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Metadata Specification for Plan’s
Databank
Metadata Specification for Plan’s Databank.................................................... 1
Data Preparation.......................................................................................... 2
Types of Data Used in a GIS ..................................................................... 2
Search for Data............................................................................................ 4
Lesson Learned........................................................................................ 5
What is and Why Use Standards?............................................................... 5
Paper Maps Means Conceptual Standards As Well .................................... 6
Computer Assistance Will Increase the Demands for Systematic
Management of Data................................................................................. 6
A Corporate Language.............................................................................. 6
Use of Geographic Data............................................................................ 6
Official Standards and De Facto - Standards .............................................. 6
What Is and Why Use Metadata?................................................................. 7
The Concept of Metadata .......................................................................... 7
Levels of Metadata.................................................................................... 7
Meta Data for Attributes .............................................................................. 8
Guidelines for File and Folder Management ............................................... 8
Guidelines for Naming of Files.................................................................... 9
The Preparation of Attribute Data.............................................................. 10
Map Accuracy and Level of Acceptance................................................... 11
Input Data............................................................................................... 11
(Geo) graphic Presentations, Please! (Cartographic Symbol Design) ..... 11
Situation today........................................................................................ 12
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The Use of Visual in Planning...................................................................12
Datasharing................................................................................................13
Legal Implications on Data Capturing and Storing....................................14
Intellectual Property Rights.......................................................................14
Copyright and Related Rights...................................................................15
Programs / Software................................................................................15
Enforcement............................................................................................15
Data Security..............................................................................................15
Security Review.......................................................................................16
When conducting a security review, the physical, logical, and archival
security of the databases are examined. .......................................................16
Backup Basics.........................................................................................16
Proposed Metadata Specification for STUDA............................................17
Description.................................................................................................17
The National Land Use and Development Master Plan is
referred to as the Plan in the text. STUDA is an
abbreviation for the Plan being used in some cases. IDDP
stands for Integrated District Development Plan – the
proposed modern concept for District planning coordinated
with the Plan..
(the purpose of this document is to guide the preparation of aligned STUDA and
IDDP geodatabases)
Data Preparation
Types of Data Used in a GIS
Although the two terms, data and information, are often used indiscriminately, they
both have a specific meaning. Data can be described as different observations,
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which are collected and stored. Information is that data, which is useful in
answering queries or solving a problem.

Analogue data, paper version or hard copy are terms often used to denote any
document or dataset produced on paper as contrary to digital data or soft copy,
which is a file processed of the GIS software in the computer. The result of the
computer manipulated data can be transformed into a paper format for example a
print out of a map.

Spatial and Non-spatial data

Geographic data are organized in a geographic database. This database can be

considered as a collection of spatially referenced data that acts as a model of
reality. There are two important components of this geographic database: its
geographic position and its attributes or properties. In other words, spatial data
(where is it?) and attribute data (what is it?)

Attribute Data
The attributes refer to the properties of spatial entities. They are often referred to
as non-spatial data since they do not in themselves represent location information.
Spatial data
Geographic position refers to the fact that each feature has a location that must be
specified in a unique way. To specify the position in an absolute way a coordinate
system is used. For small areas, the simplest coordinate system is the regular
square grid. For larger areas, certain approved cartographic projections are
commonly used. Internationally there are many different coordinate systems in
use. For example in Rwanda, the recommended projections is ,,,,,,,,,,,,,,
Raster data represents a graphic object as a pattern of dots, whereas vector data
represents the object as a set of lines drawn between specific points. Consider a
line drawn diagonally on a piece of paper. A raster file would represent this image
by subdividing the paper into a matrix of small rectangles-similar to a sheet of
graph paper-called cells, see graph. Each cell is assigned a position in the data
file and given a value based on the color at that position. White cells could be
given the value 0; black cells, the value 1; grays would fall in-between. This data
representation allows the user to easily reconstruct or visualize the original image.
A vector representation of the same diagonal line would record the position of the
line by simply recording the coordinates of its starting and ending points. Each
point would be expressed as two numbers often referred to as X,Y and the point's
elevation . The vector is formed by joining the measured points.

Spatial data or a geographic object can be shown by vector or raster data. Some basic properties of raster and vector data:

Each entity in a vector file appears as an individual data object. It is easy to record
information about an object or to compute characteristics such as its exact length

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or surface area. It is much harder to derive this kind of information from a raster file
because raster files contain little (and sometimes no) geometric information.
Some applications can be handled much more easily with raster techniques than
with vector techniques. Raster works best for applications where individual
features are not important.
Raster files are most often used:
For digital representations of aerial photographs, satellite images, scanned paper
maps, and other applications with very detailed images;
When costs need to be kept down;
When the map does not require analysis of individual map features;
When "backdrop" maps are required.
In contrast, vector maps are appropriate for:
Highly precise applications;
When file sizes are important;
When individual map features require analysis;
When descriptive information must be stored;
Raster and vector maps can also be combined visually. For example, a vector
road map could be overlaid on a raster aerial photograph. The vector map would
provide discrete information about individual road segments and the raster image
forms a backdrop of the surrounding environment.
Vector data has three types of representations in a basic GIS:
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Point Data
Points are the simplest type of spatial data. They are-zero dimensional objects
with only a position in space but no length. For example, a school will be a point
feature on a small scale map layer.
Line Data
Lines (also termed polylines, segments or arcs) are one-dimensional spatial
objects. Besides having a position in space, they also have a length. A road is an
example of a polyline.
Area Data
Areas (also termed polygons) are two-dimensional spatial objects with not only a
position in space and a length but also a width (in other words they have an area).
For example, a school compound will be represented as a polygon on a large
scale map.
Search for Data
Possibly the most important component of a GIS is the data. Geographic data and
related attribute data can be collected in-house or acquired from a public agency
or a commercial data provider. For the database building, standards for data
acquisition and data entry, data maintenance and storage, data analysis and
processing, data display and reporting have to be defined. By formulating and
agreeing on a metadata base, specifications can be developed that facilitates the
system integration.
The process of putting data into a GIS takes time. The process can be slow and
laborious; and time equals money. Every year someone promises that next year
there is going to be a faster, more intelligent scanning system that is going to get
data into the system much easier. Things are indeed getting better and more and
more data is becoming available in digital form, but the process of building a
database still typically represents 80% of the first five-year costs of establishing a
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GIS. This is real money expenditure and that is where much of GIS time is going be the most typical representative for our target group (and for the majority of
to be spent. municipalities in the Rwanda as well), it gave some good findings.

Lesson Learned
The spatial data, especially the data for the Base Map:
In this context one has to remember that the District is primarily an
institution for data users, not data producers. Consequently, if must be captured with agreed and acceptable (positional)
customized GIS data is available on the market, it is better to buy accuracy;
instead of start an in-house ‘production line’ to transfer data to a
must be properly georeferenced;
GIS format.
must be defined in the right projection; and
must have enough information about how it was prepared
Regarding the sample data for the Plan, we decided that we have to ‘redo’ or
(metadata)
prepare some of the spatial data for the pilot Districts, which will also give us
useful pragmatic information about how field work should be executed to have an
We cannot expect a Planner in a District to be able to assess whether ‘technicalities
optimal and combined use of available secondary source data found and field
regarding the cartography’ are properly set from the beginning and there must be
enough guaranties for him/her that the data has a workable standard so he/she
DDIG
IGIT
ITAALLCCUUSSTTOOMMIS
DDAATTAAAAVVAAIL
ISEEDD
ILAABBLLEE YES
can focus on his professional task in his municipal role: the actual planning and
IN
INHHOOUUSSEE??
NO
the preparation of the IDDP.
DDIG
IGIT
ITAALLRRAAWW
DDAATTAAAAVVAAILILAABBLLEE YES
IN
INHHOOUUSSEE??
NO
What is and Why Use Standards?
GGIS
IS YES
AANNAALLOOGGUUEERRAAWW
DDAATTAAAAVVAAIL DDAATTAA??
ILAABBLLEE YES PPRRIO
IORRIT
ITIS
ISEE
IN
INHHOOUUSSEE?? NO

DDIG
IGITITAALLCCUUSSTTOOMMIS ISEEDD
READY
TO U SE Major benefits by using GIS will be obtained only when data are
DDAATTAAAAVVAAIL ILAABBLLEE YES PPRRIO
IORRIT
ITIS
ISEE
EEXXTTEERRNNAALLLL YY?? truly shared and can be exchanged between different
NO

DDIG
IGITITAALLRRAAWW
TTRRAAN
C
NSSFFO
ORRM
CLLEEAAN
N
M BBUUIL
ILDD GGIS
DDAATTAA
IS
producers and users of the geographic data.
DDAATTAAAAVVAAIL ILAABBLLEE YES
EEXXTTEERRNNAALLL
NO
L YY??
TTRRAAN
TTO
NSSFFO
O DDIG
ORRM
IGIT
M
ITAALL
A prerequisite for cooperation is that it is possible to read and
AANNAALLOOGGUUEERRAAWW CCAAPPTTUURREE
BBUUIL
ILDD GGIS
DDAATTAA
IS interpret data from each other. One basic condition is to
DDAATTAAAAVVAAIL ILAABBLLEE YES
EEXXTTEERRNNAALLLL YY?? standardize data, technically and conceptually.
NO

NNOO NO
DDAATTAAAAVVAAIL YES PPRRIO
IORRIT
ITIS
ISEE
ILAABBLLEE NEED
AATTAALLLL??

inventory/verification made in the respective district. The Kayonza spatial data was
the easiest data to work with. Taken into consideration that Kayonza is believed to

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Paper Maps Means Conceptual Standards As Well
The printed map, in itself, represents a standardized way of describing geographic
information. With our knowledge, experience and intuition we understand a
meaning, an image and properties, which is described with a certain symbol. It
works pretty well as long as we deal with a certain map category. The problem is
that the important aspects can easily draw in all information on the maps when
performing analysis procedures by using a number of different thematic maps.
Computer Assistance Will Increase the Demands for Systematic
Management of Data
This way of working is not acceptable when changing to the digital world. In order
to get it working we must have the computer to do what we want. A computer is
strictly logical. If we cannot describe the tasks for the computer well enough and
with a logical structure the result will be useless.
A Corporate Language
GIS, as well as our own language, is created to transfer and disseminate
information. A corporate language consists of a corporate vocabulary and a
corporate grammar. In the computer world we talk about corporate feature names,
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feature definitions, attribute lists and uniformly defined data format and data base
design. This is standardization
Use of Geographic Data
Many organizations use many types of geographic data from numerous data
vendors or producers. These data should be used together. Standardization
concerning geographic data such as using the same projection is an absolute
prerequisite.
As we use many data types from different producers it is also necessary with
information about who is producing what, about data quality, about data capture
methods etc. This is metadata. A uniform metadata structure, in order to easily
understand the meaning of metadata, also requires standardization.
Official Standards and De Facto - Standards
A standard is a result of a group of users who have cooperated in order to
standardize a certain thing. The work is approved by the standardization
organization and appointed official standard. Additional to the official standards for
geographic data, a certain group can decide to apply a standardized data
description for a certain purpose. In this case the result will occur as a de facto-
standard. No approval by a standardization organization and is just for the use of
internal organization that agreed on this standard. Today there are a number of
official standards concerning geographic data. Those are developed within the
International Standard Organization such as ISO TC 211 (Global level).
There are also a lot of other unofficial standards. One example is the product de
facto- standard established by Microsoft as this company is dominating the
software market for computers. Another strong player is Environmental Systems
Research Institute (ESRI), the world leader vendor of GIS software.
In Rwanda, NLC has made serious effort to come up with technical standards for
geodata, see ??? (is there anything here?)
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The preparation of the Plan has been coordinated with their recommendation and
applicable metadata specifications have been adopted. However, the metadata
specifications have been improved focusing not only on national government
institutions but the local government data environment as well.
What Is and Why Use Metadata?
Metadata is the term used to describe the summary information or
characteristics of a set of data or "data about data".
The Concept of Metadata
Metadata can be defined as geospatial data describing its characteristics in terms
of content, quality, processing history, format etc, into a common set of terms and
definitions. In simple words, metadata is “data about data”. A map legend on a
paper map is a type of metadata that describes the different map elements,
publishing date, projection and coordinate system, etc.
A common perception of GIS data is that it comprises two parts: spatial data
(coordinates and topology), and attribute data (descriptive information). However,
without proper documentation, GIS data will remain incomplete. It is thus equally
important that GIS data also includes a metadata component. Metadata creation
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is typically considered to be an obligation of the data producer. The data user
needs metadata to determine whether or not a particular data set exists and to
decide whether or not the data is appropriate for use. Proper metadata should
describe who, what, when, where, why and how about all aspects of a GIS data
set.
Metadata is one of those terms that is conveniently ignored or avoided. However,
there is an increasing recognition of the benefits and requirement for metadata for
our data as we continue to increase the use of digital data. Whereas cartographers
rigidly provided metadata within a paper map’s legend, the evolution of computers
and GIS has seen a decline in this practice. As organizations start to recognize the
value of this ancillary information, they often begin to look at incorporating metadata
collection within the data management process.
Metadata helps people who use geo spatial data find the data they need and
determine the best way to use it. Metadata benefit the data-producing organization
as well. As personnel change in an organization, undocumented data may lose
their value. Later workers may have little understanding of the contents and uses
for a digital database and may find they can't trust results generated from these
data. Lack of knowledge about other organizations' data can lead to duplication
of effort. It may seem burdensome to add the cost of generating metadata to
the cost of data collection, but in the long run the value of the data is
dependent on its documentation.
Levels of Metadata
There are different levels that metadata may be used for:
Discovery metadata - What data sets hold the sort of data I am
interested in? This enables organizations to know and publicize what
data holdings they have.
Exploration metadata - Do the identified data sets contain sufficient
information to enable a sensible analysis to be made for my
purposes? This is documentation to be provided witH the data to
ensure that others use the data correctly and wisely.
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Exploitation metadata – What is the process of obtaining and using
the data that are required? This helps end users and provider
organisations to effectively store, reuse, maintain and archive their
data holdings.
Discovery Metadata is the minimum amount of information that needs to be
provided to convey to the inquirer the nature and content of the data resource.
This falls into broad categories to answer the ”what, why when who, where
and how” questions about geospatial data:
What - title and description of the data set.
Why - abstract detailing reasons for the data collection and its uses.
When - when the data set was created and the update cycles if any.
Who – originator, data supplier, and possibly intended audience.
Where - the geographical extent based on latitude / longitude, co-ordinates,
geographic names or administrative areas.
How – how it was built and how to access the data.
In the Plan you will find both Metadata Specifications and Standards for both the
attributes as well as the spatial datasets.
Meta Data for Attributes
ln a GIS it is very important that data is named and stored in a
logical way otherwise it will be difficult to find, which version that
should be used, and to maintain the information property.
If there are no previous file and folder management standards in
the District it is proposed that you go along the lines, which are
described below. In case there is a recognized file and folder
strategy in the District it is recommended that you adapt its
standards. In the proposal below we are assuming a stand alone
computer environment and that the files are stored locally on one
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computer. In case you are using a network, standards for data
sharing should be applied.
Guidelines for File and Folder
Management
The goal is to minimize duplication of datasets and to
have the data well organized and easily accessible. This
will help avoid confusion during the IDDP preparation as
well as you need to revisit or revise in the future.
To facilitate an overview of the folders, the subfolders
should be organized in a specific order. They are automatically placed first in
numeric and then alphabetic order. If you start with digits you can decide the
appropriate order. It might not be necessary to use figures for all folders, but
preferably for the most used or important folders
The building stones of the GIS consist basically of spatial data, which configures
the features on the map, and attribute data, which describes the features. For
example, a school is represented as a point on the map (spatial data) and when
you click on it you find information on how many teachers, classrooms, etc.
(attribute data) the school holds.
The components of the IDDP data are divided into folders which follow Plan’s
recommendations on metadata:
Code Name of folder Content of folder
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Code Name of folder Content of folder

A preset directory is found in the Toolbox, which can be copied

Fundamental data sets that can be used to make the and pasted into your computer.
sector data described above more meaningful. Displaying
Basic
BM or analyzing the base data with the sector data assists the Guidelines for Naming of Files
Information
user in making more effective and well-informed
decisions. This folder directory is for the preparation of the IDDP document. It is
recommended for better organization and management of your files.
The ‘software issues’ which in a GIS context are
Socio- combined due to international GIS standards and It is important to name the folders and files in a coherent way, so that will be easier
SE to view the content of the drive. Using meaningful names and abbreviations can
economic technical rationales. Data related to public services and
economic development. help see at a glance what each dataset is.

The Plan’s data bank (can also be applied for the IDDP databank)
The ‘valid to’ tag, which identifies data that can be used
EN Environment to protect and develop environmental sustainability, 01_ GIS – contains the tables to be used for the IDDP
conditions in the district.
02_ Doc – contains the draft of the text
Infrastructure is the ‘man made features’ ‘with layers,
IS Infrastructure which depict the location, distribution, volume, standards 02_ Im – contains all the photos/images
and type of infrastructure utilities within the district.
02_ Mi – contains other mix files
Land-use Management’ symbolizes the ‘price tag’ with
Land (use) layers which provide basis for zoning, land ownership,
LM taxation and assessment of land values, which can be
Management
inputted to fiscal resources of the district.

Monitoring development activities in projects that have

Project
PR been initiated by the IDDP or have impact on the land and
Management
water use.

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Not too long;

Written with sentence rule (start with capital letter);

Acronyms with capital letters;

No dots, slashes and backslashes, only underscore can be used.

The Preparation of Attribute Data
When the ‘Search-for-Data’ process starts in some cases attribute data will not be
stored in a digital format. The ArcView and most other GIS software have a tool to
manipulate attribute data. However, for the GIS freshmen situation it is
recommended to use MS Excel for two reasons:

STUDA The custodian of the attribute data will (hopefully) be a representative

from the specific sector (education, engineering, etc.) and the staff will
most probably be familiar the Microsoft Software package, in where the
Excel application is found;
The custodian of the spatial data will be the (Which department should
be the first to use GIS in the District office??) and as the software is an
expensive part of the GIS start package be the unit to hold the only GIS
software license. Consequently, the ??? will assist the attribute data
custodians to include the attribute datasets into the GIS. Furthermore,
the ??? will extend services to the other GIS stakeholders so they will be
able to use the information in their tasks by providing GIS browsers and
producing print outs.

A time will come when the stakeholders will be confident to work with the attribute
It is recommended that the name of the folder or file should be:
data in the GIS software and the methodology recommended during the
Clear and comprehensive; ‘introductory phase’ mentioned above will not cause any problem in that respect.

Try to reflect the key data of the file; Furthermore, besides from using Excel for data gathering, it is recommended that
the files that will be used in the GIS, will be stored in the dBASE file formats DBF 4

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(dBASE IV) The reason is that the dBase format can be used in older version of the
GIS software, for example ArcView 3.x, in many instances. However, as the
dBase4 format saves only the text and values as they are displayed in cells of the
active worksheet, special attention is needed.
Map Accuracy and Level of
Acceptance
Six accuracy issues can be identified in A GIS: Positional accuracy by
which the location has been determined; Attribute accuracy which is the
accuracy for the information describing a geometric element; Logical
consistency which means that lines are connected, polygons closed, etc.;
Completeness, which describes if the data is valid for the whole area or for
parts of it; Currentness that describes the time for data collection and finally
Lineage that describes all operations and manipulations that were used to
produce the data (air photo interpretation, digitizing, etc.
GIS technology has broadened our view of a map. Instead of
static entity, a map is now a dynamic presentation of geographic
data. The advantages are outstanding but there are also risks
involved. In this case study, the importance of observing positional
accuracy between the input data and the end product in form of a
IDDP land use map is shown.
Input Data
In the preparation of the IDDPs using GI Technology, secondary source data will
be used. The District planner must rely on data captured by a national institution
(e.g. Geologic map, soil map, erosion map, flooding map, etc.). Furthermore, the
source data will most likely be in a paper format, the data has been produced
using manual methodologies, scales may vary and little is known about the
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accuracy (little metadata is attached). In order to be useful in an IDDP GIS
database, the source map must be transformed to a digital layer. However, we
shall only be converting our data from paper format into digital format. For
scanning and georeferencing, acceptance and accuracy should be treated with
respect to those processes. Errors present within the paper source will be
inherited into the digital form plus any errors that might have been incurred during
scanning and georeferencing process. The accuracy of our digital data will be
limited to the accuracy of the secondary source and comparison would only be
between secondary data sources. The way how to treat errors between primary
and secondary sources will be discussed in the Toolbox.
Now the question would arise, how much error (error from source and errors from
scanning and georeferencing) can be accepted? The answer is how much
accuracy the secondary source can provide. The use of a more accurate source
will be superseded when dealing with administrative boundaries that will be
discussed later on. If we do not know how much accuracy a secondary source
can provide, we will try to relate it to other secondary sources which have features
that can be compared.
We also have to be careful on the data we are comparing. Most of our secondary
sources were done manually which would have a lot of errors. It is possible that
there are secondary sources which were produced digitally like orthophotos and
GPS surveys. These sources would have greater accuracy than all other
secondary sources and the manner in which we treat this data compared to
manually made data should have different consideration.
(Geo) graphic Presentations,
Please! (Cartographic Symbol Design)
A requirement for open and democratic local governance is that comprehensive
land-use plans can be understood. If not, maps, tables, diagrams, and plans that
are difficult to interpret, will act as a barrier to the exchange of information between
planners, elected representatives and the public.
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In open, democratic local government monitoring and planning, the authors of and what different symbols meant. Lack of knowledge, or carelessness, on the
(geo)graphic information must, at any time during its preparation, be prepared to part of the producer entailed further difficulties for the reader's interpretation of the
bring all together, give accurate information and to state how far they have come. presentation.
This means that the producers must be able to present their information with the
aid of illustrations to people who have no previous technical knowledge or who Another defect concerned the amount of information in an illustration. Frequent
have little experience of mapped information. failures were noted in the balance between giving sufficient information so that the
illustration was meaningful, and of limiting the amount of information so that the
The interpretation of (geo)graphic information, which illustrate a complex situation illustration was clear and easy to interpret.
to decide upon, requires considerable efforts. Deficiencies in the presentation of
the changes involved meant that it was difficult to imagine what conditions would Sometimes the visual expression of the illustration was not in accord with its actual
be like before and after the realization of the proposals, which is what the majority content. This is particularly dangerous since the reader can receive a completely
of readers of planning documents supported by (geo)graphic information attempt false picture of the illustration's contents. In several cases it appeared that there
to find out. was reason to believe that the planner had consciously put in particular elements
in a presentation in order to draw attention away from the important aspects.
Situation today
The Use of Visual in Planning
Examination of the use of maps in Rwanda today also brought to light, series of
purely practical presentation problems. These are, to a wide extent, generally easy It is important that the (geo)graphic presentation is problern-oriented and gives the
to remedy. reader an opportunity of relating topics to his own sphere of interests as well as
enabling him to understand their context.
The technical quality of illustrative
material is sometimes deficient. This There is a series of different methods for using text and illustrative material in
means that an illustration was difficult planning. The choice of method for the presentation of planning material is not just
to read at all. This often occurs when the technical question of deciding how to reach the reader, but also whether it is a
the illustrator had no knowledge of question of one-way communication or communication of equal terms.
what happens to different tones and
colours when illustrations are But even if illustrations and text can easily be understood and presented, the
reduced in size, copied or printed. presentation of a visual narrative can also be made more or less interesting. By
means of the articulation of the contents of the presentation, the combination of
Defects in the arrangements of different illustrations and by putting some form of theme into the presentation, a
documentation meant that it was lively, visual narrative can be created.
difficult to see what the illustration is
trying to show, which area it referred
to, what point in time was indicated, what units of measurement were employed

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Datasharing
GIS and supporting technologies will lead to the development of decision
support systems that facilitate the municipal planning process. By using
indicators and alternative development scenarios it is possible to measure the
performance of the DISTRICT and future land-use.
Planning support systems like the IDDP GIS can measure and compare
performances of different planning scenarios according to planner- or citizen-
defined indicators for land use, transportation, education, natural resources,
and employment, to name a few.
However, the ultimate goal is to bring together all potential players to work
collaboratively on a common vision for their community. GIS-based planning
support systems allow planners to quickly and efficiently create and test
alternative development scenarios and determine their likely impacts on future
land use patterns and associated population and employment trends, thus
allowing public officials to make informed planning decisions. With a basic
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understanding and implementation of data sharing you can provide more
information to your local residents and district without increasing capital or
personnel costs. Employing these techniques will actually reduce the amount
of time spent updating municipal management and planning data and increase
accuracy and timeliness.
The idea that is advocated for in the Plan is that much of the data represented
in the IDDP tables can be designed/formatted so it can be used both in the
IDDP preparation and in the day-to-day work of the respective sector
department (health, education, social welfare, building and business permits,
etc.) that is responsible for providing the specific municipal service.
Once municipal departments (and other government agencies interacting with
the Districts) agree to share or replicate the data, they face the challenge of
maintaining up-to-date datasets. Both attribute and spatial data is changing
continuously as new social services, infrastructure,
Etc. or more accurate data is collected. To maintain up-to-date databases the
various data “owners” (custodians) must exchange their most current datasets
with those they share their data with.
This can be done in one of two ways:
Complete data load. This is the most straightforward approach. The
current dataset is removed and completely replaced with the new
dataset. However, this approach is sometimes impractical due to volume
of data, which may be difficult to distribute and take a prohibitively long
time to reload, resulting in the database being inaccessible to the users
for extended periods of time;
Change only updates. This approach requires smaller data volumes to be
distributed as only the records that have changed (modifies, deletions
and additions) are exchanged. Change only updates also reduce the time
for the data load because of the smaller data volume. The update
process is more complex than the complete data load approach.
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Also, the corporate datasets and working databases may have different data
models (or schemas). Posting scripts are used to control the transfer of the
data between the different databases, and these scripts must be capable of
handling these different configuration issues and formats, refer to Figure 1.
Unique Feature Identifiers: To simplify the update process, unique ID’s are
used to keep track of joining tables, which features have changed, etc.
Consequently all IDDP GIS tables, have been given a field for a unique ID. For
example, a school unit will always be identified with a unique alphanumeric ID
which is referred to by all users and used when joining tables in a GIS. A good
example on unique ID is to start from the coding of District (and sectors) that is
used by Ministry of Statistics, for more detailed information.
Data Ownership: It’s important to clarify data ownership to eliminate potential
conflicts.
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For example, who ‘owns’ the table data for education? Which department is
responsible to maintaining the school unit locations and attribute data about
enrolment? Data ownership may also have to be shared. For example in a
low-income district it might be the best solution that the planning unit takes
responsibility for the data management of the spatial data: see to that the
locations of schools are properly identified, while the school unit keeps records
on the attributes: number of classrooms and teachers, etc.
However besides from agreeing of unique IDs and Data Custodianship, for
municipal departments that share data with external users (those outside their
administrative sphere of influence), “change only updates” result in a number
of potential challenges that may include, versioning, data transactions, data
validation, coordinate systems and accuracy. Sometimes the IDDP/corporate
datasets (shape files, Excel) are a different format to the external databases
(ESRI Geodatabase, Oracle Spatial, MapInfo TAB, GeoMedia, AutoCAD,
etc.). To cope with these issues there is a need for special GIS and IT
knowledge.
Legal Implications on Data Capturing
and Storing
Intellectual Property Rights
It is currently governed by otherwise known as the Intellectual Property Code of
Rwanda (IPC), which was enacted and signed into law in ???? It took effect on
(data?).
It consists of Copyright and Related Rights, Trademarks and Service Marks,
Geographical Indications, Industrial Designs, Patents, Lay-out Designs
(Topographies) integrated circuits and Protection of undisclosed information.
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Copyright and Related Rights

Copyright – is the protection extended to expressions and not to ideas, procedures, Enforcement
and methods of operation or mathematical concepts as such. Such expressions
The Intellectual Property Rights Code protects the copyright owner’s rights by
may be in the forms of literary, scholarly, scientific and artistic works.
giving the copyright owner the exclusive right to do certain things with the “works”
which in this case are the computer program, the manuals, and the packaging.
Related Rights – is the protection extended to derivative works, to include among
These “exclusive rights” include:
others, dramatizations, translations, adaptations, abridgements, arrangements, and
other alterations of literary or artistic works. The right to copy the whole program or a substantial part of it.
Programs / Software The right to adapt or translate the program.
Computer programs are protected by the IPC. The Code expressly protects
computer programs as literary works. It also protects copyright in the manuals and The right to rent the program to another person.
packaging, which accompany the software.
This means that you may only copy, adopt or rent a computer program if the
Some notable points about the law are: copyright owner gives you the permission to do this. This permission is given in
Protects databases and tables; the form of license. Every time you purchase a legitimate copy of a computer
program, you will receive a license agreement.
It grants an exclusive rental right to the copyright owner;
Data Security
It recognizes and expands the protection of an author’s moral rights.
That is, the right of an author to preserve the integrity of their works and
Computer Systems Security:
their name;
It penalizes the possession of infringing software for the purpose of sale. Passwording
IPC allows reproduction of backup copy or adaptation of a computer
Software to protect unauthorized access
program without authorization of the author / copyright owner provided
that the copy is necessary for: (a) the use of the computer program in Hardware Security
conjunction with a computer for the purpose, and to the extent, for which
the computer program has been obtained; (b) archival purposes, and, for Systems Contingency Plan Implementation
the replacement of the lawfully owned copy of the program in the event
that the lawfully obtained copy of the computer program is lost, Always have an updated backup copy
destroyed or rendered unusable.
Such copy must be destroyed in the event that continued possession of Establish recovery procedure
the copy of the computer program ceases to be lawful.

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Establish off-site backup While deviant behavior and natural disasters are intriguing subjects, threats more
common are found in day-to-day operations. Examples include coffee being spilt in
Security Review the wrong place, a well-intentioned employee who accidentally deletes or corrupts a
Whatever the current value of the database, if it is properly maintained, its value in database, or a power disruption with no automatic battery backup.
over the years will increase considerably. A successful GIS will be an integral part
of daily operations. Over time, the value of information derived from the GIS When conducting a security review, the physical, logical, and archival security of
database grows beyond a monetary cost to one measured by the functionality it the databases are examined.
provides to the work. Consequently, considerations how to protect the GIS from
damage is needed at some stage. Physical security measures protect and control access to the computer
equipment containing the databases. Protection of database storage includes
The possibility of the derived system and data being destroyed or severely guarding against human intrusions (such as unauthorized personnel) and
environmental factors (such as fire, flood, or earthquake).
Physical Security Logical Security Archival Security Logical security measures protect and control access to the data itself. For
Prevent access to main Develop a policy for Establish an audit trail for example, users may be restricted to certain types of terminals, particular datasets,
data storage from terminal copies of data and particular functions. One common security measure is to ensure that only
unauthorized entrances. access database management staff have editing and update rights to particular datasets.
Review the construction Create an access Establish an offsite backup Archival security is essential for many applications. Metadata, information about
plans for the office matrix by facility past coding and updating practices, the location of data, and the type of media on
buildings to ensure document types which data is stored must be kept track of to allow for data recovery.
appropriate errand
climate control The table below illustrates the sections and subsections that might be included in a
Upgrade fire protection Review protection of Create and organize document that describes the security recommendations of systems and
storage media metadata databases for a district. Recommendations are made that affect the current and
Initiate document sign Implement virus Purchase storage media future operations. This document will also help set priorities for actions and costs
out and protection standards involved. Further, the security recommendations should be approved and a budget
follow up procedures allocated to effectuate the measures.
damaged is real and deserves attention. The system is vulnerable to both
deliberate and accidental damages. A disgruntled employee might purposely Backup Basics
corrupt data, hackers may steal information, or a computer virus could find its way There are many ways you can unintentionally lose information on a computer. A
into the server.. Natural disasters also pose a threat. Earthquakes, floods, fires, power surge, lightning, floods. And sometimes equipment just fails. If you regularly
hurricanes, tornadoes, and lightning are all examples of natural hazards that could make backup copies of your files and keep them in a separate place, you can get
disrupt a GIS. some, if not all, of your information back in the event something happens to the
originals on your computer. Before you get started, make a checklist of files to back
up. This will help you determine what to back up, and also give you a reference list

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in the event you need to retrieve a backed-up file. It is recommended that to store
your backup copies in an external storage that isn’t permanently fixed inside your
computer such as an external hard disk drive or flash drive, CDs, DVDs, or some
other storage format refers to any data storage format.
The size of the files needed for the IDDP database will be relatively modest
providing not so much raster data is included. Consequently, the recommendation
is that the IDDP folder should be written to a DVD/CD on a regular interval (once a
month?) and the back up be kept in a safe environment outside the office.
Proposed Metadata Specification for
STUDA
Data Description
Identification
Title: Title should include theme and location
File name: The name of the file
Originator: The organisation responsible for having created or
processed the data
Abstract: A short description or summary of the contents of the
data, including the original data source. Preferably also
an explanation of why the data was created
Data Quality
Information
Positional Assessment of the expected error or range of error, of
accuracy: the data objects location. Described as the difference (in
meters) between measured quantities and true positions
(horizontal and vertical when applicable). Method to
assess depends on data type, e.g., RMS for image and
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grid data, GPS techniques. If accuracy cannot be
precisely determined, an intuitive accuracy based on
experience may be acceptable.
Attribute Assessment of values or attributes assigned to features
accuracy: in the data in relation to the reality. Attribute accuracy
can be described as percentage of correct or incorrect
values of attributes. Usually based on a sample of the
data (through field checks or through comparing to
separate data source).
Logical A statement whether data has been checked and
consistency: corrected for topological error, i.e. logical relationship
between features of the data. For example, duplicate
lines, labelling, enclosed polygons, and boundaries.
Logical consistency does not apply to grid data.
Completenes An assessment of the completeness to identify gaps in
s: the data. Description may include spatial data coverage,
attribute data coverage
Curtness: Refers to the original data source, e.g. date when an
aerial photography was taken or publication date of a
map
Lineage: Information about the sources of data used to construct
the data set and steps used to process the data. For
each processing step provide (where possible) the
following: source data name, source data scale, source
data date, description of processing step performed.
Data
Organisation
Information
Data Format Format in which the data reside, e.g. Arcinfo, Arcview,
Name: dBase, Excel, etc
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User Scales etc

Spatial Object Description of the types of geographic features and their Constraints:
Type: representation, e.g. Raster, Vector (point, line, polygon) Distribution Statement of the liability assumed, by the distributor.
Liability:
Transfer The name of the format(s) in which the distributor will
Data Reference Format make the data available. The user may list as many
Information Name: formats as desired.
Coordinate The scheme used for coordinates, e.g. Transverse
System: Mercator, Lo27 Metadata
Ellipsoid: Identification given to establish representation of the Reference
Earth's shape, e.g. WGS 84
Contact The person that have created the metadata
Datum: The datum used in the coordinate system, e.g. ??????
information:
Distance The horizontal distance units, i.e., meters
Date: The date when the metadata was created
Units:
Entity And
Attribute
Information
A summary of the information contained within the data
set, reference must be made to the NLC data dictionary
Contact
Information
Publication The date when the data set is published or otherwise
Date: made publicly available.

Contact A person who can receive inquiries regarding the

Person: contents and distribution of the data

Distributing
Office:
Address:
Phone:
Fax:
E-mail
Address:

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