Chasing Mayflies Archiving Geospatial Data

1. Chasing MayfliesArchiving Geospatial Data Linda Zellmer Government Information & Data Services Librarian Western Illinois University LR-Zellmer@wiu.edu

4. Landsat 1 Image of Oahu

9. Process_Step: Process_Description: Several new federal lands were established since 1998. Those that meet the minimum mapping criterion of 640 acres (1 square mile) were added. They are: [Long List of areas here] Data sets were obtained from the State, regional, or field offices of the federal agencies which own or administer the newly created lands. The data were re-projected, generalized, and integrated into the existing federal lands data set . . .

11. Introduction • What are the legal requirements regarding archiving data? • What data should be archived & why? • Which agencies should archive data? • Are there any standards related to data archiving? • Other Considerations? • Who should see that data is archived?

13. Legal Requirements • Illinois Freedom of Information Act (5 Illinois Compiled Statutes 140/). • “. . . all persons are entitled to full and complete information regarding the affairs of government and the official acts and policies of those who represent them . . .

14. Legal Requirements "Public records" means all records, reports, forms, writings, letters, memoranda, books, papers, maps, photographs, microfilms, cards, tapes, recordings, electronic data processing records . . . having been prepared, or having been or being used, received, possessed or under the control of any public body.

15. What data should be archived?FGDC Archiving Guidelines • FGDC Historical Data Working Group developed a guide to determine if data has long term value: http://www.fgdc.gov/library/factsheets/ documents/histdata.pdf

16. Data Should be Saved If: • It relates to Government or individual legal rights. • It might be needed to defend against possible legal action. • It could be useful to people in other Federal agencies or the research community.

17. Data Should be Saved If: • Users need the raw, unedited data. • It has been made available to other users. • People can use the data without technical assistance. • The data can be used to study changes through time.

18. Data Should be Saved If: • It will be difficult or expensive to recreate. • A government program will be adversely affected if the data is lost. • It is compatible with more recent data.

19. Data should be archived if: There could be legal ramifications. It can be used by other agencies. It will be expensive to recreate. It can be used by researchers or to study change over time. What data should be archived?

20. Should Any Other Data Be Archived? • Data developed with Federal grant funding. • Any data concerning the local state or area from any source. • Thesis data (especially data about the local state or area).

21. Standards require that records, such as data, be documented. This should include information on: How the data was developed. A data dictionary or description of fields. A description of its relationship to other data. Technical information needed to use the data. Federal Data Archiving Standards

22. Data Archiving Standards • National Digital Information Infrastructure and Preservation Program (NDIIPP) – developing a model for geospatial data Archiving (North Carolina State University). • Interim report lacks specific information on archival formats.

23. NDIIPP & NARA • NDIIPP - toolkit for ingest of geospatial data (not publicly available). • National Archives & Records Administration (NARA) – is collecting and archiving Federal geospatial data. • NARA also presented a Webinar on geospatial data archiving.

24. NARA Webinar • NARA webinar on data archiving dealt with two data formats – JPEG2000 and GeoPDF. • GeoPDF dependent on commercial software. • Need to preserve data in a format that can be used with GIS – queried & analyzed. • Data preservation should be neutral (software independent).

25. Archiving Options GIS Data in University of Minnesota’s Institutional Repository

26. Other Archiving Issues • Software changes over time or may become entirely obsolete. • Data formats change. • Data will need to be preserved and migrated.

27. Other Archiving Methods • Cloud Computing – provide older versions of software as an Internet service so that all people can use it. • Provide older versions of software (or even obsolete software) for use on the Internet. • Metadata should include information on software version used to develop data.

28. Other Considerations • What media are archival? • How often should data be archived? • Who should archive data?

34. Government records are: Owned by the citizens and State of Illinois. To be created, maintained, and administered in support of the rights of those citizens and the operation of the State. To be available for the use, benefit, and information of the citizens. May not be disposed of without compliance with the Illinois Public Records Act. Illinois State Records Act (Illinois Compiled Statutes - 5 ILCS 160/) Who Should Archive Data?

35. Who Should Archive Data?

39. Conclusions • Data produced by State and local agencies needs to be captured and archived. • Digital spatial data is a public record and as such it does have to be archived. • Data to be archived must be properly described (Metadata).

40. State and local agencies should archive data if: There could be legal ramifications It can be used by other agencies It will be expensive to recreate It can be used by researchers or for studies of change over time Conclusions

41. Conclusions • Guidelines for archiving spatial data need to be developed. • Until guidelines are developed, information about data availability and agency plans for their data could help preserve spatial information for future users.