Data Standards

A data standard is a classification (or coding) system for data which is shared in common by a group of stakeholders. Data standards allow the movement of data within and between organizations, but they are only useful to the extent to which they are mutually accepted. If developed and implemented properly they can create the shared frame of reference necessary to manage large amounts of data effectively among a group of actors. This saves time and money, and ensures quality and completeness.

See Also:
GIS
GPS

Place Codes (PCodes) or Geo-Codes

Geo-Codes or P-codes are unique identification codes for geographic entities, represented by combinations of letters and/or numbers to identify a specific location or feature on a map or within a database. Such standards are often developed by the Government agency responsible for maintaining administrative boundaries or mapping facilities. An HIC or IMU is recommended to support the host government through the distribution of their coding system. Where no such system exists, the HIC/IMU may choose to develop their own list and seek endorsement from the government when possible.

See P-Codes Quick Guide for an overview of p-code development. For more detail see the reference documents, presentations, and databases below

Presentations

P-Code Presentation Exercise, 2003 - an excellent PCode presentation prepared by Kathleen Miner and Aldo Benini that is designed to teach about PCodes

HIC Sri Lanka P-Code, 2005 is a simple presentation by Janet O’Callaghan that explains the PCodes used in Sri Lanka.

Geocode Admin Level Graphic is a simple graphic illustration of PCodes

Sample Databases

An example of a lookup database for PCodes and locations the Microsoft Access database used in Iraq and another from Sri Lanka.

As an example of PCode lookup tool for the web go to:
www.humanitarianinfo.org/darfur/infocentre/pcodes/PcodeSearch.aspx

Reference

Field Guide Geo-Codes OCHA, 2001, provides an overview of the use of geographic coding (known as geo-codes) or position codes (known as P-codes), which define unique identification numbers for areas and facilities. It also provides brief background on the valuable use of metadata to define the characteristics of database information, including P-codes, to determine the quality and appropriateness of any dataset and its use in the field

PCode of Conduct - Horn of Africa, 2001, written by Andrew Aslpach and Ben Watkins this document details the PCode scheme developed for southern Sudan and Kenya.

DRC PCodes, 2002, details the PCode scheme developed for Democratic Republic of the Congo.

P-Codes Web Text, the text often used in HIC webpage to explain P-codes

Archiving

The purpose of archiving is to ensure that full and accurate records of the business activities of the given office or entity are preserved for an appropriate length of time. It can be difficult to know which documents should be kept and which can be deleted. Use the following documents to assist in this task

Internet

The following documents can serve as a guide to determine what to publish on the internet and various UN policy guidelines.

Metadata

Metadata is “data about data” and includes any kind of standardized descriptive information about documents or files (think of the card catalogue in a library).

Metadata provides information on what data is available, where it is, how current it is, what format it is in, and what constraints might apply on its use. Metadata is not an end in itself, but helps you use the data more effectively, making it easier to:
• store datasets in a logical and consistent manner
• find a particular dataset in a range of datasets
• identify whether a particular dataset will be useful to you
• adapt the dataset for your own purposes
• share data between organizations

Use the following tools, presentations, and reference documents to train all the staff in and HIC and IMU in the importance of metadata.

Tools

GeoNetwork facilitates the consolidation, organization, storage and distribution of OCHA's geospatial data assets, such as GIS files and maps. This password-protected online common geospatial data repository eases the upload, description, discovery, display and retrieval of OCHA’s geospatial data resources using a tool that is increasingly becoming a standard among UN agencies. Consequently, as a node on the GeoNetwork network, OCHA staff can also harvest geospatial data and information from other metadata catalogs maintained by FAO, WFP, UNEP, WHO, CGIAR and agencies of a number of member states.

http://geonetwork.fao.org/ The GeoNetwork community website.

Presentations

Metadata Session, 2006 Field Information Management Training

Metadata Overview, 2004 by NOAA

Reference Documents

OCHA Metadata Standard - January 2006 - Version 2

OCHA Metadata Controlled Vocabulary Lists - August 2006

OCHA Metadata Subject-based Classification Scheme - August 2006 - Version 1.1

Metadata-Q&A – a simple, short document that explains metadata.

OCHA metadata standards guidelines from ITS, a simple Q&A document on metadata, and the ISO geographic metadata standards

Folder Structure and FiDMS

Organization of electronic data can be a challenge for any field office especially one dealing with an emergency, however it is vital that every effort be made to ensure that all documents are filed properly so that no data is "lost."

Reference

General Reference Documents on Data Standards