Database Creation and Management

Why a Database?

The PECO Conservation Database is a compilation of excavation, maintenance, and stabilization records from Pecos National Historical Park. A comprehensive understanding of past archaeological work and conservation treatment is a necessary first step in planning future preservation programs in accordance with the 2013 Burra Charter. The goal of this database is to simplify the research process by providing the park with an accessible way for the available historical data to be filtered by relevance. The entries in the database were based on archival records of conditions documentation and past interventions for each structure or wall face. Given the amount of existing data, collecting the information into one database can allow for easier review of past practices as well as better decision making for current and future work.

While relational databases are an excellent solution for cleanly managing large amounts of complex data, a flat-file database is simple to use and navigate and does not require the learning curve necessary for operating a relational database.

Three tables were created to structure the relational database:

• Site Chronology: served as a general-purpose depository for archival records such as field notes, articles, reports, and informal work summaries from the past century.

• Conservation Data: captured data from the detailed condition assessment and stabilization forms used by the park since 1990. The forms standardized data resolution to the level of wall elevation.

• Bibliographic Table: compiled information on the archival docu­ment title, author, type, date, and other descriptions

Each source entry was attributed a five-digit “source record ID,” which linked entries in the event tables to corresponding records in the bibliographic table.

A single archival source was split into multiple entries based on the number of specific locations included in the document. While this method allows for the best possible resolution of the entry data, it does not represent accurate quantities of work distribution when relayed statistically. The detail of location data is limited by the amount of information available in historic documentation. Some sources record broad data summarizing work in a broad or unspecified area (i.e. “the north half of the South Pueblo was excavated”), while others convey more detailed information on work on a room, wall, or elevation. For example, a broad summary documenting ten unspecified rooms in the north half of the South Pueblo would be contained within one entry; a set of forms for work located specifically in Rooms 1 through 10 of the South Pueblo would be split into ten entries. As work records have become more detailed in recent decades and conservation has concentrated in the Spanish architecture of the site around the same time, broad-level statistical analysis summarizing the past century of conservation will appear to deflate the amount of conservation work conducted in the pueblos.

The Flat File

While Microsoft Access serves as a robust platform for data entry and organization, its interface offers limited functionality for effectively viewing and synthesizing complex information. To address this shortcoming, the data tables were exported from Access into Microsoft Excel, a tool better suited for enhancing readability and enabling deeper analysis of data trends.

Each of the three tables were imported into Excel and consolidated into a single flat-file format. This process involved merging the Site Chronology and Conservation Data tables into one unified dataset, then appending relevant records from the Bibliographic Source table to each corresponding event entry.

The resulting flat file (as shown above) comprised thousands of entries distributed across numerous rows and columns. To make this wealth of data more accessible, a series of pivot tables were created to visualize the information in a more intuitive format. One such example (also pictured above) highlights stabilization and maintenance activities carried out at the site, as derived from archival records. Additional pivot tables were developed to present data by general site area, by individual site, by decade, by site and decade, and by type of work performed.

To support future use and customization, detailed instructions were included, guiding users on how to generate additional pivot tables as needed. Furthermore, comprehensive documentation was provided to ensure ease of navigation and usability. For instance, users can filter the flat file by specific criteria, such as date, author, site, or type of work, streamlining research efforts and allowing targeted access to relevant data. Each entry is accompanied by full bibliographic information, enabling users to consult original sources for further context or verification. This allows for the database to be a useful tool for future work, research, and analysis on the site.