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Computers in the Field.

Part 1: Permissions and Logistics

Roy Ellen & Michael Fischer (Centre for Social Anthropology and Computing University of Kent at Canterbury)

BICA Issue No. 6: September 1987

1. Introduction

Although by no means a standard piece of fieldwork equipment, there are indications that the use of portable micro-computers in anthropological research is increasing at a modest rate. The proliferating literature on the subject¹ is, however, a deceptive guide to real activity, and perhaps tells us more about the proselytizing spirit of a small band of enthusiasts than revealing a broad secular trend. After all, opinion pollsters would soon be out of business if their predictions of voting intention were based solely upon the number of fly-posters and pamphlets disseminated by the contending party faithful. That the growth in the use of computers in the field is not more impressive is partly due to an innate technological conservatism among anthropologists as regards their research practices, the inevitable funding implications, an astonishing persistance of false images about how computers can (and cannot) help them, and a reluctance to find the time thought necessary to acquire the necessary expertise. In order to shift this log-jam, we think it might help to provide some very down-to-earth practical guidance for those who plan, or are considering, to use portable micro-computers in the field. This is the first part of a three-part article based largely on our own direct experiences in Pakistan and Indonesia, and is devoted to certain preparatory bureaucratic matters which may need attention before departure, as to well as some basic logistical issues. We deal with them here under six headings: insurance, export licences, import controls, research permissions and conditions, transit, and ethical considerations. Most of the points made will be particularly relevant to those working overseas, in remote areas and under difficult physical conditions; but we have nevertheless tried to cover all possible field situations in our remarks. In the second part we shall deal with hardware selection and management, paying particular attention to appropriate sources of power (including solar cells). The third part will concentrate on some simple software.

2. Insurance

Universities and other related institutions generally take out an all-embracing insurance policy for equipment, and if the portables to be used are the property of that institution or of one of its component parts there should be no problem. However, it is important to check that the machine is registered for cover by such a policy, and that there are no limiting conditions on its application which might affect the particular uses to which it is put by anthropologists, for example use abroad or in hostile environments. If there are restrictions of this kind, an institution may still be prepared to take out additional cover to meet a specific requirement. As an example, the University of Kent at Canterbury (UKC) has an `all risks, worldwide' policy, which extends to transit, and which ideally meets the needs of anthropologists. In addition it has a separate policy for equipment on loan, which can be used for private machines or (as was the case for Ellen in Indonesia) machines on loan from a manufacturer. If there is no possibility of general institutional cover, or if for some reason this is not applicable, insurance cover can be obtained through most major companies, even if the machine is being taken abroad and used under primitive conditions. However, it is not generally covered in budget travel packages. Endsleigh Insurance Services, for example, cannot provide cover for items in excess of 250 pounds in value. In practice, insurance cover for portable computers should be no more complicated to arrange than for expensive photographic equipment or video cameras.

3. Export licences

Some machines require an export licence before they can be taken out of the U.K., for whatever purpose. However, even the technical experts are not always clear or agreed about what models are currently included under this regulation. Advice on such matters can be obtained from the Technical Branch of the Department of Trade and Industry (Tel: 01-215-8032), though in some cases manufacturers may have this information. If there is any doubt, as there was in the case of the UKC Epsom PX-8², we recommend that you apply for a licence anyway. These are easy to obtain, the forms (ask for form A [rev 1984]) are short and straightforward, there is no cost other than for postage, and they can be obtained speedily (virtually by return of post in our experience). Additionally, it may also make sense to request multiple copies of the form for use on future occasions. The address to write to is: Department of Trade and Industry, Export Licencing Branch, Millbank Tower, Millbank, London SW1P 4QU (Tel: 01-211-3000). The UKC Centre for Social Anthropology and Computing is also able to supply you with such forms for as long as stocks last. You should indicate on page 2 of the form that the machine is being taken abroad for academic research only, and will be returned to the UK on completion. We also suggest that on receipt of authorisation, a photocopy of the licence be made. The original should be kept with the machine at all times, and in the event of its confiscation, by police, customs officials or other persons, proof of possession of the appropriate licence is available.

3. Import controls

Some countries regulate the import of portable computers. We have checked with the embassies of a number of countries to enquire what their regulations and practices are in this regard. For example, there appear to be no such controls in the UK, USA, Italy, Australia, France; while there are controls of varying degrees of strictness (though not necessarily always enforced) in Malaysia, Indonesia, Pakistan, Turkey and Poland. Nevertheless, we advise that you check with the relevant diplomatic mission before leaving for the field. Ellen was advised by the Indonesian Institute of Sciences (LIPI) to contact the London embassy requesting them to put an official note in his passport to the effect that the computer was being taken as accompanied baggage. We think this is good advice in the event of any problem, and had the information been available prior to departure, he would have taken it. In some cases (for example, Turkey) customs officials write a note in your passport on arrival as a means of ensuring that you do not leave the country without it. In the event of your wishing to do so it is necessary to pay a substantial deposit; one senior colleague has found it difficult to get reimbursement. Quite apart from any formal state regulations concerning the import of portable computers, they may occasion interest from local authorities and police. To circumvent any possible problem it is useful to have a letter from the home institution, and perhaps from the host institute, university or national academy of sciences, confirming that the computer is being used for legitimate research. The passport endorsement mentioned above may be useful in this connection. Our own experience has involved relatively few difficulties or bureaucratic hassles, though we know of problems faced by others. As such machines become routine items of the electronic global culture \*-along with video-cassette recorders and microwave ovens\*- they are likely to cease being the object of special scrutiny.

4. Research permissions and conditions

If it is your practice to work through a national or provincial body regulating research in your fieldwork area, it would be sensible to indicate in advance that you plan to use a computer. This may assist you with any bureaucratic problems. However, one drawback may be that a condition of research is that the sponsoring institution may request that copies of all tapes be deposited at the institution on leaving the country. For example, the current Indonesian regulation (as of 1986) specifies that copies of photographs, transparencies, cinematographic film and specimens be deposited. Micro-cassettes or disks accompanying portable computers are not mentioned specifically, though it is reasonable to infer that they are included in any broad interpretation of the spirit of the relevant regulation. We believe the same situation applies in the comparable regulations of other countries (e.g. Ghana, Nigeria). In practice, it may be possible to negotiate an acceptable compromise, or other arrangement, with local officials.

5. Transit

Always carry the machine with you; never send it as unaccompanied baggage or freight. Keep it on your person and store it as cabin baggage. It is possible that some airport security devices may damage magnetic tape, disks or computer memories. To avoid any problems of this kind we advise you to declare the portable and its accessories to the security attendants and submit it to a physical inspection, rather than pass the machine through potentially damaging devices. The computer should be in its own container for protection and transportation. This is absolutely essential where a high degree of mobility is required and where it is desirable to protect the machine from heat, dirt and damp. Aluminium cases of the kind used for camera equipment are very suitable, ideally with an optional shoulder strap. We have used a leather carrying case made for the purpose which has proved adequate, though it is not perhaps perfect. The case comfortably housed the machine itself plus all accessories: solar panel, cable, micro-cassettes, disks, plugs, adaptors and toolkit. Some machines come as waterproofed and `ruggedised' units (e.g. the Immediate Fieldwork Fifty and the DVW Husky Hunter) but they do tend to be rather expensive. If mobility is important then care must also be taken in the selection of a machine. The portable Epson PX-8 used by Ellen in Indonesia, together with case and accessories, weighed 5.59 kg, compared with the 11.34 kg for the Dyson-Hudson's computer-printer system [(.Ellen Fischer Anthrop.)]. This is all right if, as they did, you have access to a vehicle, but it is no good if you are accompanying nomadic bands in tropical forest or making frequent inter-island journies by motorised dug-out canoe.

6. Ethical considerations

The same ethical considerations that apply to the use of computers in social science research in general apply to the use of portables under field conditions; and the same considerations that apply to the amassing of any kind of data in the field (whether in notebooks, on cards, on film or audio tape) are also obviously relevant [(.Akeroyd Ellen.)]. In the UK all computer-processed data is now subject to the Data Access provisions of the Data Protection Act, which comes into force in November 1987. This undoubtedly poses problems for those using portables for research in this country. But the use of computers of any kind raises issues connected with civil rights, open government and state control over strategic and sensitive data. In particular, there are ethical and moral dilemmas with regard to the storage and automatic processing of field notes containing personal information, the undertakings which a researcher should be prepared to give to a sponsor or gate-keeper with respect to obtaining funding and permissions, the legal rules covering the transfer of computerised data between countries (the export of processed data, especially in machine-readable form, or the export of manual data for later automatic processing abroad), and the measures anthropologists should take to protect their informants and the subjects of their research [(.Akeroyd forthcoming.)]. How the problems which arise as a result of these are handled and resolved must in the end be left to the good sense of individual researchers, though we strongly recommend that this be done within the framework of the recently published ASA Ethical Guidelines [(.Ethical 1987.)], or some other similar professional code.

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