VRSMP_Class_I_Update_Appendix_D_-_PXAO_tDAR_Guidelines_10-19-2021.pdf

Updated October 19, 2021

BUREAU OF RECLAMATION

PHOENIX AREA OFFICE

GUIDELINES FOR ADDING DIGITAL RESOURCES TO

THE DIGITAL ARCHAEOLOGICAL RECORD

INTRODUCTION

The Bureau of Reclamation, Phoenix Area Office (PXAO) is using the Digital Archaeological Record (tDAR) (www.tdar.org) as the agency’s digital archive for the documents, data sets, images, and other archaeological information created as part of its projects. These guidelines outline PXAO’s guidelines and requirements for the documentation of an archaeological project and associated digital resources (documents, images, data sets, etc.) in tDAR. You must adhere to these guidelines to fulfill your contract obligations. PXAO personnel will use the guidelines to review and evaluate the information you have entered in tDAR.

PXAO requires that, for each project, you provide complete and thorough information on the tDAR Project metadata entry page and other associated metadata pages (e.g., document pages, image pages, etc.). If you provide complete metadata on the Project page, your individual documents, data sets, and images can “inherit” this information. The “inheritance” feature will save you time on later data entry and will facilitate updates to the metadata.

The first section (page 2) describes the major parts of a tDAR Project page and the information that you need to provide to complete a page successfully. The second section (page 5) describes the major parts of a tDAR Document page and the information that you need to provide to complete it successfully, especially if you did not make a Project page or did not enable “inheritance.” You can create additional tDAR records for data set(s), image(s), or other digital file(s) that have been created following the instructions given for a tDAR Document page. The third section (page 8) maps the Arizona State Historic Preservation Office (AZ SHPO) abstract to the proper tDAR metadata fields. You may refer to these mappings to copy information from the AZ SHPO abstract to tDAR metadata pages.

When creating the Project and resource pages, you will save them in “Draft” status, navigate to the permissions section, and add Lauren Jelinek with the ability to “Modify Files & Metadata.”

Failure to complete this step will mean that PXAO will not have access to the tDAR files and will not be able to review them. Notify the PXAO Contracting Officer’s Representative (COR) and Lauren Jelinek (ljelinek@usbr.gov) when the Project and resource pages are ready for review. Lauren Jelinek will review project metadata; document, image, and data set metadata, and digital files in “Draft” status. Lauren Jelinek will either request edits or make changes (if they are small). Once the pages have been finalized, Lauren Jelinek will make the pages “Active” in tDAR.

mailto:ljelinek@usbr.gov tDAR METADATA REQUIREMENTS FOR A PROJECT PAGE

BASIC INFORMATION

Status: Select “Draft” Title: Provide the approved project title that appears on the final report.

ABSTRACT/DESCRIPTION

Provide a thorough abstract for the archaeological project and the work completed. This abstract will likely be the same text as the AZ SHPO abstract that leads all report text. The abstract should include the following information:

1. A management/administrative summary that lists involved agencies and/or clients

2. A brief description of the project area

a. General location in Arizona

b. Acreage (where applicable)

3. A brief summary of field work

a. Types of archaeological work conducted (survey, monitoring, testing, data recovery)

b. Dates of fieldwork

c. Sites discussed

i. If a site has a proper name, provide that name after the site number(s) in parentheses. Separate multiple site numbers with commas. For example, AZ U:9:7(ASM) (Pueblo Grande) or AZ T:12:14(ASU) (AZ T:12:16[ASU], Grand Canal Ruins)

4. A summary of results and recommendations tDAR COLLECTIONS Collection Name(s): Leave this field blank. Lauren Jelinek will associate it with a PXAO collection before making the page “Active.”

INDIVIDUAL AND INSTITUTIONAL ROLES

At minimum, add the following roles:

Principal Investigator: Identify the Principal Investigator.

Project Director: Identify the Project Director.

Contact: Enter “Bureau of Reclamation, Phoenix Area Office, Archaeologist” (use the autocomplete text).

Landowner: Identify all landowners.

Sponsor: USDI Bureau of Reclamation, Phoenix Area Office.

Permitting Agency: Identify all agencies that issued permits for the document.

Repository: Identify the repository if artifacts were collected.

Prepared by: Enter your company’s name.

Submitted to: Enter “USDI Bureau of Reclamation, Phoenix Area Office.”

Note: Please consult with the PXAO COR on the proper name format for cooperating agencies and organizations. It is important that you use PXAO approved naming formats to ensure the data you enter for this record are comparable to other PXAO records.

PROJECT SPECIFIC OR AGENCY IDENTIFIERS

These will be the same as those identified in the AZ SHPO Abstract. At minimum, add the following identifiers:

Contract Number: Enter “Bureau of Reclamation Contract No.” and the appropriate task order number or delivery order number (when applicable).

Permit Numbers: Enter ARPA, ASM, and Forest Service permit numbers (when applicable).

Company-specific Project Number: Enter the designation your company gave this project (when applicable).

Note: Please consult with the PXAO COR to ensure that you are entering PXAO approved contract and permit numbers in the proper format. It is important that you use PXAO approved naming formats to ensure the data you enter for this record are comparable to other PXAO records.

SPATIAL TERMS AND MAP

This will be consistent with the AZ SHPO Abstract location.

Geographic Term: Enter at least geographic term that describes project location.

Map: Mark the project area on the map by clicking on the “select area” box and using your mouse to draw a rectangular bounding box that encompasses the project area. tDAR’s map is designed to restrict sensitive locational information. You may safely mark your project area. If you mark an area less than one mile on a side, the map will automatically obfuscate that area on the view page. It will look precise to you, but other viewers will see an area that is at least one mile square in size and that is randomly positioned in a way that it includes the project area.

TEMPORAL COVERAGE

Temporal Terms: Enter at least one temporal term that describes the chronology of the material remains impacted by the project. Enter multiple terms if your project activities impacted remains from multiple time periods.

Coverage Dates: Select the appropriate date type, usually “Calendar Date” for dates obtained from absolute or relative dating. Do not use AD or BC designators. For AD dates, use positive numbers. For BC dates, use negative numbers. Enter additional date ranges using the “add another coverage date” green + button.

INVESTIGATION TYPE(S)

Check each box that describes activities conducted during the project.

MATERIAL TYPE(S)

Check each material type that was encountered/analyzed during the project.

CULTURAL TERM(S)

Select the archaeological and/or historical terms that best describe the material culture recorded.

If you would like to use a more specific term that is not available in the menu, please enter that term in the “Other” text entry box.

SITE INFORMATION

This information can be taken from the AZ SHPO abstract.

Site Name: List the name of each site that the project recorded/impacted/discovered/evaluated in a separate entry box. After a site name or site number is entered, you may add additional names and/or numbers by clicking on the green “+”. If a site has more than one number associated with it, enter each designation separately. Make sure to place the institutional affiliation of the designation in parentheses after the number.

Site Type: Select all descriptors that apply to the group of sites named above.

GENERAL KEYWORDS

Enter any additional keywords that will aid search for and/or discovery of this digital resource.

NOTES

Enter additional notes to supplement the metadata already provided.

MUSEUM OR ARCHIVE COLLECTIONS

Enter the name of the repository where the records and any artifacts are curated.

ACCESS RIGHTS

At minimum, add Lauren Jelinek to the access rights and grant her full access (ie. “Modify Files & Metadata”). Please check with the Lauren Jelinek (ljelinek@usbr.gov) and the PXAO COR to ensure that she has the appropriate access rights to this resource page in tDAR.

SAVE

Lauren Jelinek will review the page for satisfactory completion.

mailto:(ljelinek@usbr.gov tDAR METADATA REQUIREMENTS FOR DOCUMENT PAGES

BASIC INFORMATION

Status: Select “Draft”.

Title: Provide the approved project title that appears on the final report.

Year: Provide the year the report was finalized.

DOCUMENT CREATORS

Provide the names of all document authors or editors.

ADDITIONAL CITATION INFORMATION

Document Type: select the button for the document you are uploading.

Publisher: add the publisher of the document.

Publisher Location: add the location of the office that produced the document.

Series Information: If the document is part of a series, add the series information.

Copy Location: USDI Bureau of Reclamation, Phoenix Area Office.

ABSTRACT/DESCRIPTION

Provide a thorough abstract for the archaeological project and the work completed. This abstract will likely be the same text as the AZ SHPO abstract that leads all report text. The abstract should include the following information:

1. A management/administrative summary that lists involved agencies and/or clients

2. A brief description of the project area

a. General location in Arizona

b. Acreage (where applicable)

3. A brief summary of field work

a. Types of archaeological work conducted (survey, monitoring, testing, data recovery)

b. Dates of fieldwork

c. Sites discussed

i. If a site has a proper name, provide that name after the site number(s) in parentheses. Separate multiple site numbers with commas. For example, AZ U:9:7(ASM) (Pueblo Grande) or AZ T:12:14(ASU) (AZ T:12:16[ASU], Grand Canal Ruins)

4. A summary of results and recommendations.

ATTACH FILES

Upload the appropriate file(s) using the “Add Files…” button.

Restriction: Select “Confidential” if the document contains maps showing the location of archaeological sites, UTM coordinates, or detailed mortuary information. All survey reports should be set as “Confidential.”

Date created: Enter the date the file is uploaded.

Description: Enter a description of the document. For example, “Report for Class III survey of transmission line alignment.”

tDAR COLLECTIONS & PROJECTS Collection Name(s): Leave this field blank. Lauren Jelinek will associate it with a PXAO collection before making the page “Active.”

Project: You should have already created the Project page, prior to creating a document page.

Use the dropdown menu to associate the resource page with the appropriate project. If you added all the relevant data to the Project page, select the button to enable “inheritance.”

INSTITUTION AUTHORIZING UPLOAD

Institution: Enter “USDI Bureau of Reclamation, Phoenix Area Office.”

INDIVIDUAL AND INSTITUTIONAL ROLES

At minimum, add the following roles:

Principal Investigator: Identify the Principal Investigator.

Project Director: Identify the Project Director.

Contact: Enter “Bureau of Reclamation, Phoenix Area Office, Archaeologist” (use the autocomplete text).

Landowner: Identify all landowners.

Sponsor: USDI Bureau of Reclamation, Phoenix Area Office.

Permitting Agency: Identify all agencies that issued permits for the document.

Repository: Identify the repository if artifacts were collected.

Prepared by: Enter your company’s name.

Submitted to: Enter “USDI Bureau of Reclamation, Phoenix Area Office.”

Note: Please consult with the PXAO COR on the proper name format for cooperating agencies and organizations. It is important that you use PXAO approved naming formats to ensure the data you enter for this record are comparable to other PXAO records.

DOCUMENT SPECIFIC OR AGENCY IDENTIFIERS

These will be the same as those identified in the AZ SHPO Abstract. At minimum, add the following identifiers:

Contract Number: Enter “Bureau of Reclamation Contract No.” and the appropriate task order number or delivery order number (when applicable).

Permit Numbers: Enter ARPA, ASM, and Forest Service permit numbers (when applicable).

Company-specific Project Number: Enter the designation your company gave this project (when applicable).

Note: Please consult with the PXAO COR to ensure that you are entering PXAO approved contract and permit numbers in the proper format. It is important that you use PXAO approved naming formats to ensure the data you enter for this record are comparable to other PXAO records.

SPATIAL TERMS AND MAP

This will be consistent with the AZ SHPO Abstract location.

Geographic Term: Enter at least geographic term that describes project location.

Map: Mark the project area on the map by clicking on the “select area” box and using your mouse to draw a rectangular bounding box that encompasses the project area. tDAR’s map is designed to restrict sensitive locational information. You may safely mark your project area. If you mark an area less than one mile on a side, the map will automatically obfuscate that area on the view page. It will look precise to you, but other viewers will see an area that is at least one mile square in size and that is randomly positioned in a way that it includes the project area.

TEMPORAL COVERAGE

Temporal Terms: Enter at least one temporal term that describes the chronology of the material remains impacted by the project. Enter multiple terms if your project activities impacted remains from multiple time periods.

Coverage Dates: Select the appropriate date type, usually “Calendar Date” for dates obtained from absolute or relative dating. Do not use AD or BC designators. For AD dates, use positive numbers. For BC dates, use negative numbers. Enter additional date ranges using the “add another coverage date” green + button.

INVESTIGATION TYPE(S)

Check each box that describes activities conducted during the project.

MATERIAL TYPE(S)

Check each material type that was encountered/analyzed during the project.

CULTURAL TERM(S)

Select the archaeological and/or historical terms that best describe the material culture recorded.

If you would like to use a more specific term that is not available in the menu, please enter that term in the “Other” text entry box.

SITE INFORMATION

This information can be taken from the AZ SHPO abstract.

Site Name: List the name of each site that the project recorded/impacted/discovered/evaluated in a separate entry box. After a site name or site number is entered, you may add additional names and/or numbers by clicking on the green “+”. If a site has more than one number associated with it, enter each designation separately. Make sure to place the institutional affiliation of the designation in parentheses after the number.

Site Type: Select all descriptors that apply to the group of sites named above.

GENERAL KEYWORDS

Enter any additional keywords that will aid search for and/or discovery of this digital resource.

NOTES

Enter additional notes to supplement the metadata already provided. If you redacted information from a publicly available file, please provide a “Redaction Note” that describes the sensitive material that you have omitted from the public version.

ACCESS RIGHTS

AT MINIMUM add Lauren Jelinek to the access rights and grant her full access (ie. “Modify Files & Metadata”). Please check with the Lauren Jelinek (ljelinek@usbr.gov) and the PXAO COR to ensure that she has the appropriate access rights to this resource page in tDAR.

SAVE

Lauren Jelinek will review the page for satisfactory completion.

mailto:(ljelinek@usbr.gov

ARIZONA SHPO ABSTRACT AND MANAGEMENT SUMMARY:

MAPPING TO TDAR METADATA FIELDS

REPORT TITLE

Same as tDAR metadata field “Title.”

REPORT DATE

Same as tDAR metadata field “Year.”

AGENCIES INVOLVED

Enter “USDI Bureau of Reclamation, Phoenix Area Office” into the tDAR metadata field “Institution Authorizing Upload of this Document.” Enter other agencies involved in the project into the “Individual and Institutional Roles” fields. Enter each agent separately and select the appropriate role for each agency.

PERMIT NUMBER(S)

Enter permit numbers into the tDAR metadata field “Project (Document, Image, etc.) Specific or Agency Identifiers.” Enter each permit separately.

PROJECT NUMBER(S)

Enter project numbers into the tDAR metadata field “Project (Document, Image, etc.) Specific or Agency Identifiers.” Enter each project number separately.

PROJECT DESCRIPTION AND/OR SUMMARY

Same as tDAR metadata field “Abstract/Description.” If the project description contains contract numbers/task orders/purchase numbers, enter the contract information into the “Project (Document, Image, etc.) Specific or Agency Identifiers” field. Enter each contract number/task order/purchase number separately.

FIELDWORK DATES

Include fieldwork dates in the tDAR metadata field “Abstract/Description.”

PROJECT LOCATION

Enter appropriate information into tDAR metadata “Spatial Terms” field. Use the map to mark the approximate project area boundaries.

ACREAGE

Include acreage in the tDAR metadata field “Abstract/Description.”

SITES RECOMMENDED REGISTER-ELIGIBLE

Enter site names and numbers into the tDAR metadata field “Site Information.” Enter each name and number into a separate field/box. Enter all numeric designations (i.e., site numbers) in the format designated by the institution that assigned the number. Place the institutional affiliation of the designation in parentheses after the number.

SITES RECOMMENDED REGISTER-INELIGIBLE

Enter site names and numbers into the tDAR metadata field “Site Information.” Enter each name and number into a separate field/box. Enter all numeric designations (i.e., site numbers) in the format designated by the institution that assigned the number. Place the institutional affiliation of the designation in parentheses after the number.