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4.02.03 Advanced GIS Policies for Data Format, Data Transfer, DataImport/Export, Data Storage, Data Security and Software

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

consultants and in relation to general systems and databasesdevelopment in a municipality which has embarked on a moresophisticated implementation. In this case there is also an approved GISstrategy, a network and a separate GIS function behind the policies.

PurposeThe purpose is to present GIS policies that will be applied for preparing GIScompatible sector applications in case these applications have a corporatesignificance. It will present the common denominators for having the applicationharmonize with the GIS Strategy approved by the Sangguniang Bayan in (month)(year).

It is recommended that the policies will be included in the bid documents when thedevelopment of a thematic application has been decided on.

GIS StrategyThe Municipal GIS is based on a corporate geodatabase , thus enabling all levelsof management and users direct access to the latest, up-to-date information.

Please observe that the policies are not applicable to stand-alone thematicapplications, which will be used by a few staff without the need of networkconnectivity.

GIS SoftwareThe GIS will utilize the ESRI product suite . However, upon approval by the GISTask Team/GIS Unit, it may be permissible to utilize third party software as a feeder or edit tool to the corporate GIS. These cases will be thoroughly investigated beforeimplementation. In each case they will remain as tools for the ESRI-based corporateGIS and will not be utilized as GIS standard software in themselves.

Data FormatThe Municipal corporate database standard is Microsoft SQL and all corporateGIS spatial and attribute data are to be stored within this database. The GIS will bemanaged by Arc SDE which will be installed on the Microsoft SQL server.

Data formats such as dBase, MS-Access and Excel spreadsheets can be utilized instand-alone applications.

Only under conditions approved by the GIS Task Force eam/GIS Unit can the abovementioned database formats be used in applications associated with GIS.

The structuring of the attribute databases and tables will be done in consultation withthe GIS Unit.

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Base data will be supplied via the corporate GIS and this will form the core of allthematic GIS projects.

Data StorageThe corporate geodatabase resides on a central server that is in a secure area.

All data will be stored on the central server as no workstations will be included in theback-up strategy. All backing up and maintenance of the database is planned andimplemented in consultation with the IT Office. The IT Office will implement an auditor-approved backing up strategy and only data stored in the central server will have asecure back-up protocol.

Utilizing large-sized shape files to store data is to be discouraged.

ll GIS projects are to reside within the corporate database.

Both GIS spatial and attribute datasets will reside within the corporate database.

Data MaintenanceThe custodians of the data will take responsibility for updating and maintaining their own datasets. Each sector office will be responsible for the integrity of its own data.The sector offices will take ownership of their data and ensure that editing andcorrectness 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 custodianswho will have appropriate access to the Relational Database Management System(DBMS).

Updating of the corporate database will be done with ArcInfo or ArcEditor.Data Transfer The GIS will be distributed to all clients through the following ESRI products: Arc View;

Arc IMS or Arc Explorer

General access for all users is through an Intranet or Internet web page.

Shapefiles may be used for transferring data to and from the geodatabase.

GIS analysis will be possible within the confines of the Local Area Network (LAN) atspeeds of not less than 10Mb/sec. Terminal services client access will be set up for remote users (users outside of the immediate LAN but connected to the MunicipalWide Area Network). This will enable live updating and immediate distribution of theupdated information.

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

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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 1:1000; A0 Paper size;cartesian coordinate system.

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

Data Security The GIS/IT Office will ensure that all relative securities and login controls are strictlyadhered to.

Security will be applied at SDE (GIS management system), database and server levels.

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

Access to the databases will be controlled via groups. Individual users will be addedto groups and these groups will be granted the appropriate rights.