CAVE RECORDING AND MANAGEMENT SYSTEM, BUCHAN CAVES

Dale Calnin, Ranger in Charge, Buchan Caves
Graham Parks, Senior Ranger, Nowra Nowra Operations Centre

INTRODUCTION

The Buchan Caves Reserve has extensive historic files which date back to the late 1880s. While these records provide detailed information about administrative matters there are few details of the works carried out in the caves.

The Cave Recording and Management System was developed to assist with the planning and recording of maintenance and redevelopment works underground. The system, now in operation for about four years, provides accurate records of management activities, monitor changes to the cave environment assists in the preparation and implementation of works programs, and is useful for familiarising new staff with past works. Above all it easy to operate.

DEVELOPMENT OF CRAMS

Crams evolved from the Park Recording and Planning Scheme (PRAPS) which was introduced to some Victorian National Park areas in 1983.

The basis of the system is a good map of the cave. This divided into mapping units which can be filled onto A4 sheets, and easy photocopied. Fortunately Buchan had an excellent map of the Show Cave System, which, when split up fitted into fourteen mapping units. CRAMS doesn't take up much room. The mapping units and records for all the Buchan Show Caves system comfortably sits in a single drawer of a filing cabinet.

SETTING UP CRAMS

Appendix shows an outline of CRAMS.

1. MANAGEMENT UNITS

When the cave map is divided into management units, a master sheet is made from which the copies are taken. As well as the map, the master sheet should contain the following information:

• title
• number of the management unit
• a space to describe the operation
• date
• scale
• an indication of grid north
• a logical sequence from unit to unit e.g. sequence going from cave entrance to exit

An example of Management Unit sheet from Buchan is shown in Appendix 2.

2. PLAN BANK

Suspension files are probably the easiest way to store the blank maps. Simple to make one suspension file for each unit. The master sheets should be stored away safely, but readily available for making copies.

3. WORKS

A set of blank maps should be available to relevant staff. Tthese can be used in the cave for noting works, or items to be recorded. Used this way the sheets can eliminate the need to transfer information from notebooks to works programs.

The sheets are then compiled regularly and placed in either PROPOSED WORKS where there are operations to performed or straight to RECORDS if no operation is required. Where the sheets go to PROPOSED WORKS they should be sorted out from time to time. If the operation can be handled with budget limits and can be fitted into the WORKS PROGRAM the sheet should go to WORKS PROGRAM job specifications and other information can be added to the back of the sheet. If the operation can't be handled at the present time but should be done in the future the sheet should remain in PROPOSED WORKS. The easiest way to set up this section is with an arch file simply divided into PROPOSED WORKS and WORKS PROGRAMS.

4. RECORDS

Again the easiest way to store the RECORD SHEETS is in hanging files one file for each management unit. An index can then be developed using a classification based on the types of work.

Some suitable headings could be:

• Electrical
• Restoration
• Cleaning
• New development
• Palaeontology
• Historical
• Fauna
• Maintenance -
  1. pathways
  2. fencing
  3. handrails
  4. drainage
  5. rendering

USING CRAMS

The Management unit sheets are carried in a folder used by the supervising staff. Because all work projects originate from the PROPOSED WORKS section and most valuable records are made in the cave.

1. All jobs are noted on the maps as they occur. The same sheets can be used to record several jobs even if the jobs are unrelated.

2. Sheets used from the folder are filed in: "PROPOSED WORKS" section in chronological order, under the appropriate management unit or section number. The information on them is then sorted into:

1. jobs sufficiently important to go on works program
2. resource information
3. jobs that require attention but because of either staff, money or time constraints, the needs to be deferred
4. jobs or records that are of low priority

3a. IMPORTANT JOBS

A works program is prepared on the unit after deciding on the priorities of the various jobs with one sheet for each job. A summary of the job is written under "OPERATION" and details of the job are listed on the back. The job description on the back of the sheet should have the following information:

• a detailed description of the task
• materials required
• tools and equipment needed
• idea of cost
• supervision and staff
• name of person preparing the job description and the date

An example of a works program sheet is shown in Appendix 3.

3b. RESOURCE INFORMATION

Resource information can be placed straight into the "RECORDS" file.

3c. DEFERRED JOBS

Jobs or records of very low priority are thrown in the bin. It is important to be realistic about jobs that cannot be done.

4. During the time of the specific job being done it is essential that notes are kept on problems encountered.

5. On completion of the job the same works program sheet becomes the record sheet. The date on the front is filled in and the sheet filed under its appropriate management unit.

An example of the sheet is RECORD form is shown in Appendix 4. If desired an entry can be made into an index book. Appendix 5 shows an example.

CONCLUSION

CRAMS, and its parent PRAPS, can be adopted to a wide range of land management operations. It provides managers with an organised approach to planning, and accurate records invaluable for future management. It may take some effort in the initial stages to get the system established, but the long term benefits are enormous.