Recording your finds with the PAS

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Recording Your Finds

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Preface....
Metal detecting for artifacts and coins that are dug from the ground are a part of what is a ‘finite resource.’ Although it is not known how many artifacts or coins any amount of land may hold it is clear that once you start to remove those items this resource diminishes. This process may take place during a short period of time or over many years, depending on what activity has taken place through-out history on your detecting land. Understanding that we are actively taking part in removing potential historical information from the soil we believe we have to be responsible for our own actions and record information as we go. The importance of any find is in its ‘context,’ that is the place where it was found. A good find-spot will not only allow an artifact to tell its own story, but also of others that lay in the vicinity and wider landscape. This one area more than any other has been the cause of years of consternation between archaeologist and detectorist; this has and is changing with the advent of the Portable Antiquities Scheme (PAS) and through many other archaeologist's who have developed good relationships and cooperation with detectorist. So before you dig, take some time to consider the personal standard you will keep and make sure that recording your finds with the PAS (through your local FLO) is top of your list of things to do. If you are part of a club then the club should already be keeping this standard as it is incorporated in the Code of Practise that the hobby adheres to.

Starting out -

Maps and Global Positioning Systems.
Preparation is always key when getting ready for a day’s detecting. It may be prudent before you start detecting to either buy an Ordinance Survey map (1:25000) of the area where you will be detecting or purchase a hand held Global Positioning satellite System (GPS) which will generate up to a 10 figure find-spot as you move around and much more besides. Help to understand map reading and recording find-spots from a GPS can be found on the PAS website here (Tip: Keep some spare batteries with you as you’re GPS will expire at some point in the field). Hand held GPS devices need not be expensive, a basic model will cost under a £100, but you can get much cheaper ones on sites such as eBay etc. Other equipment you will need when out in the field are some ‘finds bags’ like these and a permanent marker pen (Tip: also keep a spare). Please note that you will need the permission of the landowner to record any find-spots with the PAS, but you'll find the vast majority are more than happy for this to happen.

In the field
When you are in the field and you find something that looks old then ‘bag n’ tag’ it right there and then (Tip: make sure you put some holes in the bags to allow the moisture to escape or your finds could get damaged through trapped moisture). You can purchase finds bags through on-line suppliers that are of differing sizes, but all have three white sections that run across them which you can write on. Here is an example of how I record my finds in the field: Line one: The find-spot, an example being - ST 64010 89010. Each area of the UK has a two letter prefix (found on Ordinance Survey maps, or ask your FLO) followed by up to 10 figures, four being a square kilometre, whilst ten figures will be as good as around one metre which is excellent, and the best standard you can record to. Line two: Write the date and initial the farm it came from, i.e. Highgate Farm would be HF, (useful as a reminder of which farm your finds came from later on). Line three: Write down what you think the item may be (if you have some idea) with the metal it may be constructed from. So your find bag would look something like this:
Line 1: ST 64010 89010
Line 2: 22.06.2008 HF
Line 3: Roman coin – Copper alloy.

Back home
When you get back home you will want to clean your finds (see Finds and their Conservation), when you have done this make sure you leave them to dry for a couple of days so that any moisture retained can dissipate. You then place them back in their bags and place them in an air-tight container ready to be handed over to your Finds Liaison Officer who works for the PAS. In many cases your finds can be handed over at your club meeting or you may work out some convenient time and place to meet your FLO to do likewise. You can choose the frequency of handing in your finds depending on how many you have to save unnecessary traveling. For the more experience detectorist it is possible to ‘Self Record’, but it does need some training to gain the skills to be able to describe your finds in an academic way which is required for the PAS Database, but that may be an option for the future.

What finds are the PAS interested in?
The PAS will record finds that were made before about 1700, but will record some more modern finds if they have some historical interest. Your local FLO would love to see all that you have found as often we come across many items we think are junk, but may be really important finds. The PAS are also interested in other non-metallic artifacts to record such as pottery, flints and beads etc. Your finds would preferably be lent to your FLO to take away and be recorded, you will be issued with a receipt and your finds will be returned in an agreed period of time.

When your finds are with your FLO
Your find and its find-spot you have placed with it will now begin a transformation into an historic record that is helping to re-draw the map of our nation. Details such as who, where and how it was found including weight and measurements and a detailed description will be added to the PAS database joining over 320,000 others so far. Your find will be placed on the Finds database with photographs and a full report about it/them, which you can see at any time. The database will show no information of finder or find-spots as that is secured and available to PAS staff and academic researchers who use the site. Normally all finds are shown to a 4 figure National Grid Reference (1 Sq km), but this can be adjusted to suit the finder if you feel this reveals to much. There is an agreement for PAS information to be passed along to the Sites and Monuments Record (SMR) or Historical Environment Record (HER) as some are now known. Any information passed on is dealt with in the same way as it is with the PAS database where public access is restricted to protect finders and find-spots. On the return of your finds from your FLO you will receive an A4 printout with all the details of your find that can be seen on the PAS database (minus the sensitive information). These reports can be really useful as a personal record and resource for identifying future finds. They are also a record for the landowner who can then see what has been found on their land. Often this can lead to gaining a good reputation (for recording) in an area, but also this can lead to some new land to detect upon. (Tip: Place any PAS reports on the finds made into a small ring-binder which the landowner can add to each time you receive a new record of a find from their land).

If you find Treasure
It has often been the case that FLOs have identified items that come under the 1996 Treasure Act when they first see your finds, if this happens you have a statutory right to have the find for 14 day's from the day it was realised as being treasure. This period of time would enable you to let the landowner see it and get a valuation done before it goes off into the treasure system (*See footnote). The find will have to be handed over at the end of that period to either your local coroner or placed back in the keeping of your FLO to be handed in via them to the coroner (for further details see the Treasure Act).

And finally...
There is little doubt that responsible metal detectorist are changing our shared history year on year as information continues to pour into the PAS database. We encourage you to do likewise as somebody new to the fascinating hobby of metal detecting. You will not only get a sense of satisfaction, but a professional service, the expertise of a whole organisation developed to record, advance knowledge, educate and increase public involvement which includes you! Thousands upon thousands of detectorist through their responsible recording with the PAS have developed great working relationships with their local FLOs, UKDetectorNet hope's you’ll join these supporters and contributors to this National Scheme and in doing so help preserve the future of our hobby and the Portable Antiquities Scheme. Make sure you contact your local FLO, they’ll be waiting for your call and be delighted to hear from you.

*Footnote It is still possible for a valuation to be done whilst your find is in the Treasure system, but your chosen valuer/s will have to travel to the British Museum (having arranged an appointment) at your expense to view the artifact or coin.

Peter Twinn
(Petethedig 2008)
Copyright.