Transmittal Guidelines (HABS/HAER/HALS)

PREPARING HABS/HAER/HALS DOCUMENTATION FOR TRANSMITTAL

(Contact Information Updated August 2024)

PREFACE

The transmittal guidelines have developed over time to provide guidance for those preparing

HABS/HAER/HALS documentation for transmittal to the Washington office and the Library of

Congress. The mission of the HABS/HAER/HALS collection is to preserve in

perpetuity documentation of the historic sites, structures, and landscapes of the United States,

from the vernacular to the nationally significant. As such, the collection is governed by the

requirements set forth in the Secretary of the Interior’s Standards for Architectural, Engineering,

and Landscape Documentation, as well as the archival requirements of the Library of Congress.

These standards and practices have long governed the Collection's curation, and have ensured

it remains available to the American public. In addition, they ensure the documentation remains

cohesive in terms of organization and that it is searchable and usable, no matter where it

originates.

To make sure they meet these standards, projects are reviewed and approved by

HABS/HAER/HALS staff prior to final transmittal to the Library of Congress. Those preparing

documentation are encouraged to contact the Washington office or the appropriate NPS Regional

office if questions arise and for review of draft documentation. The transmittal guidelines are

regularly reviewed and updated in response to changes in policy or to reflect available archival

supplies. HABS/HAER/HALS encourages user suggestions regarding the improvement and

clarification of this document.

This manual is to be used in conjunction with the related legislation, standards, and

discipline guidelines listed below.

Secretary of the Interior’s Standards and Guidelines for Architectural and Engineering

Documentation: https://www.nps.gov/subjects/heritagedocumentation/soi-standards-

guidelines.htm

HABS/HAER/HALS guidelines for photography, measured drawings, and historical reports:

https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

Recording Historic Structures, ed. John A. Burns, 2d ed. (Hoboken, NJ: John Wiley & Sons,

Inc., 2004).

The following laws, along with other related legislation, which may be found on the National

Park Service’s website: https://www.nps.gov/subjects/historicpreservation/laws.htm

• Historic Sites Act of 1935, as amended (54 USC 320101 et seq., 54 USC 102303, 54

USC 102304, and 54 USC 309101)

• National Historic Preservation Act of 1966, as amended (54 USC 300101 et seq.)

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TABLE OF CONTENTS

ARCHIVAL GUIDELINES..................................................................................................... 3

Archival Bond Paper............................................................................................................ 4

CD/DVDs............................................................................................................................. 3

Ink........................................................................................................................................ 3

Laser Printing....................................................................................................................... 3

Negative Sleeves.................................................................................................................. 3

ASSIGNING SURVEY NAMES............................................................................................ 4

Historic Name as Survey Name........................................................................................... 4

Address as Survey Name..................................................................................................... 5

Survey Names for Complexes............................................................................................. 5

Survey Names for Structures within an Historic District.................................................... 5

Structures in Multiple Locations.......................................................................................... 6

COVER SHEETS..................................................................................................................... 6

PHOTOGRAPHS & NEGATIVES.......................................................................................... 8

Labeling Prints & Negatives................................................................................................ 8

Preparing Index to Photographs........................................................................................... 9

Photo Mount Cards.............................................................................................................. 9

Color Transparencies........................................................................................................... 10

WRITTEN HISTORICAL & DESCRIPTIVE DATA............................................................ 10

MEASURED DRAWINGS..................................................................................................... 11

FIELD RECORDS................................................................................................................... 11

ADDENDA.............................................................................................................................. 12

Copyright Release Form...................................................................................................... 17

PRIVACY & SECURITY....................................................................................................... 15

Privacy Release Form.......................................................................................................... 18

APPENDIX.............................................................................................................................. 19

STAFF CONTACT LIST......................................................................................................... 26

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GENERAL ARCHIVAL GUIDELINES

HABS/HAER/HALS documentation must be prepared using specific archival materials and

archival processes in order to comply with the permanence standards that govern the collection.

By adhering to these standards, even the very earliest HABS records from the 1930s are still

available for researchers and will be into the future. Non-archival material deteriorates for two

principal reasons: harmful substances in the environment attack it, and/or the physical and

chemical composition is such that it will deteriorate regardless of how it is stored.

Adhesive labels of any kind should not be used.

CD/DVDs. CD/DVDs are acceptable for short-term storage and transfer of surveys materials to

NPS. Because of the possibility of data loss, we do not recommend them for long-term storage.

CD/DVDs can be labeled with a CD/DVD pen designed for that purpose. An inkjet printable

disk that has a printable surface can also be used. No adhesive labels should be used as this

damages the disk. To prevent warping or cracking, disks should be stored in a plastic case,

commonly referred to as jewel cases.

Erasers and Corrections fluids should not be used except for Staedtler Mars® white vinyl

plastic erasers, which are considered safe and are available in most art supply stores. Most other

erasers, including pencil erasers, contain harmful chemicals like sulfur.

Food. Do not drink, eat, or smoke near documentation.

Ink - Black ink for drawings should be carbon-based rather than dye-based, waterproof, and

state that it is formulated for use on drafting film. Inks recommended by the Library of

Congress are: Koh-i-noor Rapidraw® waterproof black India; Koh-i-noor Universal®

waterproof black India; Higgins Black Magic® waterproof drawing ink; Staedtler Mars® matic

drawing ink; and Pelikan “FT” drawing ink. These inks are available from office and artists

suppliers.

Ink - Ballpoint ink contains acidic oil, which migrates and should never be used on any part of

the documentation.

Ink – Black ink for labeling negatives should be permanent, indelible, waterproof, and

designed for use on polyester film.

Laser printing on negative sleeves, photo mount cards, and Cover Sheets is not archival. Laser

printing does not permeate these materials. These materials should either be impacted printed

(e.g., typewriter) or xerographically printed (most large office copy machines print

xerographically). Laser-printed archival bond for historical reports and Index to Photographs is

acceptable.

Light is very damaging to documentation, causing fading and discoloration. Materials should

not be left where they will be exposed to sunlight or bright lamps.

Mylar® can be used for sheet sets but vellum is strongly preferred for its archival stability.

Drawings can be drawn on Mylar® archival ink. Drawings that are plotted should use vellum.

Negative sleeves must be lignin free and follow the same pH levels as archival paper. It is

preferable to have no thumb cut on the sleeve; however, a thumb cut on the seam side is

acceptable as long as it does not expose the negative. The adhesive must close the seams to

within ⅛" of the entire length of the edge. No adhesive must appear beyond the inner or outer

edge of each seam, nor on the inside of sleeves. Seams should be smooth and flat with no

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puckering or wrinkling. Only two sizes are

acceptable: 5⅜" x 7⅜" and 10½" x 8½". Both 4" x 5"

and 5" x 7" prints are placed into the 5⅜" x 7⅜" size sleeves. Mylar, Glassine, and plastic

negative sleeves are not acceptable.

Paper - Archival Bond must meet the following specifications: lignin-free, at least 25% cotton,

non-recycled, and alkali-buffered. The paper should have a pH between 7.5 and 10. The paper

should pass the Photographic Activity Test as described in American National Standards (ANSI)

IT9.2-1933, Section 5.1, or latest version. Paper labeled acid-free is not necessarily archival.

When in doubt, look for a watermark indicating the percentage of cotton in the paper. If there is

no watermark, the paper is most likely not archival.

Pencils - Soft (#1) should be used to label the backs of black and white prints so that the

emulsion does not crack or become embossed from the back. #2 pencils may be used on negative

sleeves, archival paper, etc.

Pins, paperclips, staples, rubber band or cellophane should not be used. Pins, staples, and

paperclips rust, and rubber bands and cellophane contain harmful chemicals and will deteriorate,

adhere-to, and stain documents.

Plastics contain harmful chemicals and should not be used except for a few archival plastics

such as uncoated polyester or polypropylene. All plastics trap excess moisture and fungus next

to documents and adhere to photographic emulsions. Film negatives should not be placed in

plastic sleeves of any kind.

Vellum is the preferred medium for sheet sets. Drawings can be plotted on vellum, or drawn

using archival ink or pencil.

ASSIGNING SURVEY NAMES AND HABS, HAER OR HALS NUMBERS

For more information about naming structures, see the HABS/HAER/HALS History Guidelines:

https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

Consistency and accuracy of survey names and HABS/HAER/HALS numbers throughout

documentation is crucial. Every piece of documentation, including field records, must be labeled

with the assigned number. The number includes the HABS, HAER, or HALS designation, and it

is crucial that HABS, HAER or HALS be specified. For example, HABS TN-1033 is a different

site from HAER TN-1033.

Historic Name as Survey Name

HABS/HAER/HALS uses the historic, as-built name as the primary survey name. Any

subsequent names are recorded as secondary or alternate names for the survey. For example:

FORT DAVID A. RUSSELL

(Fort Francis E. Warren)

(Francis W. Warren Air Force Base)

Adhesive must meet requirements of ANSI IT9.2-1988, Section 3.4, or latest version

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Address as Survey Name

When the structure has no known historic name, the street address may be used. Specify in

parentheses whether the structure is a residence, apartment, commercial building, etc. For

example:

601 Elm Street (House)

504 Main Street (Commercial Building)

Survey Names for Complexes

Complexes are groups of structures related by location and identified with the same owner and

name, or related historically. When a structure is part of a complex, the survey name for the

complex must precede the individual building name, separated by a comma. This alerts the

researcher to the fact that there are associated structures in the complex. Complexes are given

related HABS/HAER/HALS survey numbers to ensure that all parts of a complex remain

together on the shelves at the Library of Congress. Each complex receives a HABS, HAER, or

HALS number. Each structure within the complex receives a designation of A-Z, AA-AZ, BA-

BZ, etc. The survey name and number act as implicit cross-references. For example:

WRIGHT-PATTERSON AIR FORCE BASE HAER OH-79

WRIGHT-PATTERSON AIR FORCE BASE, HANGAR No. 1 HAER OH-79-A

WRIGHT-PATTERSON AIR FORCE BASE, WIND TUNNEL HAER OH-79-B

Documentation for the main record of a complex usually includes an historical and descriptive

overview of the complex, an overall site plan, and photographs consisting of general views.

Written historical reports, drawings, and photographs focusing on individual structures are then

organized with the individual structure records. The overview report should refer to the

individual structures and identify them by their HABS/HAER/HALS number while the reports

on the specific building reports should refer back to the main record and identify it by its

HABS/HAER/HALS number.

Survey Names for Structures within an Historic District or other Unified Groups of

Structures

Districts are comprised of structures with separate addresses that are united by an historic district

designation, or some other historic, geographic, or administrative link. Sites within a district or

unified group will be linked by a consistent district/unifying name, but not by a main survey

name and number, such as with complexes. Individual structures within an historic district retain

their structure name or address as the survey name, with the historic district listed as a

district/unifying name.

A unified group of structures could be named after a neighborhood, project, or other linking

element, even if the district is not an officially designated historic district, such as one listed in

the National Register of Historic Places. For example, this protocol has been used for structures

or sites that are recorded together as part of a specific recording project, such as the Covered

Bridges National Recording Project.

If a survey is done for the overall district/unified group, it receives its own HABS, HAER, or

HALS number. Unlike a complex in which individual structures receive a letter designation

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(HABS AL-5-A), each structure within the district receives its own distinct HABS, HAER, or

HALS number. The unifying/district name is included in the line above the address in the header

information on the Cover Sheet and the first page of the Index to Photographs.

Requesting & Assigning Survey Numbers

A number may be requested either through the Collections Management Staff at the Washington

Office or through the HABS/HAER/HALS Coordinators at the National Park Service Regional

Offices. The staff may request a draft for review before a number is assigned. A contact list is

included in the Appendix to this document. It is also available on the HABS/HAER/HALS

website:

https://www.nps.gov/subjects/heritagedocumentation/contact-regions.htm

The following information must be provided when requesting a number:

 Site/Structure name(s)

 Address

 City or vicinity

 County

 State

Note that both the structure and the city/vicinity must be within the county assigned. Use the

closest city within the county, even though there may be a closer city that is in a neighboring

county.

Structures in Multiple Locations

Occasionally, structures exist in more than one city, county, or state. For example, a bridge may

span a river with different cities, counties, or states on either side. One of the locations will need

to be chosen as a primary location. The primary location is used in the title block for the various

components of the documentation. The secondary location(s) should be noted on the first page of

the historical report. The secondary location will be entered into the HABS/HAER/HALS

database and searchable via the Library of Congress’ website.

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COVER SHEETS

A Cover Sheet on archival card stock must be included with each survey. The Cover Sheet must

be xerographically printed or impact printed because laser or inkjet printing is not archival.

In the upper left corner, the following title block must be used (this same title block will appear

on the Index to Photographs):

NAME (all caps)

Alternate name(s) in parentheses (if applicable)

National Park Service Unit name (if applicable)

District/Unifier name (if applicable)

Address

City/vicinity

County

State

For example:

GUNSTON HALL

10709 Gunston Road

Lorton vicinity

Fairfax County

Virginia

KALAUPAPA SOCIAL HALL

(Paschoal Community Hall)

Kalaupapa National Historical Park

Kalaupapa Leprosy Settlement

Moloka’i Island

Kalaupapa

Kakawao County

Hawaii

The HABS, HAER, or HALS number is placed in the upper right-hand corner.

In the center of the Cover Sheet, identify only the documentation being transmitted using the

following terms, in the following order:

PHOTOGRAPHS

COPIES OF COLOR TRANSPARENCIES

WRITTEN HISTORICAL AND DESCRIPTIVE DATA

REDUCED COPIES OF MEASURED & INTERPRETIVE DRAWINGS

FIELD RECORDS

The address of the transmitting National Park Service office should be centered at the bottom of

the page. For documentation not being reviewed by a NPS Regional Office, the address of the

Washington Office should be used.

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HISTORIC AMERICAN BUILDINGS SURVEY (or HISTORIC AMERICAN ENGINEERING

RECORD or HISTORIC AMERICAN LANDSCAPES SURVEY)

National Park Service

U.S. Department of Interior

1849 C Street NW

Washington, DC 20240

A CD/DVD containing a PDF of the Cover Sheet must be submitted. The PDF and the paper

copy must exactly match each other. The conversion to PDF may alter the page layout so

printing the paper copy from the PDF rather than the word-processing document is

recommended. NOTE: All electronic copies (cover sheet, index to photographs, historical report,

drawings, and field notes) may be submitted on the same CD/DVD.

For examples of Cover Sheets, see the Appendix.

PHOTOGRAPHIC PRINTS & NEGATIVES

For more information about producing and printing photographs, see the HABS/HAER/HALS

guidelines for photography:

https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

Each photograph transmitted to the Library of Congress requires a large-format safety film

negative (4" x 5", 5" x 7", or 8" x 10") and a contact print, archivally processed, on fiber-based

paper. Resin-coated papers are not archival. Due to the difficulty of obtaining materials, double-

or single-weight fiber-based enlarging paper may be used in place of contact paper.

Archival, digitally-produced “contact-style” prints produced from scanned TIFFs of the film

negatives are acceptable. The digitally-produced prints must be of equivalent quality to the

traditional contact print and be a true representation of the negative including the borders. The

print must be on fiber-based digital printing paper, without brighteners, and printed using carbon

or pigment inks. The printer/paper/ink combination used to produce the digital print must be

rated by an independent rating organization to have a permanency of at least 150 years.

Non-standard negative sizes (i.e. 35mm or 2" x 2") are not acceptable for HABS/HAER/HALS

formal documentation. These sizes, as well as born-digital photography may be used for field

recording only and, if taken, should be included with the field records.

Each photograph receives a sequential number starting with 1, unless it is an addendum. For

example, HAER AL-52-2 identifies the second photograph in the series of views for the HAER

AL-52 survey.

Labeling Prints & Negatives

For identification purposes, label the back of each print in the upper right-hand corner with the

photograph number, such as HAER PA-149-1, HAER PA-149-2, etc. The upper right-hand

corner will vary depending on whether the photograph is oriented horizontally or vertically. Use

a soft #1 pencil, write with light pressure, and place the photograph on a hard surface while

writing so that the emulsion does not crack or become embossed from the back. The back of the

print should be stamped, using archival ink, with the following information:

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HABS/HAER/HALS Collection, Library of Congress Prints and Photographs Division

NOTE: this will be done by the NPS Regional Office or the NPS Washington Office.

Label each negative with the photograph number. Use a Rapidograph pen, or other archival pen

designed for use on film that is permanent, smudgeproof, and waterproof. Print the number on

the blank margin of the upper right corner along the edge of the film, as this corner will be

closest to the negative sleeve opening. For negatives with no blank margin, write in the black

margin; the printing can be read when tilted towards the light. Print on the base (shiny) side of

the negative and not on the emulsion (dull) side so that the negative number reads correctly when

the negative is scanned or printed. If the ink does not take to the negative base, carefully erase a

portion of the border with a Staedtler Mars® plastic white vinyl eraser. This usually provides a

surface that will take the ink.

Label the front (the side without seams) of the negative sleeve with the photograph number. Turn

the negative sleeve so that the opening is on the right and label the upper right-hand corner. This

can be impact printed, xerographically printed, or written with a #1 or #2 pencil. Do not use

ballpoint ink, a laser printer, or an inkjet printer to print the label.

The negative should be placed in the labeled negative sleeve so that the emulsion side of the

negative is facing away from any adhesive seams. This helps protect the emulsion from

deteriorating. Only two sleeve sizes are used: 5⅜" x 7⅜" and 10½" x 8½". Both 4" x 5" and 5" x

7" prints are placed into the 5⅜" x 7⅜" size sleeves.

See the Appendix for an illustration of a labeled negative and archival sleeve.

Preparing the Index to Photographs

The Index to Photographs is a list of captions describing each image. It must accompany all

photographs and be printed single-sided on 8.5" x 11" archival bond. It contains:

• Name of program (HABS, HAER or HALS, written out and centered)

• Index to Photographs (centered)

• Survey title block identical to the Cover Sheet (flush left)

• HABS/HAER/HALS number (flush right)

• Photographer’s name and dates photographs were taken (flush left)

• Survey number in capital letters with the sequential number for each view (flush left)

• Captions (written with regular capitalization rather than all caps).

Be specific when identifying a photograph and writing captions. Provide compass directions,

location information, and note significant details. To avoid confusion, compass directions should

not be abbreviated, but written out.

A CD/DVD containing a PDF of the Index to Photographs must be submitted. The PDF and the

paper copy must exactly match each other. The conversion to PDF may alter the page layout so

printing the paper copy from the PDF rather than the word processing document is

recommended. NOTE: All electronic copies (cover sheet, index to photographs, historical

report, drawings, and field notes) may be submitted on the same CD/DVD.

See the Appendix for an example of Index to Photographs.

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Photo Mount Cards

If traditional wet printing is used to create the photographic prints, then each print must be

mounted on an archival 8½" x 11" photo mount card. These mount cards have slits in which to

insert the 4" x 5" or 5" x 7" prints. Horizontal photographs are mounted with the top to the left,

along the side with the punched holes, so that the images face out to the right. At the top of the

page, flush right, the following three lines should be impact printed, xerographically printed, or

written in pencil:

HISTORIC AMERICAN BUILDINGS SURVEY (or HAER or HALS)

See Index to Photographs for Caption

HABS (or HAER or HALS) XX - X - X (ex. HAER AR-351-1)

If the contact print is 8" x 10", include the instruction “(see verso)” below the view number and

place the photograph on the reverse side of the mount card and place both in a clear archival,

top-loading, plastic sleeve. Archival plastics such as polypropylene must be used.

Digitally-produced prints can be laid out on an 8½" x 11" sheet to mimic the appearance of a

photo mount card so there is consistency across the entire HABS/HAER/HALS collection. This

eliminates the need for a photo mount card.

For examples of a photo mount card and a digital print card, see the Appendix.

Color Transparencies

Color transparencies are organized separately from the black and white photographs. The black

and white photographs are numbered first, followed by the color transparencies. When labeling

color transparencies, the view number is followed by the suffix (CT), such as, HAER PA-149-10

(CT).

The Index to Color Transparencies is a separate section from the Index to Black and White

Photographs, but does not need to be on a separate page. The subheadings on the Index to

Photographs differentiate between the two types of images.

The color transparencies are housed and labeled similarly to the black and white photographs,

except that the suffix (CT) is added to the label.

WRITTEN HISTORICAL AND DESCRIPTIVE DATA

The historical reports should follow the Chicago Manual of Style. For more information and

guidelines for producing historical reports, see:

https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

The historical report must be printed single-sided on 8½" x 11" archival bond. Pages larger

than 8½" x 11" cannot be included as part of the formal documentation, and any oversize

illustrations must be placed in the field notes.

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(Page 11)

Any images included in the historical report should be put at the end of the document and not be

imbedded in the text, so they can be easily taken out of the report if copyright or other

restrictions dictate their removal. Each image should be cited and the source noted. All copyright

laws and regulations apply to these images. A copyright release form must be obtained for any

applicable images; copyright information is provided later in this document.

It is essential that every page of the historical report include a header on the top right detailing

the survey name, the HABS, HAER, or HALS number, and the page number. For example:

CENTER STREET BRIDGE

HAER PA-627

(Page 2)

A CD/DVD containing a PDF of the historical report must be submitted. The PDF and the paper

copy must exactly match each other. The conversion to PDF may alter the page layout so

printing the paper copy from the PDF rather than the word processing document is

recommended. NOTE: All electronic copies (cover sheet, index to photographs, historical report,

drawings, and field notes) may be submitted on the same CD/DVD.

MEASURED DRAWINGS

For more information please refer to the guidelines for producing measured and interpretive

drawings:

https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

Drawings must be one of three standardized sizes, 19" x 24", 24" x 36", or 34" x 44". Each full-

size drawing set must be accompanied by one set of reduced 8½" x 11" copies on archival bond.

Field records used to create the drawings should be submitted with the drawings.

CAD drawings must use the official HABS, HAER, or HALS title block, which is available upon

request. Hand drawings must be done on Mylar or vellum with the HABS/HAER/HALS title

block pre-printed on them. Staff may request to review drawings before official title block or

Mylar/vellum is released.

If created electronically, a CD/DVD containing PDFs of the drawings must be submitted with

the drawings. NOTE: All electronic copies (cover sheet, index to photographs, historical report,

drawings, and field notes) may be submitted on the same CD/DVD.

FIELD RECORDS

Field records are materials that support and/or complement the formal survey documentation.

However, because field records do not conform to one or more HABS/HAER/HALS standards,

they are processed and transmitted as “informal” documentation. Although not all items

transmitted as field records are archivally stable, it is preferable that these items be stable for as

long as possible. Field Records are maintained by the Library of Congress, Prints and

Photographs Division, at an off-site nonpublic storage area. Researchers are welcome to use

these materials, but must request them in advance of their visit.

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Each item in field records must be marked with the HABS, HAER or HALS number. Any

oversized materials should be folded to 8½" x 11" size.

Field records consist of any materials created in the field for documentation purposes, such as

field drawings, photographs, point clouds, etc. Field records may also include research materials

that may be of interest to researchers but do not meet HABS/HAER/HALS standards, such as

copyrighted or oversized materials.

The following are examples of materials that could be included in field records:

 Measurements taken by the architects directly from the structure, both in paper and

electronic formats

 Photographic documentation taken to aid the architects in their drafting

 Historic or modern photographs gathered from other sources that are restricted, i.e., not in

the public domain. Copyrighted or other restricted materials should clearly be labeled as

such. Negatives need not accompany photographic prints.

 Any materials that are not easily accessible by a researcher, or may be in danger because

they are stored in a non-secure or non-archival facility. Examples might include

architectural drawings, maps, or pamphlets.

Field records are not meant to be a “catch-all” for every bit of information about a structure and

should not include materials that do not warrant the expense associated with copying,

cataloguing, and storing the materials. The following items should not be included in field

records:

 Drafts of the documentation

 Copies of items cited in the bibliography that are readily accessible at another archival

repository

 Copies of National Register of Historic Places or National Historic Landmark

nominations

ADDENDA

Addenda refers to any new documentation of a previously transmitted survey. To verify if the

documentation is an addenda, consult the Library of Congress’s website

(http://www.loc.gov/pictures/collection/hh/) and the HABS/HAER/HALS staff.

Please be aware of the difference between an addendum to an existing survey and an addition to

a complex. Transmitting new documentation about a previously undocumented structure within a

previously recorded complex is not an addendum. Because the individual structure has not yet

been surveyed, it will receive its own unique survey number.

Addenda – Cover Sheet

Every addendum must include a Cover Sheet. The words “Addendum to” are placed above the

survey name in the title block. An addendum Cover Sheet lists only the documentation being

added under the addendum.

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(Page 13)

Addenda – Photographs

Before organizing and labeling addenda photographs, verify the number of previously

transmitted black and white photographs and/or color transparencies

The addenda photographs are labeled with the next sequential view number after those black and

white and/or color transparencies previously transmitted to the Library of Congress (i.e., if there

were 15 photographs previously transmitted, the addenda photograph would begin at 16).

Addenda – Index to Photographs

The words “Addendum to” are placed in the title block above the survey name. Photo caption

addenda pages do not need to be numbered. Precede the list of captions with the statement

“Photographs [number X] through [X] were previously transmitted to the Library of Congress.”

(For example: “Photographs HABS CO-68-1 through HABS CO-68-15 were previously

transmitted to the Library of Congress.”) If no photographs were previously transmitted, this

statement does not apply (and does not need to be included), but the words “Addendum to” are

still used in the heading.

If the Index to Photographs is an addendum to previous documentation which had photographs

but did not include a list of captions (as was typical in the 1930s), the format is the same.

Addenda – Historical Report

Only the first page of the new historical report states that the documentation is an addendum.

This is done by placing the words “Addendum to” above the survey name in the title block.

Addendum pages are numbered consecutively from the last page number of the previously

transmitted report. In addition, as a preface, the following statement should be added, “[X number

of] pages were previously transmitted to the Library of Congress.” (For example: “36 pages were

previously transmitted to the Library of Congress.”) If no historical report was previously

transmitted, this statement is not needed, but the words “Addendum to” should still be

included on the first page.

Addenda – Drawings

Unlike historical reports, each set of drawings is numbered independently, and each starts with

number 1. If the original documentation included drawings, then the addenda must include the

words “Addendum to.” If the original documentation did not include drawings, then these words

are not necessary.

Addenda – Previously Transmitted Surveys with Incorrect Names or Location

When research reveals that a structure was previously recorded with the incorrect name or

location, then the old name or location along with the new name or location should be noted and

included as a preface to the historical report.

The 1976 U.S. Copyright Act regulates how maps, historic photographs, architectural and

engineering drawings, textual material, and other media that were created by an individual or an

agency outside HABS/HAER/HALS or the U.S. Government can be incorporated into

HABS/HAER/HALS surveys as formal documentation. Although the act does not prohibit the

use of these materials, it requires that the HABS/HAER/HALS project team verify the copyright

Transmittal Guidelines

(Page 14)

status of all materials to be included in a survey prior to final submission and, if necessary,

secure a transfer (release and assignment) of copyright to the National Park Service, releasing it

to the public domain. Without a release and assignment of copyright, materials CANNOT enter

the HABS/HAER/HALS collection at the Library of Congress as formal documentation.

1976 Copyright Act: Terms of Protection

As amended, the 1976 Copyright Act grants all creators of original works limited exclusive

rights to reproduce, distribute, perform, and/or display their works. [In the case of works-made-

for-hire, the Act grants the same rights to the hiring individual or agency.] The term of these

rights varies according to the date of creation, publication, and/or registration of the work. If the

work has been published or registered with the U.S. Copyright Office

(http://www.copyright.gov), the term of protection is calculated based on the publication or

registration date:

Date of work Term of Protection

Published before January 1, 1923 Expired; in the public domain

Published between January 1, 1923, and

December 31, 1963

28 years from date of publication plus a

renewal term of 67 years if renewal

application has been filed with the U.S.

has not been filed, this material is now in the

public domain

Published between January 1, 1964, and

December 31, 1977

28 years from date of publication plus

automatic extension of 67 years

Created (but not necessarily published) on or

after January 1, 1978

Life of author + 70 years or through 2047,

whichever is greater; works-for-hire 95 years

from publication or 120 years from creation

If the work has not been either published or registered, the creation date is used to determine the

term of protection:

Date of work Term of Protection

Created before January 1, 1978, but not

published or registered

Life of creator + 70 years

Created between January 1, 1978, and

December 31, 2002, but not published or

registered

Life of creator + 70 years, not to expire before

December 31, 2047

Once the term of protection has expired, the materials enter the public domain.

Transmittal Guidelines

(Page 15)

Public Domain

Public Domain is “the realm embracing property rights belonging to the community at large,

subject to appropriation by anyone, specifically, status unprotected by copyright or patent [or

trademark].” Materials enter the public domain when and only when:

1. Copyright protection for the work expires

2. Copyright is abandoned by the copyright owner (i.e. transferred or released and assigned)

3. Copyright protection is forfeited by failure of the copyright owner to comply with the law

Materials in the public domain include:

1. All materials published before January 1, 1923, and not renewed.

2. All materials entirely created, commissioned, and/or published by the U.S. Government,

including materials produced by Federal government employees in the course of their

jobs. [Materials created or published by the U.S. Government in collaboration with a non-

U.S. Government individual or agency may or may not be in the public domain.

Materials fitting this category may require additional background research.]

A common misconception about copyright and the public domain is that anything old and/or

unpublished is copyright-free. This is false. All unpublished works created before 1978 but not

registered are eligible for protection under the current law and must be thoroughly investigated

before being included in HABS/HAER/HALS surveys as formal documentation.

State Records

Records in state archives, departments of transportation, and other state agencies may or may not

be in the public domain depending on the record laws of that state. Check with the State

Archivist or Attorney General’s Office in that state for details. If the state or any contractor

working for the state claims copyrights to drawings, historic views, or other materials, a release

and transfer of copyright from the copyright owner to the National Park Service is required in

order for the material to be included as formal documentation.

Materials Donated to a Documentation Project by a Second or Third Party Sponsor

The legal transfer of copyright is not binding unless set down in writing, even if the materials in

question are donated or voluntarily incorporated into a documentation project by the owners of

the materials. State agencies, private corporations, and all other non-U.S. Government sponsors

of HABS/HAER/HALS recording projects must transfer all right to the materials under

consideration to the National Park Service if they wish to have them included in the formal

documentation.

The Library of Congress and the National Park Service require completed copyright release on

NPS letterhead for all materials that may be eligible for protection under the U.S. Copyright Act

as amended. The copyright release cannot be altered and must be signed as written, or the

transfer is considered null and void. The original form should be sent to the HABS/HAER/HALS

Washington Office. NPS Regional Offices are advised to keep a copy of the signed form for their

records.

Webster’s Third New International Dictionary

Transmittal Guidelines

(Page 16)

PRIVACY AND SECURITY ISSUES

In the process of recording a site for HABS/HAER/HALS, architectural field teams, historians,

photographers, and others might encounter or produce sensitive graphic or textual information

that, if introduced into the public domain via the HABS/HAER/HALS Collection at the Library

of Congress, might compromise or otherwise adversely affect the safety and the security of a

site, individual, or entire community. This may include photographs of people captured during

the documentation process who were not associated with the production of HABS/HAER/HALS

documentation. A signed release form may be required for these individuals. Security and

confidentiality concerns are best addressed at the earliest stages of the documentation process by

the parties involved in the recording project. Property stewards, National Park Service regional

coordinators, State Historic Preservation Officers, Federal Preservation Officers, tribal

representatives, and other stakeholders are best informed and positioned to address these

concerns and make reasoned determinations regarding sensitivity of the material to be included

in the documentation. All parties to a project resulting in HABS/HAER/HALS documentation

are encouraged to acknowledge security concerns as a legitimate factor in determining the

appropriate level and extent of HABS/HAER/HALS documentation.

The latest version of the Copyright Release Form is available on HDP's website at:

https://www.nps.gov/subjects/heritagedocumentation/copyright-guidance.htm

Transmittal Gu

idelines

(Page 17)

APPENDIX

Sample Cover Sheet for a survey within the National Park Service's George

Washington Memorial Parkway

Transmittal Guidelines

(Page 18)

Sample Cover Sheet of a building within the Ybor City historic district

Transmittal Guidelines

(Page 19)

Example of labeled negative and archival sleeve showing the correct way to insert the

negative into the sleeve

Transmittal Guidelines

(Page 20)

Sample Index to Photographs (1 of 2): Black & white photographs

Transmittal Guidelines

(Page 21)

Sample Index to Photographs (2 of 2): Addendum photo set (with black & white and

color photographs)

Transmittal Guidelines

(Page 22)

Sample Photo Mount Card: For wet process prints

Transmittal Guidelines

(Page 23)

Sample Digital Print Card (1 of 2): For negat

ives that have been

scanned and then printed using an inkjet printer

Transmittal Guidelines

(Page 24)

Sample Digital Print Card (2 of 2): For negatives that have been

scanned and then printed using an inkjet

printer

Transmittal Guidelines

(Page 25)

Sample Historical Report: Addendum to a survey with a previously transmitted

Historical Report

Transmittal Guidelines

(Page 26)

Contact Information

Washington Office

• Mary McPartland, Collections Manager, m[email protected], 202-354-2260

• Survey number requests: [email protected]

Anchorage Office: AK

• John Wachtel, Historical Architect, [email protected], 907-644-3459

• Grant Crosby, Historical Architect, [email protected], 907-644-3463

San Francisco & Seattle Offices: CA, GU, HI, ID, NV, OR, WA, Pacific Islands

• Christopher E. Johnson, Historian, [email protected], 206-220-4141

• Doug Wilson, Archeologist, Preservation Partnerships Program Manager (Acting),

[email protected], 360-921-5241

Denver Office: AZ, CO, MT, NM, OK, TX, UT, WY

• Kristen Luetkemeier, Historian, [email protected], 928-326-1088

• John P. Olson, Historical Architect, [email protected], 303-905-6165

• Justin Henderson, Program Manager, Heritage Partnerships Program,

[email protected], 303-842-4807

Omaha Office: AR, IL, IN, IA, KS, MI, MN, MO, NE, ND, OH, SD, WI

• Mark Buechel, Historical Architect, [email protected], 402-661-1920 (for IL,

MO, WI)

• David Calease, Architectural Historian, [email protected] (for IL, IN, MN)

• Dena Sanford, Architectural Historian, [email protected], 308-436-9797 (for KS,

MI, NE)

• Rachel Franklin-Weekley, Manager, [email protected], 402-661-1928

(for IA, OH)

Atlanta Office: AL, FL, GA, KY, LA, MS, NC, PR, SC, TN, VI

• Alesha Cerny, Architectural Historian, [email protected], 404-276-5092

• Ellen Rankin, Architectural Historian, [email protected], 470-587-7940

Philadelphia Office: CT,

DE, DC, ME, MD, MA, NH, NJ, NY, PA, RI, VT, VA, WV

• Catherine Turton, Community Planner, [email protected], 215-597-1726

• Jed Porter, Historical Architect, [email protected], 215-597-1585