Section 5 Data Entry: Architecture | VCRIS User Guide

Section 5 Data Entry: Architecture | VCRIS User Guide
VCRIS User Guide
Section 5
Data Entry: Architecture
5.1
Recording Above-ground Resources in VCRIS: Overview
All properties have at least one DHR ID number and can have multiple DHR
ID numbers. Multiple DHR ID numbers do
not
indicate increased
property significance. For example, if a property was originally
recorded as an individual resource under a seven-digit number, and then
is re-surveyed as part of a historic district survey the original
seven-digit number is retained and a tertiary number is added as the
Other DHR IDs
. This associates the property with the historic
district.
An example of a property with multiple DHR ID numbers is Monticello,
which has an individual ID number and a historic district ID number, as
seen here:
All data entry – both recording newly identified properties and
updating previously recorded properties – begins with a
project
A project can include one property or many properties.
A project can include newly identified properties and previously
recorded properties.
Any properties in historic districts will need to be in a separate
project with only properties from the district in the project. Do not
mix properties that are within and not within a district into one
project.
5.2
Data Entry Process
5.2.1
Initial Data Entry and QC
During the initial data entry users set up the project and associate
the properties that they will update in the project.
Users need to request and receive approval from DHR to edit
properties prior to submitting the project for initial QC.
See pages 25-38 for detailed information about the initial QC
process.
During the initial QC step DHR staff will issue DHR ID numbers for
newly recorded properties.
DHR requires that users utilize the DHR ID Request Template for
newly recorded properties.
Download the template
here
Once DHR approves Initial QC, the project is available for Detailed
Data Entry
5.2.2
Detailed Data Entry and Final QC
During detailed data entry, users add information about the
property
on the Property Information Tab.
Information about the
individual resources
that are on
the property are entered on the Resources tab.
Once the data entry is complete, users will submit the project for
Final QC. Users cannot make edits to the data after a project has
been submitted for Final QC.
During the Final QC stage DHR staff reviews the information about each
property and resource.
Once DHR staff review is finished, the data is approved and the project
is marked complete.
As soon as the data entry is reviewed and marked complete, the
information is instantly available in the data viewer.
Use the data viewer to print copies of the survey forms and maps. Left
click on the tab to navigate directly to the data viewer. Right click on
the tab to open in a new tab or window.
5.3
Data Entry Detailed Guide
5.3.1
Initial Data Entry
5.3.1.1
Starting a Project
When logged into VCRIS, you will see two boxes on the home screen. The
box on the left is for the completed projects. The box on the right
holds all projects that are in process.
All data entry begins with the creation of a new project. From the VCRIS
home screen, click
New
in the
Architecture Projects
tab.
Note:
A project is defined only as a set of surveyed properties. In
many cases, you may want to divide your data entry into several separate
projects in VCRIS, either as an organizational tool, or because your
survey includes properties in a historic district. You will need to
create a separate project for properties in a historic district.
Do
not add historic district properties to VCRIS projects that include
newly or previously surveyed individual properties.
5.3.1.2
Project Information
The information entered into the Project Information page will populate
individual property survey forms for the project. The information
entered into the Project Information Page will appear as CRM Events on
printed form and electronic information.
5.3.1.3
Adding Previously Surveyed Properties to a Project
Once the project information is saved, two tabs labeled Properties and
Activity will appear at upper left of the project window. Use the
Properties tab to add the properties associated with the data entry
project. To add new information to existing survey records, users must
request permission to edit the property. DHR recommends requesting
permission to edit properties prior to adding new properties to the
project. This provides DHR staff with time to approve the request for
you.
To add a previously surveyed property to a project, click on the
Add
Existing Property
button at the top right.
Note:
A project can include previously surveyed and newly surveyed
properties provided none of them are in a historic district.
This search form allows users to quickly find previously surveyed
properties and add them to a project. The easiest way to find a
previously surveyed property is to search with the DHR ID number. If the
DHR ID number is not known, you may search by property name, address, or
any of the other fields listed on this page. Enter information and click
at the bottom of the page.
VCRIS also allows users to search and request properties using a map
interface. From the Add Existing Property page, click on the
Map
tab and enter the address or use the map navigation tools to
locate the resource.
Note:
If using the address locator enter the complete address
including the city and state.
Once the property is located, click on it and select
Add to Cart
from
the pop-up box. If there are overlapping properties in the same
location, such as individual resources and historic districts, they will
be indicated in the pop-up box at the upper left hand corner of the
page. Use the arrows to select more than one property.
If the search returns a previously recorded property that you wish to
add to your project, select it, and then click on the
Add to Cart
button. If you need to add additional properties, click on the
Show
Search Form
button on the upper right to start a new search.
Once you’ve located the necessary records, you must submit a request to
edit the record. Click on the shopping cart button , and then
Request
Properties
To add a newly identified property to the Project, click on the
Properties tab, and then click on
Add New Properties
to enter the
property name and location information for the property.
The Temporary Designation field, like the Project Name field on the
previous page, is meant to help you organize your records and will not
appear on your final record. It also will not be usable after the
Initial QC is approved.
Once you’ve named the property, click on
Map It
to map the location of
the property. The rest of the geographic data on this page will
auto-generate once your property is mapped.
There are two ways to map your property: hand-drawing and uploading a
shapefile.
5.3.1.4
Mapping a Newly Surveyed Property: Hand Drawing
The
Map It
button will open a pop-up window with a satellite image of
Virginia. Type the address into the field in the upper left corner. The
aerial will zoom to general location of the property.
Choose your preferred basemap from the drop-down menu on the upper right.
To hand draw the property boundary click the
Draw Property
Area button
and begin tracing the boundary of your property by left-clicking once on
the map. Left-click once at the property corner to complete a line.
Press the Escape key on your keyboard if you need to start your property
area outline over.
To complete a property area, double click. The outline tool will draw
the shortest possible line from the last place that you clicked to the
point where you started your area.
When you’ve completed your area outline, it will be shaded blue. If you
need to alter your shape, click the
Edit Property Area
button in the
upper right. A node will appear at the midpoint of each outline face.
Click and pull on these dots to change the area outline. If you need to
make significant changes to your outline, click the
Delete Property
Area
button in the upper right to restart the outline.
When you have finished your outline, click save. You’ll see that the
additional fields in the Location Information section of your survey
form.
5.3.1.5
Mapping a Newly Surveyed Property: Shapefile Upload
To upload a shapefile click on the
Upload Shapefile
button in the
upper right. A pop-up box will appear, use the
Choose File
button to
navigate to the GIS shapefile. Once you have chosen the GIS shapefile
click
on Upload to
load the shapefile. The map will zoom to the
location of the shapefile. If you need to edit the shape, follow the
instructions outlined on the previous page.
5.3.1.6
Name and Address for Newly Surveyed Properties
After mapping the property boundaries, the system will automatically
return to the Location Information tab. To complete this page, you need
to enter the Property Name and Property Address. For the Property Name,
the preferred format is Function/Location. Enter the building type
(house, store, etc.,) followed by the street address. See below for an
example.
There are several other options for the
Property Name section. If you know the historic or secondary name for a
property, you can add them here by clicking on the
Add
button.
5.3.1.7
Adding Additional New Properties to a Project
If you want to add another new property to the project, click on the
project name hyperlink and then on the
Add New Property
button. The
system will return to the Properties page and allow you to add
additional properties to the project.
When all of the properties are added to the project, click on the
button before submitting the project for Initial QC.
5.3.1.8
Submitting a Project for Initial QC
Once the location data for each new property is entered and the edit
approval for each previously surveyed property is complete, the project
can be submitted for Initial QC. Click
Submit Project for Initial QC
to begin this process.
During the Initial QC process the newly identified properties will be
assigned DHR ID numbers. Any previously surveyed properties included in
your project will not be given a new DHR ID number, but will become
editable.
Note:
You cannot submit the project for Initial QC without the
approval to edit previously surveyed properties.
When a project is submitted for initial QC, the system will check that
all the required information is entered and ask you to confirm you are
ready to submit it. After submitting your project for initial QC, you
will receive an email confirmation.
Once a project is under Initial QC review, users can not make any edits
until the Initial QC is approved. This is what a project will look like
while it is under Initial QC review:
During the initial QC review, DHR staff reviews the property mapping and
information and issues DHR ID numbers for the newly recorded properties.
If submitting a project of more than ten new survey records, please send
the Architectural Survey Manager a
DHR ID request
spreadsheet
You will receive an email with the subject line
“VCRIS - Project ’Your
Project Name' Initial QC was Approved
when the initial QC is
approved.
5.3.2
Detailed Data Entry
Once the Initial QC is approved users can begin detailed data entry. To
do this, reopen the project in VCRIS, and click on a property to begin
detailed data entry. When logged into VCRIS after the Initial QC is
approved, the status of each property is editable and you will notice
that a DHR ID number has replaced the temporary designation.
5.3.2.1
Location Information Page
When a property is in Detailed Data Entry, the Location Information page
will appear first. This page is already complete, and unless edits are
needed, proceed to the Property Information tab.
As you move through Detailed Data Entry, remember to always press save
at the bottom of the page.
5.3.2.2
Property Information Page
The Property Information page includes several fields and text boxes.
Pictured below is the upper section of that page with descriptions for
each item.
The middle section of the Property Information page is pictured below
with descriptions for each item.
The lower section of the Property Information page is pictured below
with descriptions for each item.
5.3.2.3
Adding New Resources
When the detailed Property Information page is complete, click on the
Resources
tab, and then on
Add New Resource
to begin adding
information about the individual resources on the property.
The
Add New Resource
tab opens the Individual Resource Information
page. The Appendix includes a list of the resource category and types
and the building component information.
Note: Use the “Tab” key to easily navigate between drop-down data boxes.
Next, enter threats to the resource, all historic contexts, and a
detailed architectural description in the open text box at the bottom of
the page.
5.3.2.4
Building Information Tab
If the individual resource is a building, an additional tab will open.
To add building specific information, click on the
Building
Information
tab. After adding the number of stories (whole numbers and
decimals only, no fractions) and interior plan, click
Add
to add data
on specific components of the building.
Note: The component information is only required for the primary
resource.
Add as many of the individual building components as your survey
observations permit. The Appendix includes a listing of all of the
options in each of the drop-down menus. Make sure to hit
when
you’re done adding components.
5.3.2.5
Adding Additional Resources
If a property contains more than one resource, add additional entries
from the
Resources
tab. The process and pages associated with adding
an additional resource to a property are identical to those used for the
primary resource and described in the previous slides.
The addition of secondary resources opens an extra field, labeled “Is
Primary Resource,” on the Individual Resource Information page of each
resource. When you add a secondary resource, this field will
auto-populate to show that the first resource entered into the property
is the primary resource. If the primary resource was not the first one
entered, simply open the Individual Resource Information page of the
newly identified primary resource and change this field. The other
resources will auto-populate as secondary.
5.3.2.6
Bridge Information Tab
If a property contains a bridge, select “Transportation” in the
“Resource Category” drop-down menu, and then choose “Bridge” in the
“Resource Type” list.
The
Bridge Information
tab consists of open text boxes and drop-down
menus. The Bridge Structure Number and Bridge ID are designated by the
Virginia Department of Transportation and are not required for
completion of the survey form.
When you finish, hit
5.3.2.7
Cemetery Information Tab
If a property contains a cemetery, select “Funerary” in the “Resource
Category” drop-down menu, and then choose “Cemetery” in the “Resource
Type” list. The
Cemetery Information
tab will open. This tab contains
open text boxes and drop-down menus specific to cemeteries.
Select
Add
to open a pop-up window where you can enter information on
a significant burial, including marker type, name of interred, and
birth/death year on marker. This section is not required.
5.3.2.8
Updating Previously Recorded Properties
When adding new information to previously recorded properties do not
delete or modify any of the existing information in the record.
Instead add narrative updates to all of the open text boxes below the
existing text.
Remember to preface your narrative updates with the month and year that
the property was observed, i.e. “September 2015:.”
5.3.2.9
Submitting a Project for Final QC
Once all detailed data for each property is entered click
Submit
Project for Final QC
to begin final review process. Make sure that all
text, recommendations, and map locations are finalized before submitting
the project for Final QC.
During the Final QC review, DHR staff will review the detailed
information and approve the project. When Final QC is approved, the
project is marked complete and the data is visible in the VCRIS data
viewer.
Once the data is part of the VCRIS data viewer, users can no longer edit
it. Any requests for edits to properties should be coordinated with DHR
survey staff.
Similarly to Initial QC, a pop-up describing any incomplete fields will
appear. Within each bullet point is a hyperlink connected to the page
where a change or addition is necessary. Make these corrections, and
then click
Submit Project for Final QC
again.
The VCRIS system will automatically generate an email when the project
is reviewed and approved. At that point, the survey forms are accessible
in the data viewer and the forms can be printed for submission.
5.3.2.10
Additional Tabs
The
activity tab
provides a list of the data entry steps
and dates completed. Click on the
Notes
icon to read any notes from
DHR staff about the data entry project.
5.3.3
Submitting Survey Materials
5.3.3.1
Required Materials for Every Property
Printed VCRIS forms
Printed and digital images. For more information go to:
Printed Site Plans
Organize materials by primary DHR ID except for properties in a
historic district
Send all survey materials to:
Survey Coordinator, Department of Historic Resources
2801 Kensington Avenue,
Richmond VA 23221
5.3.3.2
Printing Survey Forms – Individual Forms
In the data viewer select the Architecture tab and enter the DHR ID
number in the data field. Click the
button.
This will activate the
Details
button and create a PDF. In order to
generate the PDF for saving and printing click on the *Printer Friendly
button. To generate a map with the form, click on the box.
5.3.3.3
Printing Survey Forms – Multiple Forms: Historic Districts
In the data viewer select the Architecture Tab and enter the DHR ID
number for the historic district. Click the
button. This will
activate the
Results
tab. Select all of the records by clicking on the
small box in the title line of the results grid. Then click on the Print
Multiple Reports button. This will generate one PDF of all the records
in the district.
Note: A warning will pop-up if more than 25 reports are selected. Click
OK to proceed.
5.3.3.4
Printing Survey Forms – Multiple Forms: Specific Project
In the Data Viewer select the Architecture tab and the Advanced Search
Options button. Enter information unique to the project (see examples
below and on the next page). Follow the directions for printing multiple
forms as outlined on the previous page.
Example I: Survey performed by a specific organization in one locality:
enter the organization name and select locality.
In this example, all survey performed by DHR after 1/1/2015 will be
returned. Others options include before (less than), on a specific date
(equals) and during a specific time (between).
5.3.3.5
Site Plans
A property site plan is required for all properties in a survey area.
The site plans should show the location of all recorded resources and
other significant features on the property. The site plan should
illustrate the relationship of the resources to the street or road that
provides access to the property. The site plans should provide details
about buildings, such as roof form, porches, and building type.
Site plans should be labeled with the resource name, DHR identification
number, the date of survey, and a north arrow. Indicate whether or not
the site plans are drawn to scale. Either hand-drawn or digitally
produced site plans are acceptable.
This site plan is a good example of how to accurately represent several
different resource types and landscape features.
5.3.3.6
Photographs
A photograph of each resource is required. DHR photographic guidelines
require a printed black and white or color photograph and a
corresponding digital image. The printed photos can be 3.5x5 or 4x6
inches and can be printed commercially. Submit photos in transparent
photo protector sleeves.
Label the back of each photo with a soft lead pencil and include the DHR
ID number, date of survey, photographer/agency/ consultant name, and the
resource name and photo direction.
5.3.3.7
Photographs
Color digital images are also required for all architectural surveys.
The digital images should be submitted on a DVD or CD. The images must
be:
Saved as .JPGs
1600 X 1200 pixels at 300 ppi
Less than 10 MBs per photo
The individual digital images should be labeled with the following
information in this order:
DHR ID number
Resource Name
Year the photograph was taken
Description of the view.
Examples:
The images should be organized in folders named using only the DHR ID#.
No other information should be included in the folder name.
If a property has more than one DHR ID number use the original number
DHR ID#, not the Other DHR ID number.
A complete copy of the photographic documentation is available in the
Appendix and on DHR’s website.
5.3.4
Advanced Functionality
5.3.4.1
VCRIS Template Functionality
In VCRIS, the template functionality provides users with a mechanism to
make a copy (or template) information in a single record to create new
records with the same information as in the original record.
The template functionality becomes available during Detailed Data Entry,
and will copy all information entered into an individual property record
up to this point into a new property record (Location Information,
Property Information, Architecture Resource Fields, and Secondary
Resource Entries).
The template functionality is helpful when creating records for several
similar buildings. For example, recording a mid-20
th
century suburban
residential development or a historic district with numerous similar
resource types.
The following section will demonstrate how to template both individual
and multiple records using the Wicker Apartments Historic District in
Richmond, Virginia (DHR ID number 127-6794) as an example.
Once your project has been approved in Initial QC, the
Template
Properties
button will appear above the properties table entries on the
Properties tab. To begin the templating process, select a property by
clicking on the box to the left of the DHR ID number and click in the
Template Properties
button to open the template pop-up window.
When templating properties, the project will be returned to Initial Data
Entry in order to map each new record.
Enter the number of copies needed in the open text box.
The
Create
button will not activate until you check the box to confirm
your action.
Once a copy is made of the original record, VCRIS returns to Initial
Data Entry. As with any Initial Data Entry, users must map and add
address information for each of the newly created records.
Once all properties are mapped and have property name and location
information, resubmit the project for Initial QC by clicking in the
Submit Project for Initial QC
button. Once approved, all of the
detailed data from the original record will be visible in the new
records.
Users can also template more than one record at a time. The process for
copying several records at once is the same as for a single record.
Simply select more than one property from Detailed Data Entry before
clicking on the
Template Properties
button, as shown below.
When copying several records at once, the template pop-up window will
show separate open text boxes for each DHR ID number being copied. Enter
the number of copies wanted for each record, check the box to confirm
this action, and click the
Create
button.