APPENDIX D: HISTORY/ARCHITECTURE REPORT GUIDELINES Apprpriate Dcumentatin fr Phase I and II Histry/Architecture Reprts The results f the secndary surce review and field survey dictate the reprting frmat used t cmplete Phase I investigatins. Standard reprts are required at the Phase I level if Phase II wrk is recmmended r fr prjects that may affect NRHP listed r eligible sites. The standard reprt frmat is t be used fr prjects when Phase II wrk is needed t determine the NRHP eligibility f impacted cultural resurces. Phase II reprts will always fllw the standard frmat. Recmmended Cmpnents and Cntent f Standard Phase I and II Histry/Architecture Reprts (as apprpriate): Title Page Abstract Table f Cntents List f Figures Intrductin/Prject Descriptin Prject Mapping (based n Appendix K examples) Secndary Surce/Recrds Check Review Histry/Architecture Secndary Surce Review Map Histrical Maps Natinal Register Map r Bundary Descriptin Histry Architecture Secndary Surce Review Table Histric Cntext Research Design Histry/Architecture Field Methds Results f Histry/Architecture Survey Phase I Histry Architecture Resurce Table (if cmpleted) Summary and Cnclusins Recmmendatins References Appendices Shrtened Phase I Histry/Architecture Reprts Shrtened reprt frmats can be used: when cultural resurces are present but nt impacted by a prject, when ineligible cultural resurces are present and impacted, and when there are n cultural resurces present. This reprt frmat may be used when histry/architecture resurces are discvered in a prject area, are incnsequential, and require n further wrk. This frmat may be used if NRHP listed r eligible prperties are present but nt impacted r affected by the prject. The critical decisin pint fr using this frmat is when n further wrk is recmmended because fr any f these reasns. If there is nthing t evaluate fr NRHP eligibility and/r there are n NRHP listed r eligible prperties that will be affected, the reprt can be shrtened. Certain elements f a standard Phase I reprt are nt required due t the nature f the highway prject and the results f the field survey. Fr example, a shrtened reprt may be adequate fr a majr undertaking such as an interstate widening thrugh a mdern urban setting which was fund t be universally disturbed r where n histric prperties exist based n secndary surce 1
review and cntextual data. A lengthy secndary surce review is nt needed if there are n previusly knwn resurces in the area. A Table f Cntents page is nt required if the reprt is ten pages r less and/r the majr sectins f the reprt, ther than the field wrk sectin, are a page r less in length. Always remember t abstract data, paraphrase ideas, and cite infrmatin frm previus investigatins in efficient ways. Pht dcumentatin, apprpriate maps, results f the secndary surce review, cntext, and results f field investigatins shuld be included in the shrtened reprt. The investigatr MUST d the apprpriate level f wrk in the field and in the reprting t dcument any r all f these situatins r cnditins. The prper level f dcumentatin can nly be determined nce the Phase I field survey is undertaken and survey results are knwn. Cnsultants and prject planners shuld scpe fr a Phase I Cultural Resurces Survey and prvide fr the shrtened reprt ptin as an if authrized deliverable. This apprach is designed t gather all relevant cultural resurces infrmatin in the mst cst- and time-efficient manner pssible. Reprting Standards that Apply t All Histry/Architecture Reprts: General Use fnt size 12, except fr tables with numerus items. Reprt cvers shuld always include the prject name (which is usually the Cunty, Rute, Sectin, & Prject Identificatin Number (PID) f the prject), and the title f the reprt. The units f measurement are t be in English. The prject descriptin shuld be generated by the District ffice, LPA prject spnsr, r the prime cnsultant n the prject. ODOT-OES staff and cultural resurce cnsultants shuld get the prject descriptin frm ne f these surces, as apprpriate fr the prject. Tables, phtgraphs and figures may be integrated int the main bdy f the text r attached t the reprt as appendices. When the scpe f a prject changes during the curse f an investigatin, a summary f such changes shuld be dcumented in the reprt. This shuld explain t readers why smething was dne r changed during the curse f the prject study. Fr example, it wuld explain why field methds changed because f changes t a prject s ftprint. Phase I and II Histry/Architecture survey reprts are t include cst and time estimates fr the next phase f wrk, if applicable. Further wrk cannt be recmmended fr tasks that shuld have been included in the Phase I as a standard cmpnent f Phase I surveys. Identify apprpriate histric bundaries (including cntributing and nn-cntributing elements) fr resurces recmmended as eligible fr the NRHP; include graphic illustratin f prpsed bundaries. The OHI number (if assigned) will be the identificatin number f the resurce in the reprt text. If there is n OHI number assigned, default t the prperty address in the reprt text. If the prperty des nt have an address, such as with an bject r mnument, use a descriptin f the prperty and a lcatin descriptin t identify it in the reprt text. Include a Secndary Surce Review Map shwing the knwn prperties in the APE/Study Area (refer t Figure 3, Appendix K). Histric cntext develpment (refer t Chapter 5). Results f identificatin and evaluatin, including recmmendatins regarding eligibility r nn-eligibility. Identify additinal research required t determine NRHP eligibility fr resurces recmmended fr further wrk and supprt reasning why additinal wrk is necessary. Include revised bundary delineatins as apprpriate, fllwing NRHP guidance. 2
Include a separate Dispsitin f Cmments matrix fr all changes made in revised reprts in respnse t reviewer cmments; cite ld page number and new page number where the cmment was addressed. This will streamline the review f the revised reprt. This matrix is nt included as part f the revised reprts; it is a separate dcument. Title Page The title page shuld include the fllwing: Name f agency Name f cnsultant preparing reprt Date f reprt and revisin dates if applicable Vlume number (if applicable) Prject name (usually Cunty, Rute, Sectin, & PID f the prject) Type f reprt - shrtened Phase I r standard Phase I r II Type f histry/architecture survey (i.e., Phase I r Phase II) D nt include the wrds draft r preliminary in the reprt title unless agreed t befrehand by ODOT-OES. The wrd Addendum in the title shuld be reserved fr additinal wrk n the same site r prject at the same level f survey and the title shuld reflect this; e.g., Addendum t the Phase I... Histry/Architecture Tables MS Excel frmat must be used when preparing the histry/architecture tables. All tables must als be submitted as active tables in MS Excel frmat. Secndary surce literature review infrmatin will be dcumented n a Histry/Architecture Secndary Surce Review Table. A Phase I Histry/Architecture Resurce Table shuld be cmpleted fr prjects having five r mre identified resurces in the APE. Fr each histry/architecture resurce lcatin dcumented n a Phase I Histry/Architecture Resurce Table, investigatrs may assign their wn architectural lcatin numbers r ther designatin t be used fr their wn tracking purpses. If OHI numbers have been assigned t resurces, thse numbers shuld be used n tables. The bulleted lists belw are the minimum clumn headers that must be included fr each table. All tables cmpiled fr ODOT prject reprts must be in Excel frmat. These spreadsheet fields will permit basic data srting by reprt reviewers at ODOT and OHPO. Histry/Architecture Secndary Surce Review Table OHI Number/Bridge Structure File Number Structure Number Prperty Name Prperty Address Date(s) f Cnstructin Style & Type f Building/Structure Current Cnditin f Prperty Natinal Register Eligibility Status/NR Listing Date/NR Status Nt Determined Phase I Histry/Architecture Resurce Table Pht Reference Number Address/Street Name Cmmn Name (if knwn) Architectural lcatin number r ther designatin (if used by investigatr) OHI Number/Bridge Structure File Number 3
Date Inventried Date(s) f Cnstructin/Alteratin Style & Type f Building/Structure Material (exterir, fundatin, etc.) Natinal Register Eligible (Y/N/Unknwn/Undetermined) Applicable NR Criteria Applicable Aspects f Integrity Recmmendatin (e.g., n further wrk, Phase II, avidance) Inventry Frms Refer t instructins fr cmpleting OHI frms (Chapter 5; OHPO 2008; Grdn 1992). The final OHI frms are t be submitted t OHPO via the IFrm applicatin when the final survey reprts are submitted t ODOT. Prepare OHI frms fr all prperties recmmended as NRHP eligible and fr any prperties recmmended fr Phase II survey. When available, the OHI number must be used when referencing the inventried cultural resurce in the text f the reprt and n any figures and phtgraphs. Phtgraphs The standard in mst cases fr Phase I survey reprts is that ne pht f each prperty 50 years ld r lder shuld be included in the survey reprt. In situatins where multiple similar prperties exist in an APE (e.g., 1950 s ranch huses), streetscape view shuld be used rather than individual prperty phts. On sme prjects, it may be apprpriate t prvide cmbinatins f streetscape view and individual phts f prperties. Fr prperties having either NRHP eligibility r nn-eligibility recmmendatins being made, individual phts will be needed f thse prperties t supprt the recmmendatins. Phtgraphs may be included as an appendix f the reprt. They may als be incrprated int the bdy f the reprt, as apprpriate, but shuld be n the same page as the text referencing them. Phtgraphs fr histry/architecture reprts shuld fllw the Phtgraphy Guidelines in Appendix C. All histry/architecture resurces that have been phtgraphed and identified shuld be included n a Phase I Histry/Architecture Resurce Table (if used, subject t the five prperties r mre ptin). Phtgraphs f excellent quality are a requirement. Include panramic r streetscape shts when apprpriate t characterize a prject area, whether it is an urban r rural setting. Phtgraphs shuld be keyed t prject mapping (refer t Figure 7, Appendix K). If digital manipulatin r clean-up is dne n a phtgraph (e.g., t clarify an architectural feature), then the phtgraph s captin must say that it has been enhanced/altered. Phtgraphs shuld prvide sufficient infrmatin abut resurces being investigated and be labeled with OHI number, address, r ther lcatinal infrmatin s that the prperty can be identified in the text and n mapping. Maps All mapping prduced fr Phase I and II survey reprts shuld fllw the examples in Appendix K. If a NRHP listed r eligible prperty is lcated in the APE, the bundary f the histric prperty must be indicated n prject mapping (such as with the example at Figure 6, Appendix K). If the prperty s NRHP bundary map is nt available, shw the written 4
bundary descriptin frm the NRHP nminatin frm n the map. If a bundary determinatin has been made as part f Sectin 106 cnsultatin with the OHPO cncurrence, then that written descriptin must be illustrated n the map. Citatins Date Page number(s) Persnal cmmunicatin citatins belng nly in the text and nt in the References cited. When quting, presenting quantifiable data (such as facts r statistics), r paraphrasing riginal r unique ideas, cite the riginal r primary dcument where the idea was first expressed, nt smene else s secndary citatin f that idea. Citatins and references fr histry/architecture reprts shuld be cited accrding t the mst recent Chicag Manual f Style (University f Chicag, 2010a). In the event that a cmbined Phase I Cultural Resurces Survey reprt is t be prduced, including bth histry/architecture and archaelgy survey, the style guidance shall be as fllws: Use the Chicag Manual f Style (2010a) fr the histry/architecture prtin f the reprt and use the Editrial Plicy, Infrmatin fr Authrs, and Style Guide fr American Antiquity and Latin American Antiquity (n.d.) fr the archaelgical prtin f the reprt The prfessinal standards fr each discipline will be fllwed apprpriately and the references fr bth will be included as separate reference sectins in the reprt. Appendices Prject dcumentatin (e.g., phtgraphs, preliminary plans, specific analyses, tables, etc.) shuld be included as apprpriate. Submitting Reprts Prir t submitting reprts t ODOT, cnsultants will review and edit reprts t ensure that the apprpriate level f cultural resurce investigatin has been cmpleted, that the apprpriate reprt frmat has been used t dcument the cultural resurce investigatin, and that an accurate prject descriptin is included. The ODOT District staff shuld review reprts t the extent necessary t cnfirm these same pints. Uplad initial electrnic reprts fr review and cmment int the OES Online Categrical Exclusin Frm System. The reprt uplad frmats fr this submissin t OES shuld be as fllws: Reprt text in Wrd Tables in Excel (active) Each gruping f graphics in separate.pdf frmat (i.e., figures in ne grup, phtgraphs in ne grup, etc.) Appendices uplad each as a separate file Als prvide ne hard cpy f the reprt t the ODOT District fr OHPO review. The District will frward this t ODOT-OES, wh will prvide it t the OHPO. Large data files (phtgraphs, mapping, GIS, etc.) submitted as part f the hard cpy review package fr OHPO shuld be submitted n cd/dvd alng with the OHPO review hard cpy f the reprt in rder t streamline the reprt review prcess. Phts (and ther data as apprpriate) must als be labeled and keyed t prject mapping. Submit all digital data t OES (e.g., GPS, GIS, mapping, etc.) in apprpriate digital frmats. This data shuld be upladed int the Online Categrical Exclusin Frm System alng with the initial review reprt submissin. 5
Once the abve versin is reviewed and finalized, with all cmments frm OES and OHPO addressed, uplad the final electrnic reprts int the OES Online Categrical Exclusin Frm System. The reprt uplad frmats fr this submissin t OES shuld be as fllws: Reprt shuld be a cver-t-cver.pdf scan Tables in Excel (active) GIS shapefiles (separate uplad file) Als prvide ne hard cpy f the reprt and ne electrnic cpy f the reprt n cd/dvd t the ODOT District fr OHPO. The District will frward these t ODOT- OES, wh will prvide them t OHPO. The preparatin f all electrnic reprts fr OHPO shuld fllw the Ohi Histric Preservatin Office Electrnic Reprt Guidelines (in OHPO Guidelines bx n linked page). Submit all digital data t OES (e.g., GPS, GIS, mapping, etc.) in apprpriate digital frmats. This data shuld be upladed int the Online Categrical Exclusin Frm System alng with the final electrnic reprt submissin. Large data files (phtgraphs, mapping, GIS, etc.) submitted as part f the hard cpy package fr OHPO shuld be submitted n cd/dvd alng with the OHPO hard cpy f the reprt. Phts (and ther data as apprpriate) must als be labeled and keyed t prject mapping. All hard cpy reprts submitted t ODOT fr OHPO review must be in remvable binding called presentatin binding (plastic binding cmbs). Heat binding f reprts is nt acceptable. Editrial The reprt shuld be edited befre being submitted t ODOT t ensure that it is free f grammatical, spelling and typgraphical errrs. Substantive infrmatin shuld be reviewed fr cmpatibility with tables and figures. Statements f fact shuld be supprted by data gathered frm primary and secndary surces. Survey reprts must explain why a prperty is eligible fr the NRHP and references t ptential eligibility in any reprt will nt be accepted. Omit all references t effect (i.e., direct, indirect, visual, nise, adverse, n adverse, etc.). Uninfrmed, inadequate r unsupprted statements cncerning any aspect f the cultural resurce investigatin are unacceptable. When multiple errrs and/r missing infrmatin impede understanding r interpretatin f the infrmatin cntained in the reprt, the reprt will be returned withut further review fr revisin and resubmissin f the reprt. 6