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4.02.02 Basic GIS Policies for Data Format, Data Transfer, Data Import/Export, Data Storage, Data Security and Software This example illustrates the policies that are useful to apply in interaction with consultants and in relation to general systems and databases development in a municipality which is starting up with GIS and where the CLUP is the first application. In this case there might not be an approved GIS strategy, there is no existing network, and the Planning Office is the lead in the development network. Purpose The purpose is to present GIS policies that will be applied for preparing a CLUP and the CLUP data that has a municipal corporate function. GIS Strategy The Municipal GIS is based on a corporate geodatabase, with no network. GIS Software The GIS will utilize ESRI Software. (This is recommended based on HLURBs current software that is being used. However, the LGU may opt to utilize different software, in which case, this will not be tackled in the GIS Cookbook because the HLURB staff is trained in ESRI software). Data Format The Municipal geodatabase file standard is shape files. The structuring of the non-spatial sector attribute databases and tables will be done in consultation with the Planning Office. Base data will be supplied via the CLUP GIS and this will form the core of all other thematic GIS projects. Data Storage The CLUP geodatabase resides in a stand alone computer environment in an exclusive PC at the Planning Office with a back up function located in a secure environment. All backing up and maintenance of the geodatabase is done by the Planning Office. The Planning Office will implement an auditor-approved backing up strategy and only data stored in the exclusive PC will have a secure back up protocol. All GIS projects are to reside within the exclusive PC at the Planning Office. Both GIS spatial and non-spatial attribute datasets will reside within the exclusive PC at the Planning Office. Data Maintenance The custodians of the sector non-spatial data will take responsibility for updating and maintaining their own datasets. Each sector office will be responsible for the integrity

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of its own data. The sector offices will take ownership of the 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. Data Transfer The GIS will be distributed to all clients through Arc View and Arc Explorer. General access for all users is through copying from the exclusive PC at the Planning Office with the use of CDs or Flash disks. Data Import/Export CAD can be used as a design and planning tool but not as a GIS / mapping tool. 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 equal or larger than 1:10,000; A0 Paper size; artesian co-ordinate system. Geographic Data Coordinate System UTM projection; Luzon datum; UTM coordinate system. Note: These are based on the existing guidelines instituted by the IATFGI on data sharing. If new standards or guidelines are formulated, these standards should be superseded by the new guidelines. Data Security In all cases read-only rights will be granted unless written instructions to the contrary are received from the authorized data custodian.

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