"Ya Ya another article on documentation. So why should I read this one?" you are probably saying to yourself. Because it is written by a veteran SCA A&S competitor for the average SCAer, in plain speak. This system works, from the beginner to the expert.

The way I think of a project is (and this works REALLY well with die hard anti A&S, fighter types) I consider a particularly inspiring painting like a challenge. Each detail you find is like landing a blow, finding each ingredient is a blow, each period execution is a blow, and the documentation is your fame, like a bard retelling a tale. In the end, who won? How close did you come to the original? It’s you against the original. Now, you have to figure out what kind of blows they are going to be, glancing, solid, maiming, there is NEVER ONE killing blow. And your documentation and your piece will reflect this decision. Would you be seen as constantly flailing, wearing your opponent down or would folks be saying "Man! He nailed that one!"

First lets start with the obvious questions -

Why document?

Although sharing of information and showcasing your knowledge, informing the judges, are all valid and lofty reasons, bottom line for me has always been, "If I had known about that, I would have..... " this is what is going to make you happy with the piece, that’s what matters. Down on another valid level is points for competition.

Many documentation articles start out with a hypothesis, developing an outline, doing the research, doing the project, writing the paper. Maybe this technique is fine for the people who really are sitting in the living room wondering about medieval gesso, but honestly, we all know how it goes. "I want one, get the stuff, do it, look for research, write the paper, make excuses".

First- locate your weapons: a computer, a disk, a copier/scanner, and knowledge sources. (Funny how these things are normally located together in groups, like your local library.) Label the disk immediately and try to limit the disk to only that one topic.

Second- insert your disk into the computer. Open a blank word processing document and type: "I have made a (insert item here) based on (insert original here) (write the name of the photo here)

If using multiple inspirations: I have made a men’s cotehardie based on late 14^th Century French manuscripts. (write your 2 or 3 best sources here.)

Opening your documentation in this way primes you for actually finishing the project.

Opening your documentation tells the judge(s) what it is they’re looking at and that you based it on something. (Note I said based on, not copied, if you copied, you missed the creative step). The judges just established how close you got, (did you win?). Now they will go into detail to see if you actually did win, or does it just look that way, or maybe it is winning on a technicality.

Third- Label the photo copy now. If you want a working copy, make an extra. File away the photocopy for the documentation now.

Notes on figures:

1. Zillions of pictures drive judges nuts. It is best to have references double up. Ex. You say geometric motifs on cotehardie's fabric is period. Two different pictures of cotehardies with geometric motif fabric is best. You can then use the same two figures for closures, seam lines, hairstyles, etc... or even one cotehardie and an example of a period fabric. You don’t need 2 for the fabric, 2 for the closure, 2 for the seam lines, 2 for....
2. Primary sources are the best.
3. References should be clear.
4. References should show what you are talking about.

Fourth- page down , center, type "LIST OF FIGURES" write down the identity of that item, including date, and location.

Example "English Bill, 1457, Locksley Collection, currently in Tower of London, England."

Fifth- Page down, center, type "BIBLIOGRAPHY" Write your bibliography down now. If you put them in order as you go, the most arduous part of the documentation will be totally finished before anything else in the documentation is done.

Don’t copy unless you want to quote. If you quote, type out the footnote now.

Group bits of info together. Example: Weapon use, metals used, woods used together. You can have a zillion paragraphs, but what happens is when you go to document the handle you have all the handle information together.

Repeat steps 4-6 repeatedly, looking at as many primary sources as you can. Don’t just say something is period, (unless REALLY obvious) provide 2 primary sources.

Sources are:

Primary- the thing, a picture or good painting of the thing.

Secondary- an eyewitness account of the thing

Tertiary- somebody’s drawing of the painting of the thing, or an illustration of the eyewitness account.

Look through the bibliography and list of figures of your source books to chase down leads on more info on the object or others like it. Usually, two different primary sources makes something a fact.

Make educated substitutions.

Give credit where credits due. If some one took the time to share information, reward them (and do it justice). Phrases like: "Working from a pattern developed by...." or "Based on so and so’s guidance I chose this fabric because...."

Once you get two or three primary sources for a facet of the project, go ahead and start on that detail.

Example: You now know the length, type of wood used in the bills handle, go ahead and begin you handle. (Do yourself a favour, get the right thing. Unless it is hopeless, like using ivory, spend the extra money. Why? because if you save the $15 now, in the end you’ll want a better one and you’ll end up buying the more expensive stuff later anyway. Have you ever seen the tunic that someone saved $5 on by buying cheap fabric, then spends $10.00 on trim to make it look decent?)

By the time you finish making the handle you could have uncovered a book that talks about the proper way to treat and finish the wood, and as well as period chemicals to use in forging. Now you can finish the handle properly, and are ahead on the metalworking.

When it’s all done, polish the documentation: (Cut, paste, copy, and smooth.)

I use this technique of comparing the original to my piece, following the formula below:

Think of your documentation as a stand-alone work. Especially if it is garb, include photos of someone wearing it. Show how well it fits. Make it so someone can pick up your documentation and read it, look at the figures, look at the photos and walk away knowing just how much you know about the whatever it is...

Proof read: Not you, you know what it’s suppose to say. Someone else, preferably with knowledge of the subject, and descent English skills should proof read it if possible. (Don’t trust the computer. "Spell check" only checks if its a word, not if it’s the correct word.)