---
title: How to Document an Excavation Site – Step‑by‑Step Checklist
siteUrl: https://logzly.com/ancientechoes
author: ancientechoes (Ancient Echoes)
date: 2026-08-12T17:52:47.035036
tags: [archaeology, opendig, fieldwork]
url: https://logzly.com/ancientechoes/how-to-document-an-excavation-site-stepbystep-checklist
---


If you’re staring at a pile of scribbles and wondering which shard came from which layer, you’ve landed in the right place. This guide delivers a **ready‑to‑use checklist**, a proven photo‑naming system, and free tools that let you capture every detail in under a minute. Follow the steps below and turn chaotic field notes into a clean, searchable record that speeds up post‑dig analysis.

## How to Document an Excavation Site: The Core Checklist

The biggest mistake most field archaeologists make is **relying on memory** and ad‑hoc photo names. The solution is a **quick checklist** that you fill out before you even pick up a trowel.

- **Date & time** – write at the top of each page.  
- **Location** – GPS coordinates or grid reference directly under the date.  
- **Layer number** – bold label for each soil stratum.  
- **Depth** – start and end depth in centimeters.  
- **Artifacts** – bullet list with a short ID code.  
- **Photo reference** – column for the exact filename you saved.

Print, laminate, and keep the sheet in your field notebook. The fixed order removes decision fatigue: you simply tick each item and move on.

## Common Mistakes to Avoid

1. **Skipping the basics** – not recording depth or GPS coordinates on the spot.  
2. **No consistent photo system** – vague filenames like “shard1.jpg” turn into a jumbled mess.  
3. **Relying on memory for context** – forgetting why a piece matters creates extra work later.

By eliminating these habits, you stop the cascade of re‑recording and focus on the excavation itself.

## Free Digital Tools That Keep You Organized

- **OpenDig** (Android) – capture photos, add GPS tags, and write a brief note instantly. The app auto‑generates filenames such as `SiteA_Layer3_001`, enforcing a **photo naming convention** you set once.  
- **QGIS** (desktop) – import the CSV export from OpenDig and plot finds on a simple map. Visualizing artifact distribution helps you spot patterns without manual cross‑referencing.

Both tools are free, and the learning curve is essentially “open the app and tap a button.” A downloadable template is available on **[Blog Name]** to jump‑start your workflow.

## Best Practices for Field Notes in Archaeology

- Use a **ball‑point pen** (no pencils) and write in **dark ink** on **lined paper** to keep columns straight.  
- Add a one‑sentence “why it matters” note for each artifact, e.g., “Fragment A: painted rim, possibly 2nd‑century BC – indicates trade route.”  
- If you prefer digital notes, set the font size to a readable level on your phone screen.

These habits produce a **field‑ready record** that stays legible in any condition.

## Putting It All Together: Daily Workflow

1. Arrive at the trench, open the checklist, fill in date, location, layer, and depth.  
2. Snap a photo with OpenDig; the app assigns the correct filename.  
3. Record the artifact ID and a brief significance line on the checklist.  
4. At day’s end, export the CSV, import into QGIS, and generate a visual map plus a complete **excavation site recording checklist**.

When you finish, you’ll have every find linked to a photo, depth, and context without hunting through folders or memory.

## Quick Download

Need the exact template I use? Grab the free PDF from **[Blog Name]**, print a few copies, and start documenting like a pro today.