Report Standards for Historic Structure Survey Reports
Determinations of Eligibility / Section 106/110
Compliance Reports in North Carolina


These Standards are to be used for any report submitted to the North Carolina State Historic Preservation Office (HPO) to fulfill the requirements for identification and evaluation of properties as part of the Section 106 process. Depending on the federal agency for which the report is prepared and submitted to the HPO, it may be called a “Historic Structure Survey Report,” “Determination of Eligibility,” “Section 106/110 Compliance Report,” or some other title. Whatever it is called/titled, the report will need to fulfill these Standards and provide the information necessary to fully evaluate the National Register status of a property within an undertaking’s Area of Potential Effects (APE).

 

Text               

·         The cover should include the name of the project, its location, author(s), and date.

·         The project or purpose of the report should be clearly defined.

·         A map of the APE (see mapping requirements) and description that describes the area for context should be provided.

·         Any property 50 years old or older within the APE should be addressed. Projects that are not undertaken within 5 years of a report, may require updating the survey and findings.

·         The report should have a table listing each intensively-surveyed property in the report that gives: Survey Site Number (SSN), name, evaluation (NR/DOE status) and Criteria for eligibility

·         If directed by the agency/client to include effects of the undertaking in the report, include the effect for each listed or eligible property on the table described above. The HPO prefers that effects not be included in the survey report.

 

Mapping

·         GIS data should be created for all project reports and submitted in digital format.

·         An Esri geodatabase or shapefile(s) is preferred, although other commonly used geographic vector data file types – such as KML and DXF – are acceptable.

·         GIS data should be included for all individual surveyed resources (as points), surveyed districts (as polygons), boundaries of properties recommended for Determination of Eligibility (as polygons), and the APE (as a polygon).

·         The GIS attribute tables for surveyed resources and districts need not contain every field identified within the Microsoft Access Shell Database (described below); however, the tables should, at minimum, include a field containing the SSN to which the GIS data may be linked to the database.

·         There are no expectations for fields within the GIS attribute table of the APE.

·         HPO prefers that GIS data be created using the WGS 1984 coordinate system or projected to the NAD 1983 North Carolina State Plane coordinate system.

·         HPO will provide baseline historic resource GIS data (point and polygon locations for previously recorded individual resources and historic districts) for a given project area upon request.  Monthly extractions of the HPO GIS datasets – for the entire state – are also available for download at any time from this website: http://www.hpo.ncdcr.gov/gis/CountyDisclaimers.html#DataDownload.

·        Those without access to professional GIS software can use the Annotate the Screen tool in HPOWEB to satisfy the spatial data requirement.  Refer to our three-part tutorial video and these written instructions for help.

 

Shell Database

·         Consultants for projects for which there are previously recorded properties within the APE should request a shell database from Michael Southern to include existing database records for those properties. The consultant will update and populate those records as well as create new records for newly recorded properties.

·         Consultants for projects with no previously recorded properties and only a few newly recorded properties may use the empty generic database which can be downloaded from https://www.dropbox.com/s/186new9asf09fpg/NCHPOsurvey-Generic-11-2017.mdb?dl=0 .

        If the APE has no previously recorded properties but includes many newly recorded properties, the consultant may request a customized shell from Michael Southern with default values for county, town, quad, road names, and other fields that may facilitate data entry.

·         The populated database MUST be submitted with the report and include every property covered in the report. Full instructions for data entry are at: http://www.hpo.ncdcr.gov/digital/NCHPOsurveyDataEntryManual-10-2009.pdf. At a minimum, database records  shall include:

o   The survey site number (SSN) provided by the HPO.

o   Name (John Q. Public House, XYZ Company Building, Sweet Hope Baptist Church, etc.). If a specific name is not known, the generic property type is an acceptable alternative: House, Commercial Building, Church, Barn, etc.  

o   Street address or location

o   List status: NR, SL, DOE SLDOE, iHD, or None. Shell databases customized for the project by the HPO will include this value for previously designated properties.

o   A construction date or circa date (date field) and brief description (narrative summary field).

o   The “Actions” record should be completed for all properties with author’s name, month and year, and project name.  Shell databases customized by the HPO for a project will include this information (except month) as default values in the Actions record.

 

Survey Site Numbers

·         SSNs must be assigned to ALL properties in the report and used in the submitted database.

·         Use the standard convention for SSNs – two (2) letter county abbreviation and four (4) numeral property number. Include leading zero(s).

·         To request SSNs from Chandrea Burch submit a spreadsheet with property name, address, town or vicinity, pin ID, and author’s temporary ID number(s) used in report/map. Include a map of the identified properties with this request. Include any properties already assigned SSNs in the spreadsheet.

·         All districts or neighborhoods will be assigned a SSN, if not already available.

o   This includes expansions to existing districts.

o   Properties moved from their originally recorded location require a new survey site number for the new location.

 

**SSNs cannot be changed without the prior approval of HPO’s Chandrea Burch. This is especially important, if a draft report was previously submitted to HPO**



Photographs

Digital photo proof sheets (printed on paper) and jpegs must be submitted for ALL properties included in the report.

·         Photographs should be named using the format described in HPO digital photo policy
 
http://www.hpo.ncdcr.gov/digital/NCHPO_Digital_Photo_Policy.html#Naming_Survey_Photographs

·         Prepare printed photo proofs sheets for each property. Submit the jpeg images for each property in separate folders on the CD. (ID0456, ID0455, ID0457, etc.)

·         The full name of the photographer should be included in the report and on any digital images submitted

 

Survey Site Forms/Property Summary Report


      ·         Include a printout of the Property Summary Report from the database for every property along with the digital photo proof sheet. (Multiple reports can be printed at once from the Reports section of the database menu.)

 

Number of Copies

·         One hard copy of report and all documenting materials, including hard copy of photo proof sheets.

·         The report should be submitted both in Word and PDF formats.  

·         Digital versions of the report and its components should be submitted on a single CD if possible. Large projects with many photographs may require a separate CD for the photographs.

·         GIS data and photo jpegs should be in separate folders.  In the photos folder, each property should have its own separate subfolder for its photos, named with the SSN, as RW0456, RW0457, etc.

·         A template of the expected CD - with sample files and folders - can be downloaded from here (38 MB zipped file).


 

HPO Contacts:

Shell Survey Database  

Survey Site Numbers

GIS Assistance

Michael Southern

Chandrea Burch 

Andrew Edmonds, GISP

michael.southern@ncdcr.gov 

chandrea.burch@ncdcr.gov

andrew.edmonds@ncdcr.gov

919-807-6586  

919-807-7286 

919-807-6592


                                          

State Historic Preservation Office Environmental Review Branch Staff:

Renee Gledhill-Earley, Environmental Review Coordinator renee.gledhill-earley@ncdcr.gov 919-807-6579
Renee Shearin, Environmental Review Technician renee.shearin@ncdcr.gov  919-807-6584

For staff assignments for archaeological review, contact the Office State Archaeology (OSA) at http://www.archaeology.ncdcr.gov .

11/15/2016