Documente Academic
Documente Profesional
Documente Cultură
A Thesis Presented
by
Phillip L Barlow
to
of
May, 2005
Accepted by the Faculty of the Graduate College, The University of
Vermont, in partial fulfillment of the requirements for the degree of Master
of Science, specializing in Historic Preservation.
______________________Advisor
Thomas Visser, MS
______________________
Robert McCullough, Ph.D.
______________________ Chairperson
Glen S. Elder, Ph.D.
To assess how historic resource surveys are being redesigned due to the introduction of
digital tools, an online survey was distributed nationwide in 2004 to obtain a significant
sampling of current historic resource survey techniques. This thesis will address the
results of this survey, critically examine the most popular digital survey tools, and
provide three case studies of digital historic resource survey activity.
Additionally, this thesis addresses the issue of incorporating existing analog files into
digital database systems. Transferring this data into a digital format improves the
accessibility of the information and, with proper text recognition, provides a keyword
searchable database. This conversion and collection into a database can be completed
with consumer level electronics and applications, making this an economical and
practical solution for preservation offices of varying size and ability.
The potential benefits of this research are increased productivity in historic research,
more comprehensive database systems, accurate information for preservation planning,
and an efficient means for communicating data.
Acknowledgements
Many, many people need acknowledgement for their help on this project. To all
the people who gave advice, offered suggestions and pointed me in a better direction, I
thank you. Specifically, I would like to thank Thomas Visser, my advisor, for his
continuous help and support, Nancy Boone, who made the initial suggestion to
for his advice throughout, and my committee chair Glen Elder. David White, Lyssa
Papazian, Eric Gilbertson and Eric Ingbar deserve thanks for technical support and
patience with my questions. A very large thank you goes out to the many members of the
National Council for State Historic Preservation Officers, who responded quickly and
Roger, Sara, Sarah and Stephanie. They were the source of many good discussions and
acted as guinea pigs on more than one occasion, which I wholeheartedly appreciate.
I would like to thank my family, for without the support I would never have been
able to go as far as I have; thank you Mom, Dad, Matt, Dan and Jean.
Finally, I thank my wife, Christy Barlow. If not for her endless love, devotion,
pushing, prodding, and utter commitment I have no idea where I would be, but it could
ii
Table of Contents
ACKNOWLEDGEMENTS....................................................................................................................ii
INTRODUCTION .................................................................................................................................. 1
Digital Camera.............................................................................................................................. 39
CHAPTER 3 - CASE STUDIES: PROSPECT PARK, SOUTH HERO AND THE VERMONT
CHAPTER 4 - IMPLICATIONS.......................................................................................................... 80
BIBLIOGRAPHY................................................................................................................................. 86
APPENDIX ........................................................................................................................................... 91
iii
Introduction
Due to the nature of digital technology, this thesis may perhaps be an exercise in
limited utility. By the time it reaches your hands, the technical content may already be
dated. However, while hardware and software develop and change with the flow of
technology and demand, it is the goal of this thesis to present concerns and solutions that
will remain relevant for years to come. Therefore, while the technical aspects of the topic
will be discussed in detail, it is important to note that the main purpose of the discussion
is to explore the direction in which we will move, rather than act as a snapshot in time.
The role of historic structure surveys as a tool for historic preservation planning and
regulation has been explored by many, but the final government authority on the matter
in the United States is the National Park Service (NPS). National Register Bulletin 24:
Guidelines for Local Surveys: A Basis for Preservation Planning, is the NPS document
that sets forth the how, when and why of local surveys. Borrowing select subject
headings from Bulletin 24, this thesis will begin by examining NPS policy and how it
relates to what is being presented in this study of digitally recorded historic resource
surveys.
What is a Survey?
materials and historic context are all examples of what is being recorded. In the United
States, a major step was taken by the federal government to encourage identification and
1
Anne Derry et al., Guidelines for Local Surveys: A Basis for Preservation Planning, National Register
Bulletin 24 (Washington DC: National Park Service, 1985), 2.
1
the recording of historic sites within the 1966 passing of the National Historic
Preservation Act (NHPA). This act was born of concerns about the impact of urban
renewal and was influenced by the report With Heritage So Rich, which argued the need
the 1966 act was to expand the National Register of Historic Places to include properties
of local and statewide significance. It also authorized federal matching funds to states for
surveys and preservation planning and established State Historic Preservation Offices, or
SHPOs.2
According to the National Council of State Historic Preservation Officers, the SHPOs
act as delegates of the Secretary of the Interior, their duties being defined as:
Initially when the National Historic Preservation Act was passed it was assumed that
states could complete their surveys in a few years, but this goal has not been met for a
variety of reasons, including low federal funding and growth of survey content due to
expanding NPS and SHPO interpretations on what was “significant”. Although 182,800
2
Robert E. Stipe, A Richer Heritage (North Carolina: University of North Carolina Press, 2003), 10.
3
National Conference of State Historic Preservation Officers, “About NCSHPO,” Washington DC,
http://www.ncshpo.org/about/
(accessed March 12, 2004)
2
historic properties had been surveyed by 1980, nevertheless the NPS put pressure on
SHPOs to increase survey activity throughout the 1980s. The mid-80s saw a decline in
the number of buildings surveyed due to state and federal budget constraints and other
program pressures.4
other historic resources that make up the American identity, new means to record and
store this information developed. Various computer database systems were adopted to
assist in organizing survey data, and by 1996 several SHPOs reported progress with
implementing database and GIS systems.5 This migration to the digital environment
continues today, with many SHPOs having designed unique and adaptive systems to
The preservation process, as defined by Robert Stipe in A Richer Heritage, has five
steps. The first is to set standards that define what is worth preserving. This can be
resources should the survey seek?” The second step is to undertake a survey to locate
and describe potential resources. Third is to evaluate the resources, fourth is assigning an
official status to those that qualify, and fifth is following up with protective measures.6
This approach is echoed by the National Park Service, which states in National
Register Bulletin 24 that the immediate reason for conducting an historic resources
survey is “to gather information needed to plan for the wise use of a community’s
4
Stipe, A Richer Heritage, 87.
5
Stipe, A Richer Heritage, 87.
6
Stipe, A Richer Heritage, 29.
3
resources.”7 This data is used in the preparation of a preservation plan, a document that
sets procedures for gathering information and how historic resources are to be managed.
The preservation plan is seen by the NPS and SHPOs as an important part of
also serves the purpose of ensuring that information about these resources is preserved.
James Martin Fitch stresses the importance of completing these inventories as quickly as
Fitch used the term “salvage archaeology” to describe the situation of staying one step
ahead of the bulldozers, in an effort to record what may soon be forever lost. It is also
recognized that many times historic resources are allowed to be destroyed due to neglect
and ignorance of the significance of what was there. All these factors illustrate why
of the wealthier, upper-class, urban facets of society. Churches, castles and grand estates
society provided many of the historical clues upon which societies based their knowledge
of the past, but this often excludes the tangible evidence of the lives and work of the
majority of the population. This has led to the dismissal of most examples of vernacular
7
Anne Derry et al., “Guidelines for Local Surveys”, 3.
8
ibid.
9
James Marston Fitch, Historic Preservation: Curatorial Management of the Built World (Virginia:
University Press of Virginia, 1982), 307.
4
architecture in all but the most relatively recent years.10 Over the past several decades,
however, interest in more broad-based aspects of societies have grown and what is
considered “significant” has expanded as well. This has led to a more modern inclusive
The concept of historical significance is of primary interest for those charged with
surveying historic resources. Since buildings may relay information about the past, and
so in that sense they have a history, but how can a standard of significance be
established? The official criteria utilized for the National Register of Historic Places is:
These standards leave considerable room for significance to be argued, which will
undoubtedly occur for the foreseeable future. Whether or not something is significant is
10
Fitch, Historic Preservation, 24.
11
Anne Derry et al., “Guidelines for Local Surveys”, 5,6.
5
not an undeniable facet of a building’s history, but rather a characteristic that is defined in
the present.12
National Council for Preservation Education and the NPS sponsored a conference at
that conference, Suzanne Pickens addressed the concept of “silent criteria”, examples of
which she identified as societal pressures, social, economic, legal, political and aesthetics.
These characteristics have little to do with the historical value of a building, yet are often
major influences on decision making. Pickens argued that these influences are taking
precedence in many cases, and thereby are weakening the integrity of the National
Register of Historic Places.13 When decisions about the historic significance of buildings
are made based on political pressures or feelings about aesthetics, the nomination criteria
of the National Register is devalued, and the status of all other listed buildings is
lessened. This argument illustrates the concept of significance being less of an inherent
value and more of a bargaining tool for achieving goals. Aesthetics especially has this
characteristic, as Striner made clear when he stated “Preservationists tend to save historic
issue of Preservation magazine, the cover of which features 2 Columbus Circle, in New
York City. While the National Trust for Historic Preservation has listed 2 Columbus
12
Howard L Green, “The Social Construction of Historical Significance” in Preservation of What, for
Whom?, ed. Michael A. Tomlan, (New York: National Council for Preservation Education, 1997), 90.
13
Suzanne S. Pickens. “The Silent Criteria: Misuse and Abuse of the National Register” in Preservation of
What, for Whom?, ed. Michael A. Tomlan, (New York: National Council for Preservation Education,
1997), 194.
14
Richard Striner. “Determining Historic Significance: Mind over Matter?” in Preservation of What, for
Whom?, ed. Michael A. Tomlan, (New York: National Council for Preservation Education, 1997), 140.
6
Circle on its 11 Most Endangered Historic Places, the New York City Landmarks
Preservation Commission stated that the building does not “possess a special character,
designed by Edward Durell Stone for Huntington Hartford, heir to the A&P supermarket
fortune, who used the space to create the Huntington Hartford Gallery of Modern Art.
The building was ornate, with distinctive 1960s moderne features that drew many critics.
The museum left in 1969 and the building was occupied by a variety of tenants. The
an essayist, two architects, and an architectural historian. A quote from two sides of the
“Two Columbus Circle is by no means a total aberration: It has the courage of its
blandly chichi, cocktail-party convictions, even a sort of predictive postmodernist
charm. For better or worse, we have come a long way from the early 1960s, when 2
Columbus Circle, adorned with halfhearted lollipops and porthole windows, seemed
an affront to purist eyes. Still, I see no reason to protect this clunker.”17
“Some critics say that New York is short on world-class buildings by world-class
architects. Well, here is one that is full of ideas about site, image, history, and the
freedom that comes with modernity. Transforming the building into a new home of
the Museum of the Arts & Design need not be done at the expense of Stone’s design.
Can we not live in the present and work with the past?”
Such questions will remain with preservation indefinitely, changing with the winds of
fashion and social pressure. The closing comments of the Preservation: Of What, For
15
James Conaway et al, “What Should We Do With 2 Columbus Circle?,” Preservation, Nov/Dec 2004, 21.
16
ibid.
17
Phillip Lopate, “What Should We Do With 2 Columbus Circle?,” Preservation, Nov/Dec 2004, 21.
7
Whom provides guidance for how professionals must address this issue. To answer who
defines historical significance, the suggestion is that professionals “must insure that all
segments of society are involved, with open, honest discussion at all levels of
government and everyone in the private sector. It is in this discussion that we will learn
about changing perceptions and learn when and why cultural resources are deemed
Once decisions have been made about what is to be recorded, choosing the
method with which this information is recorded becomes the next factor that influences
the data. The adoption of digital technology creates many new factors to consider, such
as the ability of digital media to faithfully replicate analog counterparts and the
implications of improved public access to data. These and other issues are shaping the
way historic surveys are being recorded, however no national effort has been
This is the task that this thesis takes on; to investigate how digital technology has
been adopted into the survey process and to discuss the benefits and potential drawbacks
of each. As has been mentioned above, broadening of the concept of historic significance
has expanded the range of resources eligible for surveys, which has increased
responsibilities for state and federal preservation offices. Many offices have been using
digital tools for many years to ease this workload, while some SHPOs are only now
beginning to test the waters. It is important to note here that digitization has applications
beyond accomplishing a task more efficiently. Combined with access via the internet,
one researcher notes that “Digitization transcends the constraints of physical form and
18
Michael A. Tomlan. “Closing Comments: Tying It All Together” in Preservation of What, for Whom?,
ed. Michael A. Tomlan, (New York: National Council for Preservation Education, 1997), 208.
8
place, allowing for the co-location of dispersed materials as a uniform body of
knowledge”.19 Methods of research are being developed that were impossible before, as
is explored below in the examination of GIS. However, no national standard have yet
been set to guide SHPOs in the implementation and maintenance of these digital systems,
developed to record information about what digital tools that have been adopted, the
process (if any) that offices have implemented to incorporate paper files into digital
database systems, the features that are being recorded, and the level of security assigned
to their data. With the help of Eric Gilbertson, Deputy State Historic Preservation Officer
of the Vermont Division for Historic Preservation, this survey was distributed on the
National Council for State Historic Preservation Officers (NCSHPO) listserve, an email
most popular. In the interest of distributing as much information as possible about these
tools the chapter following the survey discussion addresses six of these tools and
considers their potential benefits. To demonstrate the utility of these techniques and
devices, their use is followed through three applications in the state of Vermont that this
researcher was involved in. Representing a variety of situations, these case studies
provide solid information of the “live” use of these products and go beyond simple
speculation of benefits.
19
Anne Kenney and Oya Rieger, Moving Theory Into Practice: Digital Imaging for Libraries and Archives
(California: Research Libraries Group, 2000), 8.
9
In the final case study, a system is created by the researcher to aid in the
incorporation of paper files into a digital database. This system utilizes relatively
inexpensive software and hardware to produce text from scanned images of typed paper
documents, all of which can be performed in-house. This system can provide an efficient
research tool for many SHPOs, and has the additional benefit of centralizing data.
All of this information and analysis culminates in the conclusion that the use of
digital technology for historic surveys is a subject that requires a national discussion and
continual education. These tools have become accepted as new standards, and as such
institutions that are responsible for cultural material have already begun this process, and
it is one of the most important steps in creating a sustainable and usable digital system.
10
Chapter 1 - The 2004 Barlow SHPO Survey
The Current Use of Digital Technology in Sites and Structures Surveys
In the fall of 2004 a web-based survey was developed to determine the variety of
survey methods that SHPOs had implemented nationwide. This survey was distributed to
state historic preservation offices in the U.S. through the National Conference of State
Historic Preservation Officers listserve. The goal of this survey was to gain a
comprehensive knowledge of the digital tools adopted by SHPOs, and what procedures
Alabama, Alaska, Arkansas, California, Colorado, Georgia, Idaho, Ohio, Illinois, Maine,
What follow are the questions that were asked, an explanation as to why the
question was asked, and the responses that were received. Overwhelmingly, digital
technology has been adopted at least in some respect. Digital cameras were in use nearly
across the board, and Geographic Information Systems were not far behind. In March of
2005, the National Register of Historic Places released their revised digital photography
policy. Digital photographs printed with appropriate techniques are now acceptable for
submission with National Register nominations, which further legitimizes the adoption of
the technology. As discussed later, many SHPO professionals consider digital cameras to
be essentially the equivalent of the 35mm film standard except for large format printing.
11
The first question asked, what techniques are currently being used in your
historic resource surveys?, concerned the current techniques that are being used by
SHPOs to conduct historic surveys. The respondents were given a list of seven common
survey tools to select from, of which they could select all that were applicable, and an
empty text field to enter any tools not listed. The purpose of this question was to
determine the current state of SHPO adoption of digital tools, and how that information is
B&W Photography
Digital Photography
Geographic Information Systems (GIS)
Paper Checklist or Fill in the Blank Forms
Personal Data Assistants (PDA)
Notebook Computers
CAD/ Measured Drawing
Any additional techniques not mentioned here?
The first tool on the list, Black and White (B&W) 35mm film photography, has
long been the standard for producing high quality archival prints. The results of this
survey show that 96% of responding organizations still rely on the black and white 35mm
photography for their archival work and National Register nominations. Recently
however, digital cameras have dramatically increased image resolution, and advances in
digital printing technology have extended the archival quality at a reduced price.
Economically, many organizations would like to move towards digital to reduce overhead
A price comparison of the two (all prices are from April, 2005) further
demonstrates the economy of digital, with the quality tradeoff lessening rapidly.
Purchase price of 35mm film cameras and digital cameras are typically comparable, so
12
for the purposes of this comparison the initial purchase price is set at $1000.00 for both.
While the cost of batteries for digital cameras may be considered a recurring expense, the
200 acceptable
prints)
(see price
breakout below)
20
Ritz Camera online, “T-Max ISO 100 product details,” Ritz Interactive Inc.,
http://www.ritzcamera.com/webapp/wcs/stores/servlet/ProductDisplay?storeId=10001&catalogId=10001&l
angId=-1&productId=919443&bct=t1003%3Bc1006%3Bp3376144
(accessed April 18, 2005)
21
Light Works online, “custom print services price list,”
http://www.lightworksvt.com/images/price_customprints.pdf
(accessed April 18, 2005)
13
The price for digital archival prints was determined as follows. The recent
Wilhelm Image Research Inc. is an institute known for their testing of various printers for
archival stability. Their findings indicate that, among other printers, the Epson R800
inkjet printer, in combination with Epson Premium Glossy Photo paper and Ultrachrome
ink can produce color images that remain stable for over 200 years in dark storage, far
Therefore, the price per image was obtained by taking the initial purchase price of
a new Epson R800 - $399.0023, adding the price of 200 sheets of Epson Premium Glossy
Photo Paper – $34.99 /50 sheets24, and the price of Ultrachrome Blue, Red, Yellow,
Magenta, Cyan, Black ink cartridges ($14.24 each - assuming two full sets needed)
$170.88.25 This totaled $709.84, which when divided by 200 yields $3.55 per image.
Determining exactly how many images can be printed with a particular ink
cartridge is a difficult factor to quantify. Given that there are six ink cartridges which are
used in varying amounts for each image, and that altering settings for how an image is to
be printed can significantly alter ink consumption, it would be difficult to concretely state
22
Wilhelm institute, “Epson R800 test results,” Wilhelm Imaging Research Inc.,
http://www.wilhelm-research.com/epson/R800.html
(accessed April 15, 2005)
23
Epson online, “Epson R800 description,” Epson America Inc,
http://www.epson.com/cgi-bin/Store/consumer/consDetail.jsp?BV_UseBVCookie=yes&oid=37472319
(accessed April 15, 2005)
24
Epson online, “Epson price list,” Epson America Inc.,
http://www.epson.com/cgi-
bin/Store/ProductMediaSpec.jsp?BV_UseBVCookie=yes&infoType=Overview&oid=-
8776&category=Paper%20&%20Media
(accessed April 15, 2005)
25
Epson online, “Epson ink price list,” Epson America Inc.,
http://www.epson.com/cgi-bin/Store/BuyInk.jsp?BV_UseBVCookie=yes&oid=37472319
(accessed April 15, 2005)
14
that two sets of ink will produce 200 images. Therefore consider in this calculation that
the cost of ink necessary to complete the job may vary. However, the significant cost
advantage of this system is evident and the cost of ink alone will not alter the findings
significantly.
A further advantage of this system is that this price includes the initial purchase
price of the printer, which can be used for many more surveys. Each time more images
are printed using this system the cost of the printer continues to be depreciated, and it
above, digital photography has grown into a tool of the serious photographer as indicated
by the 80% positive response rate to this question. Increased mega- pixel resolutions
have brought quality to a level nearly consistent with 35mm film cameras. The major
concern with digital is the archival quality of the prints. Using accelerated aging tests on
prints from ink jet printers, researchers have found that, for example, Epson ink-jet ink
can last 200 years in dark storage.26 For further discussion on digital cameras and issues
26
Rob Sheppard, “Misinformation: The (non?-permanence) of inkjet prints,” Digital Photo Pro Magazine,
May/June 2004, 130.
15
The third technique available as an option is Geographic Information Systems
(GIS). Geographic Information Systems are computer applications that allow users to
organize database information visually. Used for years by various fields, GIS software
has developed into a database tool that is useful for anyone maintaining large quantities
of data that spread over a geographic area. Natural resource management technicians, for
example, use GIS to create maps that represent large areas with “layers” of information to
represent wetlands, densely wooded areas, animal populations, etc. The spread of GIS
systems into the historic preservation field is relatively recent, but has become very
An example of how GIS software can be used by preservation offices comes from the
Vermont SHPO, the Vermont Division for Historic Preservation. The Vermont SHPO
uses their GIS database to organize historic resource data. As part of this program, their
statewide sites and structures surveys are now being recorded in the field with a handheld
computer and the mobile GIS technology of ESRI ArcPad software. Gnomon, Inc. of
Carson City, Nevada designed an interface that allows the user to enter orthographic
photos into the ArcPad program and create new survey forms with a custom interface.
Via a combination of drop-down menus and editable forms, the user can complete the
building survey in the field. This field data can then be exported into the desktop survey
management software that Gnomon developed to work in conjunction with the handheld
16
The fourth option available to respondents for this question was paper checklists or fill in
the blank forms. While digital cameras and GIS systems are being rapidly adopted, the
84% positive response to this survey question indicates that a majority of SHPO
respondents are still using pen and paper forms for recovering field survey information.
Forms vary from agency to agency; most will record information on the buildings style,
materials, owners, location, and history. While digital alternatives exist, the pen and
paper approach is the most flexible, allowing the surveyor to quickly jot down notes or
sketches in the field. These notes are then directly entered into a filing system or typed
The fifth option available to respondents provides an alternative to the pen and
paper method via the use of a digital personal data assistant (PDA). Available in a
variety of configurations, PDA’s can be customized to suit survey needs. Only 12% of
the respondents indicated their offices are conducting surveys using PDA systems. This
may be a result of the additional cost of a PDA, or simply that a different system is more
appropriate for the majority of those surveyed. Whatever the case, PDA systems are
improving as a system for transferring field data into a larger database system and
warrant further investigation. The benefits of the PDA approach are the removal of an
extra step (entering the hand written information into a database) and the creation of
Again using the example provided by the Vermont Division for Historic
Preservation, their PDA unit is loaded with ArcPad, a mobile version of the ESRI GIS
software, and a custom application developed by Gnomon to allow survey form creation.
17
Data is entered into the unit via a stylus and either handwriting recognition or manual
Some considerations:
• Staff will have to be trained in the use of the device and its applications.
• Study areas that do not have geo-referenced orthographic photos will still need
some method for determining location. Either a USGS map or Global Positioning
• Surveyors will need access to a computer to connect the handheld device for data
The sixth available option was to utilize a notebook computer. Like the personal
data assistant, a notebook computer can be a powerful tool to have in the field. With
more power, storage and capabilities than a PDA, it seems a likely choice when switching
to a digital method for field note retrieval. The 32% positive response from SHPOs to
the question bear out this opinion, but considering the fact that some respondents choose
both paper surveys and notebook computers, it is likely that the notebook is not always
One of the most convenient notebook computers for this activity is the Tablet PC.
With a screen that folds completely back like a regular paper notebook and can save
18
• The weight of the Tablet PC and its size may prove difficult for some people to
deal with in the field. Combined with the prospect of destruction and loss of data
• Glare on the screen has been reported to be a nuisance (this has been found to be
• Initial expense is significantly greater than that of a PDA. While one gets more
power and storage, it may not be necessary if the Tablet PC is used solely for
survey work.
The seventh option, CAD and/or measured drawings is usually reserved for
buildings of particular importance or those that face eminent demolition, CAD or hand
drawn measured drawings faithfully reproduce a buildings elevations and features with as
much detail as possible to preserve the cultural information that a structure contains. A
drawings require a great deal of work hours, training, and skill. Respondents indicated
that only 12% use this advanced technique when surveying buildings.
19
The eighth and final option was to provide information about techniques that the
respondent had developed but were not available as one of the options. Many
respondents used this space to address their use of database programs that were
implemented to manage survey data. Many database programs, such as Microsoft Access
and FileMaker Pro, can run on standard desktop computers or small servers. There are
the relational database management system and flat-file system. The relational system is
more complex and powerful than a flat-file, but not as easy to set up. Each has its
be considered throughout the database selection and design process. The advantage of
using a desktop system for designing a database is economy, as most of the necessary
hardware and software is affordable and relatively easy for staff members to learn. The
disadvantage however, is that these systems may lack the power of larger systems and all
What follows are the systems that SHPO respondents to the 2004 survey found to
“The Virginia Department of Historic Resources has developed, in partnership with the
VDOT, an online application named DSS (short for Historic Resources Data Sharing
System) for collecting survey data. Every site, both architectural and archaeological, that
is surveyed must be entered by the surveyor into our database via the internet. The
application is password protected. Those that wish to pay a fee can access the site reports
and locate sites geographically using an ArcIMS that is integrated.”28
27
Peter B. Hirtle, “Image Management Systems and Web Delivery,” in Moving Theory Into Practice. Ed.
Kenney A. and Rieger O., (California: Research Libraries Group, 2000), 126.
28
Trent Park, Virginia Department of Historic Resources, Richmond Virginia.
20
“Data entry in web-based Oracle database.”29
“Access based database for Statewide Historic Property Inventory records which is then
linked to GIS.”31
“We are in the process of developing a web-based GIS interface and Oracle database --
expected to be operational in the summer of 2004.”32
“Digitization of architectural database is in process and has not yet been completed.”33
“We are scanning site forms and liking them to our on-line database (Compass) and then
we microfilm the digital files for long-term archival storage. This is a very slow
process!”35
“I got this from the person who built our database, Chris Tidwell.
The date input device is a customized software called Survey DM that runs on the local
users machine (no need for an internet connection to input surveys). Survey DM is built
to allow users to edit the surveys within the application as often as they like. It prohibits
deleting of the surveys by any means other than through the application This eliminates
deleting the files by accident).The surveys are stored on the local users machine until an
internet connection is made and the users chooses to up load the surveys within the
application.
Upon connection to the database, the server actually pulls the surveys off the users
machine. This eliminates any unwanted files being sent to the central database (i.e.
viruses, hacker code,large format images, etc).
The actual data base for the State of Alabama is built in MYSQL (a free and very
powerful database). The software will work with MYSQL, SQL 2000, MS access, and
just about any other database program which we would convert for them if they are
interested.”36
29
Jim Draeger, Wisconsin SHPO.
30
Ted Grevstad-Nordbrock, Michigan SHPO.
31
Megan Duvall, Washington State Office of Archaeology and Historic Preservation.
32
Dave McMahan, SHPO/Alaska.
33
Alice M. Baldrica, Nevada SHPO.
34
Todd Tucky, Ohio Historical Society Ohio Historic Preservation Office.
35
Meg Van Ness, Colorado Office of Archaeology and Historic Preservation.
36
Lee Anne Hewett, Alabama SHPO (Alabama Historical Commission).
21
“We are going to begin scanning National Register nominations soon. We are using our
Minolta copier which has scanning capabilities. Still in discussion about OCR or not.”37
“WHS has been in a database system for the last 15 years. I am unsure of the original
program that was used to convert the data. Our next step is to scan images, surveys, and
other documents and link the images to the current web-based program (WisAHRD).”38
37
Tami Koontz, Charleston, WV.
38
Suzanne Fitzgerald, Wisconsin Historical Society/Madison.
22
To gain a better understanding of how paper survey information is being utilized,
the second question in this survey, what methods have been employed to convert paper
records into a digital format?, addresses the issue of paper records that are currently on
file. These documents may represent decades of information and are becoming historical
in their own right. While having two database systems (digital and analog) is the easiest
and cheapest approach, for maximum efficiency it would be best to incorporate the paper
records into a digital system. Some of the benefits of such a conversion are ease of
information access and increased research ability. Digital files can be hosted on a server,
making them available for research to anyone around the world with an internet
connection. While this was always an option with scanned images of paper documents,
While not a valid option in the past, OCR programs are now able to convert typed
documents into searchable digital documents. Many even retain the original image of the
document in conjunction with the processed text. For a more in-depth discussion of this
process and a comparison of two consumer level OCR programs please see chapter two.
The respondents were given a variety of options, of which they could choose as
many as were applicable, with a blank text field for additional comments. The options
provided were:
23
e) No method has been selected yet, but it is on the schedule for the future
f) Any methods not mentioned here?
The first available option is manual entry into a word processor or database
program, which 88% of survey respondents indicated as being their method for
transferring paper survey records into word processors or digital database programs.
While relatively reliable, this is also a time intensive process and thus potentially costly.
Either a current staff member takes on the job or a data entry specialist could be brought
in. Depending on the quantity of paper data and the speed of entry, this could be a long
tedious process. The benefit would be that the data can be entered in any format, so the
old data can be entered in exactly the same method as new data, becoming easily
incorporated into the system. This makes database queries more likely to return correct
A second portion of this question asks what program the respondent is entering
the survey form information into. The response to this question again illustrates the
recorded here with a brief description. These database programs can perform alone or
networked between multiple users by hosting the application on a server. This is vital
when users will be importing and accessing survey data from a non-central location.
The Microsoft Corporation has created two of the most popular database software
packages, Access and Microsoft SQL. Microsoft Access is primarily a data management
tool with tools to enter, edit, index and retrieve data via custom forms and reports.39
39
online dictionary, “hyperdictionary”, Webnox Corp.
http://www.hyperdictionary.com/dictionary/Microsoft+Access
(accessed February 1, 2005)
24
While useful, and perhaps more appealing to people familiar with Microsoft software, the
flaw of Access is in its ability to deal well with massive amounts of information. For
users who anticipate a database that will exceed two gigabytes, a more robust system is
needed. Microsoft SQL 2000, another database system selected for use by responding
interrogate and process data in a relational database, and was originally designed by IBM
The SQL language is the industry standard for relational database management
systems, and is the basis for most of the following systems. While database programs
will typically add proprietary alterations to the SQL language, the base commands should
Two other options that utilize the SQL standard are Visual FoxPro and Oracle.
information across the SQL standard from other database applications such as Microsoft
SQL server and Oracle. 42 Oracle is one of the most popular relational database systems
40
answers.com, “SQL Definition,” GuruNet Corp.,
http://www.answers.com/sql&r=67
(accessed February 1, 2005)
41
Hyperdictionary, “SQL Definition,” Webnox Corp.,
http://www.hyperdictionary.com/search.aspx?define=sql
(accessed April 6, 2005)
42
Online dictionary, “Information of Database Systems”, Massachusetts
http://searchdatabase.techtarget.com/sDefinition/0,,sid13_gci213705,00.html
(accessed February 1, 2005)
43
Mike Chapple, “Oracle Definition”, New York
http://databases.about.com/cs/oracle/g/Oracle.htm
(accessed February 1, 2005)
25
When a database becomes too large to be handled efficiently by small-scale
software, many users make the switch to an SQL server. To reduce retraining costs and
time, it is possible to access the SQL server through the interface of the original database,
which is the solution two respondents chose. The response given in the survey was to
utilize the Microsoft SQL server using an Access interface for one respondent, and the
Another popular database standard is dBASE, which is the basis for Visual
dBASE, another database selected by a SHPO. With origins in a system named Vulcan,
in 1981 it was bought out and renamed dBASE II. The format has become a standard and
is supported by nearly all database systems. Even systems not based on dBASE are
Other database solutions that respondents have chosen likely operate on one of these two
standards. The software packages indicated were Altos, Survey DM, a UNIX based
44
Webopedia, “Small Business Computing Terms”, Connecticut,
http://www.webopedia.com/TERM/D/dBASE.html
(accessed February 1, 2005)
26
Moving beyond the concept of manual entry, the second available option to covert
paper records into digital files is Optical Character Recognition (OCR) software. OCR
is the process of taking the image that is produced from scanning a paper document,
analyzing the image and trying to interpret what it sees as text or an image. Many OCR
programs have a variety of options for output type, such as Microsoft Word, Excel or
Adobe PDF. The best results have been obtained with PDF output when retaining the
context of the document is most important, as it imbeds the text with the original image.
Only 12% of respondents are using OCR software to convert their paper records
to digital files. If a paper document is handwritten, or of poor print quality, OCR will
not likely produce usable results without a significant amount of fine tuning. However,
many of the problems that OCR is known for have been addressed in recent years. Three
OCR programs were tested for this thesis to measure the variability of quality. The
that were adequate for research purposes. Test results for each program tested are
A problem with the OCR system is integrating it into an existing database system.
Many of the respondents choose database systems that operate based on entering
information into fields. This is an ideal method for organizing data as it standardizes data
and allows users to research with specialized queries. However, OCR output may
27
generate errors and does not easily lend itself to automated data entry. Well it may be
possible to parse the recognized text from a survey file, the variety of layouts and errors
in recognition make this approach less than ideal. OCR still has its uses, as will be
To determine what solutions had been designed by SHPOs, the OCR option had
two sub-sections, the first asking what OCR program was used, and the second asking
what scanner brand and model. The wide range of quality in OCR software and scanners
makes choosing a particular product difficult. These questions were asked to determine if
SHPOs had come to any conclusions about a standard of quality they demanded for their
digitization needs. The fact that only three respondents are using OCR to convert text
indicates that many are unaware of the process or that the current technology does not
Of the three respondents who are using OCR for their data conversion, one
contracted out the work to a professional firm. The other configurations were the Ascent
Capture 5.5 program in conjunction with the Fujitsu 4750c scanner and Text Bridge with
Most scanners offered today will provide the necessary quality needed to perform
quality OCR. Some considerations for selecting a scanner would be the ability to auto-
feed multiple pages, the ability to scan large format documents, and the amount of human
A more difficult task is choosing an OCR software package that will adequately
balance economy and quality. Considerations for selection are addressed in the flow
28
charts available in the Vermont Division for Historic Preservation case study in chapter
three.
The third option available for converting paper documents was to scan the files
and save them as images. This is a simple method to make paper documents available to
a wide audience and easily transferable. The process is to scan the paper surveys and
catalogue the images on compact discs, hard drives, or in PDF format on the internet.
40% of respondents indicated that they have been scanning documents as their method
for conversion. While more convenient, these images still lack the research abilities of a
standard database. Looking for a particular feature still requires the user to read through
manual entry and document scanning. By including significant details from the survey
in the image metadata it would be possible for the researcher to at least narrow down
traditional archive. Once the pages are scanned they cannot simply be thrown out to free
up space.
45
Abby Smith. “Real-Life Choices” in Moving Theory Into Practice. Ed. Kenney A. and Rieger O.,
(California: Research Libraries Group, 2000), 2.
29
The fourth option available to respondents for converting paper documents was
not to address the issue at all and leave the documents in their current state. As this
option was never selected, it is assumed that all of the respondents are pursuing some
The fifth option available was to indicate that a method has not been selected yet,
but is on the schedule for the future. In conjunction with the findings of the previous
paragraph, only one of the SHPO respondents does not currently have a system in place,
Finally, the respondents had the chance to provide information on any of their
methods that were not available as an option. The quotes that follow are the approaches
“Electronic inventory form application for the collection of inventory data. Data is
entered and the forms are generated using Crystal Reports”46
(Crystal Reports is a Windows based report writer that can access data from most
databases and integrate data from a variety of sources47)
46
Todd Tucky, Ohio Historical Society.
47
Online dictionary “Crystal Reports,”
http://searchvb.techtarget.com/sDefinition/0,,sid8_gci214605,00.html
(accessed April 6, 2005)
48
Meg Van Ness, Colorado Office of Archaeology and Historic Preservation.
49
Paul R Picha, State Historical Society of North Dakota.
30
The third question in the survey, what architectural site features are recorded? ,
sought to determine what was being recorded in these historic resource surveys. Since
the data being recorded influences the methodology of recording, it is important to see
what characteristics other SHPOs consider significant. The following is a list of features
that are commonly used to describe historic structures. The respondents were asked to
select the characteristics that are currently being recorded in their surveys.
Landscape
Materials
Foundation
Stylistic Details
Physical Condition
Wall Structure
Wall Covering
Roof Style
Number of Stories
Entrance Location
Number of Bays
Approximate Dimensions
Appendages (ex. porches, towers, cupolas)
Statement of Significance
Historic Themes
Auxiliary Buildings
Narrative
The survey indicated that all of these features are being recorded by at least a few
offices, and several provided additional features. There are two tables in the appendix,
one that breaks each selection and its response down individually and another that lists
the additional features that are being recorded but were not available as a selection.
The features listed are all examples of what can be recorded in an historic
structure survey. The level of detail is determined by the purpose of the survey and the
capabilities of the agency. Most historic site surveys focus on the exterior qualities of
structures, but what details are considered significant may vary from person to person.
31
Although the NPS and SHPOs may provide guidance to surveyors on which features
should be assessed for significance, the most typical features recorded (as ascertained
from survey responses) are auxiliary buildings (88%), building materials (80%), and
stylistic details, roof style, and narrative (all 76%). The statement of significance, usually
several paragraphs detailing why the building is historically significant, was being
32
The final question in the 2004 SHPO survey, to what degree are your surveys
available to the public?, addresses the security of historic resource data. What follows
are a list of the security options that were available to survey respondents. The purpose of
this question is to determine if utilizing digital tools has had an impact on the
accessibility of data.
As public agencies, most SHPOs have a legal obligation to provide public access to the
survey information that they collect. In Vermont, this obligation is outlined in the
statutes under Chapter 5, Title 1, Section 316, which states, “Any person may inspect or
copy any public record or document of a public agency…..”50 A public record is defined
as “all papers, documents, machine readable materials or any other written or recorded
matters, regardless of their physical form or characteristics, that are produced or acquired
This requirement is yet another facet that must be given careful consideration
before implementing a digital system. In most cases, simply maintaining the existing file
cabinet data system (assuming that new surveys are being printed out and included) will
provide a place for the public to access records. However, if the desire is to allow access
to as many people as possible, online database systems are the standard. Creating a
50
Vermont Statutes, Annotated, General Provisions, Ch. 5, T.1, §316
Matthew Bender & Company, Inc. 2003.
51
Vermont Statutes, Annotated, General Provisions, Ch. 5, T.1, §317
Matthew Bender & Company, Inc. 2003.
33
database system that allows users to access and search for data online will greatly
increase public awareness of the agencies goals and accomplishments, and provide a new
The chart below lists the survey responses. The two questions being addressed
are how the sites and structures survey information is handled, and if archaeological data
The data indicates that 44% of respondents have made their data available on the internet,
but only 16% are allowing everyone to access the data. By setting up a registration
system for their online resources organizations have the opportunity to review applicants.
Registration also creates a database of users that the organization can study to determine
34
Paper documents are not guarded as closely, with 68% of respondents indicating
that they allow anyone who requests access to use their archive, while 20% require that
While only 72% of all respondents indicated that their archaeological data is held
under more security than the rest of their survey data, the fact is that not all organizations
would be dealing with archaeological data. This skews the results, so it is not possible to
make generalizations based on this figure. However, it does demonstrate that this is the
accepted practice by at least a majority of SHPOs. Due to its sensitive and fragile nature,
archaeological data is often held to a different legal standard than other data. In
Vermont, “information which would reveal the location of archaeological sites and
These restrictions are for the protection of the site, but seem to restrict the public
from its own historical information. This is addressed in additional stipulations that
ensure the data is widely available. While information about the sites is restricted, the
artifacts removed are the property of the state, which has the obligation to utilize them
52
Vermont Statutes, Annotated, General Provisions, Ch. 5, T.1, §317
Matthew Bender & Company, Inc. 2003.
53
Vermont Statutes, Annotated. General Provisions, Ch. 14, T.22, §762
Matthew Bender & Company, Inc. 2003.
35
Chapter 2 - Examination of popular digital tools
Digital Storage
considered a preservation process beyond that of protecting the original from unnecessary
wear and tear by improving access to a digital surrogate. This is primarily due to the
issue of vulnerabilities in digital storage. Changes in hardware and software can render
data unreadable in as little as five years. However, this does not have to mean that all
digital data being produced today is doomed to oblivion. There are approaches to this
Rather than approach this issue from a software/hardware setup, it is better to consider
storage as an ever-changing plan with a core of best practices. No matter how the data is
stored, what matters is that it is done in a manner that is efficient and provides good
documentation.
Many libraries have begun digitization projects for their collections. A key theme
is including planning for the preservation of the digital materials in every step of the
“..the preservation and archiving process is made more efficient when attention is
paid to issues of consistency, format, standardization and metadata description in
the very beginning of the information life cycle. The Oak Ridge National
Laboratory (Tennessee, USA) recently announced guidelines for the creation of
digital documents. Limits are placed on both the software that can be used and on
the format and layout of the documents in order to make short and long-term
information management easier.”54
54
Gail Hodge, “Best Practices for Digital Archiving,” D-Lib Magazine, 6, no. 1(2000): via
http://www.dlib.org/dlib/january00/01hodge.html
(accessed March 7, 2005)
36
What is important to note is that planning for data preservation is an always on-
going process. The data manager must stay current with new developments and
standards and plan effectively to maintain the system. A common standard is for the data
to migrate to the latest storage device every 4-5 years, necessitating an on-going effort on
data about data. Essentially notes to accompany your digital files, metadata records vital
information such as how to access or use the file, what the file contains and how it was
created. Good metadata is key to any digitization project as it will tell future data
managers how to organize and access the information. Stored in a database, the metadata
should describe the digital project with catalogue information and a complete history of
the process.
Metadata for administration and preservation records data associated with the
functions of digital resources and ensures long term accessibility. This metadata,
however, must in itself be preserved for long term access, which presents a functional
problem. Some steps towards a solution include identifying data elements considered
55
Gail Hodge, “Best Practices for Digital Archiving,” D-Lib Magazine, 6, no. 1(2000): via
http://www.dlib.org/dlib/january00/01hodge.html
(accessed March 7, 2005)
37
• Image identification and integrity (e.g., universal identifiers,
integrity checksums, important linkages to other metadata)”56
The metadata collection is but one aspect of maintained digital records for
preservation. Some approaches to long term storage are explained in Hughes book,
“Digitizing Collections, Strategic issues for the information manager”. Here are three
The example given was the migration of datasets from Dbase to SQL.
This will ensure that the data progresses towards standard and
contemporary formats
• Emulation: Creation of new tools that replicate the files original operating
Unlike their paper counterparts, there is nothing static about digital storage. Data
will be continuously moved, converted into new formats and reassessed for quality.
Digital records can be maintained through careful and ongoing planning, and continuous
investment. At the beginning of any digitization project, planning for its preservation is
the best investment to ensure its success. For the latest information on this topic please
http://www.digitalpreservation.gov/index.php
56
Carl Lagoze and Sandra Payette. “Metadata: Principles, Practices, and Challenges” in Moving theory into
Practice. Ed. Kenney A. and Rieger O., (California: Research Libraries Group, 2000), 96.
57
Lorna M. Hughes, Digitizing Collections, strategic issues for the information manager (London: Facet
Publishing, 2004), 205.
38
Digital Camera
The National Register for Historic Places has officially created a digital
photography policy that sets rules for accepting digital prints with nominations. Since the
inception of the register the standard has been 35mm black and white prints at least 3.5x5
inches or preferably 8x10 inches printed on double or medium weight paper with a
new policy is an acceptance of digital images printed with tested inks and papers. This
indicates that the digital format is now, in this application, the equivalent of film.
Two issues are of primary importance when considering the digital camera as a
replacement for 35mm black and white; quality of the image produced and stability of the
printed document. The principle difference between a traditional 35mm and a digital
camera is that instead of exposing film, most digital cameras capture information on a
photosites; the CCD converts photons (light) into electrons (electrical charge). As these
diodes are sensitive to light, the brighter the light that hits a single photosite, the greater
the electrical charge that will accumulate at that site.59 This has an impact on the quality
of the image as the size of the CCD dictates the number of pixels that it contains.
58
Linda F. McClelland, “Guidelines for completing national register of historic places forms: National
Register Bulletin”, U.S. Department of the Interior, National Park Service, 1977.
59
Gerald Gurevich and Karim Nice, “How Digital Cameras Work,”
http://electronics.howstuffworks.com/digital-camera2.htm
(accessed March 9, 2005)
39
There are many, many opinions about digital cameras and the necessary
resolution to create a quality image. Megapixel rating is the primary selling point for
digital cameras, and more is always better. The megapixel rating is determined by
measuring the number of pixels that can be recorded along the horizontal and vertical
axis. A megapixel is one million pixels, so to produce an image of 1600x1200 pixels the
According to Norman Koren, a photographer who has conducted his own research
which is published on his website, several digital cameras can now claim to have higher
resolutions then their 35mm counterparts. This claim is made by scanning an image
taken with a Fuji Provia 100F at 4000 dpi and sharpening the image. With this as the
basis for comparison, a Canon EOS-1Ds with a 35.8x23.8mm sensor size, (43.0 mm
diagonal) and rated at 11.4 megapixels has a slightly higher resolution than traditional
film. Further information on test methodologies and results for other cameras can be
found at http://www.normankoren.com/Tutorials/MTF7.html. 61
In order to comply with the National Register requirements for submission, the
expresses the necessary resolutions to achieve a desired size. This information indicates
that to achieve an 8”x10” image with a print quality of 300 dpi, the image needs to have
dimensions of 2,400 x 3,000 pixels. This means to achieve the quality desired by the
60
Frank H. Phillips, “Understanding Resolution,” Alabama,
http://www.digicaminfo.com/resolution.htm
(accessed March 9, 2005)
61
Norman Koren, “Understanding Image Sharpness,” Colorado,
http://www.normankoren.com/Tutorials/MTF7.html
(accessed April 7, 2005)
40
National Register for Historic Places, the camera needs to able to record 7,200,000
For historic survey work it is not necessary that the quality be as high as what is
required for nominations. If the goal is to quickly and economically create an image
be noted that one of the benefits of digital cameras is that the initial investment is the
primary expense. If no prints are to be made, and assuming the use of rechargeable
batteries, the price of the camera and accessories can be depreciated with every structure
Stability of the printed document was the primary obstacle for the adoption of
digital images. Without an archival method for printing digital images, and due to the
inherent instability of digital storage media, is has been hard to put faith in the media.
Recent studies have been exploring the use of inkjet printers to produce archival images,
Test results such as these indicate that digital prints and photographs are fast
should soon have documented justification for switching solely to the digital format for
all documentation.
62
Frank H. Phillips, “Understanding Resolution,” Alabama,
http://www.digicaminfo.com/resolution.htm
(accessed March 9, 2005)
63
Wilhelm Imaging Research, Inc. is a recognized contributor in this field, with test results for many
printers on their website at http://www.wilhelm-research.com/. The appendix of this document contains
their analysis of the Epson R1800 from February 15, 2005. Their analysis describes the methods used to
estimate lifespan for various combinations of paper and storage. Printing with Epson UltraChrome Hi-
Gloss inks on Epson heavyweight Matte paper, their research indicates that the image will be stable for 185
years in album or dark storage with a temperature at 70 degrees and 50% relative humidity.
41
PocketPC and Notebook
Finding a suitable replacement for pen and paper can be more difficult than it
seems. The simplicity of this analog system of recordation is its primary attraction, with
few digital devices that can compete in the field. Surveyors are switching to digital
devices though, and it is primarily due to what happens after the fieldwork is completed.
Handwritten notes are difficult to read, so field notes are typed before entry into a
database. This duplication of effort is removed by utilizing a digital tool that allows the
Two popular choices for mobile data entry are the Hewlett-Packard Pocket PC
and notebook computers. Both go by a variety of names, Pocket PC’s are also referred to
as a PDA (personal data assistant) and a “notebook” can be called a “laptop”. They both
serve the same purpose of combining software and hardware to provide a user with the
ability to accomplish a variety of tasks. What follows are basic definitions for each and
some of the benefits and drawbacks of using these devices for survey work.
Pocket PC (PDA)
A handheld device that has multiple software capabilities; most commonly being
used for scheduling, note taking, and email. Interface is with a touch screen and stylus,
There are two major mobile operating systems on the market right now, one
compatible with Microsoft Windows, and the other created for Palm, which is more
Macintosh compatible. This discussion will focus on those with Microsoft Windows
many configuration options for data collection in the field. Please see the Vermont
Division for Historic Preservation case study for a system developed around this
technology.
PocketPC’s are easy to hold, lightweight, and relatively inexpensive (as of March
10, 2005, roughly $500 for an Asus Mypal 730 with 640x480 color screen and 64MB)64.
A potential drawback is that the hardware is not as powerful as what one would find in a
notebook and memory is limited. Overall, a handheld computer is a fine choice though,
and these are used by many professions who take notes in the field.
Notebook Computer
Notebook computers are fully featured computers that are often the equivalent of
standard desktop computers. Common features are word processing, wireless internet
access and large data storage capacity. Interface is through a built in keyboard, or if built
with the surveyor in the field. Additionally, if the notebook is used as a primary
Disadvantages include size, price, and method for entering data. Often between 5 to 7
pounds, notebooks can become cumbersome when trying to switch between additional
devices in the field. When considering how to input data, this juggling act becomes even
64
Laura Blackwell, “Top Ten PDA’s”, PCWorld.com, California,
http://www.pcworld.com/reviews/article/0,aid,118251,00.asp
(accessed March 9, 2005)
43
more complicated. A potential solution to this problem is the tablet notebook
configuration, which allows the user to write on the screen with a stylus. Designed as the
replacement for a sketch pad, these devices show promise but early reviews of the hand
writing recognition have not been positive. Finally, the cost of a notebook that is
designed to be used outdoors is more expensive than less durable models (as of March
65
Tom Krazit, “HP’s New Notebooks Take A Beating”, PCWorld.com, California,
http://www.pcworld.com/news/article/0,aid,115267,00.asp
(accessed March 9, 2005)
44
Optical Character Recognition (OCR)
converts what it sees into text, and outputs a document. Many companies offer OCR
software with wide variations in quality and features. OCR is included in this discussion
of digital tools because of its potential for converting paper survey forms into digital
files. Please see the South Hero and Vermont Division for Historic Preservation case
format. Accuracy of hand-typing is still the industry standard, the highest and most
expensive being 99.995%, or one error in 20,000 characters. The alternatives to this
approach are “uncorrected OCR, OCR corrected through a single pass of software-
mediated proofreading, and fully corrected OCR”66. While advances in OCR have made
its use more feasible, there are many variables to consider before implementing a
digitization program. Accuracy of text conversion is not perfect. For extremely accurate
text documents, someone will need to edit the converted document to find errors. If
accuracy is a quality that can be compromised for economy, the technique discussed in
the Vermont Division case study will be an appropriate approach. Quality of the original
document will be a primary factor in the ability of the OCR program to interpret the text.
Handwritten documents are still beyond the ability of these programs, and poorly printed
66
John Price-Wilken. “Access to Digital Image Collections: System Building and Image Processing” in
Moving theory into Practice. Ed. Kenney A. and Rieger O., (California: Research Libraries Group, 2000),
112.
45
Outsourcing of OCR work is common for many institutions that have neither the
time nor resources to conduct the work themselves. Satisfaction levels with these
Committee survey of ARL member libraries in June 2000. The survey was designed to
preservation services, 87 libraries responded with a mean level of 1.6 out of a scale of 1
(very satisfied) to 4 (very dissatisfied). This indicates that OCR work being returned is
slightly better than satisfactory for the needs of research institutions.67 As OCR programs
grow in sophistication, this figure will likely rise, or the process will move in-house.
The process of OCR begins with the paper document, which should be scanned at
high resolution to ensure high accuracy. 600 dpi rather than 300 dpi always produces
better results.68 Adjusting brightness, resolution, and contrast can significantly improve
text recognition, so if the initial results are poor they may be improved by altering the
settings. This produces an image of the paper document, which is saved on the computer.
The OCR program is then opened and the file that was scanned is imported and ready for
analysis. After analysis, the OCR program will allow errors in recognition to be fixed,
which will improve the accuracy of the finished product. Once complete, the OCR
program will typically allow one to select the format for the converted document.
Standard options are ASCII text, Microsoft Word, Microsoft Excel, and Adobe PDF.
67
Janice Mohlhenrich. Preservation and Digitization in ARL Libraries (Washington, DC: Association of
Research Libraries, 2001), 26.
68
Price-Wilken, Moving Theory into Practice, 114.
46
Another option within this process is utilized in the Vermont Division for Historic
Preservation case study. For documents that have been scanned previously, or when a
perfect scan is not possible, it is possible to create a hybrid product. This document will
be a combination of the converted text and the original image. This is usually
accomplished with the Adobe PDF format. The advantages are a faithful replication of
the original layout, and a reduction in the need for an extremely high OCR accuracy. A
disadvantage is an increase in file size, due to the inclusion of the original image.69
OCR will undoubtedly become widely accepted into the digital toolbox as future
decline.
69
Kenn Dahl, “OCR Trends and Implications” in Moving theory into Practice. Ed. Kenney A. and Rieger
O., (California: Research Libraries Group, 2000), 111.
47
Global Positioning System (GPS)
satellites and complex calculations. GPS systems are now integrated into various
devices, such as cell phones, PDAs, and vehicle systems. An important feature found
with most GPS units is the ability to record waypoints, which are locations that the user
defines and stores on the unit. Recording waypoints at distinct points on a landscape
with GIS analysis. Accurate handheld GPS units can be found for a few hundred dollars,
which make them an affordable addition to the toolkit. Useful for situations in rural
which are orbiting 12,427 miles above the earth, ground monitor stations, satellite upload
facilities, and civilian/military receivers. Using extremely precise timing, the satellites
transmit two frequencies of microwave signals which are picked up by the GPS receivers.
These receivers determine how long is took the signal to travel from the satellite, which is
then used to calculate distance. This procedure is known as trilateration. Doing this with
four or more satellites simultaneously allows the device to calculate latitude, longitude
and height. The unit will also synchronize its clock with the central GPS system, which
70
Richard B Langley, “In Simple Terms, How Does GIS Work?”, University of New Brunswick, Canada,
http://gge.unb.ca/Resources/HowDoesGPSWork.html
(accessed March 10, 2005)
48
Improving on this method of positioning, the Federal Aviation Administration
(FAA) and Department of Transportation (DOT) are developing the Wide Area
consists of 25 ground reference stations and two master stations on each coast. These
stations work in conjunction with the GPS data and correct for satellite orbit, clock drift,
and signal delays caused by the atmosphere and ionosphere. This corrected signal is then
broadcast to one of two geostationary satellites, and is available to anyone with a WAAS
enabled GPS receiver. With the corrected signal, accuracy improves to three meters (9.8
feet) 95% of the time. This system is only available in North America for the time being,
71
Garmin, “What is WAAS?,” Garmin.com, Kansas,
http://www.garmin.com/aboutGPS/waas.html
(accessed March 10, 2005)
49
Geographic Information System (GIS)
GIS), historic preservation policy, and planning lies in the need for a good information
gathering system at the heart of an organization. What GIS provides better than a
determine what it is about the structure or area that is significant and how it relates to our
past.
Another more intensive use of GIS is within the context of historic research.
According to a NPS website on mapping history using GIS, “Modern maps when used
with historic maps help historians decide where to survey for historic or archaeological
resources or create historic easements.”72 The collection of data into a visual database
allows researchers to explore hypotheses and perform statistical analysis of variables that
they consider to be significant. The value of the spatial database is that the variables can
be created as layers which are laid over a geographical representation of the study area.
These layers can be viewed all at once or selectively, allowing the researcher to visualize
GIS and the study of history are examined in a collection of case studies titled
Past Time, Past Place: GIS for History. An excellent illustration of the role GIS and
digital technology can have in preservation work is seen in the Lowe paper, “Telling
Civil War Battlefield Stories with GIS”. This paper describes the work of the Cultural
72
John J. Knoerl, “Mapping History Using GIS”, National Park Service,
http://www.cr.nps.gov/hps/gis/knoerl.htm
(accessed March 15, 2005)
50
Resources GIS facility, which is an office within the Park Service. They have been
locating and mapping historic resources within parks for more than eight years, and have
identifying natural resources, Lowe prefers the use of hand-held GPS units for locating
old stone fences, crumbling chimneys, or old foxholes. Before GPS, the only option for
surveying this type of resources was expensive line-of-sight techniques. The restrictive
nature of this process meant that many resources were not surveyed at all. The ease of
the GPS system means that these resources will not be lost and provide insights for
One of the first projects of the Cultural Resources GIS was at the Fredericksburg-
important aspect of all battles fought at this site, but none had been surveyed. Lowe
compared historic maps with modern maps and selected sites that corresponded.
Capturing location information of this sites in the field, the historic maps were scanned
and georeferenced, which allows for additional data to be layered over the image.
Utilizing three teams of two surveyors, a GPS inventory of thirty-five miles of trenches
was recorded in only twenty-five days. By incorporating this data into a GIS the park
creates a knowledge base that continually builds upon itself as new research is completed
and entered.75
73
David W. Lowe. “Telling Civil War Battlefield Stories with GIS” in Past Time, Past Place: GIS For
History, ed. Anne K. Knowles, (California, ESRI Press, 2002), 52.
74
ibid.
75
ibid.
51
Building on this experience, GIS and GPS also were used to great success at the
Petersburg National Battlefield in Virginia. The National Park Service protects only a
portion of the battleground and was requesting help from the local community to help
preserve resources outside of its boundaries. Lowe again used handheld GPS devices to
record historic locations in the field, which were used to georeference the historic map of
the area. Of particular interest to preservationists, the historic map included footprints of
4,882 houses, barns and other structures. Through experience with the historic map, the
error was estimated to be around forty or fifty yards, which was close enough to put a
surveyor next to a site. Using the GPS receiver, the coordinates from the historic map
were entered and the surveyors used the device to find the resources in the field. As a
result of this approach, two standing antebellum houses were found, a foundation pit
from another was identified, and three modern houses were determined to be on the site
These examples show the applicability of GIS and GPS within the historic
preservation survey toolbox. With historic data continuously being added to these
databases, the knowledge base will expand which can only result in more informed and
While there are apparent advantages to GIS, there are still many issues that need
to be addressed. Necessity should be the first question addressed when considering the
use of GIS in historic research. The goals of a project must be examined to see if they
can not be met more easily with the standard approach. If the key issues of the research
76
Lowe, Past Time, Past Place: GIS For History, 57.
52
are geographic in nature, then GIS may be the best route. For instance, if one were
single district within a city, however, would be too small of an area to require its use. As
the geographic scale of a project increases, the use of a GIS becomes more appropriate.
Time and money are two of the key issues that arise when considering the use of a
GIS methodology. The feature extraction and data modeling (that is, defining on a map
specific areas and representing the data graphically on those areas) can significantly add
to the cost of a project. It is a labor intensive process to enter in the huge quantity of data
that can be gathered from a region, especially if detailed records such as agricultural
records, census records and directories are included. This economical barrier could
small local projects can still produce valuable information, the larger context may have to
be abbreviated.
A distinct advantage to the GIS approach is that once the data collection and
capable of expressing the spatial relationships of past events. This can be used not only
to answer the current research questions, but to answer the questions of future researchers
as well.
The current GIS software, while vastly easier to use than its predecessors, still
requires a certain level of experience to use. This can be a barrier when no one within the
organization has experience or the time to learn. Often an outside firm is called upon to
develop a GIS based upon specific perimeters. While this is a good idea when
53
developing a professional system, the additional cost has to be calculated into the overall
project budget.
After the data has been collected, its application becomes a critical issue. While
the visual analysis that GIS provides is essential, it can also creates illusions. While a
group of variables may visually appear to be correlated, only through spatial and
statistical analysis can these relationships be given credence. The training necessary to
perform these functions is not currently part of the standard curriculum for most historic
preservation programs, which means that data collected will have to be further interpreted
by a specialist (further increasing the cost) or that someone within the project will have to
Historic maps, although immensely useful in GIS, also present an issue. When a
map is brought into a GIS, it can be used in many different ways. In order to layer other
geographic features over the historic map, the map has to be geo-referenced, meaning it is
made to conform to what is considered to be the “correct” view of the world as defined
by a modern map. Several points on the historic map are corresponded with an accepted
map and are warped to the point where they can be superimposed on top of each other.
The subtle relationships that were considered important to the creator are lost as the map
is distorted through geo-referencing. Due to this distortion the historic map ceases to be a
cultural artifact and it becomes another object. While the altered map does have many
advantages for research, it is important to keep in mind the cultural information that
One example of this cultural information can be found in Robert Sweeny’s paper
54
passé (MAP) project.” In this paper the relationship of Montreal to the St. Lawrence
River, as evidenced on historic maps, was examined. For 340 years Montreal was seen as
parallel to the river on a west to east axis. While the creators of these maps had an
understanding of the cardinal points, they also saw the relationship of the city in a
different way. Its relationship to the river was more important than its perfect alignment
with north. By geo-referencing the map this subtle piece of cultural information is
gone.77
Reliability is another issue with historic maps. Places physically change over
time for many reasons; i.e. erosion causes changing shore lines. The points that are
chosen as reference points should be something that is least likely to have altered over
time. In large, growing coastal cities the outline can be vastly different due to infill being
Finally, just as with all research, standards must be in place and followed for the
results to be considered acceptable. One of the key issues with a GIS is that there is no
set system for referencing the data. The metadata (data about data) should contain
references and related information, but how that is to be done has yet to be decided. Just
as if a research paper was submitted with no references, a map with no metadata is nearly
useless. Basically, the same standards for written research need to be applied to spatial
research.
Along this same line, the lack of reliable online storage and referencing needs to
be addressed. Stable, centralized servers need to be created with the specific purpose of
77
Robert C.H. Sweeny. “Understanding boundaries: interdisciplinary lessons from the Montréal l’avenir
du passé (MAP) project”.
Paper presented to “History and Geography: Assessing the Role of Geographical Information in Historical
Scholarship,” Newberry Library, Chicago, March 25-27, 2004.
55
storing data that can be distributed to researchers around the world. Centralizing
information in this way will prevent duplicative work and promote discussion among
researchers.
GIS will prove to be a valuable tool for historic preservation, allowing us to create
comprehensive databases for historic properties. As a planning tool, GIS has been
proven to be very useful in many other diverse fields. Its ability to visually organize a
broad and diverse set of data onto a recognizable geographic representation helps
improve decision making by showing many aspects of an area at once. In the coming
years an emphasis should be placed on incorporating training into our education systems
56
Chapter 3 - Case Studies: Prospect Park, South Hero
and the Vermont Division for Historic Preservation
survey the historic buildings within its jurisdiction, the area of Burlington historically
known as “Prospect Park” was surveyed by this researcher during the summer of 2004.
This was the first year that digital tools were used to accomplish the task, relying
previously on traditional paper forms that were entered into a GIS database. This project
was done in conjunction with the Vermont Division for Historic Preservation, who
supplied the necessary tools and software. The study area was comprised of roughly 215
buildings, many built during the first half of the 20th century in the Colonial Revival
style.
The Tools:
The Olympus C-720 was chosen for use in this survey due to its balance of economy and
comfortable ergonomic design. With a 128 megabyte memory card, the camera could
78
Olympus, “C-720 Basic Manual PDF”, Olympus.com, New York,
http://www.olympususamerica.com/files/C-720UZ_Basic_Manual.pdf
(accessed March 9, 2005)
57
Hewlett-Packard iPAQ Pocket PC with ArcPad software and Gnomon add-on interface
ESRI ArcPad software. The pertinent specifications of this device are a 400 MHz
processor, backlit color display with touch screen capability and 240x320 resolution, and
64 MB SDRAM memory. 79
ArcPad Software:
device. This system is used by many professions that need to maintain records of
geographically diverse resources and allows users to bring their digital maps into the
field. For this project orthographic photos were added onto a base map as layers, with
additional layers representing addresses and streets. To input survey data, Gnomon, Inc.,
to allow users to create a new file and enter data via drop-down forms and text boxes.
While the exact process that was followed for developing this interface is not known,
79
Hewlett Packard, “Pocket PC users Manual,” hp.com,
http://h200002.www2.hp.com/bc/docs/support/SupportManual/lpia8007/lpia8007.pdf
(accessed April 7, 2005)
58
ArcPad Application Studio offers the capability to create new toolbars, forms and tools
file type.
“Shapefiles can support point, line, and area features. Area features are represented as
closed loop, double-digitized polygons. Attributes are held in a dBASE® format file.
Each attribute record has a one-to-one relationship with the associated shape
record.”81
specific functionality for survey work. Features include the ability (through a GIS type
interface) to create maps of the study areas, add digital pictures to a survey, and import
data from the ArcPad application. The software imports the shapefile created by ArcPad
that includes new survey information, and populates data fields on the desktop database.
The Work:
Work began on the Burlington survey project in August of 2004; initial delays
came from difficulties importing the orthographic tiff files as layers onto the base map.
This is a good example of the learning curve associated with new technology, but in the
future should not be an issue unless a new person is assigned to the task with no
experience. The survey work was accomplished by filling out the digital form on the
PocketPC, and taking digital pictures of the building. Research was accomplished
80
Ty Fitzpatrick, “Using ArcPad Forms to Streamline Data Collection” ArcUser Magazine, July-September
2002, 56-58. via:
http://www.esri.com/news/arcuser/0702/files/arcpad.pdf
(accessed March 10, 2005)
81
ESRI Whitepapers, “ESRI Shapefile Technical Description”, esri.com, California,
http://www.esri.com/library/whitepapers/pdfs/shapefile.pdf
(accessed March 10, 2005)
59
traditionally, via library research, typed up in Microsoft Word, and pasted into the
Findings
• It was soon discovered that filling out the digital forms was no faster than
narratives.
• Many features common on buildings from the 20th century were not
• The digital camera worked well with resolution set to maximum. A larger
separating the two, and a dial-up internet connection on one end. Lacking
files had to be copied onto a CD and mailed back and forth between the
workers.
60
Conclusions:
This method of conducting historic site surveys should still be considered a work
in progress since the digital survey methodology presented some problems for this
project, but it holds great promise for the future. As with any new technology the process
should become more efficient in the future as knowledge of the tools becomes more
61
South Hero Case Study
Introduction:
During the spring semester of 2004, a team of graduate students of the University
multidisciplinary study of Round Pond state park, a parcel of land located in the town of
South Hero in Grand Isle County, VT. (See figure.) Working in conjunction with the
University of Vermont Ecological Planning Program, the goal was to study the historical
and ecological facets of the Round Pond site and prepare a report to aid in decision
making about future management of the park by the Vermont Department of Forests,
The historic preservation graduate students broke into separate teams to study different
History, Agriculture,
Archaeology,
Transportation and
Tourism.
Figure 2. Portion
of 1871 Beers map.
Courtesy of
University of
Vermont Library
Special Collections.
62
This project utilized three digital tools to aid in research and recording of historic
resource data. OCR, GPS, and GIS each provided a unique service, the details of which
OCR
The Vermont Sites and Structures surveys for Grand Isle County were obtained
from the Vermont Division for Historic Preservation in the form of TIFF images stored
on CD. These images then had OCR performed on them using the ABBYY Finereader
program. The output was a single PDF file containing all of the surveys with the text
imbedded beneath the original image. This produced a document that students could text
approach is illustrated by a question that arose during research. A trip to the site revealed
a stacked-log fence deep in the woods and flat, twisted barbed-wire fence, both
associated with sheep farming. A text search of the OCR converted site survey for the
“This house was originally a sheep barn for the Landon Farm (.0705-32).
moved in 1913 w/the attached barn.”82
Further researched revealed the historical importance of Merino sheep farming to South
Hero, of which the stacked wood fence was a cultural artifact and thus worthy of
protection.
library. Professor Thomas Visser scanned the relevant records and saved them as image
82
Vermont Division for Historic Preservation, “Historic Sites and Structures Survey
South Hero - survey 0705-31,” Montpelier: VT, 1980.
63
files. OCR was performed on these images using ABBYY Finereader and following the
same procedure as before. Unfortunately, OCR technology has not progressed to the
point where such handwriting is properly recognized, and the results were unusable.
While orthographic photos are preferred for quickly and accurately pin-pointing
historic resources, many areas have not yet been photographed. The digital tool that
would best record location information in this situation is a hand-held global positioning
system. A Garmin brand GPS unit was used for this project. Information was gathered
during multiple trips to the site by means of locating a resource such as the stacked log
fence and collecting a waypoint. For a more in-depth description of what a waypoint is
and how GPS works please see the chapter titled “Examination of Popular Digital Tools”.
For a feature such as a stacked split log fence that has many twists and turns this
is an ideal tool. By taking a waypoint at every twist of the fence, a clear picture of the
layout of the feature on the parcel of land was obtained. Being located deep in thick
woods, this feature would not have been visible from aerial images and traditional land
The waypoints were downloaded from the handheld device and imported into the
ESRI ArcView GIS software, where they were used to create polygons representing
64
GIS mapping
The GIS mapping was preformed by the UVM Ecological Planning Program as
they had the necessary software and hardware as well as access to an individual who was
waypoints and entered as polygons, the environmental resources of the land were
recorded as well. GIS has long been a popular tool for mapping environmental features,
and due to its ability to layer spatial information is works well as a tool to bridge multiple
fields of study. As an example, the GIS map produced from this study is able to
Figure 3.
Cultural
features on
Round
Pond83
83
William Abbott et al, “Round Pond State Park” (Planning document prepared for the Vermont Agency of
Natural Resources by LIA consultants, University of Vermont, 2004).
65
Conclusion:
The use of digital technology provided distinct advantages during the course of
the study. By converting survey forms into a text searchable database, hours of reading
and research could be culled into a few minutes. Cultural features on the land that would
have required extensive measurement and survey work were recorded by a small team of
students in a relatively short time. Data was expressed visually as opposed to text, which
This does not mean that there are no tradeoffs in this approach. Accuracy is the
prime concern when switching to certain digital systems. Text created through the OCR
process may not be perfect, and if the original document was in poor condition or not
scanned properly the loss of data could be substantial. Another example of an accuracy
issue is that the GPS unit is not adequate in circumstances where measurements need to
GIS however, can prove to be more accurate when determining location. The
most common analog method for determining location of a resource such as a historic
building is a USGS at 1:24,000 scale (7.5 minute maps), in which 1 inch = 2000 feet.85 A
digital orthophoto has similar accuracy, but the real value is the precision with which the
84
The specifications for a new Garmin GPS unit, the GPSMAP 60CS, lists accuracy of <15 meters (49.2
feet) for a GPS signal and <3 meters (9.8 feet) for a WAAS signal.
Garmin, “GPSMAP 60CS Specifications”, garmin.com, Kansas,
http://www.garmin.com/products/gpsmap60cs/spec.html
(accessed March 7, 2005)
85
United States Geological Survey, “USGS Maps”, http://erg.usgs.gov, Colorado,
http://erg.usgs.gov/isb/pubs/booklets/usgsmaps/usgsmaps.html#Topographic%20Maps
(accessed March 7, 2005)
66
The Vermont Division for Historic Preservation Case Study
One of the principal questions of the 2004 survey on the use of digital tools that
was distributed to state historic preservation offices around the country revolved around
how they were dealing with their existing survey information that was typed and stored in
file cabinets. The responses clearly show that many organizations have realized the
importance of bringing this information over into digital files. There are many
advantages to this approach, digital files can be transferred easily, stored on a small disk
or drive, and can potentially provide a much easier system for carrying out research.
There are some problems to consider however, and this portion of the thesis will discuss a
variety of issues associated with digital conversion. Finally, a data conversion system
that was developed for the Vermont Division of Historic Preservation will be presented
It is important to note here that the system that was developed is not some new
thing requiring a technical wizard to design or implement and that is precisely the point.
Developments in technology are supposed to make solutions such as this more accessible
to those of us not deeply immersed in the digital culture. The primary goal while
developing this technique was to show not a specific process, but a general thought
process. Many digital tools are currently available. It is not necessary to wait for a
company to develop a tool specifically for your situation. Creativity and familiarity with
basic concepts can allow anyone to adapt the tools that exist to solve many difficult
problems.
67
A secondary goal during development was to keep it cheap. Very few
organizations have unlimited funds for development and this is important to keep in mind
when approaching a project centered on technology. The issue of data conversion can be
solved very easily by simply looking online and selecting one of the many companies that
provide exactly this service. Storing data can be done very nicely using advanced
database software running on massive servers; however this is not the best solution for
many preservation offices. Hopefully the flow chart presented at the conclusion of this
section will be encouraging to the smaller organizations who wish to digitize some of
Current Situation:
The Vermont Division for Historic Preservation has implemented a GIS database
system and is using digital survey tools for all new surveys. To make their paper records
more accessible, they contracted to have all of their documents scanned and saved as
images. The treatment they selected scanned the files at 2544x3300 with 300 dpi
horizontal and vertical resolution. The survey forms were then saved as linked TIFF files
copied onto CDs, and made available to interested parties. While this approach
eliminates the need for a researcher to travel to the archives, the files themselves are still
Many other organizations have faced similar problems, and the results of the
SHPO survey indicate the variety of possible solutions. What follows is an approach to
the problem with economy and ease of use as primary considerations. With this in mind
it was determined that the best solution would be to create a database of searchable PDF
68
files. This solution will utilize the work of scanning the images that has already been
The Tradeoff:
To ensure high accuracy when converting a paper document into a digital file it is
necessary to have a human manually type the information into a database. A more
efficient option is to perform OCR on an image obtained by scanning the document, and
then have someone correct the errors. Both of these options require someone to spend
It is important to keep in mind that the digital copies are not taking the place of
the paper archives. Digital files are created as an efficient alternative to their paper
counterparts, but using them as an archival method is not advisable. With that known it
The process proposed will use a consumer grade OCR program to create text from
the images that, well not perfect, has proven to be quite adequate for research purposes.
Combining this text with the original image further improves the functionality of this
approach. The PDF format was chosen because it was determined to maintain the
information better than any other choice, and was popular enough to ensure its survival
Methodology:
The scanned images of the historic sites and structures surveys prepared for the
Vermont Division for Historic Preservation were saved to CD along with a viewing
program and organized by geographic location. The viewing program has a function that
allows the user to export the files in TIFF format. These files export as a series of linked
69
TIFF, keeping the multiple images of a survey together. The files were exported into a
single folder.
70
After testing of three OCR programs, ABBYY FineReader 7.0 was selected for this
project. (Please see appendix for test results) All of the images were opened
contains multiple pages. In total ABBYY opened 962 images over a span of
approximately five minutes. The recognition, however, is a much more time intensive
process.
Using the default settings, select “Read All”. ABBYY began analyzing the
documents and interpreting the text. At an average of 15 seconds per page, the program
71
took roughly 4 hours to complete the task. What is significant is that no one was required
to give any input during this time. Once the program is running the employee can go on
to another task and waste no more time on this process than it takes to click a button. It is
recommended that this task be done on a spare computer due to the heavy memory
Once completed the files are ready to be saved. Note that there is a “Check
through the text and correct errors. Select “Save” and on the new window “Format
Options”.
On the PDF tab, make sure that “Text under the page image” is selected, and click ok.
This will ensure that the original image is seen, and not the recognized text.
You will now be back at the Save window. Select “Save to file”.
72
This will bring up the final window “Save text as”. On the “File options” drop-down
menu be sure to select “Name files as source images”. This will save each of the linked
continuous document.
research tool. Multiple options exist for creating a PDF database, from access over the
Adobe Acrobat was used to create a standalone database for this project due to its
popularity and the likelihood that it is already owned by many organizations, thus saving
the cost of additional purchases. A feature on Adobe Acrobat 7.0 allows the user to
create a catalog of PDF files which are text searchable. A catalog could be created for
73
each CD of images to retain their geographical context, or one large catalog containing
“Catalog”.
74
name for the catalog you are creating and a source folder where the PDF files are
“Index Description” field. This allows others who may not be familiar with the system to
quickly understand the contents. When finished select “Build”. Adobe will ask where
the catalog file should be saved and then index all of the PDF files within the selected
folder.
The result is a single file that opens a search function within acrobat. The user
can search all of the indexed documents for text, a process that could take days when
75
Figure 11. Adobe Catalog search
The image above shows the search function in action. A search for the text
“hero” in the catalog found 541 instances in 100 documents. Each instance is linked
below in the “Results” frame. Clicking on one of the links brings up the page where the
Conclusion:
Although not as dynamic as a full database system, this OCR to PDF conversion
approach yielded a system that can significantly aid historic research with little
investment of time or money. After discussion with Nancy Boone and Eric Ingbar of the
Vermont Division, three options were identified to bring this new data into the current
GIS database.
1. Create “masks” in the OCR program that will assign categories to identified
portions of the image. For instance, when converting forms with identical
76
layouts, the survey address should always be in roughly the same area. By
telling the program that all text within this identified region should be called
“address” it should be a simple process to extrapolate this data from the OCR
database through a joint query function. This has the benefit of requiring a
minimum of additional work, but does not create any visual relationships in
GIS
3. A program could be coded to parse select text from the file, which would be
used as identifiers for inserting the survey. For instance, the UTM coordinates
could be extracted from the text, and the file name changed to those
coordinates. These files could then be inserted in their current PDF format
directly into the GIS database. This would be the most effective treatment, as
survey forms are not useful solely as text-search databases, but in relation to
As a result of this case study the following flow charts were developed. These
charts are designed to guide an organization that is currently addressing the issue of paper
institution, fully informed and logical decisions can be made. By applying this organized
method for decision making to other aspects of digital conversion the hope is that
organizations can better plan projects for access and long-term maintenance.
77
78
79
Chapter 4 - Implications
Digital tools are being developed and implemented by the majority of state
historic preservation offices, and it can only be assumed that this will continue for the
foreseeable future. What then, does this mean for the future of historic resource surveys?
One of the key aspects of digital data in the context of historic resource surveys is that the
job of implementation and adaptation will never be finished. There is no single plan that
can be implemented and forgotten about, expected to forever maintain data. Digital data
changes rapidly as new and better hardware and software are created to better record and
manage information. Data will need to be constantly managed to ensure its continued life
and accessibility. Realization of this continuous responsibility will be the key to creating
After reading this thesis it should be apparent that going digital is not an all-
encompassing solution to all survey problems. Remember that the primary benefit of
creating digital files is that it will allow information to be dissipated further and more
efficiently than it could before. Digital files are not archival, nor will they be a cheaper
alternative, especially not in the short term. Keep in mind the short life cycle of most
What follows are recommendations for how to move forward with the
implementation of digital tools. These are drawn from other programs, such as library
important to look to organizations that have similar data management goals, as they may
86
Hughes, Digitizing Collections, 6.
80
have already implemented a system that could easily be adapted to meet SHPO goals.
digitization, combining data for example, which will make resource databases all the
more powerful. A nationwide system for learning and sharing information about
would be the creation of an online forum; essentially an interactive website that allows
users to post questions and replies, which are viewable to registered users and guests.
The University of Vermont Historic Preservation Program has created such a forum,
this topic should feel free to join the forum and participate. Through this discussion of
issues, such as standards for digital images and emerging technologies, a better-informed
implementing any element of it. Planning the digitization system is vital to create a
methodology that will be sustainable. One of the first topics to consider when planning a
system is the standards the data will be held to. The concept of digital benchmarking is
discussed in Moving Theory Into Practice in the context of digital image management for
cultural institutions such as libraries, but is very applicable here. The core idea is to
develop a benchmark for requirements, so that good decisions can be made when
developing budgets, developing programs, and planning for the future. In Moving Theory
81
into Practice, the key features of the approach are defined by Kenney (with alterations to
Requirements definition:
recorded at.)
Measurement:
Gather good data, characterize your material objectively, and determine the
survey information and ensure that new digital work records historic
Tolerance values:
For instance, you might allow a vendor to reduce resolution at a certain file
87
Kenney, Moving Theory Into Practice, 24, 25.
88
ibid.
89
ibid.
82
Verification:
and evaluation.90
Developing standards ensures that considerations and issues are addressed early in the
process, instead of after work has started. Luckily there are many similar initiatives that
have already been undertaken, so the first step for an organization beginning to use the
Programs such as the National Initiative for a Networked Cultural Heritage (NINCH),
who has published a “Guide to Good Practice in the Digital Representation and
Digital Information Infrastructure and Preservation Program are good sources for the
people in an office understand the issues. Therefore, both at the SHPO level and at the
“Digital projects require new skills. Project planning should allow time to teach
current staff new technologies. Even if an outside vendor completes a project, or
new staff is hired specifically to work on a digital project, permanent staff should
at least learn the basic theories and practices of digitization. Institutions often hire
short-term staff for digitization projects which can result in the loss of digital
expertise when the project ends.”91
90
Kenney, Moving Theory Into Practice, 24, 25.
91
Trevor Jones, “An Introduction to Digital Projects for Libraries, Museums and Archives”, Illinois
Digitization Institute, Illinois,
83
Training programs for staff should be included in any digitization plan, and updated as
Finally, here are proposals for future research in the field of digital survey
methodology for bringing converted paper files into synchronization with larger database
systems. This will be tailored to the needs of individual offices, and each should define
Advances need to be made in digital survey methods that make it easier to use, so
that the user does not alter their data to match what is expected by the program. For
example, by solely using drop-down fields for field data gathering the user will want to
put what they are seeing into one of the available categories. The goal of a digital survey
should be to capture the free expression of historic characteristics more efficiently, but
traditional survey methodologies. This has created a new job within historic
preservation, that of digital information manager. This job will require persons who are
willing to continuously educate themselves on new technologies and standards, are able
to incorporate traditional files into new database systems, and educate those around them.
The benefit of all of this work will be the creation of flexible and dynamic systems that
connect preservationists across the country, and hopefully around the globe. With careful
http://images.library.uiuc.edu/resources/introduction.htm
(accessed March 14, 2005)
84
planning and implementation, digital tools can be used to usher in a higher level of
85
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90
APPENDIX
The following pages detail the test results of Adobe Acrobat 7.0 OCR, Abbyy
FineReader 7.0, and ReadIris Pro 10.0. The test consisted of performing OCR on one
survey form with five pages. Three of the pages consisted of typed survey data, one of
the pages was a large image, and two were scanned historical pamphlets. Each program
output the results in PDF, Microsoft Word, and Microsoft Excel formats, except for
The output was then compared against the original image by counting each word
completely recognized, each word partially recognized, and each word missed
completely. Whether or not the original layout of the image was maintained with images
was noted, and the document was searched for a set of key words. The key words
remained static, except for the “partial word” search. In that instance a word that was
only partially recognized was selected; this was done to determine is the program would
The best performer was Abbyy Finereader, missing only 23 words out of 1144
and even recognizing most of the brochure, which was of a lower scan quality. Abbyy
91
Adobe Output: PDF On Board OCR – default settings
Acrobat 7.0
Searching Results
Comments
The Adobe OCR picks up a lot of random image imperfections and tries to convert them
92
Abbyy Output: PDF On Board OCR – default settings
Finereader 7.0 Text over page image – jpeg quality = 600
Page 1 365 / 5 / 0
Page 2 314 / 0 / 1
Page 3 (image)
Page 4 19 / 0 / 0
Page 5 115 / 5 / 7
(pamphlet)
Page 6 308 / 4 / 1
(pamphlet)
Searching Results
Comments
The lighter portion at the bottom of page one was unintelligible. The check boxes were
not recognized in a uniform manner, making that data useless without the accompanying
image.
IMPORTANT NOTE: Change the setting to “text under page image” and, while the text
recognition quality remains the same, the original scanned image is “over” the text. This
fixes the check box problem, and any other partially recognized or missed characters.
93
Abbyy Output: Picture resolution = 600
Finereader 7.0 Microsoft Word Jpeg quality = 90 and “retain images”
Page separations were not maintained, converted images became one large document.
The following figure represents the overall document recognition.
866 / 25 / 254
Searching Results
Comments
Checkboxes are only partially recognized, making that portion of the form unusable.
Good maintenance of images and layout.
94
Abbyy Output: Default settings
Finereader 7.0 Microsoft Excel
Page separations were not maintained, converted images became one large document.
The following figure represents the overall document recognition.
1006 / 29 / 110
Searching Results
Comments
Data maintains its context despite the loss of original layout; however images are lost or
destroyed. Check boxes are not uniformly recognized.
95
Readiris Pro Output: PDF Image + text
10.0
Searching Results
Comments
No words were completely missed until the pages with the scanned pamphlet, where
Readiris performed much worse.
Comments
Unable to analyze the results, 312 pages of random letters/numbers. Useless.
96
Readiris Pro Output: Default settings
10.0 Microsoft
Excel
Page separations were not maintained, converted images became one large document.
The following figure represents the overall document recognition.
664 / 26 / 455
Searching Results
Comments
Images are destroyed or lost. Loss of layout context makes the information difficult to
understand.
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NCSHPO Survey Responses
1) Please select from the list below techniques that are currently
being used in your historic surveys
Black and
White Total Respondents Percentage of
Responses using B&W total
Photography
photography
25 24 96%
Digital
Photography Total Respondents Percentage of
Responses using total
25 20 80%
Geographic
Information Total Respondents Percentage of
Responses using total
Systems (GIS)
25 21 84%
Paper
Checklist or Total Respondents Percentage of
Responses using total
Fill in the
Blank Forms
25 21 84%
Personal Data
Assistant Total Respondents Percentage of
Responses using total
(PDA)
25 3 12%
Notebook
Computers Total Respondents Percentage of
Responses using total
25 8 32%
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Computer
Assisted Total Respondents Percentage of
Responses using total
Drawing
(CAD) or
Measured
Drawings
25 3 12%
Additional
Techniques? Total Respondents Percentage of
Responses using total
25 11 44%
Manual entry
into a word Total Respondents Percentage of
Responses using total
processor or
database
program
25 22 88%
Optical
Character Total Respondents Percentage of
Responses using total
Recognition
(OCR)
software
25 3 12%
99
Scanning the
paper Total Respondents Percentage of
Responses using total
document and
saving it as an
image
25 10 40%
No method has
been selected Total Respondents Percentage of
yet, but it is on Responses using total
the schedule
for the future
25 1 4%
Additional Methods?
Electronic inventory form application for the collection of inventory data. Data is
entered and the forms are generated using Crystal Reports
Scanning photographs
100
3) What architectural site features are recorded?
Landscape 14 56%
Materials 20 80%
Foundation 18 72%
Stylistic details 19 76%
Physical condition 17 68%
Wall structure 14 56%
Wall covering 17 68%
Roof Structure 12 48%
Roof Covering 17 68%
Roof style 19 76%
# of stories 18 72%
Entrance location 9 36%
# of bays 10 40%
Approximate dimensions 11 44%
Appendages 16 64%
Statement of Significance 20 80%
Historic themes 18 72%
Auxiliary buildings 22 88%
Narrative 19 76%
Other features 11 44%
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Additional Architectural Features Date of construction
that are being recorded but were not
available on the survey Architect
Location information
Ownership information
Significant persons or
events
NR criteria information
Cultural Resource
Management (CRM) Events
Date demolished
National or local
register status
Architectural Forms
Historical designations
Historic integrity
Threats to property
Rating (in-house)
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