Guidelines and Resources for Compliance-Generated
Determinations of Eligibility (DOEs)

Maryland Historical Trust / State Historic Preservation Office

Appendix F - Instructions for Completing the Computer DOE Forms

 

Electronic versions of the DOE database in Microsoft Access and the DOE form in Microsoft Word can be obtained through MHT’s website: http://mht.maryland.gov.  Microsoft Access format is preferred for all DOE forms.

  1. To download a copy of the DOE form in Microsoft Access from MHT’s website, double click on either the DOE database form for structures or the DOE database form for archeology under forms on the State & Federal Project Review page.  Choose the Save option to keep a copy of the database on your computer.  Before entering data into the database, copy and rename it in order to preserve a blank database on your computer for future use. 

To copy the database, do the following:

  1. In Windows Explorer, find the database file.  The file downloaded from MHT is named DOEExtStructXP02.mdb or DOEExtArcheoXP02.mdb depending on whether you downloaded the database for structures or archeology.
  2. Right-click the file name and choose copy
  3. Right-click and choose paste

To rename the database, do the following:

  1. Right-click the file name and select rename
  2. Type the new name.  Be sure to retain the .mdb extension
  3. Press ENTER

You are now ready to complete a determination of eligibility.  When using the DOE database to record architectural resources, the preparer must determine which level of documentation is appropriate (i.e. regular DOE form or the Short Form DOE).  Refer to When to Complete a Determination of Eligibility Form in the Introduction of this document for guidance in making this decision.  Preparers of determinations of eligibility for archeological resources do not have the option to complete Short Form DOEs, since all inventoried archeological sites have an assigned MHIP number. 

The Short Form does not have a Microsoft Word equivalent and is only available in the Access database.  The Short Form is the same as the regular DOE Form except that it requests less information and thus has fewer fields.   See Appendix G for details on the minimum information required for ineligible resources.

Access Tips:

  1. The file you download from MHT is called DOEExtStructXP02.mdb or DOEExtArcheoXP02.mdb.  The file is a blank database.
  2. For each project, use one database to record all structures and one database to record all archeological sites.  The database can contain one record or multiple records depending on your needs.  The database file is then sent to MHT on CD or via email for review.
  3. To move between pages on the screen, click the labeled tabs at the top of the forms.
  4. Press the “Tab” key to move between fields.
  5. If desired, the justification text can be “cut-and-pasted” from a word processing program.
  6. Spell check is available. Use it!

As stated above, the DOE Form is available in Microsoft Word format in addition to the preferred Access database.  The field descriptions discussed below are also useful for completing the Microsoft Word version of the form.

Click here for Descriptions of Database/Form Fields

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

This page updated: April 14, 2009