RECORDING CARVED STONES
There is an urgent need for co-ordinated and informed programmes for recording Scotlandís carved stones. Recording is essential for the preservation of the historical evidence and information embodied in carved stones and it can play a major role in their preservation through monitoring their condition.

RECORDING
It is important that we build up a record of carved stones, which help to illustrate the history of each stone, including any movement or damage, or even just to assist in the identification where several similar stones are known. Examination of references in 19th-century books or looking through the collections in the National Monuments Record of Scotland (NMRS), provides the briefest of tantalising glimpses at numerous examples of stones which have since disappeared or been moved. In recent years, professional excavation has preceded any movement of stones and a written and photographic record has been made, for successive generations to understand the history of the stone.

There is much you can do to help record carved stones. You will probably be able to do this most effectively through membership of a national or local society. For information on local societies in your area contact your local museum, the Council for Scottish Archaeology (www.britarch.ac.uk/csa) or the National Monuments Record of Scotland (NMRS). For information on recording of graveyards and gravestones in particular see www.scottishgraveyards.org.uk (available from April 2003).

Before the start of any carved stone survey, it is worthwhile carrying out some research to find out what is already known about a stone or stones (if anything), and whether it is listed or scheduled (contact Historic Scotland for scheduled sites and the local authority conservation officer for listed sites and conservation areas ñ for contact details click here)). It is also essential to speak to the landowner to obtain permission to undertake a survey on his land. It is important to consider any potential Health and Safety problems which could result in personal injury. The recording of stones must not involve anything which might have a detrimental effect, like digging into the ground, lifting or moving stones, or taking rubbings. Rubbings, impressions or casts can cause irreversible damage to fragile surfaces. Chalking outlines to show up details for photographs can also cause damage, and, like rubbings, will leave traces on the stone.

The taking of photographs or preparing a drawing are only part of the recording process. Other details are necessary to provide an essential, accurate record, which will be of considerable value now, and for the future. There are some basic details which may seem obvious, but which are a vital part of any recording process, particularly for more isolated stones. The NCCSS publication Photographing Carved Stones by T E Gray and L M Ferguson includes a recording form designed to assist with these basic details (the form can be photocopied). The form can be completed while examining the stone and additional details can be added. Whether you use the form or not, the following provides some basic guidelines:
a) First of all, the most important information to note is the location of the stone or stones. A place-name is necessary but is not on its own sufficient, and the National Grid Reference (NGR), preferably a 6 or 8 figure reference, is vital to record the position accurately. If a large scale (1:1250, 1:2500, 1:10,000) Ordnance Survey map is available, it can be annotated with a cross to mark the location. Taped measurements to permanent features marked on the map, for example, corners of buildings, junctions of walls etc. can provide a mechanism with which to double check the details and which will allow someone unfamiliar with the area to find the stone/s. Sketch plans are also of considerable use.

b) A general description of the object, including details of what type of carved stone is being recorded: cup-and-ring marking; Pictish symbol stone; cross-incised stone; architectural fragment; grave-stone etc.; whether it is a free-standing stone, or is the carving on a natural rock outcrop; is the carving incised or in relief; is there an inscription and if so, what is it? Wherever possible, metric measurements (height, width and depth) of a stone, accompanied by a sketch/es and a description of each visible face.

c) The archaeological history of the stone. When was the stone recorded or discovered (if a 'recent find'), how and who recorded it, are all necessary details.

d) Is there is an immediate threat to the stone, for example, from the demolition of a stone wall. Contact should be made as soon as possible with the Local Authority Archaeologist or Historic Scotland.

e) When you have finished your recording. Reference numbers which identify which photographs have been taken are essential, along with descriptive details, for example, 'stone viewed from West' or 'detailed view of 'mirror' symbol'. The reference number can either be in the form of a film and frame number, or if large numbers of photographs are being taken, a separate numbering system (especially with digital images). It is best to avoid annotating the backs of photographs with too much detail, the film/frame numbers should suffice and this must be done in a soft pencil, as ink can 'bleed' through the photograph and destroy the image.

Having created your record of a particular carved stone or stones, it is important that a copy of the survey is deposited in the National Monuments Record of Scotland (NMRS), the Local Authority Archaeology Service, local archive or other recognized repository (contact details click here), to ensure that the record survives for the future.