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Project Updates - September 1st, 2013

The New York State Division for Historic Preservation (DHP) /SHPO is preparing to launch its new online cultural resource information system, CRIS. As discussed in project kick-off meetings with consultants and circulated notices in 2012, beginning on December 1, 2013, the DHP/SHPO will only be accepting electronic copies of Cultural Resource Management (CRM) & Survey Report (SR) Reports.

Paper copies will no longer be accepted. CRM reports must be mailed to the DHP/SHPO on a CD or DVD in a jewel case or protective sleeve. To maximize the available space on a disk SHPO recommends using file compression. Information on compression options can be found at a variety of web resources. In addition:

  • All reports should be presented in the Portable Document Format (PDF) file format.
  • Archaeology (CRM) and Architectural (SR) survey information must be submitted as separate, complete, stand-alone electronic reports.
  • Use the report title as the title of the PDF (i.e. Evans Residential Subdivision-Archeology or Evans Residential Subdivision-Architectural; Village of Fairport Reconnaissance-Level Historic Resources Survey).
  • DO NOT password protect nor save the file as Read-Only. If the data is inaccessible it will be returned for re-submission.
  • SHPO recommends the use of Adobe Acrobat Professional ® to manage the creation of the PDF. The software application provides a standard solution that is economical, efficient and user friendly while easily allowing for the creation, combination and export of files.

Microsoft Office 2007 or higher provides a "Save as PDF" option. Be sure to select "Optimize for Minimum Size (publishing online)" when you select the "Save as PDF" option.

To create faster document upload for project report submissions and minimal lag time when opening a report in the new CRIS Application it is imperative that the size of the report file be as small as possible. Single reports should not exceed 50 MB in size. If the document is 50 MB or larger please attempt to further reduce its file size utilizing one of the compression recommendations that have been provided.

Photographs, project maps and other graphic images should be saved as BMPs or JPEGS at 200 dpi resolution. TIFFs, GIFs, MrSID, JPEG2K PNG and other large size files should not be used. Using a single font throughout the PDF will help reduce its file size.

For additional information regarding the CRIS Application call 518-237-8643

Project Updates - July 15th, 2013

SHPO Report Library

The scanning process for cultural resource management reports that post-date 1999/2000 is near completion. Scanned paper reports will not be returned to the SHPO library but will be archived on Peebles Island. If your project area overlaps or is contiguous to a previously surveyed area, please contact the appropriate SHPO archaeology reviewer and they will provide access to the report, when possible. No other previous archaeology survey information will be necessary in documents submitted to the SHPO for Section 106 or Section 14.09 undertakings.

SHPO Site File Closure Information

SHPO archaeological site forms will be unavailable from July 22, 2013 until November 1, 2013 to accommodate the off-site scanning process. It will not be possible to return the site forms to the site file drawers because they will be returned to the SHPO unstapled and out of numerical order. SHPO staff will have limited access to the electronic site forms following November 1, 2013.

As a result, the following interim recommendations will apply.

To accommodate the lack of access to SHPO site forms from July 22, 2013 until November 1, 2013, the only SHPO site information that will be necessary in documents submitted to the SHPO is a list of SHPO Unique Site Numbers (USN) for sites in or adjacent to the Area of Potential Effects (APE).

To accommodate reduced access to SHPO archaeological site forms from November 1, 2013 until the SHPO's new computer system CRIS is online, SHPO archaeologists will provide SHPO site file information to the consulting archaeologist for sites that are located within or immediately adjacent to the APE. Please contact the appropriate SHPO archaeologist with a list of SHPO USN site numbers to obtain copies of SHPO site forms, where available. No other SHPO archaeological site form information will be necessary in documents submitted to the SHPO for Section 106 and Section 14.09 undertakings.

Reports prepared during the shut-down period should indicate that SHPO site form information was not available or limited at the time research for the investigation was conducted.

Information that will accessible to consultants from July 22, 2013 until CRIS is on line include the existing GIS archaeological site maps, previous archaeological survey coverage, the New York State Museum site file information and cultural resource management reports that remain in the SHPO library. These reports largely pre-date 1999/2000. Please continue to contact Dan Bagrow to schedule site file appointments.

The SHPO's site files are open and available to researchers until further notice.

Cultural resource management reports are currently being boxed for transport to an off site scanning company.

Due to copyright issues SHPO will be unable to make available on this page the county highway maps as previously stated. For specific previous survey coverage please check with the archeological reviewer for your project's county

Project Description

The CRIS Web-based Application Development Project began in January of 2008 as an application to the Federal Highway Administration under the SAFETEA-LU Program. Under the categories of Historic Preservation and Archeological Planning & Research SHPO successfully proposed to continue the Division of Historic Preservation's vision by replacing existing dissociated computer applications and migrating legacy data into one enterprise-level geospatial application.

Project Partners

  • Bowne Management Systems, Mineola, NY - Business Needs Assessment & third-party evaluator
  • Esri, Redlands, CA - Geodatabase design & technical oversight
  • Fountains Spatial, Schenectady, NY - Application Design & Development
  • Scantronix, Brooklyn, NY - Scanning Pilot & imagining specifications

Benefits of the New System

  • Reduce the need to physically visit Peebles Island to obtain SHPO data including site forms, Post 2004 CRM Reports and Building/Structure Blue Forms
  • Electronic submissions eliminate paper & shipping costs
  • Reduced wait time for project consultation
  • More Immediate feedback
  • Eliminate duplicative data entry

Project Timeline

June 2008Application submitted to FHWA
Feb. 2009Rec'd Notice of Award
Dec. 2009FHWA Project Period Begin
June 2010RFP for Business Needs Assessment
Feb. 2011SPHINX-R RFP Published
Feb. 2012Notice to proceed from OSC with Fountains Spatial
March 2012Project Kick-off Meeting
April & May 2012Requirements Analysis Workshops
June 2012System Requirements Document
Summer 2012Application Development
Oct. 2012Prototype
Spring 2013Full Document Conversion
Aug. 2013Final Release

Project Phases

  • Discovery & Analysis
    • Requirements Analysis Workshops with SHPO Staff
    • System & Data Review & Analysis
    • Final Functional/Nonfunctional Requirements Document
  • Design & Planning
    • Design Review Workshops with SHPO Staff
    • Application & Database/Geodatabase Design
    • System Architecture Design
    • Preliminary Imaging Specs
  • Pilot Conversion
    • Scanning & Indexing
    • Image Review QA/QC
    • Geocoding
  • Data Cleanup & Migration
    • Databases Development
    • USN Cleanup
    • Data Migration
  • System Development
    • Prototype
    • Alpha/Beta
    • Final
  • Acceptance Testing
  • Full Document Conversion
    • Image Review
    • Geocoding & Integration
    • Final
  • Final Installation & Deployment
  • System Documentation
    • Architecture
    • User Manual
    • System Admin & Programmers Manuals
  • Training
    • End-user
    • System Admin
    • Train the Trainer
  • Warranty, Maintenance, Support

Questions & Answers

For additional information regarding the CRIS Application & its development contact SHPO at 518-237-8643.

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