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D.4-1
APPENDIX D.4
HPST USER'S GUIDE
1.0 Introduction
The Historic Property Screening Tool (HPST) prototype provides a user-friendly means to manage
information about historic contexts and historic properties in a database and to record the basis for
decisions about individual properties' eligibility for listing on the National Register. The tool allows
users to create and edit historic contexts in a database format with links to related documents and to
create and edit records for historic properties with links to maps and images. The HPST also steps the
user through the decision-making process typically used when determining the National Register
criteria (A, B, C or D) under which a property is eligible and then steps the user through an integrity
evaluation. By using the HPST consistently, a Department of Transportation, State Historic
Preservation Office, or other organization involved in the cultural resource management (CRM) field
will build a database of historic properties and contexts, as well as capture the history of the decision-
making process through time.
The goal of the HPST and ECREL is to help CRM professionals determine whether or not a property
is eligible for listing in the National Register. The process CRM professionals normally use (or should
be using based on the Secretary of the Interior's standards and guidelines and on National Register
guidance) was analyzed, and the two prototype tools (the HPST and ECREL) were developed to
streamline and improve the evaluation process. These tools provide a consistent, easy-to-use
framework for making (and in turn justifying and defending) significance evaluations. They also allow
for easy access to evaluation information and record the decision-making process.
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The table below describes the current process and describes how the two prototypes might be used to
facilitate and improve the process:
The Process Role of the Prototypes
You have a property (site, building, Enter information about the property in the HPST.
structure, object, district, etc.) that you You may structure the information about the property
want to evaluate for National Register in a way that is meaningful to you, and that includes
(NR) eligibility. the property attributes that are relevant to
determining eligibility.
Find a historic context that contains 1. Look for a relevant context in the HPST.
predefined property types into which your 2. Use ECREL to search for relevant historic contexts
site fits best. Contexts have predefined if not found in the HPST.
property types that have already been
linked to the NR criteria. For example,
property type X represents a significant
property under NR criterion D.
If you cannot find a relevant historic 1. Use ECREL to search for similar contexts that
context, develop a historic context. could be used as a model for your context or for
relevant material that might be incorporated in
your context.
2. Use the HPST to develop a new historic context,
storing key components in the database. By using
the HPST, you ensure that contexts are being used
in a consistent manner and that all necessary
elements are included.
You compare your property to the property 1. Use the Criteria Evaluation form in the HPST to
types included in the historic context and record your decisions about NR criteria under
ask the following question: Does my which the property is eligible.
property meet the required criteria to 2. Use the Integrity Evaluation wizard in the HPST to
be considered a representation of this record your decisions about the property's
property type? These criteria include integrity.
required levels of integrity that the
property must exhibit (i.e., the seven
aspects of integrity). If the context and the
property are in the HPST, you can use the
Criteria Evaluation and Integrity
Evaluation functions to document the
process and your reasons for making an
NR evaluation.
If the answer to this question is YES, you 1. Use the HPST to print an Evaluation Summary
have an NR eligible property and you report as part of the documentation for your
know under what NR criteria it is eligible evaluation.
for listing in the NR. 2. Use the HPST to print your new Historic Context
report and submit to ECREL for inclusion in the
library.
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D.4-3
The reports created from the HPST are not intended to replace National Register nomination forms.
The HPST reports are to be used to communicate the results of an evaluation among consultants,
DOTs, SHPOs, and other Section 106 consulting parties.
The HPST and ECREL were not created to increase the work load of state and federal agency staff.
Rather, these tools should provide consistency--in terms of the format, presentation, and content of
evaluation documents--that is sorely lacking in current documentation. These tools will also decrease
development and review time for eligibility evaluations as the documentation levels needed for
effective decision making are made explicit and readily accessible, eliminating extraneous materials
often inserted into current documents. Ultimately, these tools should replace currently used evaluation
report formats, forms, and correspondence, as the majority of decision-making efforts are documented
and captured in a single format.
Also, historic contexts that are developed in the HPST will be no more time consuming (and may be
less time consuming) to create than the current method of compiling information using word
processing software. The use of the HPST for context development also increases the likelihood that
the resulting historic context will contain the information and guidance needed to evaluate National
Register eligibility.
It should be noted, however, that the inclusion of existing contexts is more problematic. Users may
not have time to enter all of the data into the HPST. Section 6.1.1 describes Using an Existing
Context, a method for linking to an existing context by entering minimum information.
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D.4-4
2.0 Objectives
This user's guide provides guidance on the use of the Historic Property Screening Tool. It is
organized to guide a user through the application, introducing key concepts and providing task-
specific step-by-step instructions when necessary. The manual provides sufficient information to
enable a user to:
· Add/Edit a Historic Context
· Add/Edit a Property
· Perform a Criteria Evaluation
· Perform an Integrity Evaluation
· Run Reports
The typical user is assumed to be a CRM professional with a basic understanding of office
applications for computers (such as MS Word). It is assumed the user is also familiar with the
National Register nomination process and with the content and formats for historic contexts. The
HPST developers relied on the following references as the source of the business rules guiding
design of the HPST: 48 FR 44716, Secretary of the Interior's Standards for Historic Preservation
Planning (1983); National Register Bulletin 15: How to Apply the National Register Criteria for
Evaluation (Washington, D.C.: 1991); and Hardesty, Donald L. and Barbara J. Little, Assessing Site
Significance, A Guide for Archaeologists and Historians (Walnut Creek: Alta Mira Press, 2000).
The evaluation process was designed primarily for buildings, but the HPST is intended to be used
for any category of property. Archaeologists will find the Hardesty and Little reference invaluable
for applying the National Register process to archaeological sites.
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3.0 Requirements
The HPST is distributed as a run-time MS Access 2000 application. The program will run on Windows
NT, Windows 2000, or Windows XP. The minimum requirement is NT 4.0 SP3.
If you have Access 2000, you may use the run-time version installation disks to install the HPST
database.
Microsoft Data Access Components version 2.7 (MDAC 2.7) must be installed on the PC in order for
the application to work correctly. A copy of the MDAC 2.7 installation package is included in the
HPST directory. You may install it by running MDAC_TYP.EXE.
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D.4-6
4.0 Installation
The application is delivered in an installation package and requires that the person installing the HPST
have local administrator rights on the machine on which they wish to install the HPST. The file
HPST.mdb can be installed on an individual's computer, or in a shared server directory. The
installation package needs to be executed on every individual's computer who will be using the
application, even if the file HPST.mdb will reside in a shared server directory. If the application
resides on a server, then appropriate network security permissions must be granted to the users of the
application on either the folder or file.
It is strongly recommended that a consistent directory structure be used with this application. By
default, when the application is installed, subdirectories Maps, Images, and Narratives are created in
the HPST directory. If the database is to be shared, the directories should be accessible by all users.
The HPST will allow you to link documents to database records. Any format can be used, but the user
who wishes to view the documents must have software on his or her machine to support the file
format. For example, the map formats can be a shape file or MXD file. However, the appropriate
software to view the maps must be on the user's PC. If the system is to be shared, it may be safer to
store all maps as MS Word or Acrobat or other common format.
System Requirements
To use MS Access 2000 and the HPST database, you will need:
· PC with a Pentium 75-megahertz (MHz) or higher processor
· MS Windows 95 or later operating system, or MS Windows NT Workstation operating
system version 4.0 Service Pack 3 or later
· For Windows 95 or Windows 98: 16 megabytes (MB) of RAM for the operating system, plus
an additional 8 MB of RAM for Access
· For Windows NT Workstation: 32 MB of RAM for the operating system, plus an additional 8
MB of RAM for Access
· 170 MB of available hard-disk space for typical installation; your hard-disk usage will vary
depending on configuration. Choices made during custom installation may require more or
less hard-disk space.
· CD-ROM drive
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D.4-7
Installing the HPST
Insert the CD in your computer's CD drive. Click the Start button in the bottom left corner of your
screen and select Run from the pop-up list.
Click the Browse button to browse to the location of the installation files (your CD drive) and select
setup.exe.
Click Open (the file name will be inserted on the Run screen).
Click OK.
If other applications are running, a screen
will appear like the one at right, and you will
be given the option of closing the
applications before proceeding. To close
running applications, click the OK button.
To continue with the installation, click Open
(the file name will be inserted on the Run
screen).
Click OK on the run screen to begin the
installation. Click OK to continue.
Click the button with the computer on it to
continue the installation.
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D.4-8
Select the HPST Group and click the
Continue button.
The installation is complete.
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D.4-9
5.0 Interface Overview
All of the functions of the Historic Property Screening Tool are found on the Main Switchboard. The
interface includes the Main and Reports switchboards.
5.1 Main Switchboard
Contexts: Opens forms to enter or edit
information detailing a historic context;
includes area of significance, theme, time
period, context level, geographic limits,
maps, references, narrative, and property
types. The property types include the
following information: description,
registration information, requirement
statements for each aspect of integrity, and
research questions.
Properties: Opens forms to enter or edit
information detailing a property; includes
property ID, Smithsonian ID, name,
category, owner, attributes, maps, photos,
references, and Universal Transverse Mercator zones (UTMs). It is expected that the properties
entered in this database are potentially historically significant and may be evaluated for National
Register eligibility at some time in the future.
Criteria Evaluation: Opens a form to select a property and a historic context/property type and to
record evaluation information to document why a property is eligible under Criterion A, B, C and/or
D. A historic context and property must be entered in the HPST before you can perform a
criteria evaluation.
Integrity Evaluation: Opens forms to select a property and historic context/property type and
evaluate aspects of integrity. A Criteria Evaluation must be entered for the selected property and
historic context/property type before you can perform an integrity evaluation.
Print Report: Opens the Reports Switchboard.
Display Database Window: Closes the Main Switchboard and opens the MS Access database
window.
Exit Microsoft Access: Closes the Historic Property Screening Tool.
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D.4-10
5.2 Reports Switchboard
From this switchboard, you can select,
preview and print the following types of
reports:
By Property: View information for a
selected property.
By Context: View information for a
selected context.
By Evaluation: View the criteria
and integrity evaluation information
for a selected property.
5.3 Action Buttons
Many forms contain buttons that, when clicked, perform a specific action. The following buttons are
used to manipulate files linked to the database record:
Delete: Click this button to delete a file.
View: Click this button to launch the appropriate software and load the linked file. For example, if the
linked file is a PDF, Adobe Acrobat will be launched and the selected file opened.
Find: Use this to browse to a file's location and link it to a database record.
Add : Use this to add a new record for a specific object (e.g., map).
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D.4-11
6.0 Using the Interface
The Historic Property Screening Tool interface includes all of the information and functionality
required to create, view, edit, and report any record(s) in the database. The sections below provide
step-by-step instructions for completing tasks using the tool. The Contexts, Properties, and Integrity
Evaluation functions are designed as wizards that step you through the forms in a defined sequence. A
Next button on each form will take you to the next form in the sequence. A Back button will return
you to the previous form. However, you do not need to use these buttons for navigation. You may
click on any tab to jump directly to the selected form. A Save button may be used at any time to save
your work up to that point and return to the main switchboard.
NOTE: The easiest way to move between fields on all forms is to press TAB on your keyboard.
6.1 Main Switchboard
The Main Switchboard is loaded when the
Historic Property Screening Tool is opened.
Click on a button to start a task.
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D.4-16
6.1.2 Properties
The Properties form is opened when you
select Properties from the main
switchboard. Use this screen to enter or
update information about historic properties.
To create a new property, select
from the Select a Property drop-down list.
To update an existing property, select an
existing property from the Select a Property
drop-down list. The following instructions
assume you are entering a new property.
Enter the Property ID in the Property ID
box (required).
Enter the Smithsonian ID in the
Smithsonian ID box. If the ID does not exist, leave this space blank.
Enter the Property Name in the Property Name box (required).
Select a Property Category from the Property Category drop-down list (required).
Enter the name or title of property Owner in the Owner box.
Attributes
Attributes are entered one field at a time.
You may enter as many attributes for the
property as you wish. If you make a mistake,
or decide the attribute does not apply to the
property, click the Delete button next to the
corresponding attribute row.
Defining an attribute is a two-step process.
First, select or define a label for the attribute.
A label may be very specific (e.g.,
architectural style, foundation materials, or
historic event). The same attribute label may
be used as often as needed. The second step
is to define the value for the attribute. For
example, "Architectural Style" may have the
value "Italianate." Attributes for a building may look like the following:
Some attribute labels have been predefined. You may
select any of these (click the down arrow in the
attributes field to view predefined attributes) and
enter your values. You may also define new labels by
typing them in an empty box.
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D.4-17
Maps
You may link to one or more maps
associated with the property. Each map path
should be placed in a new input box. Type
the UNC path in the input box to specify the
name and path of the map, or use the Find
button to locate the map on your network.
The map may be a Word, PDF, TIFF, or
other standard format. File types used by
mapping software such as ESRI's ArcView
may also be linked to a property. In order to
view the linked maps, the users must have
the appropriate software on their machine.
Photos
You may link to one or more photo(s)
associated with a property. Multiple photo
references are acceptable.
Enter the UNC path or URL in the List of
Photos box or use Find to browse to a
property's corresponding photo.
References
Type references in the List of References
input boxes. It is recommended that you use
a separate box for each reference.
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D.4-18
UTMs
Use this form to define the Universal
Transverse Mercator zones (UTMs) for a
property.
Click inside the Easting and Northing text
boxes to enter your coordinates. You may
enter as many coordinates as are available
for your property's location.
6.1.3 Criteria Evaluation
This form is used to record decisions about National Register criteria applicability for a property with
respect to a specific historic context. In order to use this function, the historic context and property
must have been entered and saved in the HPST.
Select Property, Context
When you first select the Criteria Evaluation
function from the main menu, the form is
empty. You must first select a property from
the drop-down list and then select the
context and property type.
If a criteria evaluation has already been done
for this combination of property and
context/property type, you will see the
message shown below. If you want to edit or
review the information in the form, click
Yes. Otherwise, you may go to Reports and
print this evaluation, or you may select a
different context/property type and perform a
different evaluation.
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D.4-19
Criteria
You may now enter your determination for
each criterion. Check the associated
checkbox for each criterion that is
significant. This form was derived from the
National Park Service guidance on preparing
National Register nominations. Please refer
to National Register Bulletin 15 for
additional information that will help
complete this form.
If the property is eligible under Criterion A,
enter the associated event; describe the
national, state and/or local significance; and
describe briefly how the property is
associated with the event.
If the property is eligible under Criterion B,
enter the names of the associated person(s);
describe the national, state and/or local
significance; and describe briefly how the
property is associated with the person(s).
If the property is eligible under Criterion C,
describe briefly the distinctive characteristics
that make the property significant; describe
the national, state and/or local significance;
and describe briefly how the property
illustrates the characteristics.
Immediately to the right of the Criterion D input boxes is a Research Questions button. If Research
Questions have been defined for the context, they can be viewed by clicking this button.
If the property is eligible under Criterion D, enter the categories of information that might be derived
from the property and the importance of that information.
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D.4-20
6.1.4 Integrity Evaluation
This set of forms is used to evaluate the aspects of integrity for a property with respect to a specific
historic context. In order to use this function, the Criteria Evaluation for the property must be
completed and saved in the HPST.
Select Property, Context
When you first select the Integrity
Evaluation function from the main menu, the
forms are empty. You must first select a
property from the drop-down list and then
select the context and property type.
If an integrity evaluation has already been
done for this combination of property and
context/property type, you will see the
message shown below. If you want to edit or
review the information in the forms, click
Yes. Otherwise, you may go to Reports and
print this evaluation, or you may select a
different context/property type and do a
different evaluation.
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D.4-21
Aspects of Integrity
You may now enter your determination for
each aspect of integrity. A form (tab) exists
for each of the seven aspects of integrity;
however, not all contexts will require that a
property meet all aspects in order to be
eligible. If the context has specified the
requirements to meet an aspect, it is
displayed on the form. If nothing is
displayed in the area to the right of the
aspect of integrity label, no requirement was
defined in the context.
Immediately to the right of the aspect
requirements description are two buttons:
Research Questions and Definitions. If
Research Questions have been defined for
the context, they can be viewed by clicking
the button. The Definitions button displays
the general definitions of each aspect of integrity.
When you perform a new evaluation of integrity, two fields will be empty:
· Has integrity?
· Justification
You may select from three options to answer
the first question: Yes, No, and No Basis for
Evaluation. The first two are self-
explanatory; the third option should be
entered when you feel that you need more
information on either the context or the
property. For example, you might choose
"No Basis for Evaluation" and then in
Justification, enter "Field study to collect
more information on this aspect of integrity
is needed."
The lower half of each aspect of integrity
form is used to display information about the
property. All forms show the attributes
defined for the property; use the scroll bar at
the right to scroll up and down through the
list. UTMs are shown only on the Location
form. Other forms may include links to maps and/or photos as shown at right. The property evaluation
at right includes several photographs and maps, any one of which can be viewed by clicking the View
button next to it.
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D.4-22
Integrity Matrix
The last form compiles your responses to the
individual aspects of integrity and displays
the information in a color-coded matrix. The
rows represent National Register criteria A,
B, C, and D. Criteria that are not applicable
(i.e., not selected when you did the Criteria
Evaluation form) are shown as gray rows.
Similarly, if an aspect of integrity is not
applicable for the selected context/property
type (as defined under contexts), it will be
shown in gray. In the example at right, the
site being evaluated is deemed eligible under
D and has integrity of setting and association
(green), but does not have integrity of
workmanship. The reviewer felt more
information was needed to determine
integrity of materials. The reviewer has
indicated that she believes the site is eligible for listing and gives reasons for this finding.
The following actions can be executed at any time:
Click Cancel to cancel the evaluation without saving.
Click Save to save the evaluation and return to the Main Switchboard. You may save an incomplete
evaluation and return to finish it later.
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D.4-23
6.2 Reports Switchboard
The Reports Switchboard is loaded by selecting Print Reports on the Main Switchboard.
6.2.1 Property Report
The Property Report is loaded from the
Reports Switchboard.
The Property Report contains the property
details information.
The report displays the property
identification information, specific attribute
data, map and photo lists, and UTM data.
Attribute information includes attribute and
description. UTM data include the easting
and northing coordinates.
Click By Property and select the property name from the list. If no property is selected, ALL
properties in the database will be included in
the report.
The standard MS Access 2000 report
controls are available, including print, zoom
and scroll buttons. Close the report by
clicking the X in the top right corner.
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D.4-24
6.2.2 Historic Context Report
The Historic Context Report is loaded from
the Reports Switchboard.
The Historic Context Report contains the
historic context and property type
information.
Historic context information includes the
theme, time period, geographic location, and
narrative information. Property type
information includes registration
requirements, physical and associative
characteristics, and research questions.
Click By Context and select the context from the list. If no context is selected, ALL contexts will be
included in the report.
The standard MS Access 2000 report
controls are available, including print, zoom
and scroll buttons.
Close the report by clicking the X in the top
right corner.
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D.4-25
6.2.3 Evaluation Report
The Evaluation Report is loaded from the
Reports Switchboard.
The Evaluation Report contains both the
criteria and integrity evaluation information.
The report displays the evaluation criteria
and associated descriptions, integrity
evaluations and justifications, and eligibility
criteria and descriptions.
Click By Evaluation and select the property
name. If no property is selected, ALL
properties in the database will be included in
the report. If a property has been evaluated
under more than one context, all evaluations
for the selected property will be printed.
The standard MS Access 2000 report
controls are available, including print, zoom,
and scroll buttons. Close the report by
clicking the X in the top right corner.
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D.4-26
7.0 Administration
Instructions for completing two recommended administration tasks are provided here.
7.1 Compact and Repair
To ensure optimal performance, compact your
Microsoft Access databases and Microsoft
Access projects on a regular basis.
To compact and repair the Historic Property
Screening Tool, select Tools from the main
menu. Select Database Utilities, then
Compact and Repair Database.
7.2 Backup and Recovery
A backup and recovery plan should be established for the Historic Property Screening Tool. A
recommended plan is to have the database reside on a server that is backed up daily. If this is not
possible, back up the Historic Property Screening Tool by copying the HPST.mdb to another location
on a daily basis.
