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4.02.02 Basic GIS Policies for Data Format, Data Transfer, Data

Import/Export, Data Storage, Data Security and Software

This example illustrates the policies that are useful to apply in interaction

with consultants and in relation to general systems and databasesdevelopment in a municipality which is starting up with GIS and wherethe CLUP is the first application. In this case there might not be anapproved GIS strategy, there is no existing network, and the PlanningOffice is the lead in the development network.

PurposeThe purpose is to present GIS policies that will be applied for preparing a CLUP andthe CLUP data that has a municipal corporate function.

GIS StrategyThe Municipal GIS is based on a corporate geodatabase, with no network.

GIS SoftwareThe GIS will utilize ESRI Software. (This is recommended based on HLURBs currentsoftware that is being used. However, the LGU may opt to utilize different software, inwhich case, this will not be tackled in the GIS Cookbook because the HLURB staff istrained in ESRI software).

Data FormatThe Municipal geodatabase file standard is shape files.

The structuring of the non-spatial sector attribute databases and tables will be done inconsultation with the Planning Office.

Base data will be supplied via the CLUP GIS and this will form the core of all otherthematic GIS projects.

Data StorageThe CLUP geodatabase resides in a stand alone computer environment in anexclusive PC at the Planning Office with a back up function located in a secureenvironment. All backing up and maintenance of the geodatabase is done by thePlanning Office. The Planning Office will implement an auditor-approved backing upstrategy and only data stored in the exclusive PC will have a secure back up protocol.

All GIS projects are to reside within the exclusive PC at the Planning Office.

Both GIS spatial and non-spatial attribute datasets will reside within the exclusive PCat the Planning Office.

Data MaintenanceThe custodians of the sector non-spatial data will take responsibility for updating andmaintaining their own datasets. Each sector office will be responsible for the integrity

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of its own data. The sector offices will take ownership of the data and ensure thatediting and correctness is in line with the standards required.

The custodians of the data will determine the restrictions to be placed on their data.

Updating of the geodatabase will be restricted to certain identified data custodians.

Data TransferThe GIS will be distributed to all clients through Arc View and Arc Explorer. Generalaccess for all users is through copying from the exclusive PC at the Planning Officewith the use of CDs or Flash disks.

Data Import/ExportCAD can be used as a design and planning tool but not as a GIS / mapping tool.

Cadastre and other GIS data will be extracted from the corporate database usingdedicated routines for importing into other systems, e. g. CAD or design packages.

The standard CAD package used by the Municipality is AutoCAD.

When importing data either to a CAD drawing or to the GIS the following formats willbe acceptable: AutoCAD DXF files; ESRI shapefiles.

The following defaults will apply when transporting data: Scale equal or larger than1:10,000; A0 Paper size; artesian co-ordinate system.

Geographic Data Coordinate SystemUTM projection;Luzon datum;UTM coordinate system.

Note: These are based on the existing guidelines instituted by the IATFGI on datasharing. If new standards or guidelines are formulated, these standards should besuperseded by the new guidelines.

Data SecurityIn all cases read-only rights will be granted unless written instructions to the contraryare received from the authorized data custodian.