1. U.S. Department of the Interior U.S. Geological Survey Tutorials on Data Management Lesson 5: Preserve CC image by NASA Goddard Space Flight Center on Flickr

2. Preserve Provided by DataONE Lesson Topics  Maintain Data  Records Requirements  Retention Schedules  Evaluation of Data  Archiving  Data Management Activities

3. Preserve Provided by DataONE Learning Objectives  After completing this lesson, the participant will be able to:  Know the issues of how to maintain data  Determine Records Requirements and Retention Schedules  Evaluate Data and Data Quality  Be aware of current Data Management activities CC image by EPI2oh on Flickr

4. Preserve Provided by DataONE The Data Lifecycle

5. Preserve Provided by DataONE Maintain Data  Determine records requirements  Establish retention schedule  Publish availability  Update/modify data Provided by Tom Chatfield, BLM CC image by Seattle Municipal Archives on Flickr

6. Preserve Provided by DataONE Determine Records Requirements  Ensure compliance with administrative & statutory recordkeeping requirements  Support with Official Agency Records Designation Documentation (OARDD)  BLM Manual Handbook 1270-1  Determine records access category  Protect data from unauthorized use Provided by Tom Chatfield, BLM

7. Preserve Provided by DataONE Establish Retention Schedule  Review the General Records Schedule to ensure a record schedule has been identified. If not, work with State Records Manager to develop and approve new schedule. Provided by Tom Chatfield, BLM

8. Preserve Provided by DataONE Publish Availability  Submit documentation to state or federal repositories. If data was meant for public access may need publication to Federal Register, internet, etc. Provided by Tom Chatfield, BLM

9. Preserve Provided by DataONE Update/Modify Data  Data sets are periodically modified as new or updated information becomes available through additional field work, continued research, etc.  Update metadata to record improvement and inform known users Provided by Tom Chatfield, BLM

10. Preserve Provided by DataONE Evaluate Data  It is advisable to periodically evaluate whether data remain useful, and to use that evaluation to identify any improvements or course corrections in management procedures that would make the data more useful. How much is the data used, and have the programs supplemented it with additional data sets (or stretched data definitions to fit their needs)? Does continued use, without fixes, increase risk to a agency program?  Evaluation of such data issues can be scheduled into parallel tasks to "evaluate" business processes and supporting software applications. Evaluate the data to ensure the current business needs/requirements are being met. Evaluate quality control procedures, acceptable quality levels, and quality control results. Modifications may be required for the data being collected, quality control procedures or acceptable quality levels. Plan and execute data quality assessments per the schedule recorded in the metadata file for this data. Solicit problems from users, and include them in your quality assessment. Update the metadata file to include quality assessment results. Inform known users of this data of quality assessment results. Inform applications developers of recurring quality problems that might be addressed through software changes. Fulfill other reporting requirements that may have been placed on you, such as reporting under the Information Quality Act. Provided by Tom Chatfield, BLM

11. Preserve Provided by DataONE Evaluate Your Data  What’s the ‘magic number’?  Are business needs still being met?  Are the quality levels still within the acceptable ranges?  Are users periodically contacted regarding possible problems?  Are scheduled quality assessments recorded as part of the metadata? Provided by Tom Chatfield, BLM

12. Preserve Provided by DataONE What is Data Quality? “fitness for intended use”  Conformity to standards  Completeness  Currency  Consistency  Accuracy  Relevance  Complaints or Other Known/ Suspected Problems Provided by Tom Chatfield, BLM

13. Preserve Provided by DataONE What is Data Quality?  How to Evaluate the Quality of BLM Data (Nov 2002)  Conformity- What the data represents, how it was collected, when was it collected, etc.  Completeness- Results cannot be trusted using incomplete data because you cannot be sure what the missing values have revealed.  Currency- Very much a matter of judgment by SMEs. Is data recent enough to support decision?  Consistency- Are the intended operations on certain data items actually happening the way to assume?  Accuracy- Can you determine if a stored value is right? Must be repeatable  Relevance- Is data to broad or narrow for our intended purposes?  Additional reference- DOI OCIO Data Quality Management Guidelines August 2008 Provided by Tom Chatfield, BLM

14. Preserve Provided by DataONE Archive Data Authority  Disposal of DATA and Paper Records are regulated by the National Archives and Records Administration (NARA)  NARA Regulations are published in the 36 CFR Chapter XII  Electronic Records Management is published under PART 1234 of the 36 CFR Chapter XII. Provided by Tom Chatfield, BLM

15. Preserve Provided by DataONE Electronic Records vs. Data  Electronic Records include numeric, graphic, and text information, which may be recorded on any medium capable of being read by a computer and which satisfies the definition of a record. This includes:  Data base  Data base management system  Data file  Electronic information system  Electronic mail system  Electronic recordkeeping system Provided by Tom Chatfield, BLM

16. Preserve Provided by DataONE Significant?  Data are maintained in support of significant ongoing projects in support of the basic mission of the USGS. Provided by Tom Chatfield, BLM

17. Preserve Provided by DataONE 20/53 – Record Copy The “record” copy of a report which is used for making a specific decision, such as a land use plan, an environmental impact assessment, or land use adjudication, is filed as a hard copy with the related project or case file. 20/52 – Record Copy The “record copy" of the output products of a layer or combination of themes which is used for analysis or for making a specific decision, such as a land use plan, an environmental impact assessment, or land use adjudication, is filed as hard copy with the related case file. Provided by Tom Chatfield, BLM

18. Preserve Provided by DataONE When?  Cutoff EOFY in which the data are created or significantly altered by the BLM. Where?  Transfer copy of data to NARA at the EOFY and transfer in accordance with 36 CFR 1228.188, along with appropriate documentation (see items 52e & 53e). Provided by Tom Chatfield, BLM

19. Preserve Provided by DataONE Contact a Records Specialist  NEVER dispose of records and data without contacting your local or state Records Experts Provided by Tom Chatfield, BLM CC image by Seattle Municipal Archives on Flickr

20. Preserve Provided by DataONE Who is Responsible?  Project Manager/Lead in consultation with:  Data Steward  Records Administrator  GIS Specialist  Physical archive may be carried out by the local systems administrator or GIS coordinator Provided by Tom Chatfield, BLM

21. Preserve Provided by DataONE Archive or Backup?  Archive and Backup are both important steps in protecting your data, but they are not the same process. Provided by Tom Chatfield, BLM

22. Preserve Provided by DataONE Simple Data Archiving Process Flow Chart  FLOW CHART THAT’S USGS? Provided by Tom Chatfield, BLM

23. Preserve Provided by DataONE National Activities Affecting Data Management  Federal Level Activities  DOI Level Activities  USGS Activities Provided by Tom Chatfield, BLM

24. Preserve Provided by DataONE Federal Level Activities  Geospatial Platform  Enterprise Architecture  Geospatial Line of Business  OMB Circular A-16  Supplemental Guidance  Data Life Cycle Provided by Tom Chatfield, BLM

25. Preserve Provided by DataONE What is an Enterprise Architecture?  Enterprise Architecture improves the Business by developing and providing business-driven solutions for improved business processes, data, applications, and technology optimization  What is an Enterprise Architecture?  Models the way the organization currently works  Provides decision-makers an understanding of the entire organization  Helps identify ways to cut costs and increase effectiveness Provided by Tom Chatfield, BLM NEVER COMPLETE !

26. Preserve Provided by DataONE Geospatial Line of Business (GeoLoB) The Federal Enterprise Architecture (FEA) effort has several ongoing activities which cross all Federal Agencies.  The FEA GeoLoB is one of those efforts.  GeoLoB Current workgroups include:  Lifecycle Management, Performance Management, Grants & Contracts, Technical Architecture, Common Services, and Geoenabled Business.  Support to this group for BLM comes through EGIM Provided by Tom Chatfield, BLM

27. Preserve Provided by DataONE A-16 Supplemental Guidance  Designed to provide processes to clarify the ‘general guidance’ of OMB Circular A-16  Contains Four Sections:  Roles and Responsibilities  Geospatial Lexicon  Data Life Cycle  Theme Principles (What is a ‘theme”?) Provided by Tom Chatfield, BLM

28. Preserve Provided by DataONE Federal Data Life Cycle Effort  Developed to manage data itself as a capital asset Provided by Tom Chatfield, BLM

29. Preserve Provided by DataONE Federal Geographic Data Committee (FGDC) Executive Order 12906 requires Federal Agencies to use FGDC Standards. If no FGDC standard exists, we must create one and then propose it at the FGDC level.  EXAMPLES:  Cadastral Data Content Standard  National Hydrography Data (NHD)  Watershed Boundary Dataset (WBD) Provided by Tom Chatfield, BLM

30. Preserve Provided by DataONE DOI EA Activities  Data Committees  Data Quality Management Guide/Addendum  Authoritative Data Source Guidance/Cookbook Provided by Tom Chatfield, BLM

31. Preserve Provided by DataONE DOI Level Data Committees  Data Advisory Committee (DAC)  Architecture committee with a dataset/data management specific focus.  Policy, guidance, and training are developed with input from the bureaus.  Enterprise Geospatial Information Management (EGIM)  Architecture committee with a geospatial dataset/data management specific focus.  Produced the Geospatial Blueprint using the Methodology for Business Transformation (MBT).  Activities have recently shifted to implementation of the Blueprint. Provided by Tom Chatfield, BLM

32. Preserve Provided by DataONE Data Quality Management Guide and Addendum  DOI has issued a Data Quality Management Guidelines Document  The EGIM and DAC are currently working on a Geospatially focused Addendum to the Guidelines Provided by Tom Chatfield, BLM

33. Preserve Provided by DataONE Authoritative Data Source and Cookbook  ADS- the acronym is also sometimes used to mean Authoritative Data System.  Definition- One single source or system for a data set. Roads, Hydrography, Land Ownership  What is it about?  Improving data re-use, exchange, and consolidation  Improving discovery, understanding, and data access  Improving information quality Provided by Tom Chatfield, BLM

34. Preserve Provided by DataONE USGS National Level Activities  ????

35. Preserve Provided by DataONE  Determine your records requirement  Establish retention schedules  There are ways of evaluating data and data quality  Know the difference between archiving and backup  There are a number of data management activities at the Federal, DOI, and USGS level Summary

36. Preserve Provided by DataONE 1. Chatfield, T., Selbach, R. February, 2011. Data Management for Data Stewards. Data Management Training Workshop. Bureau of Land Management (BLM). Resources