Evergreen Cemetery Recording Project: Recording Procedures

Recording procedures for this project include mapping all permanent features, drawing and documenting them on standardized forms, and taking digital photographs of each feature.

(Click images for larger version)

Setting up the grid

Mapping

Field map

Mapping begins by setting up orange pin-flags at 5-meter intervals across a section of the cemetery, creating a regular and easily visible grid. The location of each feature is measured from the nearest pin flag, and drawn onto a sheet of graph paper. Each small square on the graph paper represents 1 meter on the ground. Each feature is given a number on the map. This number stays with the feature throughout the rest of the recording process, all the way to the finished database. These numbers allow us to keep track of the paperwork and help keep us from recording the same feature multiple times.

Each field map includes several points whose location was determined with a survey-grade GPS unit. This makes it easier to put all of the small maps together into one large one.

Recording a family marker

Recording a plot wall

Recording form - front

Recording form - back

Each feature is then recorded in detail on a standardized form. For each feature we note what type of feature it is, write out all of the text on the feature, note the decorations, and even make a sketch showing the general dimensions. Not just gravestones, but walls, benches, unmarked stones, and all permanent features are recorded in this way.

The recording forms we use are designed specifically for use at Evergreen, but may be useful as examples for other people who wish to record other cemeteries. You can download PDF versions of our forms here (to save them to your compute, right-click the links and select "save as":

Recording Form

Recording Form Guidelines

Using a reflector to read a faint inscription

Using a reflector to read a faint inscription

 

When recording features, we try very hard to read all of the lettering. This is difficult on some of the older monuments - particularly the marble gravestones which have weathered a great deal. We don't do rubbings of the gravestone, or use chalk or other material to try to highlight the lettering, because these methods can be destructive to the stones. Instead, we use photo-reflectors to sweep sunlight at a sharp angle across the lettering. This is a very effective way to read faint lettering on gravestones without damaging them. The reflected sunlight highlights the face of the stone, while the lettering is in shadows. Photo-reflectors are available at most camera stores. We have found that mirrors, car windshield sun-protectors, or really any bright, flat surface works just as well.