> TOOLKIT VERSION 2.0

MODULE 5 > TOOLKIT V 2.0 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT VERSION 2.0 Building capacity for integrated spatial information management solutions JULY 2007 MODULE 5 Finding and getting hold of spatial data A joint initiative of the Australian Local Government Association and ANZLIC the Spatial Information Council AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION PAGE 137

> TOOLKIT V 2.0 MODULE 5 Contents Concise guide for technical managers.................................................. 1 Module 1: Spatial information management in local government........................... 41 Module 2: An Introduction to spatial information systems................................. 65 Module 3: Data management principles............................................... 93 Module 4: Spatial data priorities, standards and compliance............................. 117 Module 5: Finding and getting hold of data........................................... 137 > MODULE 5 Finding and getting hold of data Guide for managers............................................................. 139 5.1 Background.............................................................. 141 5.2 Finding consistent data and information....................................... 141 > This is Module 5 to the LOCAL GOVERNMENT SPATIAL INFORMATION MANAGEMENT TOOLKIT. Ten detailed modules and essential preliminary matter to the Toolkit are available via: www.alga.asn.au and www.anzlic.org.au. > Please note in particular the information detailed in the prelims regarding the use, resale and reproduction of the Toolkit. 5.3 Finding data for local government use........................................ 142 5.3.1 Australian Spatial Data Directory...................................... 145 5.3.2 Data volumes...................................................... 147 5.3.3 State/territory-based initiatives........................................ 148 5.3.4 State/territory ASDD sites............................................ 150 5.3.5 Australian Natural Resources Atlas and Australian Natural Resources...... 150 Data Library 5.4 Additional support......................................................... 151 Acronyms..................................................................... 151 Module 6: Project management and justification....................................... 153 Module 7: Guidelines for selecting spatial information system software and hardware........ 173 Module 8: Raising capability for using spatial information............................... 197 Module 9: Map production guidelines................................................ 211 Module 10: Working together....................................................... 225 Users are directed to the prelims of the Toolkit for essential information, including that addressing copyright and liability matters, and the ISBN. PAGE 138

MODULE 5 > TOOLKIT V 2.0 Guide for managers Context Access to reliable and up-to-date information reduces uncertainty in planning and management by helping to identify, model and analyse situations and issues. Strategies to overcome such issues may then be prepared and implemented, with the impacts monitored as part of an overall system. The value of the information and the effectiveness of the decision-making and planning processes are very closely related to the quality and completeness of the information and the manner in which it is made available. In this respect, data access, management, integration, analysis and communication are key components of effective spatial information management. The establishment and implementation of effective standards are essential elements of these components. Leading practices have recently evolved to assist councils to manage their spatial information systems. Such leading practices generally use an integrated information management solution, and combine leadership, people, technology, applications and data into a framework that ensures tools, procedures and standards are in place to maintain and transform data into useful information products that support operations and decision-making processes. A key component of an integrated management solution, and the development of a data infrastructure, is the development of a online data portal or other dissemination mechanism to enable searching, viewing and accessing of data. An increasing number of councils, Australian Government and state and territory government agencies, universities, companies and other groups are developing spatial data in shareable spatial information system formats. This trend, coupled with the development of simple desktop spatial visualisation applications, web-based geographic information system (GIS) applications and improvements in information technology, is enabling an increasingly larger audience to distribute, publish, discover, share and use datasets that were previously available only to specialists. Worldwide, the demand for easy and timely access to accurate data is increasing, as more organisations begin to appreciate the value of using spatial information to solve their problems. Module 5: Finding and getting hold of data examines approaches to identifying what data and information relevant to a council s needs exist, and the issues involved in discovering and accessing the data. Actions Capacity-building activities to assist in the improved management of local government spatial information include: > establishing networks of people > undertaking data gap analyses > training in the assessment of fitness for purpose for existing datasets and the identification of point-of-truth or authoritative datasets > ensuring familiarity with online data services and user portals for data and information discovery. PAGE 139

> TOOLKIT V 2.0 MODULE 5 Managers need to be aware that services are available for finding data for use by councils, and that those services are often also available for publishing and disseminating the results of data collection activities. The philosophy underpinning the creation of services such as the Australian Natural Resources Data Library is that the development of datasets is a very expensive activity, and that datasets accrue far greater value if they can be readily accessible to a wider range of users. In addition, managers should be aware that accessing and publishing data are carried out within a controlled framework, to protect the rights and responsibilities of data providers and data receivers. A number of model frameworks exist for councils to use in developing similar protocols. In this respect, managers should be aware of the Policy Statement on Spatial Data Management and the Model Data Access and Management Agreement prepared under the sponsorship of ANZLIC, and available online via http://www.anzlic.org.au. Acknowledgments This module draws on material produced by the National Land and Water Resources Audit, the Australian Government Department of the Environment and Water Resources, the Bureau of Rural Sciences, Geoscience Australia and ANZLIC. These sources are duly acknowledged. Guide to symbols The following symbols are used throughout the Toolkit to draw attention to important issues and information. Information of which readers should take particular note Leading practice information Tips for readers, based on experience and aimed at saving time and other resources Caution readers should take particular care, or the issue may be complex Capability raising shows a signpost to a higher capability level Bold Text highlights an important issue Boxed Text highlights issues specifically related to ANZLIC or ALGA PAGE 140

MODULE 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT V 2.0 5.1 Background Access to data and information in a timely fashion and suitable format is critical to informed decision-making processes in local government. Councils with greater capacity for the implementation of spatial information systems are now routinely using those systems for decision-making support. Some examples of such use are outlined in Section 5.3. Detailed case studies from three councils are provided in the Concise Guide to this Toolkit. 5.2 Finding consistent data and information Governments at all levels, educational institutions, private industry and other groups devote considerable resources to developing and providing services to improve community access to data and information through enhancing: > data and information discovery for example, the ability to search single or multiple metadata databases for data > data and information access for example, the ability to visualise map layers through map portals without the need for special stand-alone software ( thin clients ), and the ability to access data through licensing and usage agreements. For example, in Australian Natural Resources Information 2002, the National Land and Water Resources Audit specified the following principles in order to improve community access to data and information products, and to increase their usefulness for integration into decision-making processes. > To ensure that data from Audit projects are comparable and consistent where required all data were: > developed and maintained to meet agreed international or national guidelines or standards for the management of information as endorsed by ANZLIC the Spatial Information Council or through national coordination arrangements. To help users easily find and get access to the data from Audit projects, all data are: > documented in the Australian Spatial Data Directory. The documentation provides enough information for users to determine whether the data are suitable for their purpose. > easily accessible to all sectors of the community in formats, location, cost and under conditions that promote their wide use. To protect the rights of all contributors to the data, all data are: > accompanied by a licence agreement when transferred, clearly setting out the conditions under which the data may be used, the rights and responsibilities of the data provider, and the rights and responsibilities of the data receiver. Licence arrangements ensure map information is accessible, while still protecting the copyright, intellectual property, privacy and confidentiality. Rights relate to both individuals and governments. (See http://audit.ea.gov.au/anra/data/docs/national/data_building.html for further information). PAGE 141

> TOOLKIT V 2.0 MODULE 5 1 > 2 Ensure that individuals know where to look for, and can look for, existing spatial data either within the council or from external organisations, including online data portals, clearing houses and peer-support networks. 3 > 4 Engage with user groups and stakeholder reference panels in a structured way to get feedback to ensure that the council s spatial information systems are accessible and align with business drivers across council. An example of a leading-edge peer support network for the discovery and dissemination of data is AEShareNet, an online portal that allows educators to share educational materials. The system allows for instant and mediated licences for users (see http://www.aesharenet.com.au/). 5.3 Finding data for local government use Many data and information products that support councils are currently easily available; these include spatial datasets and images, reports, documents, tables, videos, posters, photos and maps. The process of acquiring data, often referred to as data discovery, involves a number of steps carried out within a controlled framework. The framework would typically include key steps such as searching to determine that the data exist, viewing and assessing their fitness for use, arranging access and licence agreements, and managing data supply or delivery. The data discovery process (illustrated in more detail in Figure 5.1) can be divided into basic stages: 1 Request 2 Find 3 View 4 Access 5 Licensing 6 Supply. Each stage is usually performed through a single, easy-to-use web portal. PAGE 142

MODULE 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT V 2.0 FIGURE 5.1 Flow chart for discovering and accessing spatial data and information DIAGRAM CONTINUES OVER THE PAGE PAGE 143

> TOOLKIT V 2.0 MODULE 5 FIGURE 5.1 Flow chart for discovering and accessing spatial data and information CONTINUED FROM PREVIOUS PAGE PAGE 144

MODULE 5 > TOOLKIT V 2.0 5.3.1 Australian Spatial Data Directory An example of an online data access portal is the Australian Spatial Data Directory (ASDD), accessible at http://asdd.ga.gov.au/asdd/. The ASDD is a national initiative that was launched in 1998. It is supported by all Australian governments and operates under the auspices of ANZLIC. The aim of the ASDD is to improve access to spatial data for the benefit of the wider community, industry, government, education and general users through effective documentation, advertisement and distribution. The directory comprises government and commercial nodes in each state and territory, and includes access to spatial data from agencies within the Australian Government. The gateway to the ASDD is maintained by Geoscience Australia on behalf of ANZLIC. The link between the ASDD and the Australian Spatial Data Infrastructure (ASDI) is described as follows: A key objective of the ANZLIC Strategic Plan is to promote the development of the ASDI, which will improve access to and the availability of nationally consistent spatial datasets. The ASDD is an essential component of the ASDI and incorporates information about datasets (metadata) from all jurisdictions. To assist users to search for and assess the fitness for purpose of datasets, and to recognise data producers, all data contain summary documentation or metadata. The following information is provided as part of the metadata documentation for each dataset listed on the ASDD: > description of the data > location of the data > details of quality, including accuracy and currency > how the data were developed and any modifications (lineage) > who to contact to obtain access to the data > conditions of access. The advanced metadata search page for the ASDD is illustrated in Figure 5.2. Note the well-designed and intuitive interface that allows information to be discovered using: > text queries > queries of individual or multiple database nodes > queries in date ranges > queries based on keywords > queries based on spatial extents. Complex queries can be generated using several of the above modes in combination. PAGE 145

> TOOLKIT V 2.0 MODULE 5 FIGURE 5.2 Advanced metadata search page for the Australian Spatial Data Directory http://asdd.ga.gov.au/asdd/tech/zap/advanced.html Additional information about the ASDD, metadata management, and standards and protocols is available online at http://www.ga.gov.au/asdd/tech/#metadata. In addition to the ASDD website, further information is also available online from the ANZLIC website at: http://www.anzlic.org.au/infrastructure_asdd.html. Responsibility for the maintenance of the individual nodes lies with the relevant government or commercial organisation. Anybody can establish a node on the ASDD, but agencies with small data holdings are encouraged to use the hosting services of one of the existing state or territory nodes. There are now very good coordination mechanisms between Australian Government and state and territory government spatial data systems through the ASDD, as illustrated by current list of ASDD nodes shown in Figure 5.3. PAGE 146

MODULE 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT V 2.0 FIGURE 5.3 Australian spatial data directory nodes http://asdd.ga.gov.au/asdd/tech/serverstatus/ 5.3.2 Data volumes The amount of data available online is increasing continually. Councils can now access spatial information that would previously have been expensive to collect or otherwise unavailable. An indication of the expansion of available data can be seen from the summary of ASDD records in Table 5.1 (a record is a reference to the metadata for a dataset). PAGE 147

> TOOLKIT V 2.0 MODULE 5 TABLE 5.1 Metadata records from the Australian Spatial Data Directory ASDD Metadata records Year Number of records 2002 27 242 2003 29 522 2004 34 981 2005 40 266 2006 41 760 (From http://asdd.ga.gov.au/asdd/tech/quarterly.html) 5.3.3 State/territory-based initiatives Instead of looking nationally for relevant data, councils can explore the considerable range of spatial data from nodes hosted at the state and territory level. These data are often at a more detailed scale than those available from a national dataset and may therefore be more appropriate for the council s purposes. Most states and territories have developed data clearing houses, or online data portals where agencies lodge information about their spatial data. Clearing houses generally have associated policies and standards that ensure the consistency and accuracy of their spatial data resources. Councils experienced in the use of spatial information systems will be aware of the importance of their state or territory clearing-house systems. Councils considering developing new spatial information management systems are encouraged to talk to people working on their state or territory clearing houses to obtain support and guidance in assessing fitness for purpose and identifying point-of-truth or authoritative data sources. The Shared Land Information Platform (SLIP) project in Western Australia is an example of such a portal. The features and functionality of the SLIP service are described at http://202.72.132.74/slip/slip_description/slipoverview; an extract appears below. PAGE 148

MODULE 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT V 2.0 > The Shared Land Information Platform is a shared information delivery service which provides fast and easy access to the state s spatial information. SLIP is the platform connecting WA Government spatial information. Driven by Landgate in Western Australia, SLIP is a ground-breaking project revolutionising the way government spatial (land and property) information is used and shared, providing numerous benefits to government, business, industry and the community. SLIP delivers online real-time access to spatial information in a seamless cross- Government manner, thereby overcoming the agency run-around currently experienced by industry and the public. Spatial information underpins and links a range of government activities, including planning, land use and development, environmental sustainability and emergency management. SLIP makes it easier to locate and use this information. The implementation plan for SLIP was developed and endorsed by the WA Government in November 2004. SLIP involves the engagement of over 200 people across more than 20 State Government agencies, as well as local government, community groups and industry bodies. SLIP works with WALIS (WA Land Information System) to facilitate widespread engagement and collaboration. SLIP is the platform connecting WA Government Spatial Information, with the endorsed program-of-work also pursuing four cross-agency whole-of-government business opportunities emergency management, natural resource management, land development and interest enquiry. The SLIP platform is implemented using an enabling framework built on current Landgate infrastructure. The platform has been funded to connect fifteen (15) State Government agencies, provide access to a minimum of 60 data services (with access to up to 200 data services available when all business opportunities are fully implemented), together with services for security, management, metering, cataloguing and viewing of data. Projects such as SLIP allow councils to access data resources that have previously been difficult to discover, inaccessible or prohibitively expensive. The entry point to the Victorian ASDD site (the state s data clearing house) is shown in Figure 5.4. PAGE 149

> TOOLKIT V 2.0 MODULE 5 FIGURE 5.4 Victorian Spatial Data Directory http://www.land.vic.gov.au/land/lcnlc2.nsf/fid/- 869AEC581C5361B84A256C390082E029?OpenDocument 5.3.4 State/territory ASDD sites All states and territories have established data clearing houses: > Australian Capital Territory: ACT Geographic Data Directory can be searched through the ASDD website http://asdd.ga.gov.au/asdd/tech/node/act-1.html > New South Wales: http://www.lands.nsw.gov.au/ and http://canri.nsw.gov.au/nrdd/ > Northern Territory: http://www.ntlis.nt.gov.au/ > Queensland: http://www.qsiis.qld.gov.au > South Australia: http://www.asdd.sa.gov.au/ > Tasmania: http://www.thelist.tas.gov.au/ > Victoria: http://www.land.vic.gov.au/vsddcategory.htm > Western Australia: http://www.walis.wa.gov.au/. 5.3.5 Australian Natural Resources Atlas and Australian Natural Resources Data Library Councils can access a comprehensive range of data and information on Australia s natural resources through two internet-based applications: the Australian Natural Resources Atlas and the Australian Natural Resources Data Library. PAGE 150

MODULE 5 LOCAL GOVERNMENT SPATIAL > TOOLKIT V 2.0 The Natural Resources Atlas is an online resource allowing the production of maps using an online map viewer, and includes a large number of prepared maps. See http://audit.ea.gov.au/anra/atlas_home.cfm for further information. The Natural Resources Data Library allows datasets to be searched using simple or advanced queries, and provides a mechanism for searching and downloading digital data products free of charge. The library was developed in partnership with the National Land and Water Resources Audit to provide a system for data discovery and access. It uses the latest international metadata standards and is thus compatible with both Australian and international systems. See http://adl.brs.gov.au/anrdl/php/ for further information. 5.4 Additional support A number of additional internet sites are available that contain spatial data and information. Two examples are provided to assist councils: > Geoscience Australia: Data and Imagery: https://www.ga.gov.au/products/servlet/ controller?event=define_products > the Australian Government Department of the Environment and Water Resources Environmental Resources Information Network: http://www.ea.gov.au/erin/. Datasets are often updated. Users should always check to ensure that the latest pointof-truth or authoritative data sources are being used. Metadata records for data should provide contact details for queries. Acronyms ACRES Australian Centre for Remote Sensing ADAC Asset Design and As Constructed AGD Australian Geodetic Datum ALGA Australian Local Government Association ANZLIC ANZLIC the Spatial Information Council for Australia and New Zealand ASDD Australian Spatial Data Directory ASDI Australian Spatial Data Infrastructure AS/NZS Australian Standard/New Zealand Standard CAD computer assisted design, computer-aided drafting CPU central processing unit DSDB detail survey database GDA94 Geocentric Datum of Australia 1994 GIS geographic information systems GML Geography Markup Language, Generalised Markup Language GPS global positioning system GSDI Global Spatial Data Infrastructure GUI graphical user interface PAGE 151

> TOOLKIT V 2.0 MODULE 5 HTTP ICT INCIS ISO IT MGA OGC OGC-A PRINCE RCSC RFP RIP ROC SDE SDI SEQ SIDP SLIP SOAP URL VROC WALIS W3C XML Hypertext Transfer Protocol information and communications technology Integrated National Crime Information System (New Zealand) International Organization for Standardization information technology Map Grid of Australia Open Geospatial Consortium Open Geospatial Consortium Australasia Projects IN Controlled Environments Regional Collaboration Steering Committee (Queensland) Request for Proposal raster image processor regional organisation of councils spatial database engine spatial data infrastructure south east Queensland Spatial Interoperability Demonstrator Project Shared Land Information Platform (Western Australia) Simple Object Access Protocol Uniform Resource Locator (website address) voluntary regional organisation of councils Western Australian Land Information System World Wide Web Consortium Extensible Markup Language NOTE: A list of several online spatial information system, GIS, cartographic, data and IT glossaries and dictionaries is provided at http://www.gis.com/whatisgis/glossaries.html. An additional online glossary for definitions of many current IT-related words is available at http://whatis.techtarget.com/. PAGE 152