Submission Guidance

The OAHP Submission Portal consists of a simple webform with a file upload interface.  Users can best prepare themselves to navigate the submission process by doing the following before starting a submission:

1. Understand your project submission requirements:

   • 1. • Contact the applicable preservation program with questions in advance of needing to submit.

• The OAHP only receives digital submissions via the OAHP Submission Portal. Hard copy submissions are not longer accepted and should not be submitted under any circumstances.

• Ensure site forms/reports have numbers and files are named according to those numbers (see Requesting Numbers if needed)

• Confirmation of submission via this portal does not, by itself, equate to the start of an official consultation process. 

2. Have your project information ready:

   • 1. • Lead Agency Name (if applicable)

        • Project Reference Name

        • Lead Agency Project Number (if applicable)

        • Previous HC# (for follow up submissions, as applicable)

3. Prepare and gather materials to be uploaded, as applicable:

   • 1. • Cover Letter (mandatory for most submissions)

        • Completed Site Forms (subject to Digital Preparation Guidance)

        • Completed Survey Report (subject to Digital Preparation Guidance)

        • Final GIS (subject to GIS Requirements)

What to Expect

Users will navigate through 4 brief submission pages, plus a review screen during the submission process. Throughout the process, the Portal will collect basic project information, submitter and agency contact information, as well as inventory information regarding the files being uploaded. The actual time needed to complete a submission session will vary depending on the project and the extent of the files being uploaded, but in most cases submissions will take no more than 5-10 minutes to complete.

Users should plan to make one submission for each project they are sending to our office. Unless an agency has been given explicit permission to do otherwise, do not upload multiple projects in one submission session.

A more in-depth page by page walk through of the Submission Portal is forthcoming.

The MoveIT platform  will sunset on October 1, 2026. Submissions will not be accepted through MoveIT following this date.

Users needing to submit projects to OAHP prior to July 31, 2026, please follow the MoveIT guidance below. New users requesting MoveIT accounts are advised to wait (if possible) until July 31, 2026 and submit their projects via the new OAHP Submission Portal. 

MoveIT

MoveIT is an online platform that allows users to transfer files, regardless of size, to the OAHP in a secure manner. All submissions should be transmitted digitally to our office via the MoveIT platform, which is administered by the Governor’s Office of Information Technology (OIT). 

Submissions sent to our office via email will not be accepted. Submissions being collected via MoveIT include, but are not limited to:

• Consultation projects

• National and State Register projects

• Survey and recording projects with no Federal or State consultation requirements

• Avocational survey and recording projects 

• State permit deliverables

• Tax credit applications

Users must apply for an individual account to transmit files via MoveIT. Please note that it takes approximately one (1) week from the receipt of a completed MoveIT Account request form until issuance of credentials from OIT. It is recommended that a MoveIT account be acquired well in advance of project submission so that there are no unexpected delays in constituents being able to submit their projects to OAHP. If you have questions please contact our office at hc_oahp@state.co.us or 303-866-3392. 

How to Request a MoveIT Account

To request a MoveIT account, please initiate the process by sending an email to hc_oahp@state.co.us and include the following information either in the body of your email or in your signature line:

• First and last name

• Agency/Organization

• Division/Section (if applicable)

• Job Title

• Business Address

• Business Phone Number

• Email Address

Once your application has been processed by OIT staff you will receive an email with credentials for your account, as well as a user guide to guide you through making a successful data transfer via MoveIT.

Each user submitting data to OAHP needs to have their own MoveIT account – account sharing is not permitted.

Submission Checklist

Please read the following carefully and do not skip any steps!

1. Zip the Files to be Submitted

All site and survey documentation must be prepared in accordance with the requirements, standards, and policies explained on the Inventory Forms page. If additional items are being submitted, please refer to the preservation program web page or reach out to your program contact for more specific preparation instructions. Please review our accessibility guide to ensure your materials are accessible before sending them to the Office of Archaeology and Historic Preservation.   Zip your files into a single folder (regardless of size). Refer to step 2 to properly name your zipped folder.

• If your files are not zipped, your submission will not be accepted and you will be asked zip your files and resubmit.

• Your zipped folder must include a consultation, transmittal, or cover letter in addition to the files associated with your submission.

2. Name the Zip Folder

Use the folder naming convention outlined below. This helps us accurately identify and route your submission to the correct OAHP staff member. Improperly labeled folders may result in delayed communications and feedback. Examples of popular project submissions are provided below.

2. • • • Project purpose_your agency/organization name (or acronym)_project name(this can be shortened)_your agency/organization project number.

Project Specific Examples

2. • • • • 1. • Compliance (Section 106, 110, State Register Act, PA deliverable) Projects = COM_Agency_ProjectName_AgencyProjectNumber (if applicable).

              • Compliance Additional Info = COM_AddInfo_Agency_ProjectName_AgencyProjectNumber (if applicable)

              • Non-Compliance (no state or federal involvement /no consultation required) projects = NonCom_Agency_ProjectName_AgencyProjectNumber (if applicable).

              • National Register Projects= NR_Agency_ProjectName_AgencyProjectNumber (if applicable).

              • Tax Credit Projects = TAX_Agency_ProjectName_AgencyProjectNumber (if applicable).

              • State Permit = PRMT_Organization_PermitNumber

3. Load the Zip Folder into your Agency “OUT” Folder

Do not load the folder into your In folder.

4. Notify OAHP of your Uploaded Submission

Send an email to hc_oahp@state.co.us letting us know every time you have submitted something to MoveIT. Please send this email promptly after each project upload, do not bundle notifications in one email if you are uploading more than one project submission. One project upload = one email to OAHP. Include the following in your email notificaiton:

4. • 1. • Subject Line: Type of Request (e.g., Section 106 Request: your agency’s name, insert project name, project number, and date).

        • In the body of the email, please relate that you have uploaded files through the MoveIT app, and list the name of the zipped project packet as well as the names of the files within that zipped packet.

Please note:

• If you do not send an email notification, you will not receive a confirmation that we have received your submission.

• If our office has requested additional information for a previous submission, you must still email us letting us know you have submitted the additional information via MoveIT.

• Do not submit any project files via email. Files submitted via email will not be accepted.

• If you have uploaded your project submission digitally, do not send in a hard copy as well.

• MoveIT will automatically move all files placed in your agency’s Out folder to an OAHP In folder every 15 minutes. If you do not place the files in your agency’s Out folder, they will not be submitted to the OAHP. 

• Your submission folder will no longer be visible in your agency's Out folder once the system picks it up and pushes it to the OAHP's In folder.

• Submissions uploaded after 3pm will be received by our office the following business day.

We appreciate your interest in adding to the OAHP archive of cultural resource records. Our office has a limited capacity to house and maintain certain types of materials outside the context of a project submission. Below is a list of items we generally do not accept: 

• Partial or incomplete site recordings.

• Unfinished or preliminary reports.

• Field and excavation notes.

• Alternate versions of site recordings (including scanned site forms) that are already on file with our office.

• Published/unpublished articles, books, or manuscripts originating from private collections.

• Blueprints or schematic drawings (unless incorporated into a finalized report).

• Photographic collections.

• Artifact collections.

• Historic documents.

Please contact OAHP via email at hc_oahp@state.co.us before sending donations to our office or if you have questions about where such donations should go.