Records Reviews FAQ

Choose the review that matches your role and project needs:

• Preliminary Records Review (P#) – For non-archaeologists only, including planners completing the KHC Cover Sheet.
• Scoping Studies Record Review (S#) – For professional archaeologists, historic preservation professionals, or approved environmental firms conducting early-stage project planning.
• Full Records Review (FY#) – For professional archaeologists conducting NHPA / Section 106 surveys.
• Academic Research Records Review – For archaeologists, students, or researchers conducting non-compliance research.

If you are unsure which category applies, email ky-osa@uky.edu for guidance.

All requests require a clearly delineated project area, submitted as a GIS file (shapefile/KMZ) or detailed map.
You must also include:

• A brief project description;
• Contact information;
• Documentation of APE agreement (FY# only).

If you have questions about acceptable file formats, contact ky-osa@uky.edu.

Typical processing time is 3-5 business days for preliminary records reviews and 5–10 business days for all other records reviews, depending on request volume and complexity.
Larger or more complex projects may require additional time.

For time-sensitive requests, contact ky-osa@uky.edu before submitting. Rush processing may not be available.

Preliminary Reviews provide general contextual information only and do not include the level of detail required for archaeological survey, reporting, or regulatory compliance.
Professional archaeologists must use the S#, FY#, or Academic Research categories.

If you are a professional archaeologist and unsure which review applies, email ky-osa@uky.edu.

Archaeological site locations are restricted by state law, federal regulation, and ethical obligations to protect cultural resources. Site location data are only released to professional archaeologists who meet the Secretary of the Interior’s Professional Qualification Standards.

Others may receive limited or generalized information at OSA’s discretion.
Questions? Email ky-osa@uky.edu.

Yes—if your project area or buffer directly or indirectly intersects federal lands, you must complete the Federal Lands Data Request Form before your request can be processed.

If you are unsure whether federal lands are involved, contact ky-osa@uky.edu with a map or description.

Examples include:

• Buffers around the project area that cross federal boundaries;
• Linear projects where any segment intersects federal property;
• Projects adjacent to federal land where indirect effects may occur.

If you are uncertain, email ky-osa@uky.edu for assistance.

Scoping Studies must reflect a refined, realistic early-stage project area.
Requests at county or quadrangle scale exceed the purpose of scoping studies and cannot be processed due to legal restrictions on data release and processing limitations.

If you need help narrowing your request, contact ky-osa@uky.edu.

The FY# review includes:

• Detailed restricted information (site numbers, NRHP status, site types);
• GIS datasets with expanded attribute fields;
• PDF copies of archaeological site forms and CRM reports within the APE and required buffer.

This category is reserved for NHPA Section 106 compliance and requires professional archaeologist qualifications.

Yes. Landowners may receive full archaeological data for sites located on property they legally own, including site location information. To protect sensitive cultural materials and respect descendant and Tribal communities, OSA will redact burial photographs, images, or other culturally sensitive documentation before release.

To receive these materials, landowners must first provide documentation of ownership (e.g., deed, GIS parcel verification, or other county property records).

This information is provided to support responsible stewardship of archaeological resources, encourage preservation, and promote informed land management.
Landowners with questions or seeking guidance on protecting archaeological resources may contact OSA at ky-osa@uky.edu

Yes. Academic Research Records Reviews are free.
However, restricted site location information will only be provided to:

• Professional archaeologists, or
• Students working under the direct supervision of a professional archaeologist.

If you are unsure what level of information can be shared for your project, email ky-osa@uky.edu.

Depending on the review type, you may receive:

• A PDF report;
• A GIS data package;
• PDF copies of archaeological site forms and CRM reports (FY# only).

Delivery is typically via email and/or secure download link.

Payment can be made in one of three ways:

1. Online payment during the submission process (recommended and fastest);
2. By phone, arranged by emailing OSA at ky-osa@uky.edu;
3. By check, mailed after completing the online registration form .

For any payment-related questions, contact ky-osa@uky.edu.

Yes. All requests may be modified due to:

• Legal restrictions;
• Ethical stewardship responsibilities;
• Data sensitivity;
• Incomplete or unclear project boundaries.

OSA will notify you if modifications are required.
Questions may be directed to ky-osa@uky.edu.