[OR_Archaeology] Oregon SHPO GoDigital Hard Rollout June 15 2018

[POULEY John * OPRD]

You are receiving this email because our records indicate you have previously consulted with the Oregon State Historic Preservation Office on a project needing cultural resource review.

The Go Digital SHPO electronic submittal process has attracted a high volume of client participation since the soft roll out November 2017.
The Go Digital submittal process has been available to our customers for several months now and a very high percentage of our customer base has made the successful transition to Go Digital.  Go Digital streamlines the submittal process for review and compliance cases and allows our office to assist a greater number of customers while maintaining response times.  With Go Digital, submittals for both the built environment and archaeological review are accepted electronically with no hard copies required.

Important Go Digital Hard Rollout Date June 15, 2018

Starting  June 15, 2018 all digital submittals must follow the Go Digital instructions and will not be accepted or processed by our office if incomplete.  The initial review for completeness will occur within 48 hours of receipt of the submittal (weekends excluded).  The sender will be notified if the submittal is found to be incomplete so they may correct and resubmit in a timely manner.  A digital submittal that does not follow the Go Digital instructions will be returned to the sender as "Incomplete and Unprocessed...  Please Correct and Resubmit the ENTIRE Submittal Package Again."  The 30 calendar review period will begin ONLY once a complete submittal is received.  Incomplete submittals will not start the review period.  We will still be happy to offer assistance with submittal errors so you can correct and resubmit your package in a timely manner.  Please see the link provided at the bottom of this announcement for Go Digital instructions and required forms.


What does the initial review for submittal completeness involve?  What could trigger a digital submittal to be returned as Incomplete and Unprocessed?
Initial review to find if the required Submittal Form is attached and fully completed.  See instructions: Step 1
ALL emails sent to the ORSHPO.Clearance at oregon.gov<mailto:ORSHPO.Clearance at oregon.gov> must have a required Submittal Form completed and attached.  An email sent to this account without a Submittal Form, or one not properly completed will, trigger the submittal for return to sender as "Incomplete and Unprocessed...Please correct and resubmit the entire submittal package again".

Initial review to find if the State Historic Preservation Office Report Cover Page is included with ALL submitted Archaeology Reports or Combined Archaeology/Built Environment Reports.  See instructions: Step 2 Archaeology Report bullet point.
ALL Archaeology and/or Combined Archaeology &Built Environment reports MUST have the most current version of the State Historic Preservation Office Report Cover Page completed and included as the first 1-3 pages of the report.  Archaeology and/or Combined Archaeology &Built Environment reports received without a State Historic Preservation Office Report Cover Page will trigger the submittal for return to sender as "Incomplete and Unprocessed...Please correct and resubmit the entire submittal package again".

Initial review to find if ALL of the attachments are easily identified by the attached file name pre-fix.   See instructions: Step 3
Attachment names must correspond with this list of attachments identified on the Submittal Form. Add a prefix to the beginning of your attachment file name as the table demonstrates in the instructions to CLEARLY identify the attachment type. Attachments received that are not clearly identified through a pre-fix file naming convention will trigger the submittal for return to sender as "Incomplete and Unprocessed...Please correct and resubmit the entire submittal package again".

Important Reminder to submitters... the ORSHPO.Clearance email account is for submittal of review materials only.   ANY email that arrives in the Inbox of the dedicated ORSHPO.Clearance email account without a Submittal Form attached will be returned as Incomplete and Unprocessed.  If you need to follow up on the status of a previous submittal or have a question about Review and Compliance or Go Digital processes please contact Mary Beth Grover at the contact points provided below. Most importantly, a response will be provided quicker by contacting this staff member directly.

Contact SHPO staff with questions regarding Go Digital
MaryBeth.Grover at oregon.gov<mailto:marybeth.grover at oregon.gov>  or by phone at (503) 986-0672

Go Digital Information & Instructions are available at: http://www.oregon.gov/oprd/HCD/SHPO/Pages/go-digital.aspx


If you do not have the ability to submit electronically, paper or hard copy submittals will still be accepted via standard mailing options.  However, once a project is submitted via hard copy, update to projects, revisions, additional information, and correspondence must also be submitted via hard copy.   A CD containing a digital copy of archaeology reports and supporting documents is still required with hard copy submittals.



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