File Search

File searches are conducted based on an area defined by the requestor. There are two options for defining your file search area:

1. Submit a map, shapefile, or kmz/kml file showing a clear and distinct boundary around the total area that should be included in the search.

2. Provide a list of Public Land Survey System (PLSS) locations for which the search should be conducted.

Requestors will be asked to select one of these search options when they submit a file search request. Please be prepared either to upload a map or enter a list of PLSS locations prior to initiating your search request. 

Option 1: Submit a Map

Defining your search by a map is preferred if you are looking for results that are tailored to your particular project area. OAHP prefers to work with GIS shapefiles, but will also accept kmz and kml files. The search area should be represented by a polygon feature and should include any desired or required buffer. Our office does not require a specific buffer distance on searches. Please check with the lead agency of your project to determine if a buffer area is needed. 

Click here to see examples of acceptable and unacceptable maps for file searches.

Option 2: List PLSS Locations

Defining your search based on the PLSS locations that your project area intersects will result in a less tailored list of results.  This may be useful if you need to take a broader area into consideration, or if you prefer to tailor the data to the precise search area yourself. Requestors will be asked to list the Principal Meridian, Township, Range and Section(s) they want the search to include.

File search requests take approximately 15-20 business days to complete. Rush requests take approximately 8-10 business days to complete. OAHP staff will email you when the results are ready. 

The file search results package will include the following:

1. A letter summarizing the results of the search.

2. A spreadsheet of site and/or survey details found (if any) within your search area.*

3. GIS shapefiles of corresponding site/survey locations (if available).*

4. A read-me file that explains the data included in the spreadsheet and the GIS attribute table.

5. A PDF invoice. Please note that payment of invoices is due within 30 days of issuance. ** 

Please review the following to better understand the data you may receive and interpret the results of a search:

• File search results include data that have been queried from both the OAHP's internal relational database and GIS geodatabase systems. The data have been compared, merged, and tailored to meet the search criteria as defined by the requestor.

• OAHP houses data from projects on federal, state, tribal, municipal, and private lands.  However, the entirety of the state has yet to be examined for cultural resources. Therefore, the absence of search results does not necessarily indicate that no cultural resources exist in your project area. The absence of results may indicate that the area has not yet been surveyed for resources.

• Locational information has been collected and provided to OAHP in a wide array of formats and levels of accuracy over the years. As such, some records are lacking in location specificity. If OAHP staff are unable to verify that a resource is outside of a search area, that resource will be included in the list of results out of an abundance of caution.

• File search staff will not provide an analysis of your search results or provide comment on how the presence or absence of cultural resources may impact your project. Researchers should direct all such questions to the lead agency of the project, or the entity that requested the search be conducted.

• File search staff cannot provide "clearance" for any project. It is the requestor's responsibility to ensure that all project stakeholders are notified and involved in projects that may require federal, state, tribal, or local involvement.

Results Package

File search results are provided via email, bundled in a .zip file. The .zip file will contain a spreadsheet of site/survey data (if any), GIS shapefiles (if available and if the requestor is qualified to receive them), and a letter summarizing the results of the search.

Spreadsheet data are in a flat ASCII format with field delimiters set as ">". Tab 1 of the spreadsheet indicates site results, Tab 2 indicates survey results. Click here to find more information about the data fields that are included in the search results.

GIS Data

If GIS data are provided, the information will be formatted as shapefiles. Site and survey data are provided in separate files (one shapefile for sites, a separate shapefile for surveys) projected in NAD 83 in either zone 12 or 13 depending on the location of the sites/surveys. Click here to learn more about the data included in the GIS files.

Local and County Projects

Local preservation ordinances may specify that a file search must be performed as a precursor to local building projects. Please note that the Office of Archaeology and Historic Preservation (OAHP) is typically not involved in these local project proceedings, and the results of your search are not automatically reviewed by our office for potential impacts. OAHP staff cannot grant permission, access, or clearance for any project. Homeowners submitting file search requests should follow these guidelines:

• Submit the file search request as outlined above. Select the search criteria "Search by Map." Have a map ready to upload before you initiate a request.

• Searches will be conducted on the entire extent of the requestor's property boundary unless the requestor defines a more specific area within their property. Please visit the website for your county assessor's office to verify the boundaries of your property and obtain a map that clearly depicts the boundaries. Most counties have property records and information available to the public through their website. Homeowners can search for their property by address or by parcel ID and view/print a map of the property boundaries.

• Questions about the findings of your file search and/or next steps should be directed to the local authority (e.g., the city or county office) who requested that the search be conducted. 

Owners of properties listed on the National or State Register of Historic Places

Homeowners making improvements to their National or State Register-listed properties, as well as homebuyers interested in purchasing listed properties, often inquire about restrictions on buying, selling, making improvements or modifications, etc. to the listed property. The Office of Archaeology and Historic Preservation places no restrictions on privately owned listed properties. However, please be aware that local zoning codes may regulate activities that impact listed properties. Please check with your city or county zoning office to inquire about restrictions or regulations on listed properties in your area. To see what properties are listed, please visit our listings page.