COORDINATION OF PROJECTS

Requirements for project documentation

These requirements apply to project documentation related to historical, archaeological, architectural and artistic monuments and heritage conservation areas (applications, plans, projects, programmes), submitted to the National Heritage Board for coordination.

Projects are to be submitted to the coordination committee of the National Heritage Board on paper and their content and format must follow Estonian standards and comply with Regulation no. 9, 30.06.2003, of the Minister of Culture “The conditions and procedure for drawing up projects for the conservation, restoration, repair and construction of monuments and buildings in a heritage conservation area and for conducting prior research in them, and the procedure for drawing up special conditions of heritage conservation“.


General requirements

1. To be marked on the title page of the folder

1.1 information on the compiler (name, registry code, address, National Heritage Board licence number),

1.2 name of the monument or heritage conservation area and registry number of the monument in the national registry of cultural monuments,

1.3 address of the monument,

1.4 name of the contracting entity,

1.5 title of the work (also number of work according to the undertaking’s numeration, where applicable),

1.6 stage of the project,

1.7 name(s) and signature(s) of the compiler and responsible specialist,

1.8 time and place of compilation.

2. All drawings in the folder of the project and detailed plan must be signed by the compiler of the project and the responsible specialist.

3. To avoid possible confusion, all informative material connected with the project solution must be reflected in the explanatory memorandum as well as in drawings.

4. The content of the folder must correspond to the table of contents.

 

Requirements for formatting the folder

1. When binding, please bear in mind that the copy placed in the National Heritage Board archives must fit in an archive box.

2. The folder should be bound between carton covers that can be closed with string, or between an archive registrator. Please do not use covers with metal components or elastic string, and plastic covers. Never use ring binders of plastic or wire.

3. The pages in the folder should be numbered. The title page is counted as the first page when numbering, but no number is written on that page.

4. Photos and colour copies should be presented as print-outs or copies on appropriate photo or copy paper. Please do not attach photos with glue or glued-on photo fasteners.

 

Specifications

1.      An architectural project.

The folder must contain:

1.1.   a situation outline;

1.2.   a support plan, i.e. the current situation with restrictions;

1.3.   a location plan;

1.4.   in the explanatory memorandum, please include an extract from the special conditions of heritage conservation as a list.

2.      Detailed plans.

The folder must contain:

2.1.   a situation outline (marked so that the location is immediately clear and understandable);

2.2.   a drawing and visualisation of spatial analysis (illustration of the planning solution) for evaluating from a heritage conservation point-of-view the suitability of the planned alteration in the environment concerned. Photographic material of the existing environment (landscape, state of urban construction, etc.) is required;

2.3.   a support plan, i.e. the current situation with existing restrictions (the plan must not be older that two years);

2.4.   basic drawing(s);

2.5.   the basic drawing should show building height, the average height in the planned new built-up area (±0.00 =absol k.m.), the heights should be presented in absol. k.m. (the absol. k.m. of the architectural monument to the roof, cornice, eaves where necessary); please include architectural conditions for new buildings; in the case of roof-mounted technical installations, their location should be marked;

2.6.   master plan of utility networks ( in case it is not possible to show utility lines entirely in the basic drawing );

2.7.   specify heritage conservation restrictions affecting the detailed plan: in the drawings of analysis and support plan, basic drawings and utility network drawings of the detailed plan, please mark cultural monuments with their registry numbers, conservation zones of the monument and heritage conservation areas in such an extent as they reach or are located in the area of the detailed plan;

2.8.  the explanatory memorandum should describe restrictions arising from the cultural monument, as well as architectural conditions for planned buildings. Information in the explanatory memorandum and in the drawings must coincide;

2.9.  in the explanatory memorandum, please include an extract from the special conditions of heritage conservation as a list (in case the obligation of drawing up special conditions is foreseen for the area).

3. In the case of architectural projects and detailed plans or changed detailed plans of new buildings, please add an extract of valid detailed plans.

4. Comprehensive plans.

The folder must contain

4.1 a chapter on heritage conservation in the explanatory memorandum section. Please include a table with information on cultural monuments in the area of the comprehensive plan, specifying the registry number, name and current condition of the cultural monuments, as well as planned activities for preserving the monuments.

4.2 The basic drawing of the comprehensive plan should contain all monuments/heritage conservation areas with registry numbers and their conservation zones; this information should be given in conventional signs (symbols).

5. In the case of applications and requests for opinion, please add a situation outline, location plan and photographic material of the current situation or environment.

6. The situation outline, location plan, support plan and drawing of urban construction analysis should contain indications of the monuments (registry number and symbol of the monument) and conservation zones.

7. Conservation, restoration and repair programmes of artistic monuments and some historical monuments.

The folder must contain (low-volume programmes, i.e. 1 to 2 pages, do not have to be bound):

7.1 information on the monument (name, author, date, material, technique, dimensions);

7.2 objective of work and time of conducting;

7.3 description of the condition of the monument (including information on earlier conservation, restoration or repair work), preliminary research done, evaluation of the condition of the monument;

7.4 list of planned work and planning of resources (including materials and means used for work);

7.5 illustrative material and drawings, where appropriate.

 

Other requirements

1. Upon agreement with the National Heritage Board, the folder may be sent in an electronic form beforehand to facilitate reviewing. The submitted files should be in the RTF, PDF, JPG or PNG format.

2. The content or part of a document to be archived may in addition to a hard copy also be submitted in digital form.

3. According to the National Archives’ recommendations, a ‘Write Once' CD-R is the best choice for storing digital information (blanks for archiving are recommended).

4. The cover of the storage medium should contain information on the content of the medium (same information as on the title page of the document; please also include the list of files contained in the storage medium and the different file formats).

5. Storage formats of digital information:

5.1 Text and mixed documents:

5.1.1. Simple text (suitable only for text documents)

5.1.2. PDF (suitable for text and mixed documents)

5.1.3. XML (suitable for metadata and structured data)

5.2 Pictures:

5.2.1. TIFF (also suitable for scanned documents)

5.2.2. PNG (also suitable for scanned documents and documents created using vector graphics software)

6. When naming documents, please follow the “8+3” recommendation given in the standard ISO 9660:1988, i.e. file name length 8 characters + extension length 3 characters. Example: altmaal.tiff, altmaal_01.tiff; pohijoon.pdf. Avoid special characters in file names.

 

Clarification

The National Heritage Board is a government authority and its archives of project documents are under the supervision of the National Archives. Therefore, archive laws and norms must be followed when gathering documents. The National Heritage Board’s archived documents are stored permanently and are part of national cultural heritage that should be preserved for future generations. The stored materials have two most important values: evidential value and historical value. These enable us to learn what and how has been done in the past on a specific object. Thus the formatting of documents submitted to the project document archives of the National Heritage Board is very important, affecting their usability and preservability.

 

Any project documentation submitted for coordination must be in accordance with Regulation no. 9 of the Minister of Culture (30 June 2003, no. 9 (RTL 2003, 83, 1230), entered into force on 19.07.2003: “The conditions and procedure for drawing up projects for the conservation, restoration, repair and construction of monuments and buildings in a heritage conservation area and for conducting prior research in them, and the procedure for drawing up special conditions of heritage conservation”).


NOTICES

Meetings of the coordinating committee:

January: 11. & 25.
February: 8. & 22.
March: 8. & 22.
April: 5. & 19.
May: 3; 17. & 31.
June: 14.
July: 5.