It may be the time of year when we all joke around and partake in fun pranks to celebrate April Fools Day, but we’re not joking when we say that your life is about to get easier. Why? Electronic submissions and online data entry!
Electronic Archaeological Report and Resource (PASS) Submission is Finally Here!
We are very happy to announce that the long-awaited electronic report and resource (PASS) submission through the CRGIS Data Entry tool is now open and ready for your use. You can find the Data Entry tool by logging into CRGIS, clicking on your name, and choosing “Data Entry”.
At this time, this new resource is open for submission of archaeological reports (all phases), Negative Survey Forms, Record of Disturbance Forms, new archaeological sites (PASS), and isolated finds/non-site collections only.
We are excited to offer this new consultation tool as an option for archaeological report and PASS site submissions over the next few months. While courtesy copies of some types of reports will still be requested in hard copy, starting Monday, July 2, 2018 we will be relying exclusively on electronic submission for archaeology report/form and review submission and PASS number assignment.
This change in our practices will benefit the archaeological community by providing information on completed archaeological sites and surveys – including full versions of reports/forms for those with Archaeological Access to the CRGIS – within a very short time after initial submission and review. If you would like to become a registered CRGIS user, click on the “Getting Started” link on the CRGIS homepage.
This will help us keep the information in the CRGIS more complete, accurate, and up-to-date. See below for some do’s and don’ts for the new submission process. This new process will be reflected in our 2018 Archaeological Guidelines that will be updated later this fall. We hope you will find this new tool to be as beneficial as we do!
To submit a report/form or new PASS site electronically through the CRGIS you should:
- DO: Complete all fields within the electronic reports or PASS data entry as fully as possible following the Submission Manual.
- DO: Attach electronic copies of reports, Negative Survey Forms, Record of disturbance Forms.
- DO: Attach APE shapefiles to the CRGIS report or resource record.
- DO: Attach supplemental materials for PASS sites (photos, artifact catalog, site narrative, etc.) as outlined in the Manuals.
- DO: Also send hard copies of full Phase I, II, and III reports as courtesy review copies. Please note that the electronic copy and shape files have been submitted through the CRGIS in the cover letter. The courtesy copy should arrive at the SHPO within two weeks of the electronic report submission to ensure no delay in review.
- DO: For updates to previously-recorded sites, attach a pdf version of the PASS form and shapefiles with the updated site boundary to the CRGIS report record.
When submitting a report/form or new PASS site electronically through the CRGIS you should not:
- DON’T: Submit hard copies of Negative Survey Forms, Record of Disturbance Forms, or PASS Forms. These reviews should be all electronic exchanges. The SHPO review period will start with the submission of a complete electronic record with correct attachments.
- DON’T: Include hard copy Report Summary Forms with any hard copy that was also submitted electronically through the CRGIS. The electronic data entry record serves as the Report Summary for all electronically submitted reports.
- DON’T: include PASS forms or PASS Administrative Information Pages within the body of electronic reports. Instead, the PASS number should be linked to the electronic CRGIS report record.
If you have any questions about electronic submission of reports or new PASS forms through the CRGIS Data Entry tool please contact Kira Heinrich (reports) or Hannah Harvey (PASS).
Changes to Historic Resource Survey Submission Procedures for Above Ground Environmental Review
Electronic, aka online, data entry is one of the ways in which we are changing how we do business in order to prepare for PA-SHARE, our new enterprise-wide, spatially enabled, cultural resource information system that is expected to be live by December 2019.
As part of our efforts to “model the work” in advance of PA-SHARE, effective July 2, 2018, submitters will be required to electronically enter resources into CRGIS for all Above Ground Environmental Review submissions that have the potential to affect ten (10) or more newly identified historic resources. A few things to note with this:
- Currently, submitters with large scale surveys (ten or more historic resources) as part of their projects are strongly encouraged to use the online data entry. After July 2, this will be required and paper forms and reports will not be accepted.
- Submitters sending in projects with fewer than ten (10) newly identified historic resources are strongly encouraged to use the CRGIS online data entry but will not be required to do so.
- This process cannot be used for additional information requests or previously identified resources.
For anyone wishing to get a jump start on the new procedures, the process is open and available today!
The benefit of utilizing online, or electronic, data entry is that submission of hard copies of Historic Resource Survey Forms, including the Abbreviated form, will no longer be needed or required. In addition, this will allow for a more expedient upload of historic resource information into our CRGIS as well as more accurately reflect above ground identification efforts across the commonwealth.
To move towards PA-SHARE, we will be publishing Interim Guidelines for Above Ground Environmental Review Submissions later this month. Let’s take a sneak peek at what these guidelines, which will be formally updated and available via our website by April 30, will entail.
Above Ground Environmental Review Submissions
- All requests for environmental review will require submission of the Project Review Form and relevant attachments through postal mail. The Project Review Form is available here: http://www.phmc.pa.gov/Preservation/About/Documents/SHPO-Project-Review-Form.pdf.
- All project submissions will receive an Environmental Review (ER) Number, assigned by PASHPO staff.
- For projects that do not have the potential to affect above ground resources, a finding of No Effect will be provided and consultation for above ground resources will conclude.
- For projects that have the potential to affect above ground resources, the Environmental Review (ER) number will be used in all future submissions, including data entry requests.
- CRGIS data entry is recommended for any new identification efforts but will be required for any new identification efforts involving 10 or more resources. It is necessary to request permission to use electronic data entry via email to CRGIS RA-CRGIS@pa.gov. Initial requests for data entry will require the ER number, number of resources, and Shapefile of APE and resource boundaries in email.
If you have questions regarding these Interim Guidelines, please contact the appropriate Above Ground Environmental Reviewer.
How to do all this electronic submissions and online data entry?
Please take some time to review Guidelines for CRGIS Data Submission in Pennsylvania, available in this post or on our website. If you don’t see it on the website right away, check back soon!
We know that change can be overwhelming! PA SHPO’s CRGIS staff, archaeology reviewers, and above-ground reviewers are always happy to help you navigate these new tools and answer any questions.