Survey Standards

Survey Standards Survey work contracted or managed through the Department of Archives and History (MDAH), Historic Preservation Division (HPD) or through a Certified Local Government (CLG) must meet the following standards to be considered complete: Survey Forms The Historic Resources Inventory (HRI) form is intended to be a permanent paper record kept in files maintained by the HPD and should be completed as neatly and accurately as possible. All relevant sections of the form need to be completed in order to be accepted by HPD. Step-by-step instructions for completing the HRI form are available upon request. HRI forms can be created through the following three specific methods. Consultants must declare in writing which methodology they will be using prior to commencing work. 1. ‘Consultant Inventory’ a Microsoft Access database provided by HPD. This database will conveniently generate a template for printing Historic Resource Inventory forms (HRI), as well as a .TXT file for incorporation into MDAH’s online database. Consultants are strongly encouraged to utilize Consultant Inventory for completion of their survey. Instructions for using ‘Consultant Inventory’ are available from MDAH upon request. 2. HRI forms provided by HPD. Both hard copies and editable .PDF’s are available from the HPD upon request. 3. An equivalent computer-based form that displays the necessary information as delineated in these standards. Consultants who wish to use a non-standardized survey form must have the template pre-approved by the Survey Manager. Upon completion of the survey, the consultant shall print out HRI forms on single, (front and back) sheets of white, acid free, 8.5x11 inch, 65# cardstock. Use of ‘quilted’ cardstock is strictly forbidden. A site or building plan must be completed for each resource surveyed. These do not need to be to scale, but should be neatly drawn and show details such as porches and roof types. In addition, the building’s relation to the street or surrounding structures must be shown. The site plan may be hand-drawn or drawn on a computer. All sources used for research on each individual building should be entered under the section entitled ‘Bibliographic Resources.’ This includes Sanborn maps (for all years in which that building appears), City Directories, and the locations of any unusual or unpublished materials. If Sanborn maps were made for any part of the survey area, the Consultant is expected to use them in researching each building and cite them in the ‘Bibliographic Resources" section. A printed photograph of the surveyed property must be attached to the survey form. Photos must be printed on the front of the HRI form on photo paper (see below) and attached with archival glue, but may not be stapled to the survey form. Forms submitted without printed photos will not be accepted by the Survey Manager. Digital Photographs At least one, clear, sharp digital image must be taken of the main façade of each surveyed property. Digital images must be six megapixels or greater (2000x3000 pixel image at 300 dpi), and be in compliance with NPS Photo Policy standards for National Register properties and National Historic Landmarks. This information can be found at the following link. http://www.nps.gov/nR/publications/bulletins/photopolicy/index.htm Digital photographs are expected to be high-quality--not blurry, washed-out, or grainy--showing the complete facade of the building or the most significant part of a landscape, structure, or other resource. Digital photographs that do not provide adequate representations of resources will have to be retaken before the final survey will be approved by the Survey Manager. While one digital photo is required for each structure, additional photos of significant buildings may be necessary as well. Significant outbuildings, such as carriage houses, kitchen dependencies, etc. should be photographed and surveyed on a separate survey form. Copies of digital images for each surveyed property must be submitted on a CD or other acceptable forms of portable media such as flash drives. Each image must be labeled with the address of the property, number followed by street 1. Digital images must be in .JPEG or .TIFF formats. 2. Images must be organized in folders according to street name. 3. CD or portable media must be labeled with the Consultant’s name, project name, and date (month/year) of photos. When multiple CDs are needed, discs should be numbered sequentially. Printing Digital Photographs All digital photographs are to be printed out on professional quality photo paper in 4x6 format at 300 dpi and attached to the HRI form using archival glue. Photographs stapled to the HRI form will not be accepted by the survey manager. Photos printed at a professional-quality photo shop are preferred, but consultants who choose to print their own photos may use the following ink and paper combinations, in keeping with NPS photographic standards. Paper Ink Epson Premium Gloss Photo Paper Premium Semigloss Photo Paper Premium Luster Photo Paper Premium Semimatte Photo Paper UltraSmooth Fine Art Paper Somerset Velvet UltraChrome pigmented inks Claria Hi-Definition Inks DuraBrite Ultra Pigmented Inks Picture Mate Inks Paper Ink Velvet Fine Art Paper Enhanced Matte Paper PictureMate Photo Paper Hewlett- Packard Premium Plus Photo and Proofing Gloss Premium Plus High Gloss Photo Paper Premium Gloss Photo Paper Premium Soft Gloss Photo Paper Professional Satin Photo Taker 84/85 dye-based inkset Vivera inks (95 & 97 tri-color cartridges) Kodak Ultra Photo Premium No. 10 Pigmented Inks Maps: The location of all surveyed properties shall be indicated on large-scale maps keyed to the survey sequence number. All maps should feature a prominent north arrow, display consistent symbology, and be clearly readable whether printed in color or grayscale. For properties within towns, copies of city engineering maps or the county property ownership maps are normally sufficient. All other maps must be approved by the Survey Manager before being submitted as the map for the survey area. Survey Report: A survey report shall be prepared discussing the project objectives, historical research, methodology, and findings. A copy of the report will be submitted in draft form for review by the survey manager, Historic Preservation Division (HPD). The final survey report (when required) will be arranged in the following order: a. Title Page: The title page should include the title of the project, including the nature and location of the survey, the author of the report, the principal investigator(s), the project director, the sponsoring institution, association, or agency, and the date the report was prepared. b. Acknowledgment: The acknowledgment of state assistance should be stated on the title page or on the page immediately following the title page. c. Project Description: The introduction should summarize the objectives for conducting the intensive survey project, the scope of the project, the agencies involved, and the dates within which the project was accomplished. A map showing the location of the project must be included. d. Chapter 1: Survey Background and Methodology. Explanations of how the survey project came about and of the procedures used to execute the work program should be included in this section. Items that should be discussed include the following: which organizations were involved in initiating the survey; who surveyed the area and how the survey was conducted; phases of the survey, including a description of geographic or political areas that contributed to the phasing; types of properties surveyed and the criteria for coverage; and sources that contributed to the research effort. Public education efforts conducted in conjunction with the project should be discussed. The role of any volunteer or advisory groups and the success of their participation should be described. e. Chapter 2: Historical Summary or Context. A concise historical, cultural, and geographical background of the survey area should be included in this section. This should answer the following questions: What geographic or geologic features are unique to the area or supported its founding? What spurred the growth and or/development of the survey area? What were important events, whether national or local, that brought about change or decline in the area? What important people lived or did business in the area and why were they important? If the area has distinct geographic sub-areas, how and why did those sections develop and what characteristics defined each section? Which (if any) historically important buildings located within the area are now non-extant? f. Chapter 3: Survey Findings. This section shall describe the character and distribution of the properties examined in the course of the survey project. For a typical architectural survey of a city or town, this section would include a description of the styles, types, and periods of buildings, the numbers or proportions of each, their relative architectural importance, and rates of survival. Individually important buildings should be cited. Important historical themes and developments (from Chapter 2) should be addressed and properties associated with those developments should be cited. Local historic district areas should be identified and described, and potential National Register district(s) should be noted. The survey findings chapter of the survey report will normally not include a list of all surveyed properties. The list of surveyed properties should be attached to the report as one of the Appendices (typically as Appendix C). g. Chapter 4: Survey Products and Documentation. This chapter must contain a description of the products of the survey (such as Historic Resources Inventory Forms, maps, historic context reports, photographic materials, and informational files) and any related documentation (including planning documents, designation reports, and bibliographies). h. Chapter 5: Recommendations for Further Research, Documentation, and Registration. This chapter should identify additional research and survey work that should be done, and should include recommendations for National Register nominations, Historic American Buildings Survey recordation, potential National Historic Landmark designation, and other documentation and registration proposals. These recommendations should be prioritized. i. Chapter 6: Recommendations for Resource Preservation. This chapter should begin with an account of the status of preservation interest and activity in the survey area or related to the surveyed properties up to the present time. It should address threats to the resources and make recommendations for mitigating those threats. This chapter should also make recommendations relating to the actions or policies of local governments, state or federal agencies, non-profit organizations, business firms, and other parties, with regard to the protection, preservation, development, or interpretation of historic resources in the survey area. Recommendations about educational or promotional activities may also be included. j. Appendices. The following documents will normally be attached as appendices: i. A copy of the work program. ii. A list of any surveyed properties that are already listed on the National Register. iii. A comprehensive list of all surveyed properties, arranged alphabetically and numerically by street address and keyed to the survey map. This list should only include addresses, not descriptions of each building. Survey Preliminary Deadline: If the survey project involves a National Register phase, all survey material, including completed inventory forms, contact sheets and photo indices, and maps, must be submitted for review and comment to the Survey Manager at least one month before HPD's due date for preliminary review of National Register nominations. This early deadline will allow the Survey Manager to review the survey and suggest corrections before the National Register nomination is completed and will ensure high-quality project materials. Public Meeting: The HPD requires that the consultant meet with interested citizens and local officials at the beginning of any survey project to explain the purpose of the survey. A representative of the HPD, either the Survey Manager or Regional CLG Coordinator, may also be present and available to handle questions and comments. If the project includes a National Register phase, HPD requires at least one public meeting during the nomination phase of the project, but this meeting will be set up by MDAH’s National Register coordinator. Consultants are also required to present completed National Register nominations to the scheduled meeting of the Mississippi National Register Board and include a prepared PowerPoint presentation of about 10 minutes summarizing the significance and character of the proposed district.