Sonoma State University

How to Submit Resources and Reports

Below is guidance on submitting resource records and study reports to the NWIC. To download a full copy, please see the CHRIS Document Submittal Standards Guidance for Consultants, dated Feb. 24, 2020 (PDF).

Digital (electronic) format is our preferred method. At this time the NWIC still accepts paper submittals, but only when absolutely necessary. Within the next couple of years, however, the NWIC will begin to phase out the option to submit paper documents and will accept only digital (electronic) documents with the following exceptions: HABS, HAER, and similar level evaluations containing photographs and drawings will be accepted with the report in digital (electronic) format and the photos, drawings, etc. in hard-copy. Presentations/oral histories recorded on a CD or DVD may also be submitted, as well as artifact tables or other electronic materials.

In order to facilitate having a fully digital, integrated system, the NWIC requests all users submit documents following the requirements below. Sending a cover memo, with preferred contact information, listing submittals and requested response (e.g., Primary numbers), to the nwic@sonoma.edu (link opens email) is preferred once the data have been mailed or sent via Google Drive.

Due to confidentiality concerns, do not email resource records or technical reports. Burn files to a CD/DVD for mailing or contact the NWC if we do not have a shared Google Drive folder already set up. Do not submit “drafts” to the NWIC. When in consultation with SHPO on management plans, data recovery plans, etc., only submit the final approved plan to us.

For All Submittals

Provide PDFs and, if possible, GIS spatial data for resource boundaries and report project areas, please define the projection–the CHRIS Standard is currently NAD 83 California Teale Albers.

  • Submit as a single, unsecured PDF document, including all associated appendices and attachments. Create the PDF as searchable and selectable text that is fully editable without use of a password (not locked). Graphics inserted into a text need not be searchable.
  • Documents scanned from hardcopy originals must be 300 DPI or greater resolution and have searchable text. Use 24-bit (16 million colors) full-color or 4-bit (16 levels of gray) grayscale; Bitonal (black and white) scanned documents are not accepted.
  • For other content (videos, artifact databases, HABS/HAER images, oral histories, etc.), please contact the NWIC to discuss submittal process, any confidentiality concerns, and storage needs.

Resource

  • Use DPR 523 forms consistent with Instructions for Recording Historical Resources (1995) (PDF)
  • Submit one PDF per resource (each resource as a separate PDF). For previously recorded resources on file at the IC, submit only the new/updated information.
  • For GIS data, include an “Other ID” text field that includes the temporary designation you have used.

Reports

  • Name file with an abbreviated version of the full report title.
  • For GIS data, include an “Other ID” text field that includes the full title of the document.
  • When attaching records search results to a technical report, only include the IC response letter, results maps, and any lists or tables. Do not include copies of previous studies.
  • Briefly state preparer’s qualifications (referring to Secretary of the Interior’s Professional Qualification Standards at 36 CFR Part 61, as applicable); do not attach author’s full C.V.
  • Remove blank pages as much as possible.
  • To document tribal consultation, include correspondence with the Native American Heritage Commission, a sample of the letter sent to tribal contacts, and a consultation summary or log rather than multiple copies of the same letter sent to all tribal contacts.
  • Include the below items on a title page or equivalent (e.g. Executive summary or abstract) to facilitate entry into the IC database.
    • Author(s).
    • Author’s Affiliation (e.g., consulting firm, agency, university, etc.).
    • Month and year finalized.
    • Title, undertaking name, and location (city, county, or equivalent designation).
    • Type of investigation (choose all that apply: archaeological, architectural/historical, CAL FIRE MOU, evaluation, excavation, field study, literature search, management/planning, monitoring, other research, or thesis/dissertation).
    • USGS 7.5’ topographic quadrangles depicting study area (ensures accuracy in plotting if there are any problems with the GIS data).
    • List resources recorded for this effort. (Resources are submitted separately per the above, not attached to the report.)
    • Informally recorded resources (resources described in the report but not formally recorded on DPR 523 forms).
    • Township/Range/Section, postal address, assessor parcel number as appropriate.
    • Associated archaeological collections (yes/no).