Rocky Mountain Region
Historic American Building Survey
National Park Service
12795 West Alameda Parkway
P.O. Box 25287
Denver, Colorado 80225-2500

South Eastern Region Area Office
Historic American Building Survey
National Park Service
75 Spring Street, S.W.
Atlanta, Georgia 30303

Western Region Area Office
Historic American Building Survey
National Park Service
600 Harrison Street
Suite 600
San Francisco, California 94107-1372

Mid Atlantic Region
Historic American Building Survey
Cultural Resource Planning Branch
National Park Service
U.S. Custom House
2nd and Chestnut, Room 251
Philadelphia, PA 19106

III. ARCHIVAL REQUIREMENTS

The function of HABS/HAER is threefold:

• to document historically significant architectural and engineering sites;
• to preserve this documentation; and
• to make it available to scholars, professionals, and the public.

The documentation produced by HABS/HAER is a permanent record, often the only remaining record of a site or structure, and comprises one of the largest collections of historic architectural and engineering records in the country. The documentation is stored in the Prints and Photographs Division of the Library of Congress.

There should be no smoking, eating, or drinking near items that are to become part of the collection.

Paper clips should be removed from drawings, photographs, and data pages. Paper clips will rust, tear the paper, or bend photographs in a short period of time. If it is necessary to retain a paper clip, a piece of bond paper should be placed between the clip and the pages. Paper clips should never be placed on photographs.

Pins, staples, rubber bands, or cellophane and plastic covers of all kinds should be removed. Rubber bands contain harmful chemicals and will deteriorate, stick to, and stain documents. Plastics tend to trap excess moisture and fungus next to documents and may adhere to photographic emulsions. Plastics (except archival plastics such as mylar) also contain harmful chemicals.

Paper (including photographic paper) deteriorates for two principal reasons: it is attacked by harmful substances in the environment, and its physical and chemical composition is such that it will deteriorate regardless of how it is stored. Most late-19th and 20th century papers are impermanent because they contain acid. Highly acidic papers include newsprint, yellow carbon copy paper, and black photo album paper; for example, photographs should not be placed next to black construction paper.

Ball-point ink contains acidic oil which migrates. Ball-point ink should never be used on photographs or papers. Carbon inks are acceptable. Soft (No. 1) pencil is the best choice for archival use and is permanent in spite of its tendency to smudge.

Sunlight is also very damaging, causing fading and discoloring. Therefore, material should not be left where it will be exposed to sunlight. Ideally, storage areas should be not more than 70 degrees F. and 50 percent relative humidity, with no ultraviolet light (i.e., sunlight or fluorescent light, unless filtered).

IV. ASSIGNING HABS AND HAER NUMBERS

All documentation must be labeled with a HABS or HAER number before being transmitted to the National Park Service Regional Office. HABS or HAER number are a means of identifying a site or structure. They also comprise the basis for the cataloging and filing system at the Library of Congress.

It is extremely important that the correct HABS or HAER number appear on all drawings, photographs, negatives. and written data.

All HABS and HAER numbers will be assigned through the National Park Service Regional Coordinator.

V. WRITTEN HISTORICAL DOCUMENTATION

Written documentation is an essential part of the program. Records submitted _ the Library of Congress are not considered complete unless the written historical component is included. The historical documentation should be prepared to con-form to one of three formats, depending on the nature and significance of the site or structure. In general, when the National Park Service stipulates the level of documentation necessary to mitigate an adverse effect on a resource, the kind of format for historical report will be stipulated as well.

When the HABS/HAER outline or narrative format is specified, the histories must be designed, conducted, or supervised by a Historian or Architectural Historian who meets the qualifications specified in 36 CFR Part 61:

History: The minimum professional qualifications in history are a graduate degree in history or closely related field; or a bachelor's degree in history or closely related field plus one of the following:

1. At least 2 years of full-time experience in research, writing, teaching, interpretation, or other demonstrable professional activity with an academic institution, historical organization or agency, museum, or other professional institution; or

2. Substantial contribution through research and publication to the body of scholarly knowledge in the field of history.

Architectural History: The minimum professional qualifications in architectural history are a graduate degree in architectural history, art history, historic preservation, or closely related field with coursework in American architectural history; or a bachelor's degree in architectural history, art history, historic preservation, or closely related field plus one of the following:

1. At least 2 years of full-time experience in research, writing, or teaching in American architectural history or restoration architecture with an academic institution, historical organization or agency, museum, or other professional institution; or

2. Substantial contribution through research and publication to the body of scholarly knowledge in the field of American architectural history.

If there are any questions regarding these qualifications, please contact the HABS/HAER Regional Coordinator at the previously cited address.

A. HABS Short Form

For many architectural resources, the HABS "short form" provides adequate information to supplement the photographic record. However, an agency or contractor should not use this form without consulting first with the National Park Service Regional Office. (The "short form" is not used for documenting engineering or industrial sites for HAER.)

B. HABS Outline and Narrative Formats

In general, historical and descriptive data for HABS projects are prepared in standard outline format. This helps ensure that all important information is included and makes this information easily accessible to researchers. The format is meant to be flexible, so categories may be omitted or changed if appropriate. If a narrative form is specified by the Regional Office or is preferred by the researcher, the writer should take care to include all of the same information that is contained in the short form.

Historic Name

The historic name is the name used to identify the structure in the HABS/HAER collection. It should be used consistently as the title for all records. The historic name is defined as the name of the original owner of a house, or the original name or designated use of a public or commercial building. Occasionally, the recognized historic name of a house or estate is not the name of the original owner; for example, "Mount Vernon." If the original owner or use is unknown, the address qualified by a general designation should be used; for example, "107 North George Street (Commercial Building)." Structures are often known by a more recent name. In such case, the later name should be included in parentheses; for example, "Loughran Building (Bassin's Restaurant)." If a later owner was particularly prominent, the name may be hyphenated, as in n Riggs-Riley House." The source for the historic name (usually a deed, building permit, or tax records) must be noted in the historical information.

Location

A precise location is essential to the identification of a structure. Where possible, a numbered street or road address should be given. If the road has a number rather than a name, indicate whether it is a Federal, state, or county road. If a structure does not have a specific address, give the names of the nearest roads and/or geographic features and the distance of the structure from these locations. The city, county, and state are self-explanatory. Rural structures should be identified by the nearest town with a zip code in the same state and county, followed by "vicinity." Areas or districts within a city may be listed before the city name. Independent cities not in a county should be followed by the words "(Independent City)," enclosed in parentheses. The word "Count<' (or in Louisiana, "Parish") should always follow the county name to avoid confusion with the city name.

Present Use

Indicate both the present use and the intended use for the site, or the projected date of demolition or alteration.

Significance

This is one of the most important sections of the documentation. It should be a concise summation of the architectural (or engineering) and historical importance of the structure. "None" is unacceptable as an entry under the Statement of Significance. The Statement of Significance should be written with sensitivity to the individual merits of the structure within the context of its environment. Significance is based on unique architectural features, design by an important architect, the presence of innovative structural systems, or an important historic event or person associated with the site. Examples of less obvious, but equally important, factors that contribute to the significance of a structure may include an early demonstration of a style for an area, a local architect's interpretation of a national trend, contribution to the integrity of an historic streetscape, illustration of a local style which is rapidly disappearing, or association with a trend or event in local history.

Date of Erection

Be as complete as possible. Mention sources for all dates cited. If found, give dates of plans, building permits, abrupt changes in tax assessments, cornerstone laying ceremonies, completion of dedication dates, existence of a date stone, etc. If the date is unknown, state "unknown." If no exact date can be determined, indicate by the word "circa," and state the source or the reasons for making the estimate (style, circumstantial evidence from tax records, local oral history source, etc.).

Original and Subsequent Owners

(Outline and Narrative Formats Only)

This section refers to a complete chain of title for the building. In many cases, it will be a statement of the site's relationship to local history. Uses of the building should be traced, and this should be integrated with the history of ownership and alterations as much as possible. Information on tenants should be included if appropriate. Suggested areas of investigation include: city directories, newspaper indexes, obituary files, personal reminiscences, county histories, tax assessment records, etc.

Historic Events and Persons Associated with Structure

This section is meant to include a general history of the building. In many cases, it will be a statement of the site's relationship to local history. Uses of the building should be traced, and this should be integrated with the history of ownership and alterations as much as possible. Information on tenants should be included if appropriate. Suggested areas of investigation include: city directories, newspaper indexes, obituary files, personal reminiscences, county histories, tax assessment records, etc.

Architect or Engineer

Information should be included stating where the architect, engineer, or firm practiced, and placing the structure in the firm or individual's work.

Architectural Information

All terminology used in this section should be widely understood and defined in Webster's New International Dictionary (Unabridged). This section should focus on information not readily apparent in photographs or drawings, such as materials of construction or complex architectural details

Exterior a Interior Features of Note

(Short Form Only)

This section should include prominent elements that are particularly important to the character of the structure, as well as features that are not readily apparent in photographs. In the case of engineering or industrial structures, this would include extant machinery or structural systems.

Floor Plans

Sketch plans may be substituted for verbal description of floor plans in both formats. Sketch plans should be simple, straightforward, one-line drawings no larger than 8 1/2 by 11 inches in size. They can be freehand or hardline, on a blank sheet or on graph paper. Generally, they are not drawn to scale, although elements should be drawn in correct proportion to one another. Labels, north arrow, overall dimensions, and the date sketched are required.

Bibliography and References

Since HABS/HAER data are a permanent record of the built environment and a research tool, a complete bibliographic section is essential. References should be cited in the outline, narrative, or on the short form, using the style of footnotes specified in Kate Turabian's A Manual for Writers of Term Papers, Theses, and Dissertations. In addition, a full bibliographic addendum sheet will probably be necessary. Consult Turabian's Manual for Writers for format. If a source is not widely available, mention where it may be found. Bibliographic citations which include the name and location of the collection should be listed for all historic views and original drawings. When possible, annotate references by indicating briefly what information was obtained from each

Project Information

This should include, as appropriate: the Federal agency involved, the name of the project causing the alteration or demolition, the names and affiliations of all who participated in preparing the documentation, and the dates the records were prepared. Include this information in the "Other Information" section of the short form or on a separate sheet.

2. Outline Format

Double space between outline headings, single space text. Omit any headings or part of a heading that is not appropriate, and renumber other outline headings as needed.

NAME OF STRUCTURE (Secondary Name) HABS No: _____

Location:

Present Owner: This heading may be combined to Present Owner and Occupant if they are one and the same. Include address of owner if it is different from address of structure.

Present Use:

Significance:

PART I. HISTORICAL INFORMATION

A. Physical History:

1. Date(s) of erection

2. Architect

3. Original and subsequent owners

4. Builders, contractors, suppliers

5. Original plans and construction

6. Alterations and additions

B. Historical Context:

PART II. ARCHITECTURAL INFORMATION

A. General Statement:

1. Architectural character

2. Condition of fabric

B. Description of Exterior:

1. Overall dimensions

2. Foundations

3. Walls

4. Structural system, framing

5. Porches, stoops, balconies, bulkheads

6. Chimneys

7. Openings

a. Doorways and doors

b. Windows and shutters

8. Roof

a. Shape, covering

b. Cornice, eaves

c. Dormers, cupolas, towers

C. Description of Interior:

1. Floor plans

a. Describe floors

2. Stairways

3. Flooring

4. Wall and ceiling finishes

5. Openings

a. Doorways and doors

b. Windows

6. Decorative features and trim

7. Hardware

8. Mechanical equipment

a. Heating, air conditioning, ventilation

b. Lighting

c. Plumbing

D. Site:

1. General setting and orientation

2. Historic landscape design

3. Outbuildings

PART III. SOURCES OF INFORMATION

A. Original Architectural Drawings:

B. Early Views:

C. Interviews:

D. Bibliography:

1. Primary and unpublished sources

2. Secondary and published sources

E. Likely Sources not yet Investigated:

F. Supplemental Material:

Prepared by: Name

Title

Organization

Date

3. Partial Example of Outline Format:

HOLBROOK BUILDING HABS No. CA-109

Location: 58 Sutter Street

Assessor's Block 289, Lot 4, San Francisco

Present Owner: Moraine Investment

Present Occupant: Vacant

Present Use: Vacant

Statement of

Significance : The Holbrook Building is a significant early post-fire office building designed by a major San Francisco architectural firm. It is distinguished by the integrity of its facade and contribution to the streetscape The Holbrook Building was rated "3" in Splendid Survivors, the survey of historic buildings by the Foundation for San Francisco's Architectural Heritage. This designation implies that the building is eligible for the National Register of Historic Places. It also is rated "3" on a scale of 0-5 for worthwhile buildings in the San Francisco Planning Department's Architectural Quality Survey. The survey notes the quality of its cornice and top story as a contribution to the streetscape. Also recognized is its role as a transition in scale between the neighboring Anglo and London Paris National Bank Building and nearby highrise structures.

PART I. HISTORICAL INFORMATION

Date of Erection: 1912

Architect: MacDonald & Applegarth

Historical Narrative:

The Holbrook Building was constructed in 1912 for Charles H. Holbrook, an early San Francisco business pioneer and financial investor. The architect was one of the most prominent post-fire San Francisco firms, MacDonald & Applegarth. General contractor for the building was Williams Brothers & Henderson. Hicks & Polte served as the electrical contractor. The Holbrook Building has served a wide variety of tenants. Notable among these have been the offices of the Anglo and London Paris National Bank (The Crocker Anglo Bank) and the Bank of Tokyo.

 C. Narrative Report:

For engineering and industrial sites, the Historic American Engineering Record requires that a historical narrative be submitted with the graphic documentation to ensure that future researchers will be able to identify with certainty the name, location, and technological nature of resources within the HABS/HAER collection. The length and scope of historical reports will vary considerably depending on the significance of the site and the resources available. The expertise required by the person preparing the report will also vary from site to site. While most projects can be documented in a report of three to seven pages by someone with only general knowledge of the subject area, a site of great significance will require that expertise of a specialist with considerable knowledge of the subject and may require a much longer report, perhaps 100 pages or more.

Although the content and length of reports will vary, certain basic facts should always be covered:

1. Name (common and historic if both are known)

2. Location

3. Description of structures or ruins on the site

4. Dates of construction, alterations, additions

5. Engineers and/or architects, if known

6. Important events in the development of the site

7. Historical significance of the site to the State or region, or if appropriate, national significance

More detailed information should be included according to the specific requirements of each site. A factory, for example, would also require:

1. An explanation of the industrial process

2. A description of any machinery (including function, date of fabrication, and manufacturer, if known)

3. A description of the power source and power transmission system

Or, for example, a bridge would require:

1. Number and length of spans

2. General dimensions of the structure

3. General design elements (for example, truss type and style of connections)

4. Materials used in various parts of the structure

5. Role of the bridge in the local or regional transportation system

The manuscript should be double-spaced on one side only of 8 1/2-by-11-inch, white bond paper. It must be typewritten and should have 1-inch margins. Relevant illustrative materials should be keyed directly to the text whenever possible. For example, if you are discussing the arrangement of textile machinery on the second floor of a mill, use the following type of notation:

"(see photos 9 through 11, and drawing on sheet 2 of 5)"

A bibliography of works cited should follow the notes and be double-spaced. However, if the report contains good footnotes that refer to all sources used, a bibliography is not required.

The title page includes the following information in the format shown:

Location:

Date of Construction, Alterations:

Present Owner:

Present Use:

Significance:

Historian and Date:

The sample report should be used to gain a general idea of the format and style of a report and should not be considered as either maximum or minimum as far as length, content, depth of research, etc.

VI. PHOTOGRAPHS

For complete guidelines, refer to HABS/HAER standards for documentary photography: Photographic Specifications for HABS/HAER. The following refers primarily to processing finished photographs for transmittal to the Library of Congress.

Negatives which are marked "nitrate film" rather than "safety film," or films that appear yellow, deteriorated, have a strong odor, or feel sticky, should be removed from the collection. Nitrate film combusts spontaneously, burns furiously, and exudes fumes damaging to paper, other film, and people. All nitrate negatives should be duplicated onto safety film.

A negative and print on fiber-based archival paper are required for each photograph sent to the Library of Congress. Resin-coated (R-C) paper is not acceptable.

A. Cover Sheet

A cover sheet is made for the complete Photo-Data set. Use an archival mount card without slits, and label as shown below:

1. In the upper left corner type the name of the structure and any secondary names, address (or vicinity), city or town, county, and state. each on a separate line.

 

Abraham Pike House (Grand Rapids Art Museum)

230 Fulton Street

East Grand Rapids

Kent County

Michigan

2. Place the HABS/HAER number for the structure in the upper right corner.

3. In the center of the cover sheet, type what kinds of information are included in the complete set. This includes photographs and written historical and descriptive data. Use all capital letters. Any or all of these may be used as appropriate.

Examples of cover sheets, indexes to photographs, negatives, prints, and photographic mount cards prepared for transmittal follow.

Jefferson Street Bridge HAER No. MO-30

Spanning East Branch of Wears Creek

South of U.S. Highway 50/63

City of Jefferson

Cole County

Missouri

 PHOTOGRAPHS

WRITTEN HISTORICAL AND DESCRIPTIVE- DATA

Historic American Engineering Record

National Park Service

Rocky Mountain Regional Office

Department of the Interior

P.O. Box 25287

Denver, Colorado 80225

B. Labeling Photographs

Each photograph is labeled on the back. Use a No. 1 (soft) pencil only and write on a hard surface so that the emulsion does not crack. On the back of each photographs write the HABS/HAER number for the structure, with the sequential number, in the upper right-hand corner. The print will be stamped with the HABS/HAER rubber stamp in the Regional Office.

Place each negative and one print (if there are two) in an acid-free archival sleeve. The full HABS/HAER number should be typed in the upper right-hand corner.

One print is mounted on an archival photographic mount card with slits. The information shown below is typed in the upper right corner when the holes are on the left margin. In all capital letters, type either: 

HISTORIC AMERICAN ENGINEERING RECORD or

HISTORIC AMERICAN BUILDINGS SURVEY

SEE INDEX TO PHOTOGRAPHS FOR CAPTIONS

HABS No. or HAER No.

C. Index to Photographs

1. Index to Photographs for Individual Properties

All mounted photographs and written data are compiled into a Photo-Data set. Photographs should be arranged in a logical consistent manner. The preferred arrangement is as follows:

a. Exterior Views

1. General

2. Front

3. Right Side

4. Rear

5. Left Side

6. Details

b. Interior Views

1. First Floor

(a) Rooms in order of importance or in a logical sequence.

(b) Details following appropriate rooms

2. Second Floor (and above, as applicable)

c. Photocopies

1. Exterior Views

2. Interior Views

3. Architectural Drawings

Occasionally, a different arrangement makes more sense, in which case the preparer should use his/her discretion. It may be useful to key photographs to a site or building plan. Each view is then assigned a sequential number starting with 1 and continuing until all photographs and photocopies have been numbered. This number is used to identify each different view. It is always written with the HABS/HAER survey number for the site, such as "HABS No. CA-101-1, HABS No. CA-101-2," etc. This number is typed on the archival sleeve for the negative and print. It is also written in acetate ink (using a Rapidograph or similar pen) in the margin of each negative on the base (shiny) side.

An identification sheet should be prepared for the photographs and labeled "Index to Photographs." There is one index for each structure or site. It identifies the structure and all available HABS/HAER documentation for it, and it lists captions for the photographs. m e format is illustrated in the following example of a large project. Smaller projects follow the same format, omitting what is not applicable.

Note: On the Index to Photographs, "facade" and "elevation" should not be used. Instead rear, front, or side should be used.

2. Index to Photographs for Districts and Complexes:

When dealing with historic districts, one general HABS/HAER number is assigned to the grouping of structures. For example, the Leadville Historic District, consisting of over 100 structures in the town of Leadville, Colorado, could receive HABS No. C)-42.

Individual structures being documented within the district are arranged by historic name of the structure or by their addresses, and then receive upper case letter designations. For example, the three commercial buildings along Harrison Avenue would receive HABS No. CO-42-A, HABS No. CO-42-B, and HABS No. CO-42-C. For each building a separate cover sheet and index to photographs are required.

General photographs, such as streetscapes, are organized under the index to photographs for the overall historic district.

Historic complexes, such as mines or farms, receive one general HABS/HAER number for the complex. Structures within the complex are arranges alphabetically by name, then assigned an upper case letter designation like the historic districts discussed above. Historic complexes require only one cover sheet and one index to photographs for the entire grouping of structures.

3. Assembling the Index to Photographs:

Again, variations may be appropriate, but the documentation available for the structure should be listed in the following order and format:

1. Drawings: Include number of sheets, date, and type of drawing, such as:

4 sheets (1974, including site plans, plans, elevation, isometric of framing, details)

2. Photographs: The number and date of HABS/HAER photographs are listed exterior views first, then interior views, such as:

14 exterior photos (1968, 1970)

3 interior photos (1970)

3. Photocopies: All photocopies and their dates are listed. Mention the date of original item, not the date that the photocopy was made. Specify whether the photocopy is of an interior or exterior photograph, a watercolor, an engraving, etc., such as:

1 photocopy of 1914 watercolor

2 photocopies of 1936 exterior photos

6 photocopies of 1889 plans

4. Data Pages: The number and date(s) of the data pages are listed, such as:

8 data pages (1968, 1970)

5. Field Records: If there are any field records for a structure, they are filed together in an envelope as one set of field records for that particular structure or site. They are listed as one set, but the contents are itemized parenthetically, such as:

1 set of field records (including 4 field notebooks)

32 field photos

The photographer’s name and the date of the photographs are listed next, then the sequential number for each particular view with its caption (as shown in the example above.)

Note that in assigning captions, not two photographs should be identified in precisely the same way, to avoid confusion when a researcher requires a view. You may, for example distinguish them by the vantage point from which each shot was taken.

When the one photographer produces all views but at different times, use the following format:

Name, Photographer, Date

VA-966-1 NORTH FRONT

VA-966-2 EAST SIDE

More than one photographer:

VA-966-1 Name, Photographer, Date

CAPTION

If there are numerous photographs, the photographers’ names could be listed at the beginning of the index with a list, such as:

Jack Boucher, Photographer, June 1980 (VA-966-2, 4, 9-13, 15)

For photocopies where previous photographers, illustrators, or delineators are unknown, this should be noted; otherwise give their names. Identify the source of the original, if known.

Finally, the index is to be typed on bond paper, then photocopied onto archival bond paper. The photocopy work will be done at the Regional Office.

D. Negatives

The HABS/HAER number for the structure, with its sequential photograph number, must also be labeled on each negative. Use a Rapidograph pen with acetate ink and print the number in the margin on the vase (shiny) side of the negative, not on the emulsion side. The negative is placed in a labeled archival sleeve (available in limited quantities from the Regional Office or large quantities from archival paper companies). Use an acid-free paper archival sleeve and label it for the particular negative using the HABS/HAER number (e.g., HABS No. CA-101-1). Type the number in the upper right corner of the negative sleeve.

E. Photographic Mount Cards

Photographs are mounted on 8 1/2 by 11 inch cards of archival paper (available in limited quantities from the Regional Office or large quantities from archival paper companies). These cards have slits in which to insert either 4 by 5 or 5 by 7 inch photographs. If the photograph is 8 by 10 inches, the print is dray-mounted by the Library of Congress. The cards, however, still need to be labeled before submission to the Regional Office.

Each mount card is labeled to identify the photograph. The HABS/HAER number with sequential number, is typed in the upper right corner of the mount card with the three holes on the left margin. For example:

HISTORIC AMERICAN BUILDINGS SURVEY
SEE INDEX TO PHOTOGRAPHS FOR CAPTIONS

HABS No. CA-101-1

Send inquiries about this page to kathleen.schamel2@va.gov.