and hold the "CTRL" key, select the required County with the pointer, and then left click. The selected county will be highlighted in blue.

To SELECT a COMBINATION of COUNTIES, click and hold the "CTRL" key, identify each required County in turn with the pointer, and then select using a left click. The selected counties will be highlighted in blue.

To DESELECT a COUNTY or COMBINATION of COUNTIES, repeat the above process. Click and hold the "CTRL" key, identify each County to be removed in turn with the pointer, and then deselect using a left click. The deselected County will be cease to be highlighted.

5.4 Search Results

The Search Engine initially presents the search results in a summary table, with the option to view the results on a Map. Using the summary table it is then possible to view either a Detailed Listing or a map of an specific site. Once a site has been identified using the Detailed Listing it is possible to Update the entry using the UPDATE ENTRY option.


5.4.1 Summary Results

The summary results tables are intended to allow users identify the specific site or image that they are interested in.

5.4.1.1 - Sites

In the case of the Sites data the table lists the Site Identification Number, Site Name, an abbreviated Site Description (truncated at the first 500 characters) and a flag to confirm if any images are available.

All fields ie Site ID, Site Name and Images, provide hyper-links to addition information. At present the options are detailed on the on the result page to help users, although this my be removed on later versions as users become familiar with the software. An option allow users to page through the results in blocks of say 10 results will also be implemented in due course.

Viewing the Search Results on a Map

By clicking on the "Show all Search Results on a Map" it is possible to see all the search results on a Goolge Map. Each site is indicated by a "Marker" and placing the pointer over the "marker" will bring up the Site Name and Site Identification Number.

A number of the standard Google Map features have been implemented. As with all Google Maps it is possible to zoom and pan the map. It is possible to enter Street View by dragging the person symbol and placing it on the point of interest. It is also possible to use the horizontal tool bar in the top left corner to change the background map from a Road Map to a Satellite Image.

A planned enhancement will allow users to click on the marker and be taken to the Detailed Listing page.

Site ID

Clicking on the Site ID provides a link to the Detailed Listing for that site. For brevity only the first 500 characters of the Site Description are given on the Summary Results page. The full description is however given on the Detailed Listing page.

Site Name

Clicking on the Site Name provides a link to a Google Map showing that specific site. This map offers the same functionality as the main map and it is again possible to zoom and pan the map and enter street view. Using the Satellite map option it is generally possible to identify individual buildings. The satellite image has the added advantage in that it is also frequently possible to see additional features on the ground, such as mill leats that are not shown on OS Maps.

Images

If Images for the site have been uploaded these will be indicated by "YES" in the Images Field. Clicking on this will link to the Images Results Screen for that Site.

5.4.1.2 - Images

The summary results for an image search are very similar to those provided for a search for the Sites database. As before clicking on the individual fields provides links to additional information. The Site ID and Site Name fields provide links to the detailed image listing and individual site map as on the sites database.


5.4.2 Detailed Results

It is possible to view the detailed records held for a site or for an image. In both cases these are accessed from the Summary Results. From the Detailed List page three options are available;

Add Image

Firstly it is possible to link to the Add Image page. See section 4.0 for details of how to use this module.

Update this Record

Secondly it is possible to link to the Update Record page. See section 6.0 for details of how to use this module.

Delete Record

Finally it is possible at this point to Delete the Record. This option is self explanatory and deletes the specific record from the Sites or Image Database. At present the two delete options are not linked and hence deleting a site does not also delete the associated images although this may be facilitated in later versions. After the record has been deleted a separate page advises that the record has been deleted.

This option has only be enabled in the Current Version for evaluation purposes and will not be available in the standard user version. A delete option module will be included in the Management version of the software.

6.0 Updating Existing Site Records

This section to be written.