Processing resource submittals

The resource submittal template allows outside consultants, agencies, and internal IC staff to prepare sets of records that are compatible with the IC database format. The template also provides the means for users to create complete DPR523 forms. This can substantially reduce the amount of time spent by IC staff doing data entry. The IC database application includes a tool to check submittals for completeness, and then add the submittal information to the database. Primary numbers and trinomials can be automatically assigned as appropriate.

For instructions on how to enter records into the template, and optionally create DPR523 records, please see the separate Resource submittal template documentation page. These are the instructions for processing a completed template file.

To begin, click Admin Tools on the main menu, then click Import Resource Records. At the prompt, navigate to the file you want to process. A list view will appear showing the resources in the submittal. You can sort the records using the buttons at the top of each column, or show the records in the order originally entered by clicking the (remove sort) button.

The right-most column shows the status of the submittal:

• Resources missing key information are shown in red text

• Resources ready for processing are shown in green text

• Resources already processed are shown in gray text

At the bottom of the list view is a Process All button, which will process all resources that are ready (i.e., shown in green). However, on first opening a completed template, all resources will likely be unready for processing. Even if the user has completed all required information, IC staff must still specify the type of action to be taken (assign primary, assign primary & trinomial, etc.)

Click the Detail button for a given resource, to see its Detail view. The detail view shows resource attributes at the top of the window, and IC-specific info at the bottom. If the resource already has a primary number specified, and there is a matching record in the IC database, the information from the matching record will be shown in the upper right part of the window.

In this view, you can add any missing information required to make the submittal complete. The status message updates as you make changes, so you will know what needs editing.

Requirements for a successful submittal are as follows:

• The resource must be in the Info Center's service area. (Submittals that contain resources in multiple service areas can simply be shared with the relevant other ICs).

• The resource must have at least one identifier (primary number, trinomial, HRI, or resource name/number) filled in. If the trinomial is filled in, but the primary number is blank, the application will prompt you with the correct primary number for that trinomial.

• If the resource submittal shows an existing primary number, it must match an entry in the IC database. Additionally, the associated trinomials, trinomial suffixes (H, /H), and disclosure code must match the entry in the IC database.

• If the resource submittal shows an existing primary number and/or trinomial, the 'Update' box must also be checked.

• If the submittal has a resource name/number (known as 'Other identifier') filled in, the identifier type must also be selected from the Identifier Type drop-down.

  • At least one USGS quad must be listed.

  • A complete street address (City/State/Zip) AND/OR a set of UTM coordinates must be provided. (Some ICs do not maintain UTMs, so for those ICs this requirement is skipped.)

  • At least one resource type (Building, Structure, Object, Site., etc.) must be checked.

  • At least one age category (Prehistoric, Historic) must be checked.

  • At least one attribute code must be entered (AH01, AP02, etc.)

  • Disclosure code (not for publication/unrestricted) must be filled in.

  • Date recorded and recorder name must be filled in (affiliation is optional).

In addition, IC staff must also provide certain information:

• If the IC uses reserved primary number ranges for different resource types, and the resource is to receive a new primary number, the range to be used must be specified.

• Any cross-references to other resources should be specified. Cross-references can only be to resources already in the IC database, so if a cross-reference needs to be specified between two records that are both in the submittal, one of them will have to be processed before the other.

• The action type must be specified. That is, IC staff must determine what will happen during processing.

IC action types include the following:

• New resource: assign primary number only

• New resource: assign primary number and trinomial

• Update: add trinomial to existing resource with primary number only

• Update: no new identifiers requested

• Update: void identifier

• No action (no processing will occur)

Once all requirements are met, the Process button will become active, and you can click it to process the record. During processing, new identifiers are automatically added to the IC database and to the template as requested, and all relevant information from the template is copied over to the matching ICDB record. The action taken, IC user name and date are saved in the template file, and a row is added to the ICDB metadata table indicating what happened. Once completed, you cannot re-process a record.

The Process All button allows you to process all records that are ready for processing en masse. The records will be processed in the sort order showing on screen when you press the button, so if you wish primary numbers/trinomials to be assigned in a specific order, make sure it is showing that way on-screen.

Once the entire submittal file is processed, it can be returned to the submitter. The file will contain all new identifiers assigned. The submitter can then use the updated file to re-print DPR523 records with the new identifiers, if desired.