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The Building Inventory form within Survey123 has several sections to be completed (Property Location, Photographs, Basic Property Data and Intensive Property Data). The fields available within each section of the form are listed with descriptions in the table below. Some fields are single picklists (select only one), while some are multi-picklists (check all that apply). Required fields are marked with a red asterisk.
Property Location
This section provides a map to precisely locate the building (ideally this should be on the rooftop)
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The Property Location section has a single map control showing the location of the building resource. For new buildings, the initial location is based on where the user was standing at the time the Survey123 form was launched (Note: it is best to wait to launch the form when the user is standing in front of the building. That is, do not open the form when in the car or standing down the street, then walk over to the building). For existing building USNs (i.e., launched from CRIS Mobile, or created in Manager), the initial location is the actual coordinates stored in CRIS.
Note: The ideal location for a building point is on the roof top of the building, so moving the point for a new building is typically required
Changing the Property Location
To change the location, click the map display, which will then display a larger, interactive map as shown in the image below.
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Moving the Building Point
To move the point, press and hold the MAP (not the point), and drag the map "under" the point such that the point is relocated.
Saving the New Location
To save the new location, click the white checkmark in the lower right corner of the form. Which will save the new location and return to the main form.
Exit Map without Saving
To exit the interactive map display without saving the new location, click the backarrow (<) in the upper left corner of the page
Photo Guidance
Immediately above the Photographs section is a collapsed section named “Photo Guidance”. There is no data to be collected in this section. It is simply a “help” section which can be expanded to illustrate the types of photos requested by SHPO as shown in the image below.
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Photographs
This section allows the user to capture one or more photos of the building (minimum of 1 photo required).
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Adding Photographs
Click the Camera icon to take a photo, or click the Folder icon to upload an existing photo that is already stored on the device (perhaps the photo was taken earlier outside of Survey123).The photo will display within an expanded interface with extra controls as shown in the image below.
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Next, set the photo as an Exterior or Interior photo by clicking the corresponding radio button (default is Exterior), and enter a title for the photo in the text box (e.g, "Front NW corner")
Rotating the Photo
The photo can be rotated by clicking the rotate left or rotate right buttons under the photo
Removing the Photo
The photo can be removed from the inventory form by clicking the Trash can button under the photo
Capturing Additional Photos
To capture additional photos, click the PLUS button in lower right corner of section and repeat above steps
Basic Property Data
This section has several required fields and allows the user to capture the basic data associated with the property. Please refer to the field summary below for a description of each field within this section.
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Basic Building Data Field Summary
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Field Name
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Required
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Description
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USN
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Stores the USN number of the existing CRIS building being collected. This is NOT an editable text field. Automatically populates when Survey123 is launched from CRIS Mobile (or Manager) for an existing building
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House Number
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House number of building. Not required, but should be entered if known
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Street Name
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X
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Street Name on which building is located. If in a remote area, enter nearest street
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Property Type
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Choices are: Building, Structure, Object, Site
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Outbuildings/Landscape Features
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Multi-pick list of outbuilding/landscape features. Check all that apply. If the user chooses other, a new text field will appear below the drop-down
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Property Name
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Current name for the property if known (e.g., Jones Church, Smith School)
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Approx. Date Range of Construction
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X
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Picklist of ranges of approximate date of construction. (Note: Ranges were selected based on time periods for popular Architectural Style Classifications)
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Specific Date of Construction
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Specific Date/Year of construction (if known)
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Proposed Eligibility
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X
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The consultant's opinion on the proposed eligibility of the property
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Is this building contributing to a proposed district?
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Contributing status is the only question asked regarding buildings in potential districts. All other details pertaining to districts will be generated based on geography.
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Status
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X
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Before submitting the form, the user must designate the form as “Incomplete” or “Complete”
•Incomplete - the form requires further data entry/editing in Manager
•Complete - the form does not require further data entry/editing and is a candidate to be submitted to SHPO
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View Communication Notes
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This is a Yes/No radio button which controls whether the Communication Notes text box is displayed (default is No). See below for more information on Communication Notes.
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Communication Notes
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This is a read-only text box that contains the communication notes that are entered in Manager (or Reviewer) during the processing/editing of an inventory form. Communication Notes are not applicable when initially capturing data for a building inventory form (textbox is empty) .
Communication Notes are only applicable when using the Survey123 Inbox to edit an inventory form (i.e., notes may have been entered in Manager or Reviewer communicating the edits to be made).
**Note: Any text within the communication notes will NOT transfer into the CRIS database.
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Intensive Property Data
This section allows the user to capture the more detailed data (intensive survey) for the property, however the fields in this section are optional (section is initially collapsed). Please refer to the field summary below for a description of each field within this section.
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Intensive Building Data Field Summary
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Field Name
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Required
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Description
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Historic Property Name
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Historic Property Name (when applicable and known)
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Current Use(s)
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Multi-picklist of the current uses for this resource
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Historic Use(s)
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Multi-picklist of the historic uses for this resource
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Architects/Builders
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Names of known architects and/or builders (if known)
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Architecture Classification
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Picklist of architecture classifications, in alphabetical order. (Note this list has been limited down to those that are most relevant within New York)
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Roof Materials
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Picklist of roof materials
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Wall Materials
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Picklist of wall materials
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Foundation Materials
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Picklist of foundation materials
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Major Alterations
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Enter any major alterations to this resource that are know (entries in this text field should include the type of alteration and the corresponding date). For example, "New Roof, 2004"
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Physical Description
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Enter the physical description of the resource (max characters is 8000)
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Statement of Significance
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Enter the statement of significance for the resource (max characters is 8000)
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Sources/Bibliography
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Enter the sources/bibliography associated with this resource (max characters is 8000)
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Parcel ID
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If known, enter the parcel id (section/block/lot) for this resource, which is based on County/Municipal tax parcel data (e.g., 19-1-1).
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Property Asset ID
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This is the State property asset id associated with all state-owned buildings/structures (likely unknown to consultants at the time of capture)
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Completing and Submitting the Form
Before submitting the form, the user must designate the form as “Incomplete” or “Complete” before submitting (required)
•“Incomplete” - the form requires further data entry/editing in Manager (this is the recommended status to set)
•“Complete” - the form does not require further data entry/editing, and upon review by the lead is a candidate to be submitted to SHPO
Clicking the checkmark in lower right corner will submit the data to be stored in ArcGIS Online. This displays several options including:
•Send Later - saves all form data on the device in an “Outbox” which can be sent later (when an internet connection is available)
•Send Now – sends the form data now (only available when an internet connection is present)
•Continue this survey - don’t submit, return to the form
If the form is closed by clicking the close (X) button, it can be saved in a “Drafts” folder for continued editing later
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