G I S

C O O K B O O K

F O R

L G U S

4.02.03 Advanced GIS Policies for Data Format, Data Transfer, Data Import/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 databases development in a municipality which has embarked on a more sophisticated implementation. In this case there is also an approved GIS strategy, a network and a separate GIS function behind the policies. Purpose The purpose is to present GIS policies that will be applied for preparing GIS compatible sector applications in case these applications have a corporate significance. It will present the common denominators for having the application harmonize 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 the development of a thematic application has been decided on. GIS Strategy The Municipal GIS is based on a corporate geodatabase, thus enabling all levels of management and users direct access to the latest, up-to-date information. Please observe that the policies are not applicable to stand-alone thematic applications, which will be used by a few staff without the need of network connectivity. GIS Software The GIS will utilize the ESRI product suite. However, upon approval by the GIS Task 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 before implementation. In each case they will remain as tools for the ESRI-based corporate GIS and will not be utilized as GIS standard software in themselves. Data Format The Municipal corporate database standard is Microsoft SQL and all corporate GIS spatial and attribute data are to be stored within this database. The GIS will be managed 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 in stand-alone applications. Only under conditions approved by the GIS Task Force eam/GIS Unit can the above mentioned database formats be used in applications associated with GIS. The structuring of the attribute databases and tables will be done in consultation with the GIS Unit.

04.02.03_AdvancedPolicies

G I S

C O O K B O O K

F O R

L G U S

Base data will be supplied via the corporate GIS and this will form the core of all thematic GIS projects. Data Storage The 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 the back-up strategy. All backing up and maintenance of the database is planned and implemented in consultation with the IT Office. The IT Office will implement an auditorapproved backing up strategy and only data stored in the central server will have a secure 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 Maintenance The 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 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 who 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) at speeds 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 Municipal Wide Area Network). This will enable live updating and immediate distribution of the updated information. Data Import/Export CAD can be used as a design and planning tool but not as GIS / mapping tool.

04.02.03_AdvancedPolicies

G I S

C O O K B O O K

F O R

L G U S

Cadastre and other GIS data will be extracted from the corporate database using dedicated 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 will be 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 System UTM projection; Luzon datum; UTM coordinate system. Data Security The GIS/IT Office will ensure that all relative securities and login controls are strictly adhered 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 contrary are received from the authorized data custodian. Access to the databases will be controlled via groups. Individual users will be added to groups and these groups will be granted the appropriate rights.

04.02.03_AdvancedPolicies