bookmarks in initial view. Add markups and comments addressing any issues noted.
Include an Aerial plot from GIS. Place in the Legal Review folder.
Reg. CE IOP Form.pdf file containing a collection of the IOP form and associated data
(e.g. legal description, maps, title certificate, deed, plans, etc.) provided by the
requestor, usually Regulatory or SWIM, for review of a Conservation Easement. The
documents should be bookmarked and set file properties to show them in the initial
view. Place the IOP form as the first item. Comments should be entered for each
document indicating its source (e.g. email attachment - from/date). Place in the
Worksheet.dwg containing the closed polyline of the conservation easement
boundary from the CAD file obtained from the source. Include comparative notations
and use explanation. Used as source for GIS featureclass. Place in the CAD folder.
The requestor usually provides a copy of the CAD file along with the other
documentation. If not included, contact the surveyor issuing the sketch (or survey)
and legal description directly and request a courtesy copy. OCR the pdf to copy out
the text of the description as a last resort if a CAD file is not available.
Shapefiles folder containing the shapefile fileset, a closed polygon featureclass,
named with the parcel number. A Geospatial Origin file included.
GIS folder for the map MXD.
Closures folder – refer to the “Net Deed Plotter” chapter for instructions.
If the CAD file is georeferenced, copy the polyline of the boundary into a GIS session
and evaluate its placement related to District parcels, existing conservation
easements and county parcels.
Determine if the location of the polygon in GIS depicting the proposed conservation
easement is acceptable. It should substantially match. Adjust location as needed.
Document adjustment shifts, rotation, common control points, etc. in the Geospatial
Origin.docx file and place in the Shapefiles folder.
Create a feature class (closed polygon shapefile) of the legal description which will be
provided to GIS for inclusion in ERP Conservation Easement layer.
If the CAD is not georeferenced, export a DXF from NDP and use the GIS
Georeference Tool to place and align the conservation easement. The process is
detailed in the file named “How To Georeference CAD.docx” located at
Export a map from GIS, in PDF format, to include in the Legal Description Review.pdf
file. Show the proposed conservation easement, most recent aerial imagery, District
interests, county parcels, roads, and STRs. Set the display transparency at 60percent
and the fill color to yellow on the easement polygon. Label with parcel number.
Add comments and markups to the Legal Description Review.pdf file reflecting the
findings and conclusions.
Draft an appropriate email response following the format documented in the Survey
Technical Guidelines (STG) folder in the Email Reg CE Review.docx file. Place in the
QAQC folder, and review the results with the project manager to conclude.
Once the corrected legal description is received, continue the review to its conclusion
and respond accordingly.
After the conservation easement has been recorded in the public records of the
respective county, the instrument is routed back to us for review to ensure what was
reviewed during the draft stage is what was recorded.
17.3. Net Deed Plotter
Extracting a Legal Description from an AutoCAD drawing: The AutoCAD legal
description should be mtext. Double-click on the legal description, right-click and pick
Select All, or manually select the portion you need to review. Copy and paste the text
into notepad and save this text file in the project’s Closure folder. Select the contents
of your text file, copy and paste into Net Deed Plotter’s Deed Call Editor.
Extracting a Legal Description from a word processing document: Net Deed
Plotter is an Add-In for Microsoft Word, but the installation may not be reliable to allow
its use. Therefore, it’s best to just select the desired text and copy and paste it into
Net Deed Plotter’s Deed Call Editor. You may need to paste it into a text editor such
as Notepad first in order to remove any special characters or formatting.
OCR (Optical Character Recognition) from a pdf file of the legal description:
In Acrobat, limit the document to the legal description you will be plotting by cropping.
With the crop tool, place a rectangle around the part of the legal that is needed, hit
Enter and OK.
Under the Document pull-down menu, choose OCR Text Recognition/Recognize text
Select all the recognized text using <Ctrl A>, then use <Ctrl C> to copy it and <Ctrl V>
to paste it into a new Word document. Save this Word document in your project’s
Open your Word document and compare to the original PDF and correct as needed.
Acrobat seems to have a difficult time recognizing a degree symbol, and will often
misconstrue the letter “S” in a bearing as 5, or the number “0” as the letter “O”. Use
the following procedures after text recognition to help resolve these issues:
Some Find and Replace methods:
In the Find what: box, Word is to search for either an “N” or “S” character followed by
any two characters and a “’” character (the degree symbol misconstrued as ’). The
Replace with: box tells Word to recall variable 1 (\1 – saved as the N or S) and
variable 2 (\2 – saved as the two wildcards following the N or S) and replace the “’”
symbol with a degree symbol. Click on Replace All and verify that the procedure
To correct the instances where Acrobat misconstrued the number 0 as the letter O
(usually in bearings) you need to first select all the bearings in the document. Do this
by using Find, select Use wildcards, and enter ????°???????? in the Find What box.
Then, click on Find in, and select Main Document, which will highlight all the bearings.
Next, choose the Replace command, and, in the Replace tab enter the letter O in the
Find what box and the number 0 in the Replace With box. Choose Replace All. Word
will replace any letter O's it finds in the selection set with number 0's.
Then, it will ask if you want to search the remainder of the document. Click on No,
and close the Find and Replace window.
Check for any curve data that need corrections.
To check for any distances with a letter O instead of a number 0, go to the Find
window and, using wildcards, search for A DISTANCE OF ???????. Then, in order to
temporarily avoid replacing the letter O in the word "OF" with a number 0, replace the
word "OF" with "placeholder". Click on Replace All, and pick no, you don't want to
search the remainder of the document. Then search for the letter O and replace with
the number 0. Any distances with the letter O will be corrected to the number 0.
Finally, replace the word placeholder with OF.
Review the legal description for further issues, such as the letter S in a bearing having
been misconstrued as a number 5 (search for THENCE 5, for example), and repair if
Once all corrections are made, select all the text and copy and paste into Net Deed
Plotter’s Deed Call Editor.
Using Net Deed Plotter
In the Deed Call Editor window, pick Edit/Legal Description to Deed Calls. Net Deed
Plotter will analyze the legal description and convert the courses to Deed Calls for its
Place a forward slash (/) in front of each course of the Point of Commencement to the
Point of Beginning, if any. Show the POB to POC lines by choosing pull down menu
Lines/Show P.O.B. Lines in the Draw Map window.
If possible, determine the best available state plane coordinates of the Point of
Commencement. Enter them as the first line in Deed Call Editor as
nxxxxxxx.xx(space)exxxxxx.xx. The default is feet (follow each coordinate with an ‘m’
if your system is in meters). After the coordinates, type a space and a semicolon
(used to enter comments in Net Deed Plotter) and enter the source of the starting
coordinates. Comments may also be used to label points. A sample of the completed
Deed Call Editor window is:
n1320353.24 e431369.81 ;from CAD file
/n55.5747e 63.52 ;POB
Click the Draw Map menu text. Pick the Map Options pulldown menu, and select Title
Box and Border Options. The default selection should be Show Title Box, Border,
Tract Data, and Deed Calls. Enter a title for the map and click Accept. If there is an
unacceptable closure, review and correct the deed calls in the Deed Call Editor, then
click on Draw Map.
Choose Print and print to a PDF named Closure Report.pdf. If a polyline is needed to
insert into CAD, choose Advanced, Save as DXF(feet) and save in the projects CAD
Youare now ready to save the .ndp file. The name should be Parcel Number or Job
Name [.ndp]. If the legal description is not associated with a parcel number or job
name e.g. ingress-egress, etc. then its .ndp file name should be descriptive.
If you have several legal descriptions to run through Net Deed Plotter, name the
corresponding files to be descriptive and combine the PDFs into Closure Report.pdf.
18. Geographic Information System (GIS)
GIS is an essential tool to ensure that the data being processed is spatially
referenced and encourages the creation of feature classes and shapefiles used
during the QAQC process of a project and encourages/promotes data contribution to
the District's geodatabases.
18.2. Adding Data to a GIS Session
Data is added in various ways. When a shapefile is needed, data is added to an
ArcMap session as an event and exported as a shapefile where it can be preserved
18.3. Using Data in a Spreadsheet: An input data file must be prepared before the data
can be added. With ArcMap 10, data can be added from a properly formatted
spreadsheet with headers for Point, Northing, Easting, Elevation(s) and Description
fields specified. A sample input data file is in the Appendix.
Start an ArcMap session. Open the Survey base map file Survey.mxd located in
L:\SURVEY\Reference\ArcMap\Base Map and save it to the project GIS folder.
From the File menu, select Add Data then select Add XY Data.
Browse for the file. Add the file.
Ensure that the X and Y fields are correct.
If your Coordinate System of Input Coordinates is not the same as the .mxd you have
the option to choose Edit.
The data is added to the session and displayed as an event in the table of contents.
18.3.1. To Export the Data as a shapefile, right-click on the event layer just added
and select Data then select Export Data.
In the "Use the same coordinate system as" option select ‘the data frame’.
In the "Output feature class:" field, browse to the project Shapefile folder and
replace the default "Export_Output.shp" with a descriptive name.
Click the OK button to complete the process and answer Yes to the prompt to
Add the exported data to the map as a layer.
18.4. Using a Polyline from an AutoCAD File
Start an ArcMap session. Open the Survey base map file Survey.mxd located in
L:\SURVEY\Reference\ArcMap\Base Map and save it to the project GIS folder.
18.5. Attribute Table Format
The attribute table fields are determined and populated automatically by the source
when the shapefile is created. A text file, a spreadsheet or an AutoCAD drawing will
produce many different fields and values. See STG for attribute header names.
The format mentioned pertains to shapefiles that are not provided to the requestor but
are part of the QAQC process. When a shapefile is provided to the requestor, the
attribute table’s field should match the deliverable data format.
When adding fields to an attribute table, select “text” as the data type for fields that do
not require numeric properties, such as description, work order number and waypoint.
Determine the length of the field by the number of characters being entered plus five.
When numeric properties are needed in a field for possible math functions, select the
"Double" field type, where the ‘precision’ and the ‘scale’ of the values displayed are
established. The precision value determines the total number of integers in the
number that will be entered into the field while the scale determines the number of
integers displayed to the right of the decimal point.
The Long and Short Integer field types are also options when the numeric values can
be displayed to the whole.
18.6. Creating a Map
The Layout View of an ArcMap Session is where views are arranged to create maps.
Do not use the Data View. Use the Page and Print Setup option to determine the size.
A North arrow, scale statement or graph, title and legend are usually inserted in a
Text, labels and annotations are also useful.
The symbology and display options of the layers can be also very helpful in creating a
map that'll convey the information effectively.
The Export Map option is used to create a .PDF of the map. A map is normally not
needed and will not be archived unless it is provided as a courtesy to the requestor.
The .mxd file is normally used during the review process and will not be kept unless
special circumstances require it. Usually the shapefile(s) can easily be viewed in a
new ArcMap session.
19. Mapping in AutoCAD
To establish guidelines for the preparation of a map during the data processing phase
of a job using the AutoCAD application. The data processed needs evaluated and
analyzed and a digital drawing enhances this task by visually displaying the data
collected and job site details.
A Worksheet drawing is created to view, analyze the data and capsulate the project.
Points are inserted and sorted into meaningful layers once they have been adjusted.
Linework is added along with labels and annotation to depict the layout of a job.
Use large text size mtext note to explain and detail data manipulation, conclusions
and decisions. Normally this map will remain in a worksheet status so treat it as such.
Original work is done model space and use layout view for sheets and plotting.
Coordinates are moved from a local, assumed datum to reference points in the
Florida State Plane Coordinate System.
Closed polylines are used. Linetypes are established to distinguish between features.
When the worksheet drawing is used as the basis of a survey map of parcels and/or
easements, the name is changed to contain the parcel number when the job will result
in an acquired parcel, Example: 20-503-102.dwg. The name is changed to contain the
work order number when the job results in a map recreating an existing parcel's
boundary or to simply document the scope of the work performed. Example: 20-08-
20. Peer Review
Provide guidelines on the process of reviewing a project to ensure that a quality
product is the result of the process.
Once a project is completed and is deemed ready for delivery, a review by the
assigned person is requested. A Peer Review.pdf file is created of the deliverable
(report & spreadsheet, map) and placed in the project's QAQC folder and the work
order is sent to the assigned reviewer.
The reviewer returns the job with the Peer Review.pdf marked-up with revisions and
comments. The identified issues are addressed, a reply entered into the note
describing what action was taken to correct the matter and another draft of the
deliverable is added to the original Peer Review.pdf. Bookmarks are added to the
PDF identifying the drafts (i.e. First Review, Second Review, etc.).
The job is sent back to the reviewer to confirm that the issues have been corrected.
This process continues until all of the issues identified during the process have been
This review process also includes a look at the folders, the files and the work order to
confirm compliance with the established directives (STG and References).
Once the reviewer has determined that the entire job conforms to the standards, it is
returned to the technician with instructions to forward it to the PSM. The PSM will
perform a final review and the review process is repeated until he is satisfied that it is
ready. He creates a Final Review.pdf file containing his comments and mark-ups.
This file is also placed in the QAQC folder. He returns the job to the technician and a
hard copy of the deliverable is signed/sealed and scanned. The resulting PDF file is
placed in the Deliverable folder. This deliverable file is linked in the work order.
When the deliverable is scanned, the job is sent back to the PSM to forward to the
Survey Manager in a TBD status.
Once the Survey Manager has reviewed the job, he will send the job back to the
technician with instructions to deliver and archive or to make additional revisions and
answer questions. If the latter occurs, then the process that includes the PSM will
21. Peer Review of MFL Riverine/Wells/Gauges
21.1. Review Project Emails.pdf, comments in Geomatics Services under Comments tab,
Reference Data tab, Additional Info tab and Field Instructions tab and Description of
Work under the Project Scope tab to understand the purpose of the project and what
data was expected to be located.
21.2. View the project shapefile(s) in ArcMap: Review for compliance:
STR, county and basin are correct in the work order, report and spreadsheet
Review the Field Notes.pdf for:
What method/equipment/software was used for the collection of horizontal data
What method/equipment/software was used for the collection of vertical data
If horizontal data was collected are the correct file(s) under the project GPS folders?
Are the correct files for vertical/total station collection under the project Data
Under Computations review:
If a .raw file needed to be revised, is it named correctly and is there an explanation at
the top (date and initials) of change needed
If a .gsi file needed to be revised, is it explained in the correct file
Minimally Constrained Adjustment.pdf (if one exists)
Modified.dat for correct control held, descriptions per field notes and documentation at
the top (with date and initials) of any corrections besides descriptions
Final Adjusted Elevations or Final Adjusted Coordinates.pdf
Data Transformation Report.pdf for input and output settings, is the input data correct
based on the calculated horizontal and vertical data, where needed is the output for
latitude/longitude in degrees-minutes-seconds
If only a level loop processed with Leica software, review Level Summary Report.pdf
Source Control.pdf should only contain control used for the site and have bookmarks
If horizontal locations were derived from CAD mapping are their xy’s stated in
Coordinates from CAD mapping .txt. Are the xy’s correct when identified in the CAD
If level loops were not collected digitally are they calculated correctly in Reduce levels
Is all of the data shown on the pdf of the spreadsheet correct, if not comment in the
pdf. Has the correct template been used
Is all of the data shown on the pdf of the Survey report correct, if not comment in the
pdf. Has the correct template been used
If a benchmark form has been created, is all of the data shown on the pdf correct,
does the form correctly follow the template
Review Site Photos.pdf if one was required and exists
Review all file/folder names to comply with the Standard file/folder samples
Review the work order to ensure that all data is entered correctly and completely
If any changes are needed other than the commenting in the pdf’s under QAQC, add
as a comment in the work order under the Comments tab as a numbered list
22. Delivery Process for MFL Riverine
Once the Survey Report has been signed:
1. Scan the signed-sealed report to the Deliverable folder as Survey Report.pdf and
include a PDF of the certified spreadsheet.
2. Create a zip file named the same as the spreadsheet under the Deliverable folder of
the shapefile and the certified spreadsheet that will later be copied to the requestor’s U
3. Create an email to the requestor [see L:\SURVEY\Reference\STG\Folder-File
Naming\Job Name XX-XXX (Active)\Reference\Email as Deliverable.docx for the
wording]. Before sending the email save it, it will then go to your Drafts email folder.
Open it under the Drafts email folder and save it as Draft Email.pdf under the project
4. In the work order add links for Draft Email, the .zip created above and the Survey
Report.pdf and reassign the work order to the signing Surveyor with Delivery status.
5. Once approved by the signing Surveyor, post the .zip to the requestors U drive, send
the email to the requestor (append the sent email to the Project Emails and add the
.zip file as an attachment). Send the signed-sealed original Survey Report and a print-
out of the certified spreadsheet to the requestor via inter-office mail.
6. Prepare the project for archive.
23. Delivery Process for Benchmarks-Wells-Gauges
Once the Survey Report and/or Benchmark forms have been signed and sealed:
Scan the Survey Report (make sure the seal is seen) to the Deliverable folder as Survey
Report.pdf, add a pdf of the project spreadsheet.
Scan each Benchmark form (make sure the seal is seen) to the Deliverable folder. Name
them the same as their word document.
Create an email to the requestor (cc the signing surveyor), [see
L:\SURVEY\Reference\STG\Folder-File Naming\Job Name XX-XXX
(Active)\Reference\Email as Deliverable.docx for the wording]. Attach the Survey Report.pdf
and the project Excel spreadsheet file. Before sending the email save it, it will then go to
your Drafts email folder. Right click on the email and append it to the projects’ Project
Email.pdf. In the Project Email.pdf right click on the newly added email and choose “Save
file from portfolio” and save it as Draft Email.pdf under the project QAQC folder. Again
highlight the newly added email and right click and choose “Delete”. This method creates a
Draft Email.pdf that contains the attachments and the Project Email.pdf will only contain
those emails actually sent.
In the work order link the Draft Email.pdf and send it to the signing Surveyor for approval.
Once approved, deliver the signed and sealed Report and/or Benchmark forms to the
requestor via interoffice mail.
Copy the Benchmark PDF files to L:\SURVEY\Control\NAVD88 Benchmarks by SWFWMD
Survey\Forms to be published. Fill in the table: L:\SURVEY\Control\NAVD88 Benchmarks by
SWFWMD Survey\Tables\ NAVD88 Benchmarks by SWFWMD Survey.xlsx.
Copy the project Excel spreadsheet to L:\SURVEY\Control\Measure Point - Ground Tables
by SWFWMD Survey.
In the work order complete the Delivered Date field and state the Benchmark form names
under Reference Data.
Prepare for archive
24. Outsourced Review Processes
24.1. QAQC of Outsourced MFL Riverine/Lakes
Copy the SR and SOW that were sent to the vendor to the QAQC folder and combine
them into one PDF with bookmarks. If project involves multiple sites (i.e. transects and
bridges), create a subfolder under QAQC for each site and put the combined SR and
SOW PDF in each subfolder and include the site name in the PDF. Check deliverables
against SR and SOW to insure format and requested files and data has been provided.
Review the following:
File name; legible; all data pertaining to the site; sketches; recorded point numbers
match those on the spreadsheet.
File name; file name, file date, file size stated on the first line within the spreadsheet, if
provided compare to properties; should not contain site control points; spelling; point
numbers vs. Data Collection and Computations; accuracy of xyz shown based on
survey report and surface located; worksheet tab name; date of ‘present water level’
vs. field notes.
Bench mark form:
Signed, sealed, dated; ‘date set’, ‘set by’, field book and page notation; xyz vs.
Computations; basin name; source bench marks vs. field notes; photo.
File name; point numbers vs. field notes and spreadsheet; NGS control points.
Computations:Conversion from assumed to SPF (if applicable); conversion for bench
mark to NGVD29 and UTM.
File name; Bookmarks per descriptions in the field notes, if recorded.
Documents you may be interested
Documents you may be interested