The organizations that we deal with, such as State Historic Preservation Offices, are mandated by the National Historic Preservation Act to create statewide inventories of cultural resources. In addition this information must be made accessible and useable to those who need it. In more than thirty years, this has resulted in well over 4,000,000 sites and properties added to these databases. This overwhelming amount of information was stored normally on paper site forms or databases, making access and understanding of this data a slow, laborious process. The application of GIS to this problem has been one way of making preservation data accessible and useful.
MapIt is both a GIS and database management system. It is designed to simplify commonly performed tasks, organize information in an intuitive manner, and allow for maintenance upgrades and functionality enhancements. MapIt modifies the ArcView (Esri) interface to streamline tasks and remove extraneous functionality that is obsolete and underutilized. Many basic queries requiring users to construct a logical expression for example are not customized to allow users to perform ad hoc queries on an as needed basis. Additionally many functions are not considered day to day and have not been incorporated into the GIS interface due to their infrequent nature. MapIt functionality covers the following program areas: archives/public and general access, National Register, Highway markers, certified local governments, tax easements, project review, survey and inventory, and tax incentives. Other functions included on an as-needed basis.
Now for the partnership aspect. Each organization the CRGIS is responsible for the creation of its own data (archaeological, historical). With CRGIS guidance, the SHPO learns how to create its own spatial data, work with GIS databases, and refine their own data. CRGIS also provides guidance in hiring technicians. This serves two vital purposes: first, its prepare the SHPO for the eventuality that CRGIS will hand over primary responsibility of the GIS to them; second, it allows the SHPO to examine its data in depth, correct and update it. CRGIS in turn creates the interface, codes applications, collects outside data such as census, NPS, and other data required, and integrates all data into the GIS. The byproduct of this type of relationship is that not only does it give them a GIS; it also helps them to learn how to manage it on their own. This is perhaps the most important aspect of the process, as CRGIS is committed to teaching and advising organizations how to use GIS on their own.
It begins with interviews of all staff that will be working with the GIS. These take place at the organization's office, and are done over a period of about two days. Each member or group is questioned extensively by CRGIS staff concerning daily routines, existing databases, current and future needs, and desires. This allows each prospective user to have the opportunity for input into the creation of the GIS, and allows us as the designers to identify existing resources, trouble spots and possible solutions. CRGIS staff also spends time looking at databases, network setups, and other elements of the partners data and data access. From these interviews, a set of guidelines, describing each department within the SHPO, their resources, and needs, along with the possible applications, and methodology. This is distributed for comment and review, and refined if necessary.
Once the guidelines have been approved, then duties are divided between the CRGIS and the SHPO. CRGIS customizes the ArcView (Esri) interface to the specification of the users. Applications are added using Avenue, ArcView's scripting language, data hooks are created so that data can be easily entered, moved or replaced. A variety of data can exist in the system, including:
* Archaeological data
* Historic Architecture
* County Boundaries
* State Boundaries
* Roads
* Cities
* Hydrography
* National Register
* Easements
* National Parks and Forests
* State Parks and Forests
* 7.5 Minute Quadrangles
* Pipes and waterlines
* Environmental data
* Financial and Grant Information
With these guidelines in hand, CRGIS modifies the basic ArcView (Esri) interface to meet the needs of the organization. New menus and buttons are added, while some unnecessary buttons and menus are removed (for example, the ability save or resave over the original project). Some procedures that are inherent to ArcView (Esri), such as creating printable maps, are streamlined so that users need only click one or two buttons. For example, CRGIS programs a button to create a quick layout that contains a template containing all of the information necessary (organization name, title) to create a printed map. Easy access to all themes and data are added to the menu so that important information is one menu choice away. Based on the needs of the organization, new procedures and menu options are added, which mimic or help with daily tasks, such as National Register searches, distribution maps, and buffers. All of these items are written in Avenue, and placed on the main interface.
Once the interface is created, and the data integrated, CRGIS delivers a beta version to the partnering organization for testing. Time is given to see how the GIS works on the network, what problems and bugs occur, and to get initial reaction from users. CRGIS works with the partnering organization to resolve networking problems, fix bugs, and modify the interface if necessary. Also during this time CRGIS runs an Esri approved ArcView training class, and also runs a session on the MapIt customized interface. CRGIS also provides instruction manuals, and a systems manual which details how network administrators can change the system, and add or update data.
Once the beta-testing period is done, CRGIS delivers a final project file with all required changes made. Depending upon the speed which data is produced by partnering organization, this entire process can take anywhere from 1-2 years, from start to finish. In addition to the completion of the GIS, it also hoped that by this time, the partnering organization has grown in its knowledge of GIS, and has created the infrastructure to continue to maintain the GIS once our portion of the project is completed.
While it is an exciting experience for the partnering organization, and yields great results, the process is not without its problems, and it is often an eye-opening experience for the partnering organization. The process usually begins with excitement, followed by fear. Partnering organizations often don't realize when they sign on that a GIS is a long-term proposition, one that will require maintenance and use, long past the initial delivery date. This usually begins at the opening series of interviews. One of the more important aspects of these interviews is to get the users to examine the status and state of their own databases. Often these databases are holdovers from long-dead software packages, or long-gone former employees. The formats sometimes are DOS-only or are encrypted. Some databases are cyclical victims of vigilance followed by indifference. Almost none of them, no matter how well constructed or updated, were made with GIS in mind. Organizations such as SHPO's can often be bastions of what I like to call "unique knowledge". Because many employees work intimately with sites and people, and time is such a crucial factor, many things never get written down. It can frighten the heck out of people when someone says they have an archaeological sites database, but it hasn't been updated in six years.
But while this can be scary up front, it's actually good that it happens. It often gives these organizations a chance to refine their databases, update their data, re-examine methods. It gets people thinking about things, from which new ways are often the result. Every time we begin a new project, we are always reacquainted with the old adage, that 80% of every GIS project is spent working on the data.
At each stage of the project CRGIS emphasizes training and personnel as important components to the project. Since the partnering organization is expected to create its own spatial data, CRGIS helps them to acquire a qualified GIS technician, and provides them with detailed methodologies for creating the data. This GIS tech will often work also as a point person for contact so that organization's daily activities aren't bogged down by the project. As mentioned earlier, CRGIS trains all those who will use the software, and provides system administrators with the tools to keep the system running.
The Project View is designed to see data at a countywide scale, to see detailed patterns and relationships among map themes. This level serves as the basis for project planning, as well as examining the impact of construction on historic properties and sites. From this view, users can access detailed census data such as income levels, and other housing information. This information can be very useful, especially when combined with other distribution data. Scanned 7.5-minute topographic quadrangles can also be viewed in conjunction with other data. Radial searches, buffering, display of photographs and other documentation, and project tracking all exist within this layer.
Various types of functions, which are available at both views, include:
* Locate state inventory properties by name or unique number
* Locate state inventory by address
* Determine if a property is on the national register
* Determine if a property is within a historic district
* Determine what resources fall within a given project area
* Locate all sites with a particular theme
* Locate a particular USGS quad
* Search by stream name, road name, place name, or geographic feature
* Distribution maps
* Calculate areas of project
* National Register Searches
* Archaeological Themes (colonial, historic, prehistoric, etc)
* Buffering and Area of Impact
All of these functions are calculations and decisions that are required by most preservation organizations on a daily basis. In the past, these types of actions had to be done by hand, with materials that may not have been scattered across the offices. For example, finding all sites impacted would require that each particular resource be found on paper quads maps, then going back to the databases or worse, the site forms, and gathering the information to be collated. That information would then have to put into an organized format or a report.
However, within MapIt, this is a quick process. Load the digital quad, and then overlay all of the resources (archaeology, architecture, etc). Define the boundaries of the project area with the project definition tool, and all resources within the selected area are highlighted. You are then given the option to store the information concerning those sights in a table, for later retrieval. Thus, a process that might take most of a day or more can be reduced to less than an hour.
Another example. For a grants administrator, it may be useful to see the mapped distribution of those grants across the state, such as local preservation grants. While that will show you where the grants are going, overlaying other types of grants (tax easements, highway grants) may show a more clearer overall picture of what areas are or aren't getting financial incentives for preservation. Add the resource maps, and areas that need better targeting can be made apparent. While it may have been possible to do this by hand, think of how time consuming this would be, even if the data were easy accessible.