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How to Fill Out Compliance-Generated Determinations of Eligibility (DOEs)


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 the links below. Microsoft Access format is preferred for all DOE forms.

1. Download the Database or Form

» Microsoft Access Database for Structures (ZIP)
» Microsoft Access Database for Archeology (ZIP)

  1. To download a copy of the DOE database in Microsoft Access, double click on either the link for either the Microsoft Access Database for Structures or the Microsoft Access Database for Archeology. Choose the Save option to keep a copy of the database on your computer.
  2. The file will be downloaded in compressed ZIP format. Double click on the file to extract the actual Access database (file extension MDB). The file is named DOEExtStructXP02.mdb or DOEExtArcheoXP02.mdb, depending on whether you downloaded the database for structures or archeology.
  3. Before entering data into the database, you may want to copy and rename it in order to preserve a blank database on your computer for future use.

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 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 MIHP 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 below 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 should then be 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!

» Detailed Instructions for Filling Out the Access Database

If You Cannot Use the Access Database

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

» Printable Form in Microsoft Word


Guidance for Completing the Short Form for Ineligible Resources

For all properties MHT determines do not meet the criteria for eligibility in the National Register, MHT documents the decision in the DOE database. MHT staff, agencies, or consultants may initiate recommendations of ineligibility. MHT reviews compliance recommendations and makes the appropriate determination that a resource does not meet the criteria for National Register eligibility based upon the minimum information necessary to reach a justifiable decision.

In cases of ineligibility it is still necessary to ensure that appropriate evaluations are completed for the resources and that permanent records are maintained. To facilitate the submission of the information for resources recommended as ineligible and the tracking of ineligible properties, MHT developed a Short Form for Ineligible Properties (Short Form) in the DOE database. MHT strongly encourages agencies and consultants to utilize this streamlined and electronic format for documenting properties that are unquestionably ineligible (e.g. a building that has been greatly modified in recent decades and displays very little integrity from any time more than 50 years ago).

Short Forms may be used for:

  1. Resources (except archeological sites or historic districts) recommended or determined ineligible for the National Register;
  2. Any property recommended as a non-contributing resource to a National Register listed or eligible historic district.

The Short Form (minimum required information) includes:

  1. Property name;
  2. Property address, city, county, and zip code;
  3. A brief description of the property, with dates of construction (or approximate age), and justification of why the property is not eligible;
  4. One copy of the appropriate section of United States Geological Survey (USGS) quadrangle (quad) map which clearly illustrates the location of the resource, labeled with the property’s name and address, and the name of the quadrangle (the map may include the locations of multiple properties);
  5. Photograph(s) (For resources documented on a Short Form, the photographs may be digital, print, Polaroid, color or black and white.)

Attachments to the Determination of Eligibility Form

Paper Copy

DOE forms must be printed on acid free paper and contain the following information in the format specified by the Standards and Guidelines for Architectural and Historical Investigations in Maryland. For places not previously recorded in the MIHP, a number must be obtained in advance from the Trust’s Inventory Registrar. For contributing resources to a National Register listed or eligible historic district, please use the MIHP number for the district. Properties within a district that are individually eligible for the NR may have their own MIHP number assigned.

Bibliography

The bibliography should include the sources of historical information about the property as well as sources of technical information that are relevant to the research methods and analysis used to prepare the DOE form. For DOE forms on archeological sites, a separate bibliography is not needed as long as the form includes a citation for the report that documents the associated archeological investigations.

Maps

Attachments must include two 8½“x11” copies of the appropriate section of a United States Geological Survey (USGS) quadrangle (quad) map that clearly illustrate the location and boundaries of the resource, labeled with the property’s name, MIHP number, and the name of the quadrangle. Sections of historic maps and site plans with the location and boundaries of the resource clearly marked are also encouraged. For DOEs on archeological sites, USGS quad maps are not required, but detailed site plans are welcome.

Photographs

Photographs should include images clearly showing all facades of primary buildings, all accessory buildings and structures, all significant landscape features, and the general landscape and context of the property. Photographs must be either traditional black-and-white images prepared in accordance with Standards and Guidelines for Architectural and Historical Investigations in Maryland, or digital images prepared in accordance with Guidelines for Digital Images. Traditional black-and-white photographs are the preferred format. DOE forms with photographs not meeting these standards may be returned, delaying the Section 106 process. Photographs are not required for DOE forms on archeological sites, but preparers have the option of providing photographs with the DOE forms.

Drawings

The appropriate level of documentation varies by resource and the scope of the research project. Site and building plans provide valuable information and are encouraged.

Electronic copies

DOE forms must be completed using the electronic form provided on the SHPO website and must be accompanied by a WORD or, preferably, ACCESS copy of the form's text. PDF copies of the form and all attachments are encouraged. If digital images are being submitted, these electronic copies may be on the same CD-R or DVD-R as the digital images, see Guidelines for Digital Images.


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