PRINCIPLES OFDATA QUALITY
Arthur D. Chapman1

Although most data gathering disciples
treat error as an embarrassing issue to be
expunged, the error inherent in [spatial]
data deserves closer attention and public
understanding …because error provides a
critical component in judging ﬁtness for use.
(Chrisman 1991).

Australian Biodiversity Information Services
PO Box 7491, Toowoomba South, Qld, Australia
email: papers.digit@gbif.org
1

© 2005, Global Biodiversity Information Facility
Material in this publication is free to use, with proper attribution. Recommended citation format:
Chapman, A. D. 2005. Principles of Data Quality, version 1.0. Report for the Global
Biodiversity Information Facility, Copenhagen.

This paper was commissioned from Arthur Chapman in 2004 by the GBIF DIGIT programme tohighlight the importance of data quality as it relates to primary species occurrence data. Our
understanding of these issues and the tools available for facilitating error checking and cleaning is
rapidly evolving. As a result we see this paper as an interim discussion of the topics as they stood in
2004. Therefore, we expect there will be future versions of this document and would appreciate thedata provider and user communities’ input.
Comments and suggestions can be submitted to:
Larry Speers
Senior Programme Officer
Digitization of Natural History Collections
Global Biodiversity Information Facility
Universitetsparken 15
2100 Copenhagen Ø
Denmark
E-mail: lspeers@gbif.org
andArthur Chapman
Australian Biodiversity Information Services
PO Box 7491, Toowoomba South
Queensland 4352
Australia
E-mail: papers.digit@gbif.org

July 2005

Cover image © Per de Place Bjørn 2005
Amata phegea (Linnaeus 1758)

Contents
Introduction ................................................................................................................... 1
Definitions..................................................................................................................... 3
Principles of Data Quality ............................................................................................. 8
Taxonomic and Nomenclatural Data........................................................................... 21
Spatial Data ................................................................................................................. 25
Collector and Collection Data ..................................................................................... 28
Descriptive Data.......................................................................................................... 29
Capturing Data ............................................................................................................ 30
Data Entry and Acquisition ......................................................................................... 32
Documenting Data....................................................................................................... 34
Storage of data............................................................................................................. 39
Manipulation of spatial data........................................................................................ 43
Representation and Presentation ................................................................................. 45
Conclusion................................................................................................................... 50
Acknowledgements ..................................................................................................... 51
References ................................................................................................................... 52
Index............................................................................................................................ 57

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Introduction

WHAT
Taxonomic/Nomenclatural Data

WHERE
Spatial Data

WHO
Collection Data

WHEN
Collection Data

WHAT
Descriptive Data

Data quality principles have become a core business practice in fields such as business (SEC 2002),
medicine (Gad and Taulbee 1996), GIS (Zhang and Goodchild 2002) remote sensing (Lunetta andLyon 2004) and many others over recent times, but are only now becoming universally accepted by
the museum and taxonomic community. The rapid increase in the exchange and availability oftaxonomic and species-occurrence data has now made the consideration of such principles animportant agenda item as users of the data begin to require more and more detail on the quality ofthis information. Indeed, some outside the museum community see the quality of museum data as
being generally unacceptable for use in making environmental conservation decisions, but is thisreally a result of the quality of the data or of their documentation? But these data are of criticalimportance. Because of their collection over time, they provide irreplaceable baseline data about
biological diversity during a time when humans have had tremendous impact on such diversity(Chapman and Busby 1994). They are an essential resource in any effort to conserve theenvironment, as they provide the only fully documented record of the occurrence of species in areasthat may have undergone habitat change due to clearing for agriculture, urbanisation, climatechange, or been modified in some other way (Chapman 1999).
These are some of the ideas I have tried to expand on below, as well as putting forward a number ofprinciples of data quality that should become core to the business of museums and herbaria as they
release their data to the broader community.
Data quality and error in data are often neglected issues with environmental databases, modellingsystems, GIS, decision support systems, etc. Too often, data are used uncritically without
consideration of the error contained within, and this can lead to erroneous results, misleading
information, unwise environmental decisions and increased costs.
Plant and animal specimen data held in museums and herbaria provide a vast
information resource, providing not only present day information on the locations ofPaper by Arthur Chapman
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these entities, but also historic information going back several hundred years(Chapman and Busby 1994).
There are many data quality principles that apply when dealing with species data and especiallywith the spatial aspects of those data. These principles are involved at all stages of the data
management process. A loss of data quality at any one of these stages reduces the applicability anduses to which the data can be adequately put. These include:
y
y
y
y
y
y
y
y

Data capture and recording at the time of gathering,
Data manipulation prior to digitisation (label preparation, copying of data to a ledger, etc.),
Identification of the collection (specimen, observation) and its recording,
Digitisation of the data,
Documentation of the data (capturing and recording the metadata),
Data storage and archiving,
Data presentation and dissemination (paper and electronic publications, web-enabled
databases, etc.),
Using the data (analysis and manipulation).

All these have an input into the final quality or “fitness for use” of the data and all apply to all
aspects of the data – the taxonomic or nomenclatural portion of the data – the “what”, the spatial
portion – the “where” and other data such as the “who” and the “when” (Berendsohn 1997).
Before a detailed discussion on data quality and its application to species-occurrence data can takeplace, there are a number of concepts that need to be defined and described. These include the term
data quality itself, the terms accuracy and precision that are often misapplied, and what we mean by
primary species data and species-occurrence data.
Don’t underestimate the simple elegance of quality improvement. Other
than teamwork, training, and discipline, it requires no special skills.
Anyone who wants to can be an effective contributor.
(Redman 2001).

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Definitions
Species-occurrence data
Species-occurrence data is used here to include specimen label data attached to specimens or lots
housed in museums and herbaria, observational data and environmental survey data. In general, thedata are what we term “point-based”, although line (transect data from environmental surveys,
collections along a river), polygon (observations from within a defined area such as a national park)and grid data (observations or survey records from a regular grid) are also included. In general weare talking about georeferenced data – i.e. records with geographic references that tie them to aparticular place in space – whether with a georeferenced coordinate (e.g. latitude and longitude,
UTM) or not (textual description of a locality, altitude, depth) – and time (date, time of day). In
general the data are also tied to a taxonomic name, but unidentified collections may also be
included. The term has occasionally been used interchangeably with the term “primary species
data”.
Primary species data
“Primary species data” is used to describe raw collection data and data without any spatial
attributes. It includes taxonomic and nomenclatural data without spatial attributes, such as names,
taxa and taxonomic concepts without associated geographic references.
Accuracy and Precision
Accuracy and precision are regularly confused and the differences are not generally understood.
The differences are best explained through example (figure 1).
Accuracy refers to the closeness of measured values, observations or estimates to the real or true
value (or to a value that is accepted as being true – for example, the coordinates of a survey control
point) as shown in figure 1.
Precision (or Resolution) can be divided into two main types. Statistical precision is the closenesswith which repeated observations conform to themselves. They have nothing to do with theirrelationship to the true value, and may have high precision, but low accuracy as shown in figure 1a.
Numerical precision is the number of significant digits that an observation is recorded in and has
become far more obvious with the advent of computers. For example a database may output adecimal latitude/longitude record to 10 decimal places – i.e. ca .01 mm when in reality the record
has a resolution no greater than 10-100 m (3-4 decimal places). This often leads to a false
impression of both the resolution and the accuracy.
These terms – accuracy and precision – can also be applied to non-spatial data as well as to spatial
data. For example, a collection may have an identification to subspecies level (i.e. have highprecision), but be the wrong taxon (i.e. have low accuracy), or be identified only to Family level(high accuracy, but low precision).

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Fig. 1. Shows the differences between accuracy and precision in a spatial context. The red spots
shows the true location, the black spots, represent the locations as reported by a collector.
a. High precision, low accuracy.
b. Low precision, low accuracy showing random error.
c. Low precision, high accuracy.
d. High precision and high accuracy.
Quality
Quality as applied to data, has various definitions but in the geographic world one definition is now
largely accepted – that of “fitness for use” (Chrisman 1983) or “potential use”. This is the definition
that has been adopted by most modern spatial data transfer standards (ANZLIC 1996a, USGS
2004). It is also being increasingly used in non-spatial areas such as in economics and business.
Some (English 1999, for example) believe that the definition “fitness for use” is a little restrictive
and argue for a definition that also includes fitness for future or potential uses.

Fig. 2. Map of Tasmania, Australia, showing a record (A) collected with an accuracy of
0.5º (ca. 50 km) as shown by circle. The footprint area of possible collection(determined using the accuracy value) overlaps the Tasmanian World Heritage Area.
An example of the use of the concept of “Fitness for Use” can be seen in figure 2. The collection ofa particular species (marked ‘A’) has an accuracy of 0.5º of Latitude (ca. 50 km). If one is preparing
a list of Tasmanian species, and want to know if that species occurs in Tasmania, then the record issuitable to answer that question – the collection is “fit for use” and can therefore be regarded as ofPaper by Arthur Chapman
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high quality for that purpose. On the other hand, if one wants to know if the species occurs in the
Tasmanian World Heritage area or not, then one cannot answer that question from the record – itmay, or it may not. The data are not “fit for that use” and are thus of low quality for that purpose.
The latitude and longitude values in the database may be very precise and give the appearance of
having a high accuracy and this can be misleading to the user of the record does not also include avalue for the accuracy.
Similar cases occur with the non-spatial components of the data where a mis-identification, forexample, can make the data of little value and thus not “fit for purpose”. If one is studying the
distribution of a species (or its physiology or ecology, etc.), having the wrong name attached to thespecimen or observation can lead to misleading and wrong results.
Data quality is multidimensional, and involves data management, modelling and analysis, quality
control and assurance, storage and presentation. As independently stated by Chrisman (1991) andStrong et al. (1997), data quality is related to use and cannot be assessed independently of the user.
In a database, the data have no actual quality or value (Dalcin 2004); they only have potential valuethat is realized only when someone uses the data to do something useful. Information quality relates
to its ability to satisfy its customers and to meet customers’ needs (English 1999).
Redman (2001), suggested that for data to be fit for use they must be accessible, accurate, timely,
complete, consistent with other sources, relevant, comprehensive, provide a proper level of detail,be easy to read and easy to interpret.
One issue that a data custodian may need to consider is what may need to be done with the database
to increase its useability to a wider audience (i.e. increase its potential use or relevance) and thus
make it fit for a wider range of purposes. There will be a trade off in this between the increased
useability and the amount of effort required to add extra functionality and useability. This may
require such things as atomising data fields, adding geo-referencing information, etc.
Data are of high quality if they are fit for their intended use inoperations, decision-making, and planning(Juran 1964).

Quality Assurance/ Quality Control
The difference between quality control and quality assurance is not always clear. Taulbee (1996)
makes the distinction between Quality Control and Quality Assurance and stresses that one cannot
exist without the other if quality goals are to be met. She defines• Quality Control as a judgment of quality based on internal standards, processes andprocedures established to control and monitor quality; and• Quality Assurance as a judgment of quality based on standards external to the process and is
the reviewing of the activities and quality control processes to insure that the final products
meet predetermined standards of quality.
In a more business-oriented approach, Redman (2001) defines Quality Assurance as“those activities that are designed to produce defect-free information
products to meet the most important needs of the most important customers,
at the lowest possible cost”.
How these terms are to be applied in practice is not clear, and in most cases the terms seem to belargely used synonymously to describe the overall practice of data quality management.

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Uncertainty
Uncertainty may be thought of as a “measure of the incompleteness of one’s knowledge orinformation about an unknown quantity whose true value could be established if a perfectmeasuring device were available” (Cullen and Frey 1999). Uncertainty is a property of theobserver’s understanding of the data, and is more about the observer than the data per se. There isalways uncertainty in data; the difficulty is in recording, understanding and visualising that
uncertainty so that others can also understand it. Uncertainty is a key term in understanding risk andrisk assessment.
Error
Error encompasses both the imprecision of data and their inaccuracies. There are many factors that
contribute to error.).
The usual view of errors and uncertainties is that they are bad. This is notnecessarily so, however, because it can be useful to know how errors anduncertainties occur, how they can be managed and possibly reduced… A
good understanding of errors and error propagation leads to active quality
control” (Burrough and McDonnell 1998).
Error is generally seen as being either random or systematic. Random error tends to refer todeviation from the true state in a random manner. Systematic error or bias arises from a uniform
shift in values and is sometimes described as having ‘relative accuracy’ in the cartographic world(Chrisman 1991). In determining ‘fitness for use’ systematic error may be acceptable for some
applications, and unfit for others. An example may be the use of a different geodetic datum1 –where, if used throughout the analysis, may not cause any major problems. Problems will arise
though where an analysis uses data from different sources and with different biases – for example
data sources that use different geodetic datums, or where identifications may have been carried out
using an earlier version of a nomenclatural code.
“Because error is inescapable, it should be recognised as a fundamental dimension of data”(Chrisman 1991). Only when error is included in a representation of the data is it possible to answer
questions about limitations in the data, and even limitations in current knowledge. Known errors in
the three dimensions of space, attribute and time need to be measured, calculated, recorded anddocumented.
Validation and Cleaning
Validation is a process used to determine if data are inaccurate, incomplete, or unreasonable. The
process may include format checks, completeness checks, reasonableness checks, limit checks,
review of the data to identify outliers (geographic, statistical, temporal or environmental) or othererrors, and assessment of data by subject area experts (e.g. taxonomic specialists). These processes
usually result in flagging, documenting and subsequent checking of suspect records. Validation
checks may also involve checking for compliance against applicable standards, rules, andconventions. A key stage in data validation and cleaning is to identify the root causes of the errors
detected and to focus on preventing those errors from re-occurring (Redman 2001).
Data cleaning refers to the process of “fixing” errors in the data that have been identified during thevalidation process. The term is synonymous with “data cleansing”, although some use data
cleansing to encompass both data validation and data cleaning. It is important in the data cleaning
process that data is not inadvertently lost, and changes to existing information be carried out very
1

Different geographic datums can lead to systematic shifts in the actual position (of a lat/long coordinate) of up to
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carefully. It is often better to retain both the old (original data) and the new (corrected data) side byside in the database so that if mistakes are made in the cleaning process, the original information
can be recovered.
A number of tools and guidelines have been produced in recent years to assist with the process ofdata validation and data cleaning of species data. These will be covered in the associated document
on Principles and Methods of Data Cleaning. The process of manual cleaning of data is a laborious
and time consuming one, and is in itself prone to errors (Maletic and Marcus 2000).
The general framework for data cleaning (after Maletic and Marcus 2000) is:y Define and determine error types
y Search and identify error instancesy Correct the errors
y Document error instances and error types
y Modify data entry procedures to reduce future errors
Truth in Labelling
Truth in Labelling is usually understood as being the documentation of quality of goods andproducts for sale or made available to third parties. For species-occurrence data, this will usually becomprised of the metadata, as long as the metadata fully document aspects of quality, quality
control procedures and methods, and/or measured quality statistics relevant to the data. Truth inlabelling is a primary function leading to certification and accreditation where these are appropriate.
Most museums and herbaria already carry out this with respect to information on the expert and thedate that the identification was performed (determinavit information), but this is seldom extended toother information in the record or with observational and un-vouchered survey data.
Users
Who are the users? Users of the data involve everyone at all stages of the information chain (figure3). In the case of primary species data, they include in-house users such as taxonomists, managers,
researchers, technicians, collectors, as well as the external and downstream users such as policy anddecision makers, scientists, agriculturalists, foresters and horticulturalists, environmental managers,
NGOs (environmental and production), medical professionals, pharmacologists, industry
professionals, botanic garden and zoo keepers, the general public (including home gardeners) andcommunity users. Species-occurrence data have endless users and involve virtually the wholecommunity in one way or another.
Primary species data have often been collected without the broader user community in mind.
Traditionally, the data, especially museum and herbarium data have been collected with the main
aim of providing information for taxonomic or biogeographic research. This has been an essential
process, but in today’s world the providers of funding for these institutions, often government
agencies, are looking for a greater return on their dollar, and thus for the data to have increased
value through their availability for additional uses. In particular, governments are looking to use
the data for improved environmental decision-making, environmental management andconservation planning (Chapman and Busby 1994), and curators of these data cannot afford toignore these users or their needs. With good feedback mechanisms in place, users can provide
feedback on data quality, and thus can be an important link in the data quality chain as discussed
below.

Determining user needs is difficult and hard work. But there is no
substitute for doing so and the rewards of doing so are great.
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Principles of Data Quality
Experience has shown that treating data as a long-term asset and managing it withina coordinated framework produces considerable savings and ongoing value.
(NLWRA 2003).
Principles of data quality need to be applied at all stages of the data management process (capture,
digitisation, storage, analysis, presentation and use). There are two keys to the improvement of data
quality – they are prevention and correction. Error prevention is closely related to both thecollection of the data and the entry of the data into a database. Although considerable effort can andshould be given to the prevention of error, the fact remains that errors in large data sets willcontinue to exist (Maletic and Marcus 2000) and data validation and correction cannot be ignored.
Error prevention is considered to be far superior to error detection, since detection is often costly
and can never guarantee to be 100% successful (Dalcin 2004). Error detection, however, has aparticularly important role to play when dealing with legacy collections (Chapman and Busby 1994,
English 1999, Dalcin 2004) such as is the case with much of the primary species data and speciesoccurrence data considered here.

Begin by setting a data vision, developing a data policy andimplementing a data strategy - not by carrying out unplanned,
uncoordinated and non-systematic “data cleaning” activities.
The Vision
It is important for organisations to have a vision with respect to having good quality data. Thisapplies especially to organisations that plan to make their data available to others. A good data
quality vision will usually enhance the organisation’s overall vision (Redman 2001) and improve
the operational procedures of the organisation. In developing a vision, managers should focus onachieving an integrated management framework in which leadership, people, computer hardware,
software applications, quality control and data are brought together with appropriate tools,
guidelines and standards to maintain the data and turn them into quality information products(NLWRA 2003).
A data quality vision:y forces an organisation to think about its long-term data and information needs and theirrelation to the organisation’s long-term success,y motivates actions in the right direction – i.e. towards quality,
y provides a sound basis for decision-making both within and without the organisation,y formalises the recognition of data and information as being core assets of the organisation,y maximises use of the organisation’s data and information, avoids duplication, facilitates
partnerships, and improves equity of access, andy maximises integration and interoperability.
The Policy
As well as a vision, an organisation needs a policy to implement that vision. The development of asound data quality policy is likely to:
y force the organisation to think more broadly about quality and to re-examine their day-today practices,y formalise the processes of data management,
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y

y
y
y
y

assist the organisation in being more clear about its objectives with respect too reducing costs,
o improving data quality,
o improving customer service and relations, ando improving the decision-making process,provide users with confidence and stability when accessing and using data arising from theorganisation,
improve relations and communication with the organisation’s clients (both data providers
and data users),
improve the standing of the organisation in the wider community, andimprove the chances of better funding as best-practice targets are approached.

The Strategy
Because of the vast amounts of data held by large institutions, there is a need to develop a strategy
for capturing and checking of the data (also see under Prioritising, below). A good strategy tofollow (for both data entry and quality control) is to set short, intermediate and long-term goals. For
example (after Chapman and Busby 1994):
y Short term. Data that can be assembled and checked over a 6-12-month period (usually
includes data that are already in a database and new data that require less quality checking).
y Intermediate. Data that can be entered into a database over about an 18-month period with
only a small investment of resources and data that can be checked for quality using simple,
in-house methods.
y Long term. Data that can be entered and/or checked over a longer time frame using
collaborative arrangements, more sophisticated checking methods, etc. May involve
working through the collection systematically by selecting:o Taxonomic groups that have been recently revised or are in the process of taxonomic
study within the institution.
o Important collections (types, special reference collections, etc.)
o Key groups (important families, taxa of national significance, listed threatened taxa,
ecologically/environmentally important taxa).
o Taxa from key geographic regions (e.g. from developing countries with the aim ofsharing of data with countries of origin, geographic areas of importance to theinstitution).
o Taxa that form part of collaborative arrangements with other institutions (e.g. anagreement to database the same taxa across a range of institutions).
o Moving systematically through the collection from start to finish.
o Recent acquisitions in preference to backlogged collections.
Some of the principles of good data management that should be included in a strategy include (after
NLWRA 2003):
y
y
y
y
y
y
y
y
y

Not reinventing information management wheels
Looking for efficiencies in data collection and quality control procedures
Sharing of data, information and tools wherever possible
Using existing standards or developing new, robust standards in conjunction with others
Fostering the development of networks and partnerships
Presenting a sound business case for data collection and management
Reducing duplication in data collection and data quality control
Looking beyond immediate use and examining the requirements of users
Ensuring that good documentation and metadata procedures are implemented.

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Prevention is better than cure
The cost to input a collection into a database can be substantial (Armstrong 1992) but is only afraction of the cost of checking and correcting the data at a later date. It is better to prevent errors
than to cure them later (Redman 2001) and it is by far the cheaper option. Making corrections
retrospectively can also mean that the incorrect data may have already been used in a number ofanalyses before being corrected, causing downstream costs of decisions made on poor data, or of reconducting the analyses.
Prevention of errors does nothing for errors already in the database, however, data validation andcleaning remains an important part of the data quality process. The cleanup process is important in
identifying the causes of the errors that have already been incorporated into the database and should
then lead to procedures that ensure those errors aren’t repeated. Cleanup must not occur in isolation
though; otherwise the problems will never disappear. The two operations, data cleaning and error
prevention, must run concurrently. To decide to clean the data first and worry about prevention
later, usually means that error prevention never gets satisfactorily carried out and in the meantime
more and more errors are added to the database.

Fig. 3. Information Management Chain showing that the cost of error correction increases as one
progresses along the chain. Good documentation, education and training are integral to all steps.

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Fig. 4. The Total Data Quality Management cycle showing the cyclical nature of thedata management process (after Wang 1998).
Custodians and owners of data (individual collection agencies such as museums and herbaria) arelargely responsible for the quality of their data. None-the-less, those supplying the data and thoseusing the data, also have responsibilities.
Assign responsibility for the quality of data to those who create them. If
this is not possible, assign responsibility as close to data creation as
possible(Redman 2001)

The collector has primary responsibility
The primary responsibility for the management of data quality rests with the collector of the data. It
is their responsibility to make sure that:y label information is correct,
y label information is accurately recorded and documented,
y locality information is as accurate as possible, and both accuracy and precision are
documented,
y collection methodologies are fully documented,
y label or field notes are clear and unambiguous, andy label information is legible and readable by the data input operators.
If the information on the label or in the collector’s notebook is not clear and accurate, then it isextremely difficult to correct it retrospectively. This is less important with respect to the taxonomic
portion of the data in cases where voucher collections are retained, as it can, and usually is, checkedby experts at a later date.
It is also important that notes on location and subsidiary information be made at the time ofcollection or observation and not left to the end of the day or until one returns to the laboratory as
has often been the case in the past.
Most data comes into an organisation from “suppliers”, and it is mucheasier to develop good data collection practices than to correct errors
downstream.

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The custodian or curator has the core or long-term responsibility
The custodian (or steward) of the data (museum, herbarium, university, conservation agency, NGO,or private individual) has the long-term responsibility for maintaining and improving the data
quality for as long as they retain responsibility for the data (see, for example, a list of
responsibilities of custodianship in Olivieri et al. 1995, p. 623). It is important that the custodianorganisation assign over-riding responsibility for managing the data quality within the organisation,
but it is also essential that the organisation have a data quality culture such that every individual
within the organisation knows they have a part in the responsibility for the quality of data held by
the organisation. It is the responsibility of the custodian to ensure that:y the data are transcribed into the database correctly and accurately from the collector’s notes,
y quality control procedures are implemented and exercised during data capture,y data and the data quality are adequately and accurately documented,
y validation checks are routinely carried out on the data,
y validation checks carried out are fully documented,
y the data are stored and archived in a suitable manner (see notes on storage below),y earlier versions are systematically stored to allow comparisons and return to “uncleaned”
data,
y data integrity is maintained,
y the data are made available in a timely and accurate manner with documentation that allows
users to determine “fitness for use”,
y custodian responsibilities as to privacy, intellectual property rights, copyright, andsensitivities of traditional/indigenous owners are maintained,
y conditions of use of the data are maintained and made available along with any restrictions
on use and known areas of unsuitability of the data,y all legal requirements with respect to the data are honoured and complied with,y feedback from users on the data quality is dealt with in a timely manner,
y data quality is maintained to the highest level at all times,
y all known errors are fully documented and made known to users.
Data ownership and custodianship not only confers rights to manage
and control access to data, it confers responsibilities for its
management, quality control and maintenance. Custodians also have amoral responsibility to superintend the data for use by future
generations

User responsibility
Users of the data also have a responsibility to data quality. Users need to feed back to custodians
information on any errors or omissions they may come across, errors in documentation of the data,
and additional information they may need recorded in the future, etc. It is often the user, whenlooking at the data in the context of other data, who can identify errors and outliers in the data thatwould otherwise go un-noticed. A single museum may have only a subset of the total available data(from one State or region for example), and it is only when the data are combined with data fromother sources that errors may become obvious.
Depending upon the purposes of data collection in an institution, the user may also have valuable
contributions to make toward assisting in the setting of future priorities with respect to datacollection and validation (Olivieri et al. 1995).

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The user also has a responsibility for determining the fitness of the data for their use, and to not use
the data in inappropriate ways.
Users and collectors have important roles to play in assisting custodiansin maintaining the quality of the data in the collections, and both have avested interest in the data being of the highest possible quality.
Building of partnerships
The building of partnerships for the maintenance of data quality can be a rewarding and cost-saving
measure. This is particularly so with museums and herbaria, where duplicate records are often
distributed between a number of museums. Many library communities use a form of collaborationand partnership to improve cataloguing of library materials (Library of Congress 2004) andmuseums and herbaria could easily operate in a similar manner. Such partnerships and collaborative
arrangements could be developed with:y important data collectors (in order to improve the flow of information – for example bydeveloping standard data collection and reporting forms, provision of GPSs, etc.),y other institutions holding similar data (e.g. duplicate collections),y other like-institutions with similar data quality needs and that may be developing data
quality control methods, tools, standards and procedures,y key data brokers (such as GBIF) who provide a role in collating and distributing informationfrom a number of data providers,y users of the data (especially those that may carry out validation tests on the data during or
prior to analysis), andy statisticians and data auditors who may be able to improve methodologies for managing
data, data flows and data quality techniques.
Yours is not the only organisation that is dealing with data quality.

Prioritisation
To make the data of highest value to the greatest number of users in the shortest possible time, it
may be necessary to prioritise the capture and/or validation of the data (see also comments underCompleteness, below). In order to do this, it may be necessary to:
y focus on the most critical data first,
y concentrate on discrete units (taxonomic, geographic, etc.),
y prioritise on type specimens and important vouchersy ignore data that are not used or for which data quality cannot be guaranteed (i.e. records
with poor geo-referencing information – but bear in mind the importance of some poorly
georeferenced historic data),
y consider data that are of broadest value, are of greatest benefit to the majority of users andare of value to the most diverse of uses,
y work on those areas whereby lots of data can be cleaned at lowest cost (e.g. through use ofbatch processing).

Not all data are created equal, so focus on the most important, and if
data cleaning is required, make sure it never has to be repeated.
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Completeness
Organisations should strive for completeness of data (or of discrete units of the data throughprioritisation – e.g. for a taxonomic category, a region, etc.) so that all eligible records are used incompiling the data. It is better to complete the data for a discrete unit and make that available, thanhave lots of incomplete data available as analyses carried out on incomplete data will not becomprehensive. It is also important to have a missing data policy that defines missing data
thresholds and corresponding responses, along with a policy of documenting the completeness ofthe data (see under Documentation, below).
Currency and Timeliness
There are three key factors related to the timeliness or currency of data:y Over what period were the data collected?
y When were the data last updated to reflect changes in the real world?
y How long are the data likely to remain current?
Data currency is an issue often raised by users. Many data custodians tend to use currency to referto the period when the data were originally collected or surveyed. Because of the delay between
collection and publication (which with biological data can be an exceedingly long time), thepublished information is a representation of “what was” and not of “what is”. Most users of
biodiversity data are aware of this and that forms one of the values of these types of data, and iswhat makes them quite different from most other data types.
In data quality management terms, currency is more often used in the context of a “use-by” period
for the data (sometimes also called timeliness), and could be related to when the data were lastchecked and/or updated. This may be especially relevant with respect to the names attached to thedata. When were these last updated, and do they accord with the latest taxonomy? Where modern
taxonomic rules of nomenclature are followed, if a species is split into a number of smaller taxa,
one of those smaller taxa retains the name of the broad concept. It can be important to a user toknow whether the name used refers to the broad or the narrow concept. Currency may be used as
an equivalent to a “use-by” date similar to that used for food products, beyond which the custodian
doesn’t guarantee the nomenclatural information attached to the record.
It may also be the case that for many datasets timeliness and currency may not be relevant or
possible to include or maintain. This may apply to large museum or herbarium collections, forexample. On the other hand, it may be important for observation or survey data where vouchers
may not exist, or where updates have not been made to the data following recent taxonomic
revisions. It is also an important issue for secondary collections, including collections that havebeen combined by an external agency from a number of contributing agencies. An example may be
where a number of developing country institutions make their data available to a hosting institution
for provision to the GBIF portal and which is not presented live from the database.
Update frequency
The frequency of update of the data within a dataset is related to currency and timeliness and needs
to be formalised and documented. This includes the addition of new data as well as the frequency of
release of corrected data. Both of these have an affect on the quality of the data, and are thus
important for users. A user does not want to go to the expense of downloading or obtaining adataset if it is just about to be updated and improved.

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Consistency
Redman (1996) recognized two aspects of consistency: Semantic consistency - where the view ofthe data should be clear, unambiguous and consistent; and structural consistency, in which entity
types and attributes should have the same basic structure and format. A simple example of semantic
consistency is where the data are always in the same fields, and thus are easy to find – for example
there are separate fields for infraspecific rank and infraspecies name so that it is always clear thatthe infraspecies name field includes just a name or epithet (see Table 1) and is not mixed so thatsometimes it includes just a name, and at other places include a prefix of “var.” or “subsp.”
followed by the name, etc. (see Table 2)
Genus
Eucalyptus
Eucalyptus

Species
globulus
globulus

Infraspecies
subsp. bicostata
bicostata

Table 1. Showing semantic inconsistency in the Infraspecies field.
Genus
Eucalyptus
Eucalyptus

Species
globulus
globulus

Infrasp_rank
subsp.

Infraspecies
bicostatabicostata

Table 2. Showing semantic consistency in the Infraspecies field by addition of asecond (“Infrasp_rank”) field.
Good design of a relational database would not permit many of these issues to occur, however,many existing databases used by collections’ institutions are not so well designed.
Structural consistency occurs where there is consistency within a field, for example the“Infrasp_rank” field (Table 2) would always have subspecies recorded the same way – notsometimes as “subsp.”, others as “ssp.”, “subspecies”, “subspec.”, “sspecies”, etc. This can be
avoided through good design of the database with well structured attributes.
Consistency in both methods and documentation is important as it allows users to know what tests
have been carried out and how, where to find the information, and how to interpret important pieces
of information. Consistency, however, needs to be balanced against flexibility (Redman 2001).
Flexibility
Data custodians need to retain flexibility in their data quality control methods, as although muchbiological data are similar in nature, different approaches to data quality may be appropriate withdata from different regions (for example, what associated datasets are available to check the data
against), different taxonomic groups (aquatic versus terrestrial organisms, etc.), or different
methods of data capture (observational or survey records versus vouchered museum collections,etc.).
Taxonomic opinions are in reality hypotheses, and differing (valid) taxonomic opinions(hypotheses) can lead to the same organism being classified differently by different taxonomists andthus having one or more alternative names – each of which may be equality valid (Pullan et al.
2000, Knapp et al. 2004). An example is where two taxonomists disagree as to the placement oftaxa within different genera – for example, some taxonomists place certain species in the genus
Eucalyptus, whereas others believe they belong in the genus Corymbia. In practice, and especiallyin zoology, the view of the most recent reviser is accepted unless there is good reason to reject thatview.
Flexibility allows the capacity for a view to change in order to accommodate new or different
demands. Recent work by the Taxonomic Databases Working Group (TDWG)2 and others has
2

http://www.tdwg.org/

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focused on database structures that allow for presentation of these alternate concepts (Berendsohn1997) and, although on the surface flexibility of this nature may appear to reduce the quality, in
reality it allows users greater flexibility in determining fitness for use and in those cases may thus
be increasing the perceived quality.
Transparency
Transparency is important because it improves confidence in the assessment by those using thedata. Transparency means making sure that errors are not hidden, but are identified and reported,that validation and quality control procedures are documented and made available, and that
feedback mechanisms are open and encouraged.
An example where transparency is important is in the documentation of collection methodologies(especially important with observational and survey data). Again, this assists the user in being able
to determine if the data are suitable for their particular use.
Performance measures and targets
Performance measures are a valuable addition to quality control procedures, and ensure that
individual data users can be confident in the level of accuracy or quality in the data. Performancemeasures may include statistical checks on the data (for example, 95% of all records are within
1,000 meters of their reported position), on the level of quality control (for example – 65% of allrecords have been checked by a qualified taxonomist within the previous 5 years; 90% have beenchecked by a qualified taxonomist within the previous 10 years), completeness (all 10-minute gridsquares have been sampled), etc., etc.
Performance measures help quantify the data quality. Advantages are that:y the organisation can assure itself that certain data are of (documented) high quality,
y they assist in overall data management and in reducing redundancy, andy they help coordinate the various aspects of the data quality chain so that they can beorganised to be carried out by different operators.
Before measuring data quality levels, first consider how users of theresults might use them and then structure the results so that they canbe used most effectively.
Data Cleaning
The principles of data cleaning will be covered in the associated document Principles and Methodsof Data Cleaning. Suffice to say that a general framework for data cleaning as modified from
Maletic and Marcus (2000) is:y Define and determine error types
y Search and identify error instancesy Correct the errors
y Document error instances and error types
y Modify data entry procedures to reduce incidence of similar errors in future.
Don’t be seduced by the apparent simplicity of data cleaning tools.
They are valuable and help in the short-term but, over the longer-term,
there is no substitute for error prevention.

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Outliers
The detection of outliers (geographic, statistical and environmental) can provide one of the mostuseful tests for finding possible errors in spatial data. It is important, however, that validation tests
do not uncritically delete data because they are found to be statistical outliers. Environmental data
are notorious for records that appear to be outliers statistically but which are perfectly good records.
This may be due to historical evolutionary patterns, changing climate regimes, a remnant following
human activities, etc. The uncritical exclusion of outliers can remove valuable records from the data
set and skew future analyses.
Users, on the other hand, may decide to delete outliers from their analysis if they are unsure of theirvalidity as good records. The identification of outliers thus not only assists data custodians to
identify possible errors, but can aid users in determining whether individual data records are fit for
use in their analysis or not.
Outlier detection can be a valuable validation method, but not all
outliers are errors.

Setting targets for improvement
The setting of simple, easy to quantify targets can lead to a rapid improvement in data quality. A
target such as to cut the percentage of new poorly-geocoded records in half every six months for
two years can lead to total cut in the error rate of 94% (Redman 2001). Such targets should focuson:y clear and aggressive time frames,
y rates of improvement rather than actual quality values,
y clear definitions (such as for ‘poorly geocoded’),y targets that are simple and achievable.
Longer term targets may also be introduced along the lines of reducing the (non value-added) timerequired for data cleaning by half every year by improving data entry and validation techniques.
Performance targets are a good way for an organisation to maintain aconsistent level of quality checking and validation – for example 95%of all records are documented and validated within 6 months ofreceipt.
Auditability
It is important for custodians to know what data have been checked and when. This helps
redundancy and stops data records falling through the cracks and being missed. The best way of
doing this is to maintain a documented audit trail of validation.
Edit controls
Edit controls involve business rules that determine the permitted values for a particular field. For
example, the value in the month field must be between 1 and 12, the value for day must be between
1 and 31 with the maximum value also dependent upon the month etc. Univariate rules apply to asingle field (e.g. the month example, above), bivariate rules apply to two fields (e.g. thecombination of day and month).

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Specify
domain ofallowedvaluesTranslatedomains
into rules

Apply
rules todata atentry

Receive
data fromdata
providersLog failed
records

Correctflawedrecords

Feedback todata
providersFig. 5. Use of edit controls (modified from Redman 2001).
A second example is with coordinate data. Simple range tests will test (if the data are in latitudes
and longitudes) that the latitude is between 0 and 90 degrees, minutes and seconds are between 0
and 60, etc. Once one moves to UTM data, however, it gets more complicated. Quite often a
database that includes data from a small region that falls into one UTM Zone will not include theZone within the database. This may appear to be quite acceptable as long as the data are nevercombined with data from other regions. But once an attempt to combine the data is made, the data
becomes quite unusable. Thus editing controls need to ensure that the appropriate Zone is always
included.
Minimise duplication and reworking of data
Experience in the business world has shown that the use of information management chain (seefigure 3) can reduce duplication and re-working of data and lead to a reduction of error rates by up
to 50% and reduce costs resulting from the use of poor data by up to two thirds (Redman 2001).
This is largely due to efficiency gains through assigning clear responsibilities for data management
and quality control, minimising bottlenecks and queue times, minimising duplication throughdifferent staff re-doing quality control checks, and improving the identification of better andimproved methods of working.
Maintenance of original (or verbatim) data
It is important that the original data as recorded by the collector, or even inserted later by curators,
etc., not be lost in the editing and data cleaning process. Changes to the database made during thedata cleaning process should be added as additional information, with the original information also
maintained. Once information has been deleted, it is difficult or even impossible to recover. Thiscan be particularly important with collector and location information. What appears to a latercurator as an error may not be an actual error. Changes from one location name to another (e.g.
from Czechoslovakia to the Czech Republic, for example), changes not just the name, but also thecircumscription. It may be important later, to know what was originally written and not just havethe “corrected” version. See also comments under Archiving.
Categorisation can lead to loss of data and quality
Categorisation of data can often lead to a loss of data and thus to a reduction in overall data quality.
An example may be with the collection of data with detailed locality information (and possibly evengeo-referencing) but then storing the data on a grid cell basis. It is nearly always better to store thedata at their finest resolution, and then categorize them on output if that is required for a particularuse. If a user needs to produce a presence/absence map on a 10 X 10 minute grid, then that is easy
to do from data stored as points, but if the data is stored in the database in grid cells, it is impossible
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to do anything with the data on a finer scale. It also makes it extremely difficult (and maybe even
impossible) to combine data that may have been categorized using a different grid scale or origin.
The same is the case with descriptive data – if the data is categorized into states that may be needed
for a key (e.g. > 6m = tree; < 6m, = shrub), and new data is obtained from another source that used
4m instead of 6m for their tree definition, then what do you do with those between 4 and 6 meters.
It is far better to store the data in exact meters, and worry about whether it is a tree or shrub later.
One case where this often occurs is with the storage of geocode accuracy. I have always
recommended storing geocode accuracy in meters, but a lot of databases store this information in
categories (<10m, 10-100m, 100-1000m, 1000-10,000m). If you have a record that you have beenable to determine is accurate to 2km, then you have immediately lost information by having to place
it into the 10km accuracy category.
Documentation
Good documentation is a key principle of data management. Without good documentation, the user
cannot determine the fitness of the data for the use they have in mind and hence cannot determine
the quality of the data for the purpose. A more detailed discussion on documentation is given underDocumentation, below.
Feedback
It is essential that data custodians encourage feedback from users of their data, and take thefeedback that they receive seriously. As mentioned under User responsibility, above, the user often
has a far better chance of picking up certain error types through combining data from a range ofsources, than does each individual data custodian working in isolation.
The development of good feedback mechanisms is not always an easy task. A feedback button canbe placed on the query interface page, or an attachment sent to users at the time of downloading
data setting out methods for feeding back data errors and comments to the custodians. Some ofthese are expanded upon in the associated paper on Principles and Methods of Data Cleaning.

Effective feedback channels with users and suppliers is an easy and productive
mechanism of improving data quality.

Education and training
Education and training at all levels of the information chain can lead to vastly improved data quality(Huang et al. 1999). This starts with the training and education of collectors in the use of goodcollection procedures and implementation of the needs of the data users, through training of data
input operators and technical staff responsible for the day to day management of the databases,
through to education of final users as to the nature of the data, its limitations and potential uses.
The education and training aspects of data quality are largely dependent on good documentation.
An example of the integration of data quality checks, education and training can be seen in the
MaPSTeDI geo-referencing project (University of Colorado 2003). The process involves checking acertain number of each geocode operator’s records. With a new operator, the first 200 records arechecked for accuracy by a supervisor. Not only does this maintain the quality of the data, it allows
the operator to learn and improve from making mistakes. Depending on the operator, an additional
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a random selection of 10 % of records and eventually to around 5%. If a high percentage of errors
are still being discovered, then additional records are checked.
Well-designed procedures such as these can assist in educating the new user. Conversely if there are
no procedures, there is little way of ensuring consistency between operators and between tasks.
Accountability
The assigning of accountability for overall data quality can assist organisations to achieve a
consistent level of quality control, provide a point of reference for feedback on errors, and provide a
point of contact for documentation and queries.
Poor training lies at the root of many data quality problems.

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Taxonomic and Nomenclatural Data
Poor taxonomic data can “contaminate” related areas of studies (Dalcin 2004).
Taxonomy is the theory and practice of classifying organisms (Mayr and Ashlock 1991). Most of
the species data we are considering here include a taxonomic (or nomenclatural) portion (i.e. thename of the organism and its classification) - termed the “Classification data domain” by Dalcin(2004). The quality of this part of the data and how the quality may be determined differs
considerably from the spatial part of the data, as it is usually more abstract and more difficult toquantify.
The taxonomic data consist of (not all are always present):y Name (scientific, common, hierarchy, rank)y Nomenclatural status (synonym, accepted, typification)y Reference (author, place and date of publication)y Determination (by whom and when the record was identified)y Quality fields (accuracy of determination, qualifiers)
One of the major sources of errors in taxonomic names is that of misspellings. Detecting spelling
errors in taxonomic database can be a straightforward task when it involves scientific names that
represent taxonomic hierarchies such as Family and Genus names (Dalcin 2004). In these cases
standard authority files are generally available for most taxonomic groups. Increasingly, also,
comprehensive lists of species names are becoming available through such projects as Species 2000
(http://www.species2000.org) and the ECat work program of GBIF (http://www.gbif.org/prog/ecat).
The use of species names or epithets alone without their associated genus as an authority file isseldom satisfactory as many specific epithets may have minor variations in the name from one
genus to another. One method for spelling error checking is to detect and isolate errors in scientificnames, using similarity algorithms in order to identify a pair of scientific names which have a highdegree of similarity but are not exactly the same (Dalcin 2004, CRIA 2005).
By far the most satisfactory method of reducing the likelihood of spelling errors in scientific names
is to build authority files into the database entry process using pick lists of genus and speciesnames, family names, etc. In an ideal situation where authority files are available, the use of thesetechniques should reduce the incidence of this type of error to practically zero. Unfortunately, there
are large areas of the world, and a number of major taxonomic groups for which such lists are still
unavailable.
Where authority files are imported from an external source such as the Catalogue of Life or ECat,then the Source-Id should be recorded in the database so that changes that are made between
editions of the authority source can be easily incorporated into the database, and the database
updated. Hopefully, before long this may become easier through the use of Globally Unique
Identifiers (GUIDs)3.
The taxonomic quality of the data relies heavily on the available taxonomic expertise. The
Taxonomic Impediment (Environment Australia 1998) and the worldwide decline in adequately
trained research taxonomists will lead to a decrease in the long-term quality of production
taxonomy and in the resultant quality of primary species data (Stribling et al. 2003). The Global
Taxonomic Initiative (GTI) (CBD 2004) is attempting to remove or ameliorate the so-called“taxonomic impediment”, but the problem is likely to continue to be an issue well into the future.
The quality may also decay with time, especially in cases where vouchered specimens are not3

http://www.webopedia.com/TERM/G/GUID.html

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available or maintained (for example with most observational data and a majority of survey data) orin those areas where relevant taxonomic expertise is not available.
The capacity of an institution to produce high quality taxonomic products (including documented
primary species data) is influenced by (after Stribling et al. 2003):
y the level of training and experience of staff,
y the level of access to technical literature, reference and voucher collections and taxonomic
specialists,y the possession of appropriate laboratory equipment and facilities, andy access to the internet and the resources available there.
Recording of accuracy of identification etc.
Traditionally, museums and herbaria have had a determinavit system in operation whereby experts
working in taxonomic groups from time to time examine the specimens and determine theircircumscription or identification. This is often carried out as part of a revisionary study, or by anexpert who happens to be visiting an institution and checks the collections while there. This is aproven method, but one that is time-consuming, and largely haphazard. There is unlikely to be
anyway around this, however, as automated computer identification is unlikely to be an option in
the near or even long-term.
One option may be the incorporation of a field in databases that provides an indication of thecertainty of the identification. The date of determination is usually incorporated in most collection
databases. Such an option would be composed of a code field, and may be along the lines of(Chapman 2004):
y identified by World expert in the taxa with high certainty
y identified by World expert in the taxa with reasonable certainty
y identified by World expert in the taxa with some doubts
y identified by regional expert in the taxa with high certainty
y identified by regional expert in the taxa with reasonable certainty
y identified by regional expert in the taxa with some doubts
y identified by non-expert in the taxa with high certainty
y identified by non-expert in the taxa with reasonable certainty
y identified by non-expert in the taxa with some doubt
y identified by the collector with high certainty
y identified by the collector with reasonable certainty
y identified by the collector with some doubt.
How one might rank these would be open to some discussion, and likewise whether these were thebest categories or not. I understand that there are some institutions that do have a field of thisnature, but at this stage, I have not been able to find an example. The HISPID Standard Version 4(Conn 2000) does include a simplified version – the Verification Level Flag with five codes, viz:
The name of the record has not been checked by any authority
The name of the record determined by comparison with other named plants
The name of the record determined by a taxonomist or by other competentpersons using herbarium and/or library and/or documented living material
The name of the plant determined by taxonomist engaged in systematic revision
3of the group
The record is part of type gathering or propagated from type material by asexual4
methods
Table 3. Verification Level Flag in HISPID (Conn 2000).
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Many institutions already have a form of certainty recording with the use of terms such as: “aff.”,“cf.”, “s. lat.”, “s. str.”, “?”. Although some of these (aff., cf.) have strict definitions, their use byindividuals can vary considerably. The use of sensu stricto and senso lato imply variations in thetaxonomic concept.
In addition, where names are derived from other than taxonomic expertise, one could list the sourceof the names used (after Wiley 1981):
y descriptions of new taxa
y taxonomic revisions
y classifications
y taxonomic keys
y faunistic or floristic studies
y atlases
y catalogues
y checklists
y handbooks
y taxonomic scholarship/rules of nomenclaturey phylogenetic analysis
Uncertainty can usually be reduced, and quality improved through comparison of two or more
publications or specialists. Differences between identifications between taxonomists, however, may
not necessarily imply that one of the identifications is an error, but may show a difference intaxonomic opinion (i.e. differing hypotheses) as to the placement of the taxon.
Precision of identification
According to Stribling et al. (2003), identification precision (which they wrongly termed taxonomic
precision) may be evaluated by comparing the results of a randomly selected sample that isprocessed by two taxonomists or specialists. An assessment may also be made by comparing thenames given to duplicate specimens held (and identified) by different institutions. These are fairly
abstract notions, and I am not sure of the value in recording this type of information.
A second part to identification precision, however, is the level to which a specimen is identified.
An identification to species, or subspecies, is a more precise identification than one to just family or
genus. In documenting a dataset, it may be of value to users to know that 50% of identifications areto genus only – a case with many faunal groups.
Bias
Bias is systematic error that arises from a uniform shift in values (Chrisman 1991). It often arises
from a consistently applied methodology that leads to error that is systematic in nature. Bias intaxonomic nomenclature can arise where the identification is precise, but not accurate. Such bias
might arise from the misinterpretation of a dichotomous key or morphological structure, the use of
an invalid nomenclature or outdated publication (Stribling et al. 2003) or the use of an inappropriate
publication (e.g. a flora of another area to that being studied and that may not have all the relevant
taxa from the area being studied).
Consistency
Inconsistency can occur within the classification domain in databases if two or more names are
considered as “accepted” and to represent the same taxon (eg. Eucalyptus eremaea and Corymbia
eremaea). This may relate to differing opinions as to the taxonomy, or errors due to alternate
spellings (for example, Tabernaemontana hystrix, Tabernaemontana histryx and Tabernaemontana
histrix – CRIA 2005).
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CompletenessMotro and Rakov (1998 from Dalcin 2004) referred to completeness as “whether all the data are
available” and divided data completeness into the completeness of files (no records are missing),
and the completeness of records (all fields are known for each record).
Completeness in taxonomic terms (i.e. with a names or taxon database) refers to the coverage ofnames. Does the database include names at all levels in the hierarchy (e.g. down to subspecies or
only species)? What portion of the animal or plant kingdom does the database cover? Does the
database include synonyms? All of these are important in assisting the user to determine the fitnessof the data for his/her particular use. Dalcin (2004), for example, divides completeness into
nomenclatural completeness representing inclusion of all possible names, given a context, (e.g. in ataxonomic context - a list of all names for a specific taxonomic group; or in a spatial context - a listof all names for a specific region) and classification completeness representing all possible names
related to an “accepted” name for a given taxon (i.e., a complete synonymy).
With a specimen or observational database, completeness may be along the lines “are all Darwin
Core fields included” and “do all Darwin Core fields include data”. In a character database, “arecharacters for all necessary life-stages present” (e.g. fruits of plants, instars of insects).
Voucher collections
The importance of voucher collections cannot be over stressed, however it is not always possiblefor databases to include vouchers. Many observational databases are made without at the same timemaking voucher collections. It is also not possible for political, legal, conservation or otherpurposes to take a sample for vouchering in all cases or areas.
Where vouchering is possible it is often a valuable exercise at the initial stages of species-based
programs to develop cooperative agreements between data collectors and institutions such as
museums or herbaria to support the deposition of reference and voucher collections (Brigham
1998). Such agreements should also cover appropriate archiving and disposal strategies, including
minimum time periods before disposal or archiving.

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Spatial Data
Spatial data has often led the field in the development of standards for data documentation (forexample with the development of the Spatial Data Transfer Standards (USGS 2004), the ISPIRE(Information for Spatial Information in Europe) program4 and many more) and has since been at theforefront of the development of data quality standards (e.g. ISO 19115 for Geographic Information –Metadata5). The numerical nature of much of the spatial data means that they are more open to theuse of statistical procedures than the taxonomic data, and have thus allowed the development of anumber of data quality checking methods (see accompanying paper on Principles and Methods ofData Cleaning).
This does not mean that all spatial parts of the data (the “Field data domain” of Dalcin 2004) areeasy to digitise or are accurate. Many historical collections in museums and herbaria have only very
basic textual descriptions of the localities of collections, and it is a major effort to convert these tonumerical geocodes or coordinates. This can be exacerbated by the nature of many of thesecollections, for example, collected at a time when detailed maps were not available to collectors,
and where many of the locality names used no longer occur in published gazetteers or maps. To add
geo-referencing information to historical records, especially where good historical gazetteers don’t
exist, can be quite time-consuming and result in quite low levels of accuracy.
A number of tools have been developed to assist users to georeference their data, including on-line
tools and guidelines. These will be expanded on in the associated paper on Principles and Methodsof Data Cleaning. In addition, most collectors are now using GPS (Global Positioning Systems) torecord geocodes at the time of collection. For a discussion on the accuracies associated with the useof GPS see the chapter on “Capturing Data”
The testing of errors in already assigned georeferences can involve:
y checking against other information internal to the record itself or between records within
the database - for example, State, named district, etc.;
y checking against an external reference using a database – is the record consistent with thecollecting localities of the collector?
y checking against an external reference using a GIS – does the record fall on land rather
than at sea?
y checking for outliers in geographic space; ory checking outliers in environmental space.
All of these methods will be expanded upon in the accompanying paper on Principles and Methodsof Data Cleaning.
Spatial Accuracy
How is the positional accuracy of spatial data measured?
For most GIS layers (topographic maps, etc.) the source of ‘truth’ is relatively easy to determine asthere are usually external sources of higher accuracy of a few features in the database – survey trig
points, street and road intersections, etc. (Chrisman 1991). Many of the tests, though, are not simple
and documentation – such as the US National Map Accuracy Standard – complicated. Traditionally,
spatial accuracy is determined by comparison to a number of “well-defined” points along withspecified acceptable levels of error, measured as root-mean-square deviation (RMSE) from zero todetermine accuracy (Chrisman 1991). RMSE is not easy to apply to individual points, however, and45

http://www.ec-gis.org/inspire/
http://www.iso.ch/iso/en/CatalogueDetailPage.CatalogueDetail?CSNUMBER=26020&ICS1=35

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is more applicable to whole datasets or digital maps. With individual points the distance from thetrue location using a simple point-radius method (Wieczorek et al. 2004) or similar methods are
simple and easy to use. There are two factors involved – how accurately the well-defined point canbe determined will determine the accuracy of the point being tested, and the accuracy and precisionof measurement of the tested point will add to the error. For example, if the road intersection can
only be accurately determined to within 100 meters, the centroid of the collection point is then a
100-meter circle before the precision of that point is added (see comments in Wieczorek 2001).
The US Federal Geographic Data Committee (FGDC) released the Geospatial Positioning
Accuracy Standards (GPAS) in 1998. These standards include separate sections for Geodetic
Networks and for Spatial Data Accuracy (FGDC 1998).
y ‘The NSSDA uses root-mean-square error (RMSE) to estimate positional accuracy. RMSE
is the square root of the average of the set of squared differences between dataset
coordinate values and coordinate values from an independent source of higher accuracy
for identical points.’y ‘Accuracy is reported in ground distances at the 95% confidence level. Accuracy reported
at the 95% confidence level means that 95% of the positions in the dataset will have anerror with respect to true ground position that is equal to or smaller than the reported
accuracy value. The reported accuracy value reflects all uncertainties, including those
introduced by geodetic control coordinates, compilation, and final computation of groundcoordinate values in the product.’
Examples of map accuracy statements made in Australia using such methods with regards to theirproducts are:y ‘The average accuracy of this map ±100 meters in the horizontal position of well defined
detail and ±20 meters in elevation.’ (Division of National Mapping, Sheet SD52-14,
Edition 1, 1:250,000).
These accuracies need to be added to any determination of the geo-referencing of a collection basedon a paper or digital map. As there is always uncertainty in spatial data accuracy, no absolutestatement of accuracy can be applied and it is important that known accuracy be documented.
Errors are propagated throughout the information chain and contribute to uncertainties in the final
results, whether it is a map product from a GIS or a species model using distributional modelling
software (Heuvelink 1998).
BioGeomancer projectA project6 has recently been funded by the Gordon and Betty Moore Foundation to assist in
improving the geo-referencing of primary species records and in assessing, improving anddocumenting accuracy. This project should report and make available the developed tools sometime
during 2006.
False Precision and Accuracy
An additional factor to be aware of is that of False Precision and Accuracy. Many GIS users areunaware of the issues involved in spatial data accuracy, error and uncertainty, and often assume that
their data are absolute. They often report levels of accuracy that are unattainable with their source
data. Many institutions are now using GIS to help with their geo-referencing and by zooming in tolevels not supported by the data (and using decimal degrees) can end up with a precision that is
unrealistic. Also, with the use of a GPS to record the location of a collection event, location is often
6

http://www.biogeomancer.org/

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reported to 1 or 2 meters when in reality many hand-held GPS units being used are probably only
accurate to around 10 meters or less. This is particularly relevant with using a GPS to determine
altitude (see comments under Capturing Data below).

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Collector and Collection Data
Information on the collector and the collection (the Collection data domain of Dalcin 2004)
includes information about the collection itself – the collector, date of collection and additional
information such as habitat, soils, weather conditions, observers experience, etc. They may be
categorised as (modified from Conn 1996, 2000)y Collection author(s) and collector’s number(s)y Observers experience, etc.
y Collection date/period(s)y Collection method (particularly for observation/survey data)y Associated data
Many of these issues will vary considerably with the type of data being collected – be it for amuseum collection, an observation or results of a detailed survey. With a static collection such asthat for a museum, the collector’s name and number, and date are key attributes, along withassociated data such as habit, habitat, etc., and maybe capture method (for animals). For
observational data, such things as length of observation, area covered by observation, time of day(start and end times in addition to date), and associated data such as weather conditions, sex ofobserved animal, activity, etc. With survey data, information on the survey method, size (grid andtotal area), effort, weather conditions, frequency, whether vouchers were collected and their
numbers, etc. along with many of those mentioned for observations.
Attribute Accuracy
Issues that may impinge on data quality with respect to the collection information, include the way
collectors’ names, numbers, initials etc. are recorded (Koch 2003), the accuracy of date and time
recording, the consistency in recording of associated data at time of collection, such as habit,
habitat, soils, vegetation type, flower colour, sex, associated species.
An example of a problem that regularly arises with collection data is “collector’s number” – wheresome collectors don’t use unique numbers to identify their collections. This can cause a loss ofquality as these tags are sometimes used to help identify locations of collections, identifications,
duplicate collections in different institutions, etc.
Consistency
Consistency in use of terminology with respect to the collection domain is often quite erratic, and it
is rare that associated data fields, in particular, are consistent within a dataset, let alone acrossdifferent datasets.
CompletenessCompleteness of collection information is also usually quite variable. More often than not, habitat,collector’s number, flowering etc. will not be completed for many records. This makes a study ofhabitat, for example, difficult from just collections alone.

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Descriptive Data
Descriptive databases are increasing being used to both store data and as a method of publication,
often in place of traditional publications. Morphological, physiological and phenological data
elements are examples of data in this domain. Descriptive data are often used to generate
information for use in cladistic analysis and automatically generated descriptions and identification
tools.
The Taxonomic Databases Working Group (TDWG) has had a long history in the development andpromotion of standards in the area of descriptive databases – firstly with its support of the DELTA
standard (Dallwitz and Paine 1986) and more recently with the development of the “Structure of
Descriptive Data” working group (http://160.45.63.11/Projects/TDWG-SDD/).
Quality of descriptive data can be variable, and although the data elements are often measured, in
reality the accuracy may be determined by cases where the data are unobservable (e.g. withhistorical data), impractical to observe (e.g. too costly) and/or perceived rather than real (e.g.
subjective evaluation such as colour, abundance, etc.).
In most cases, descriptive data are stored at the species level rather than at the specimen level andis thus usually averaged or ranged. As pointed out by Morse (1974 as reported by Dalcin 2004),
taxonomic information is inherently of a lower degree of reliability than specimen observation data.
Irrespective of this, there is a greater tendency in recent times to store, at least some of these data, atthe specimen level with a resultant increase in quality.
CompletenessAt the specimen level, completeness of recordings of descriptive data may depend on the quality ofthe specimen, time of year etc. For example, it may not be possible to record fruit or flower
characteristics from the same specimen. For this reason, many fields will of necessity be left blank.
In other cases, the attribute may not be relevant to the character and thus not all attributes will bescored.
Consistency
Inconsistency issues can arise between two related data items. For example, two species descriptor
characteristics may be scored as (Dalcin 2004):
y “HABIT=HERBACEUS” andy “USES=WOOD”
Inconsistent representation of the same attribute may also affect quality, especially where poor
attribute definitions are used or consistent standards are not rigidly adhered to. For example (Dalcin
2004):y “FLOWER COLOUR= CARMINE”, andy “FLOWER COLOUR=CRIMSON”.
The use of standard terminologies can help reduce the degree of error and mis-interpretationconsiderably. Standard terminologies are being developed in a range of areas and disciplines, andthe recent move to the development of federated descriptive databases has increased the consistency
with which terminologies are used. The development of the TDWG Standard for the Structure of
Descriptive Data (SDD) (TDWG 2005) can only assist this process.

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Capturing Data
There are a variety of ways to capture primary species data and species-occurrence data, eachhaving its own levels of precision and accuracy, as well as their own sources of error anduncertainty. Each of these have differing impacts on the final “fitness for use”, or quality, of thedata. Several of the more common methods used with species data are briefly discussed.
Opportunistic
A majority of species-occurrence data have been collected opportunistically. Many of these records
are now stored as specimens in museums and herbaria. Most of the historic data included only atextual location reference such as 5 km NW of a town, etc. and were seldom given a georeference atthe time of collection. The addition of a georeference has usually been carried out at a later date,and usually by someone other than the collector (Chapman and Busby 1994). Many observational
records (bird atlas data, etc.) have also been collected opportunistically.
These data are usually captured digitally often in batch format, and the geo-referencing generally
done by reference to physical maps. They usually include both significantly low precision andaccuracy. The majority of these data cannot be regarded as being of greater accuracy than about 210 km.
Field Survey
Field survey data have generally included a spatial reference, often in the form of latitude andlongitude or a UTM reference. The spatial reference can usually be regarded as having an accuracyof about 100 –250 meter accuracy. Care must be taken, however, as to what the spatial reference isreferring to – it may not be the location of the actual observation, but may refer, for example, to themid point of a transect, or the corner (or centre) of a grid square, and this is not always clear. In
addition, as records are seldom vouchered (i.e. a physical collection made and stored for later
reference), the taxonomic accuracy cannot always be relied upon. This is particularly so the further
one moves away from the time of the survey, and as taxonomic concepts alter.
Broad-scale Observations
Some biological surveys may only record data within a particular boundary or grid cell. For
example, a survey of the species within a National Park, or bird observations made within 10minute grid squares (e.g. Birds Australia 2001, 2003). The accuracy of records such as these may
only be in the order of 1-10 km or greater.
Global Positioning Systems (GPS)Global Positioning Systems, or GPSs have increasingly come into play with the collection of
species data. These include not only survey data, but also opportunistic and observational
collections.
GPS technology uses triangulation to determine the location of a position on the earth’s surface.
The distance measured is the range between the GPS receiver and the GPS Satellites (Van Sickle
1996). As the GPS satellites are at known locations in space, the position on earth can be calculated.
A minimum of four GPS satellites is required to determine the location of a position on the earth’s
surface (McElroy et al. 1998, Van Sickle 1996). This is not generally a limitation today, as one canoften receive 7 or more satellites in most locations on earth, however historically, the number ofsatellites receivable was not always sufficient. Prior to May 2000, most GPS units use by civilians
involved “Selective availability”. Its removal has greatly improved the accuracy that can generally
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be expected (NOAA 2002).
Before removal of Selective availability, the accuracy of Hand-held GPS receivers as used by most
biologists and observers in the field was in the order of about 100 meters or worse (McElroy et al.
1998, Van Sickle, 1996, Leick 1995). Since then, however, the accuracy of GPS receivers has
improved and today, most manufacturers of hand-held GPS units promise errors of less than 10
meters in open areas when using 4 or more satellites. The accuracy can be improved by averaging
the results of multiple observations at a single location (McElroy et al. 1998), and some modern
GPS receivers that include averaging algorithms can bring the accuracy down to around 5 meters or
maybe even better.
The use of Differential GPS (DGPS) can improve the accuracy considerably. DGPS uses
referencing to a GPS Base Station (usually a survey control point) at a known location to calibrate
the receiving GPS. This works through the Base Station and hand-held GPS referencing thesatellites’ positions at the same time and thus reduces error due to atmospheric conditions. In thisway the hand-held GPS applies the appropriate corrections to the determined position. Dependingon the quality of the receivers being used, one can expect an accuracy of between 1 and 5 meters.
This accuracy decreases as the distance of the receiver from the Base Station increases. Again
averaging can further improve on these figures (McElroy et al. 1998).
The Wide Area Augmentation System (WAAS) is a GPS-based navigation and landing systemdeveloped for precision guidance of aircraft (Federal Aviation Administration 2004). WAAS
involves ground-based antennae whose precisely known locations can provide greater positional
accuracy with the use of GPSs. Similar technologies such as Local Area Augmentation System(LAAS) are also being developed to provide even finer precision.
Even greater accuracies can be received using either Real-time Differential GPS (McElroy et al.
1998) or Static GPS (McElroy et al. 1998, Van Sickle 1996). Static GPS uses high precision
instruments and specialist techniques and is generally only used by surveyors. Surveys conducted inAustralia using these techniques reported accuracies in the centimetre range. These techniques areunlikely to be extensively used with biological record collection due to the cost and general lack ofrequirement for such precision.
To obtain accuracies such as those reported above, the GPS Receiver must be located in an area thatis free from overhead obstructions and reflective surfaces and have a good field of view to thehorizon (for example, they do not work very well under a heavy forest canopy). The GPS receivermust be able to record signals from at least four GPS satellites in a suitable geometric arrangement.
The best arrangement is to have “one satellite directly overhead and the other three equally spaced
around the horizon” (McElroy et al. 1998). The GPS Receiver must also be set to an appropriate
datum for the area, and the datum used recorded.
GPS Height. Most biologists know little about the height determined using a GPS. It is important
to note that the height displayed by a GPS receiver is actually the height in relation to the EarthCentric Datum (and is thus related to the surface of the earth’s ellipsoid) and not a height that
relates to Mean Sea Level or to a standard height datum such as the Australian Height Datum. In
Australia, for example, the difference between the height reported from a GPS receiver and Mean
Sea Level can vary from –35 to +80 meters and tends to vary in an unpredictable manner (McElroy
et al. 1998, Van Sickle 1996).

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Data Entry and Acquisition(Capturing data electronically)
Data entry and acquisition is inherently prone to errors both simple and complex.
(Maletic and Marcus 2000)
Basic data capture
The first step in data capture is usually the capture of information from a specimen label, journal,
field notebook, accession book or card catalogue. This may be done through use of skilled or unskilled data entry operators or through electronic scanning of information. The level of error due todata entry can often be reduced through double-keying, using learning and training software
associated with scanning, and through using experts and supervisors to carry out testing of entry ona sample-basis (see the MaPSTeDI Guidelines mentioned below).
User-interfaces
The development of a specific data-entry User Interface can also be a way of decreasing data-entry
errors. Many institutions use unskilled staff or volunteers as data-entry operators and thedevelopment of a simple (non-technical) user interface that data entry operators feel comfortablewith can increase the accuracy of entry. Such an interface can help data input by being able toquickly search authority fields, existing entries in the database, other related databases, and evenuse search engines such as Google that can help an operator decide on the correct spelling or
terminology where they may have difficulty reading a label, or determining what should andshouldn’t go into particular fields. In some cases this can be applied through database design thatincorporates Authorities tables and drop-down menus (pick lists) that precludes unskilled data-input
personnel having to make decisions about names, localities, or habitats.
Geo-referencing
Maps are one of the most effective ways of communicating information and this alone justifies therecent increase in databasing and georeferencing of specimen data from museums and herbaria,
along with the increase in capture of georeferenced observational information. The enhanced data
handling ability of maps allows us to better study, identify, visualize, document and correct errors
and uncertainties (Spear et al. 1996). It also provides a powerful method for visualizing andcommunicating the uncertainties inherent in the data, and thus be able to present users with a wayof determining the quality, or fitness of use of the data.
Capturing data electronically and attaching geocodes (i.e. geo-referencing the data) can be adifficult and time-consuming task. Results from the MaPSTeDI project (University of Colorado
2003) suggest that a competent operator can georeference one record every 5 minutes. Other studies(Armstrong 1992, Wieczorek 2002) have shown that geo-referencing may take significantly longer– for example, the MANIS database suggests a rate of about 9 per hour for US, 6 per hour for nonUS North American, and 3 per hour for non-North American localities (Wieczorek 2002).
MaNIS/HerpNet/ORNIS
Georeferencing Guidelines
http://manisnet.org/manis/GeorefGuide.html
MaPSTeDI
Georeferencing in MaPSTeDI
http://mapstedi.colorado.edu/geo-referencing.html
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A number of excellent methods and guidelines have been developed to assist data managers with
geo-referencing. The Georeferencing Guidelines developed by John Wieczorek at the Museum ofVertebrate Zoology in Berkeley (Wieczorek 2001) and the MaPSTeDI (Mountains and Plains
Spatio-Temporal Database Informatics Initiative) guidelines (University of Colorado 2003) are twoof the most comprehensive studies of the topic conducted to date and I refer the reader to those
Guidelines. The guidelines cover the determination of the accuracy and precision of a point derived
from a textual locality, uncertainties arising from the use of different datums, effects of using
different map scales, etc. They are comprehensive coverages of the topic and I would hope thatreaders of this document might regard them as integral adjuncts to this document.
There are also a number of on-line tools that can assist with the determination of geocodes – forexample for places at a given distance and direction from a known locality. These will be covered in
more detail in the associated document on Principles and Methods of Data Cleaning.

(Peabody Museum of Natural History)
http://www.biogeomancer.org/(Reference Centre for Environmental Information)
http://splink.cria.org.br/tools/

Error
Tools such as those mentioned earlier are powerful tools for reducing error and increasing quality.
But no geocoding method can totally eliminate error. As stated in the MaPSTeDI Guidelines:“While geocoding is not an exact science and no collection can be geocoded 100%
correctly, quality checking can drastically improve the percentage of the collectionthat is correctly geocoded. Every project should take it into account when planningtheir geocoding operation” (University of Colorado 2003).
One common source of georeferencing error is through the uncritical use of electronic
gazetteers. In some cases these gazetteers have been developed from projects for publishinghardcopy maps, and the location of the gazetted point given in the gazetteer is the bottom left
hand corner of where the name was to be written on the map, and not the location of the point
to which it referred (e.g. The Australian Gazetteer prior to 1998 developed by the AustralianLand Information Group). Hopefully, most gazetteers have been corrected, but there may
already be georeferences added to museum and herbarium data based on these values. The
accuracy of such records should be checked by means of random spot checks of localities
against gazetteers or accurate large scale maps.
It is often quicker and more efficient to carry out geo-referencing as aseparate activity following the digitisation of the label information. This
allows the database to be used to sort collections by locality, collector,
date, etc. and allows for more efficient use of maps for obtaining
geocode information. It also saves duplication of geocoding of multiple
records from the same locality, etc.
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Documenting Data
“Metadata is data about data. It is a description of the characteristics of data that has
been collected for a specific purpose.” (ANZLIC 1996a).
Good documentation occurs at both the dataset level and at the data record level.
Metadata provides information about datasets such as content, extent, accessibility, currency,
completeness, fitness-for-purpose and suitability-for-use. When metadata are provided, a user cangain an understanding of the quality of a dataset and ascertain the suitability of that dataset prior tousing it. Good metadata allows for improved data exchange, searching and retrieval. Metadata
usually refers to the whole dataset, however some see documentation of data at the record level(such as the recording of accuracy) as record-level metadata. Irrespective of what it may be called,good documentation at both the dataset level and at the record level is important.
All data include error – there is no escaping it! It is knowing what the error is that is important, andknowing if the error is within acceptable limits for the purpose to which the data are to be put. This
is where metadata come to the fore for datasets as a whole, and indeed it is in the area of metadata
development that the term “fitness for use” has come to prominence. The concept of fitness for use
did not became fully recognised as an important one with spatial information until the earlynineties, and it wasn’t until the mid 90s that it started to appear in the literature in this context(Agumya and Hunter 1996).
Recording information only at the dataset level, however, will not always supply the informationthat the user requires. Recording error at the record level, especially with species data, can be
extremely important for determining the fitness of that record for use. When this information isavailable, a user can request, for example, only those data that are better than a certain metric value– e.g. better than 5,000 meters. It is also important that automated geo-referencing tools include
calculated accuracy as a field in the output.
It is also important that users of the data understand the concept of fitness for use. All too often
species-occurrence data are extracted from a database in a “record no., x, y” format regardless ofany accuracy information that may be present. The coordinate itself is always represented as apoint, but it seldom, if ever, refers to a true point. Some records may have been entered into a
database with an arbitrary point (for example a collection that just has “South America” on thelabel), and given an accuracy of 5 000 000 meters in the accuracy field. There are some databasesthat do this! To extract the record and use its arbitrary point will be extremely misleading. Users
need to be made aware that there is an accuracy field if it is present, and be advised on how to use
it. In cases where data providers develop standard data reports, they should make it mandatory thatthe accuracy field be included when data are supplied.

The data must be documented with sufficient detailed metadata to enable
its use by third parties without reference to the originator of the data.

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Fig. 6. Example of search of data using the MaPSTeDI search tool
http://www.geomuse.org/mapstedi/client/textSearch.html. The example shows the ability tosearch for data of a particular accuracy using documentation at the record level.
Documenting accuracy, precision and error in spatial data is essential if users are to be able todetermine the quality of those data for their purposes. Such documentation should include (as aminimum):y dataset title
y source of datay data lineage (actions performed on data since their collection or derivation)y accuracy (positional, temporal and attribute)y logical consistency
y date and life expectancy of the data (data currency and status, frequency of update)y data field definitions
y collection methodology
y completenessy conditions of use and use constraints (e.g. copyright, license restrictions etc).
y custodianship and contact information
It is worth defining some of these terms as not all data custodians are familiar with them. Many ofthese terms refer to a collection of data in a database rather than to the individual collection records
themselves.
Positional accuracy
Positional accuracy refers to how closely the coordinate descriptions of features compare to theiractual location (Minnesota Planning 1999). Where possible and known, the Geodetic Datum used todetermine the coordinate position should be noted.
It is also recommended, that databases include a field to record the positional accuracy of eachindividual record. There are a number of ways of doing this. Some databases use a code, however,
it is preferred that a simple metric value be used to represent the estimated accuracy of the record
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(Chapman and Busby 1994, Conn 1996, 2000, Wieczorek et al. 2004). This can be important forusers extracting data for a particular purpose – for example, they may only want data that are
accurate to better than 2000 meters. Sometimes, it may also be of value to include a field at therecord level on how the georeference information was determined. For example;
y use of differential GPSy handheld GPS corrupted by Selective Availability (e.g. prior to 2002)y A map reference at 1:100 000 and obtained by triangulation using readily identifiablefeaturesy A map reference using dead reckoningy A map reference obtained remotely (eg. in a helicopter)y Obtained automatically using geo-referencing software using point-radius method.
y Use of gazetteer including name, date and version of the gazetteer.
Attribute accuracy
Attribute accuracy refers to an assessment of how correctly and reliably the features in the data aredescribed in relation to their real world values. Ideally it should include a list of attributes andinformation on the accuracy of each. For example,
Records are provided by experienced observers. Additional accuracy is obtained by testing thecorrectness of attributes against vouchered specimens lodged at the museum or herbarium forexpert verification. Approximately 40% of plant records are verified with voucher specimens,
amphibians 51%, mammals 12 %, reptiles, 18% and birds 1%. (SA Dept. Env. & Planning 2002).
Lineage
Lineage refers to the sources of the data, along with the steps taken to processes the dataset to bringit to its present state. It may include the collection method (i.e. “data collected in a 10 X 10 meter
grid”) and information on validation tests that have been carried out on the data. The history of theprocessing steps may include:
y the data capture method(s)y any intermediate processing steps and methods
y the methods used to generate the final producty any validation steps carried out on the data.
For example;
The data were collected using 20 meter x 20 meter fixed quadrats. Total species counts,
structure and other habitat data were also collected. The data were classified using
Twinspan into groups comprising similar groups of species.
Logical consistency
Logical consistency provides a brief assessment of the logical relationships between items in thedata. Although for most data collected here (museum and herbarium data) some of these items may
not be relevant, however they may be for some observational data (check-lists of species in a
National Park or bioregion, etc.) and some survey data. For spatial data where the data are storeddigitally, logical consistency tests can be carried out automatically. Such things asy Are all points, lines and polygons labelled and do any have duplicate labels?
y Do lines intersect at nodes or cross unintentionally?
y Are all polygon boundaries closed?
y Are all points, lines and polygons topologically related?
Logical consistency can also apply in the case of datasets where there are other logical relationships
between items or objects in the dataset. In such cases a description of any tests carried out on the
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relationships should be included. Examples may be dates that occur in different fields - if the dategiven in one field says the project was carried out between years ‘a’ and ‘b’ but the date ofrecording of an attribute in another field is outside that range, then this is logically inconsistent; orrecords are out of geographic range - if one field records the fact that data were collected in Brazil,
yet another field includes latitude and longitudes for records from Paraguay, then this is a logicalinconsistency between the two fields. Documentation of checks carried out is an important part ofmetadata. Checks may include tests such as “point-in-polygon” checks and is used for such
purposes in the GIS world. See an expansion on methods in the associated paper on Principles andMethods of Data Cleaning.
CompletenessCompleteness refers to both the temporal and spatial coverage of the data or dataset as a portion of
the total possible extent of the data. Documentation of completeness is an essential component for
determining quality. Examples may include:
Complete for areas north of 30º S, scattered records only between 30º and 40º S.
Dataset covers only records prior to 1995 collected largely opportunistically, mainly from
New South Wales, but includes some records from other States.
From a user perspective, completeness relates to “all the data they need” (English 1999). That is theuser needs to know if the database includes all the fields that the need for their analysis and needs toknow the “completeness” of some of those fields. For example the user may want to carry out astudy comparing attributes over time, but if the database only includes data up to a certain year, it
may not be useable for the analysis (see second example, above).
Accessibility
For the data to be of value to a user it needs to be accessible. Not all data are available on-line andto access some data the user may need to contact the custodian and seek permission to access it, orto obtain a copy of what they need on CD. Documentation of access (and use) conditions isimportant for users to be able to access the data and is therefore an aspect of data quality.
Documentation of accessibility may include:• Contact addresses for the data
• Access conditions• Access method (if data available electronically)• Data format• Caveats• Copyright information,• Costs if applicable• Restrictions on use
Temporal accuracy
Temporal accuracy refers to the accuracy of the information in time. For example: “data only
accurate to month”. This can be important in databases where the “day” field may not allow for anull value and in cases where the information is not available, automatically puts a “1” in the field.
This can lead to a false impression of the precision. This is even more important where a record is
known only to the year and the database automatically records it as the 1st of January. If a user isstudying the flowering period of plants or migratory patterns of birds, for example, then they needto know this information so that they can exclude these records as (for their purpose) the data
quality is low, and is not “fit for use”.
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Documenting validation procedures
One of the keys to knowing what error exists in data is documentation. It is of very little use toanyone if checks of data quality are carried out, and corrections made, if it is not fully documented.
This is especially important where these checks are being carried out by other than the originator ofthe data. There is always the possibility that perceived errors are not errors at all, and that changes
that are made, add new error. It is also important that checking not be done over and over again.
We cannot afford to waste resources in this way. For example, data quality checks carried out ondata by a user may identify a number of suspect records. These records may then be checked andfound to be perfectly good records and genuine outliers. If this information is not documented in therecord, further down the line, someone else may come along and carry out more data quality checks
that again identify the same records as suspect. This person may then exclude the records from theiranalysis, or spend more valuable time rechecking the information. This is basic risk management,
and should be carried out routinely by all data custodians and users. The value and need for good
documentation cannot be stressed too heavily. It assists users in knowing what the data are, what
the quality is, and what purposes the data are likely to be fit for. It also aids curators and data
custodians to keep track of the data and their quality and to not waste resources rechecking
supposed errors.
Documentation and database design
One of the ways of making sure that error is fully documented is to include it in the early planningstages of database design and construction. Additional data quality/accuracy fields can then beincorporated. Fields such as positional or geocode accuracy, source of information for thegeoreference information and elevation, fields for who added the information – was the coordinate
data added by the collector using a GPS, or a data entry operator at a later date using a map at aparticular scale, was the elevation automatically generated from a DEM, if so, what was the sourceof the DEM, its date and scale, etc. All this information will be valuable in later determining
whether the information is of value for a particular use or not, and the user of the data can thendecide.
“data users need to exercise caution when basing biological assessments on
taxonomic data sets that do not specifically present documentation of at least some
performance characteristics”. (Stribling et al. 2003).

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Storage of data
The storage of data can have an effect on data quality in a number of ways. Many of these are notobvious, but need to be considered both in the design of the storage vessel (database) and as a unit
in the data quality chain.
The topic of selection or development of a database is too large a topic to be covered here, andshould be the subject of a separate study. A study commissioned by GBIF examined Collection
Management Software (Berendsohn et al. 2003) and I refer readers to that document.
This section examines some of the main principles of data storage as they relate to data quality.
Backup of data
The regular backup of data helps ensure consistent quality levels. It essential that organisations
maintain current disaster recovery and back-up procedures. Whenever data are lost or corrupted,
there is a concomitant loss in quality.
Archiving
Archiving (including obsolescence and disposal) of data is an area of data and risk management thatneeds more attention. Data archiving, in particular by universities, NGOs and private individuals
should be a priority data management issue. Universities have high turnovers of staff and often the
research data are stored in a distributed manner – usually in the researchers own PC or filingcabinet. If not fully documented, such data can very quickly lose their usability and accessibility.
More often than not it is discarded sometime after the researcher has left the organisation, as no one
knows what it is or cares to put the effort in to maintaining it. It is for this reason that Universities
in particular need sound documenting and archiving strategies.
Individual researchers working outside of a major institution need to ensure that their data aremaintained and/or archived after their death, or after they cease to have an interest in it. Similarly
NGO organisations that may not have long-term funding for the storage of data, need to enter into
arrangements with appropriate organisations that do have a long-term data management strategy(including for archiving) and who may have an interest in the data.
Data archiving has become much easier in recent years with the development of the DiGIR/Darwin
Core and BioCASE/ABCD7 protocols. These provide an easy way for an institution, University
department or individual to export their database in one of these formats and to store them in XML
format, either on their own site, or forwarded to a host institution. This is an easy way to store datain perpetuity and/or to make them available through distributed search procedures such as GBIF’s
Data Portal.
The cleanup and disposal and archiving of data are also issues with data on the World Wide Web.
Web sites that are abandoned by their creators, or that contain old and obsolete data leavecyberspace littered with digital debris (various references). Organisations need a data archiving
strategy built into their information management chain. The physical archiving of data is too large a
topic to enter into here, however, a recent document on archiving data through the use of CDs andDVDs has been published by the Council on Information and Library Resources and the UnitedStates National Institute of Standards and Technology (Byers 2003). It is a valuable summary ofthis technology and readers may like to refer to it.

7

http://www.tdwg.org;
http://www.gbif.org/links/standards
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Data which are no longer required (for legal or other reasons) should
not be destroyed, or put at risk without exploiting all otherpossibilities – including archiving (NLWRA 2003).

Data Integrity
Data integrity refers to the condition in which data have not been altered or destroyed in an
unauthorised manner, and has not been accidentally or maliciously modified, altered, or destroyed(such as by a virus or voltage spike).
Data often change—for example, when the taxonomic information in a record is updated following
a redetermination—but users expect that the computer system will maintain the integrity of the data
and that the computer system itself will not inadvertently or incorrectly alter a value. Data
corruption is when data integrity fails and an inadvertent or incorrect change occurs.

Data integrity is preserved through good data management, storage,
backup and archiving.

Patterns of error
Taxonomic and species-occurrence databases, like all databases, are vulnerable to content error
patterns. English (1999) recognised the following error patterns which he called data defects. Dalcin(2004) adopted these for use with taxonomic databases. The values here are from English (1999)
with examples cited from Chapman (1991) and from the databases of the Australian Virtual
Herbarium8 and Brazil’s speciesLink9:89yDomain value redundancy –Non-standardised data values, or synonym values exist andin which two or more values or codes have the same meaning. Redundancy is very typicalwith descriptive data if standardised terminologies are not followed, or where compilationof data from different sources is badly controlled.

yMissing Data Values – A data field that should contain a value, doesn’t. This includes
both required fields and fields not required to be entered at data capture, but are needed indownstream processing. Examples include geo-referencing or coordinate values (latitude
and longitude).

yIncorrect Data Values – These may be caused by transposition of key-strokes, entering
data in the wrong place, misunderstanding of the meaning of the data captured, not being
able to read the writing on the label, or where mandatory fields require a value but the data
entry operator does not know a value for entry. Incorrect data values are the most obvious
and common errors and can affect every data value in every field. Spelling errors inscientific names is a common pattern associated with incorrect data values in taxonomic

http://www.cpbr.gov.au/avh/
http://specieslink.cria.org.br/

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and nomenclatural databases (see discussion elsewhere), and the placement of a zero in
geo-referencing fields, etc.
yNonatomic Data Values – Occurs when more than one fact is entered into the same field(e.g. genus, species and author in the same field, or rank and infra-specific name). This
type of error is usually a result of poorly thought out database design. This type of error
pattern can cause real problems for data integration.
Genus
Eucalyptus
FamilyMyrtaceae

Species
globulus

Infraspecies
subsp. bicostata
Species
Eucalyptus globulus Labill.

Table 4. Examples of Nonatomic data values.
yDomain schizophrenia – Fields used for purposes for which they weren’t designed andwhich end up including data of more than one nature.
FamilyMyrtaceae
Myrtaceae
Myrtaceae
Myrtaceae
Myrtaceae
Myrtaceae
Myrtaceae

Genus
Eucalyptus
Eucalyptus
Eucalyptus
Eucalyptus
Eucalyptus
Eucalyptus
Eucalyptus

Species
globulus?
? globulus
aff. globulus
sp. nov.
?
sp. 1
To be determined

Table 5. Examples of Domain schizophreniayDuplicate Occurrences – Multiple records that represent a single entity. The most typicalcases occur with names where alternative spellings or valid nomenclatural alternatives may
occur. These can lead do difficulties for users when searching for a name, or whenattempting to combine data from different databases. Examples:
o
o
o
o
o

Phaius tancarvilleae
Phaius tankervilliae
Phaius tankarvilleae
Phaius tankervilleae
Phaius tankervillaeo Brassicaceae/Cruciferae (exact equivalents; both of which are allowed by theInternational Botanical Code).

y Inconsistent Data Values – Occurs when data in related databases may be updated
inconsistently or at different times in the two databases. For example, between the living
collection and herbarium databases, or the museum collections database and the related
images database.

y Information Quality Contamination – Results from combining accurate data withinaccurate data. For example combining data with information at the subspecies level into a
database that only includes data down to the level of species.
Spatial Data
The storage of spatial data covers the location information (textual locality information) as well as
coordinate information (georeferencing data) usually given as a coordinate pair (an easting and anorthing). Many databases are now beginning to include parsed or atomized location data such as
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nearest named place, distance and direction in addition to the free text locality description. Several
projects are now underway to improve on the parsing of free text location data to create theseatomized fields and to aid in the georeferencing process. The BioGeomancer project10 recently
funded by the Gordon and Betty Moore Foundation is one such project.
Geo-referencing (or coordinate) information is generally entered into databases as either latitude or
longitude (spherical coordinate system) or in UTM (or related) coordinates (planimetric coordinate
system). A spherical coordinate system such as latitude and longitude encircle the globe and to be
represented on a paper map have to be stretched in unusual ways known as projections. Sphericalcoordinate systems are not equal area and the distance between one degree of latitude and the next,
for example can vary considerably depending on whether one is near the equator or near a pole.
Planimetric coordinate systems are closer to equal area projections and can be used for measuring
or making area calculations.
Many institutions are now beginning to enter data in degrees, minutes and seconds or degrees anddecimal minutes (as reported by many GPS units), and having the database convert them into
decimal degrees for storage. For transfer and use in a GIS it is generally best to store the data indecimal degrees as it provides for easy data transfer and provides the highest possible accuracy.
Storage of data in UTM coordinates often occurs in institutions where the data is restricted to justthe one UTM Zone. It has the advantage of being area based as discussed above so each grid is asquare (or rectangle) and allows for easy representation on a flat map, or for calculating distanceand area. It is important, however, when storing data in UTM (or related) coordinate systems that
the Zone also be stored, otherwise difficulties arise in combining data from other areas or
institutions.
Decimal Degrees
The storage of decimal degrees in many databases can lead to False Precision as mentioned above.
The precision at which data are stored (and made available) should be a consideration. The databaseshould not allow reporting at a precision higher than the highest precision data in the database.
With most biological data, this will be to about 4 decimal places (ca. 10 meters).
DatumsThere are many possible geodetic datums. The Earth is not a true sphere, but an ellipsoid, anddifficulties arise when trying to fit a coordinate system to the surface of that ellipsoid (Chapman etal. 2005). To solve this, the concept of a ‘datum’ was created. A datum is a set of points used toreference a position in the sphere to the ellipsoid of revolution. Historically, different reference
systems were generated for different parts of the earth, and it was only with the advent of satellites
that a truly global reference system or datum could be generated, as satellites were used to fix thecenter of the earth. The difference in a latitude and longitude position on earth using different
geodetic datums can be as much as 400 meters or more (Wieczorek 2001).
Because of the difference, it is important that databases record the datum used, otherwise when datais combined the resultant error between two recordings of the same location could be quite
significant.

10

http://www.biogeomancer.org/

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Manipulation of spatial data
There are many ways that spatial data can be manipulated. Many have no effect on the accuracy of
spatial data, some do. Examples of some of the methods that do affect the positional accuracy of
spatial data are
Conversion of data from one format to another
Perhaps the most common data conversions carried out by those involved with the collection,
storage and use of species and species-occurrence data are the conversion of geocodes fromdegrees/minutes/seconds to decimal degrees (DMS to DD), or from UTM coordinates to decimaldegrees (UTM to DD). Others include the conversion of miles to kilometres in textual locality
descriptions, the conversion of feet to meters in altitude and depth recordings, etc.
All of these are fairly simple conversions, but can lead to a false impression of the accuracy throughmiss-use of precision. For example a collection that gives the altitude as 250 feet (which thecollector may have meant was somewhere between 200 and 300 feet) when converted to metricwould be 76.2 meters (to 1 decimal place) or perhaps 76 meters if rounded. It would better torecord the converted value as 80 meters and even better include an accuracy field to add perhaps 20
meters (±). The false use of precision can lead to what appears to be increased accuracy, but inreality is a drop in quality.
Datums and Projections
The conversion of data from one geodetic datum to another can lead to quite significant error as theconversions are not uniform (see Wieczorek 2001 for a discussion of datums and their effect on data
quality). Many countries or regions are now converting most of their data to one standard for theirregion - either the World Geodetic Datum (WGS84), or datums that approximate this quite closely(the Australian Geographic Datum (AGD84), in Australia which varies from WGS84 by around
10cm; and the EUREF89 in Europe which varies from WGS84 by about 20cm are two examples).
The conversion from one datum position to another, for example is probably not necessary if thedata are only accurate to around 5 or 10 km. If you are dealing with data of about 10-100 m
accuracy, however, datum shifts can be quite significant and important (in some areas up to 400m
or more – Wieczorek 2001).
Similarly, where mapped data are in polygons (e.g. collections from a national park), one needs tobe aware of the errors that can arise in converting from one projection to another (e.g. Albers toGeographic). Standard formulae are available to calculate the error that arises in doing such
conversions, and the metadata accompanying the data should reflect that information.
Grids
Whenever data are converted from vector format into raster or grid format, accuracy and precision
is lost. This is due to the size of the grid cells in the raster file that are used to approximate thevector data (Burrough and McDonnell 1998). The precision and accuracy cannot be regained byconverting the data back into vector format. For a fuller discussion on the problems encountered inusing and converting raster data, and of the problems of scale see Chapman et al. (2004).
Data Integration
Geographical datasets are difficult to integrate when there are inconsistencies between them. These
inconsistencies may involve both the spatial and attribute characteristics of the data, and may

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necessitate the use of various, often time-consuming, corrective measures (Shepherd 1991).
Inconsistencies may result from:y Differences in recording or measurement techniques (e.g. area size and time periods in
observation data), survey methods (e.g. grid size, width of transect) or data categories (e.g.
different definitions of categories with categorical data).
y Errors in measurements or survey methods (e.g. errors in transcription, data recording,identifications)y Differences in resolution (spatial, temporal or attribute)y Vague and imprecise definitions
y Fuzziness of objects (e.g. soil or vegetation boundaries, identifications where some are to
species, others to subspecies, others only to genus)y Differences in use or interpretation of terminology and nomenclature (e.g. different
taxonomies used).
y Differences in GPS settings (datum, coordinate system, etc.)
Such integration problems are greater where the data are:y Of different types (e.g. specimen data from a museum mixed with survey and observationaldata)
y From different jurisdictions (e.g. where survey methodologies may be different)
y Obtained from multiple sourcesy Of multiple scalesy Consists of different data types (maps, specimen, image, etc.)
y From different time periodsy Stored in different database types, media etc. (e.g. some database software do not allow for“null” values)y Variously parsed (e.g. where one dataset includes the whole scientific name in one field,
and others have it split into separate fields for genus, species)
Data integration produces higher quality results when contributing
data custodians have followed and used consistent data storage
standards.

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Representation and Presentation
Methods should always be developed to make the most efficient use of existing data,
whatever their quality. However, in order for the data to be reliable, they must also bevalidated or accompanied by information that indicates the level of reliability.
(Olivieri et al. 1995)
In their role to understand, explain, quantify and evaluate biodiversity, scientists and scientificinstitutions are increasingly recognised as information providers. This recognition is based on theability to provide reliable and useable information to decision-makers, managers, the general public,
and others. Ambiguous, confused, incomplete, contradictory and erroneous information, as a resultof poorly managed databases, can affect their reputation as information providers and scientificauthorities (Dalcin 2004).
A key purpose of digital data handling in the biological sciences is to provide users of information
with a cost-effective method of querying and analysing that information. In that sense, its success isdetermined by the extent to which it can provide the user with an accurate view of the biologicalworld. But the biological world is infinitely complex and must be generalised, approximated andabstracted to be represented and understood (Goodchild et al. 1991). Ways of doing this arethrough the use of geographic information systems, environmental modelling tools and decision
support systems. In using these tools, however, it is essential that variation be sampled andmeasured, and error and uncertainty be described and visualised. It is in this area that we still have along way to go to reach what could be regarded as best practice.
Biology was one of the first disciplines to develop techniques for error reporting with the use oferror bars and various statistical measures and estimates. The reporting of error was not seen as aweakness because error estimates provide crucial information for correct interpretation of the data
(Chrisman 1991). In the delivery of species data, similar error reporting techniques need to be
developed and used, so that users of these data have similar abilities to correctly interpret and use
the data.
Effective data quality programs help prevent embarrassment to theorganisation and individuals – both internally and publicly.
Determining Users’ Needs
Determining users’ needs is not a simple process, and it is difficult to develop detailed requirements
and then structure the data to meet those requirements. But it is important to identify key users andto work with them to develop their needs and requirements. Good data-user requirements can lead
to better and more efficient data collection, data management and overall data quality.
Relevancy
Relevancy is closely related to “quality” and refers to the relevancy of data for the use required ofit. It may relate to something as simple as trying to use a Flora for an area for which it wasn’t
intended, but for which nothing else exists,, or to data that may be in a different projection than that
required and which may require considerable work to make it useful and “relevant”.

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Believability
Believability is the extent to which data are regarded by the user as being credible (Dalcin 2004). It
is often subject to the user’s perception or assessment of the data’s suitability for their purpose andmay be based on previous experience or a comparison to commonly accepted standards (Pipino etal. 2002). The reputation of a dataset can sometimes depend upon the perceived believability (andthus useability) of users, but it is something that can often be improved upon by good
documentation.
Wang et al. (1995) include a diagram that relates many of these topics into a hierarchicalrepresentation and shows the relationship between entities such as believability and reputation, etc.
Living with uncertainty in spatial data
Uncertainty, especially with spatial data, is a fact of life, but often uncertainty in the data has notbeen well documented, and is not always obvious to users. The proliferation of easy to use desktop
mapping systems has allowed non GIS-professionals to easily visualize and analyse spatial
relationships in their data, but this is often done using inappropriate scales (Chapman et al. 2005),
and without regard to the spatial error and uncertainty inherent in the data (Chapman 1999). In
some instances this can lead to a dangerous misuse of the data, and occasionally to tragic
consequences (Redman 2001). Recently there has been an increase in simple online map services
that allow users to view and analyse spatial data as in a traditional desktop GIS but allows the
publisher of the service to control the data layers and the scale of the data sets that appear. In thenear future this will expand even further with the development of functional Web Mapping Services(WMS). The control of data layers and scale by the publishers of the map (e.g. allowing different
layers to be turned on or off automatically as the user zooms in) reduces some of the simple
mistakes that otherwise could be made.
It is essential that uncertainty in data be documented, firstly through the use of good metadata, andsecondly through visualisation and presentation. One area of research that needs pursuing withrespect to species and species-occurrence data is the development of techniques to visualize
uncertainty – for example to show footprints of accuracy. Instead of a collection record being
represented as a point of latitude and longitude there is a need to include the accuracy associatedwith the record and thus present the location as a footprint – a circle, an ellipse, etc., and maybe
even include levels of probability (Chapman 2002).
It is important that those that know the data and their limitations with regard to positional and/or
attribute accuracy assist users by documenting and making available that information in order toguide users in determining the fitness of the data for their use.
Visualisation of error and uncertainty
There is still a long way to go to develop good error visualisation methods for species data,
although a number of new and exciting methods are being developed (e.g. Zhang and Goodchild2002). Perhaps the easiest methods are through the use of an error layer as an extra overlay in a
GIS. Such techniques have been used in the cartographic world where a layer may provide shadingof different intensities to show the reliability of different parts of the map. Other techniques could
involve the use of different symbols (a dotted line as opposed to a solid line, dots of different size or
intensity, etc. to indicate data of lower quality or accuracy). The use of such overlays often may also
provide clues as to the origin of the errors and these can be a valuable tool in the validation andchecking of data.
The use of a misclassification matrix whereby rows provide expected results, and columns observed
results, is useful where such statistical calculations are possible. In these cases errors along rows are
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errors of omissions and errors along columns errors of commission (Chrisman 1991). Such methods
do not generally lend themselves to use with species-occurrence data, but may be of value, forexample, with survey data where presence/absence records are observed over a period of time.
Risk Assessment
Decision makers would prefer a climate of certainty; however natural systems are inherently
variable and seldom conform to this desire. Risk assessment techniques are increasingly providing
decision makers and environmental managers with estimates of certainty and risk, so thatenvironmental decisions can be made with greater certainty. In the case of species, whereknowledge of their exact occurrence is often scant, areas of ‘likely occurrence’ may be used as asurrogate. Within broad areas of ‘likely occurrence’, however, there may be areas that are more
‘likely’ than others (Chapman 2002).
The concept of risk can generally be seen as having two elements – the likelihood and magnitude ofsomething happening and the consequences if and when an event does happen (Beer andZiolkowski 1995). In a species data context, risk assessment may extend from the risk of an on-site
fire destroying data if off-site backup procedures are not implemented through to the risk of anenvironmental decision being in error due to use of poor quality data. An example of this may be
the cost involved in prohibiting a development because of information that a threatened species
occurs in the area. In some environmental situations, governments are increasing looking atapplying the precautionary principle in making important environmental decisions.
Legal and moral responsibilities
There are a number of areas where legal and moral responsibilities may arise with respect to thequality and presentation of species data. These include Copyright and Intellectual Property Rights;
 Privacy; Truth in Labelling; Restricted presentation of quality for sensitive taxa;
 Indigenous Rights;
 Liability;
 Caveats and disclaimers
In most cases the Copyright and Intellectual Property Rights in the data can be covered bydocumentation accompanying the data. Where these may vary from record to record, then it should
be recorded at the record level, otherwise it can be covered in the metadata.
A number of countries have recently introduced privacy legislation, and data custodians should beaware of the provisions of such legislation. This can be particularly relevant where data are beingtransferred across political boundaries or made available via the Internet. In some countries,
information about individuals cannot be stored in a database or made available without their express
permission. How this may affect information attached to species-occurrence data is not clear,
however, custodians should be aware of the issue and make provision for it where necessary.
Good quality control measures along with good metadata will usually lead to compliance with“truth in labelling” concepts. So far, in legislation at least, “truth in labelling” has been largely
restricted to food products. It is however mentioned in papers dealing with the development of a
Global Spatial Data Infrastructure (Nebert and Lance 2001, Lance 2001), National Spatial Data
Infrastructure for the USA (Nebert 1999) and an Australian and New Zealand Spatial Data
Infrastructure (ANZLIC 1996b). In the Global SDI paper (Lance 2001), it is recommended that a
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holdings under the principle of ‘truth-in-labeling’”, and to quote from the Australian and New
Zealand document:“Land and geographic data quality standards may be descriptive, prescriptive, or both. A
descriptive standard is based on the concept of 'truth in labelling', requiring data producers
to report what is known about the quality of the data. This enables data users to make an
informed judgement about the 'fitness for purpose' of the data.”
Restricted presentation of quality with sensitive species may occur where locality information is“fuzzed” - for example to restrict knowledge of the exact location of threatened species, tradesensitive species, etc. This is a reduction in the published quality of the data, and where this does
occur it should be clearly documented so that users know what they are getting, and can decide if
the data are then of value for their use or not.
Indigenous rights may also affect the data quality, as there may be cases where some information
has to be restricted due to sensitivities of indigenous peoples. Documentation to the effect that“some data have been restricted for purposes of complying with the rights of indigenous peoples”
should then be included.
In 1998, Epstein et al. examined the issue of legal liability in relation to the use of spatial
information. Some key points that they make are:y There is now ‘considerable potential’ for litigation and for loss of both personal andorganisational reputation and integrity arising from error in spatial information.
y Traditional disclaimers may not be a strong defence in the event of litigation.
y In order to limit liability, organisations may be required to maintain a high level of quality
documentation that adequately and truthfully labels their products to the ‘best of theirability and knowledge’.
Caveats and disclaimers are an important part of the documentation of data quality. They should be
written in a way as to not only cover the custodian organisation, but to also supply the user withsome idea as to the quality of the data, and what may be able to be expected from that quality.

Most agencies and groups involved in producing data will be judged
on the ease at which the data and information is made available, andthe quality of the information. Those that are able to publish, share,access, integrate and use information are those that will benefit most
(NLWRA 2003).
Certification and Accreditation
Can and should species-occurrence data be certified? With increased data becoming available frommany agencies, users want to know which institutions they can rely on, and which follow
documented quality control procedures. Should they just rely on well known institutions, or are
there lesser-known institutions also with reliable data? What data available from the better-known
institutions are reliable and which aren’t. Reputation alone can be the deciding factor on where auser may source their data but reputation is a subjective concept and is a fragile character on which
to base actions and decisions (Dalcin 2004). Is this what we want in out discipline? Good metadataand documentation of data quality procedures can often turn a subjective factor such as reputation
into something that users can base a more scientific and reasoned assessment on. Perhaps we should
develop a certification and accreditation process that informs users of organisations that conform tominimum data quality documentation standards and procedures.

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The development of agreed quality certification could lead to an improvement in overall data
quality and to increased certainty among users on the value of the data. This in-turn could lead to
improved funding for certified organisations. Dalcin (2004) suggests that “a quality certification oftaxonomic data could involve three aspects: primary data sources (the raw material), theinformation chain (the process) and the database (the product).”
Peer Review of databases
A peer review system for databases could be introduced for species databases. Such a peer review
process could feed into a certification procedure as examined above, and may involve issues such as
quality control procedures, documentation and metadata, update and feedback mechanisms, etc.

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Conclusion
One goal of any information specialist is to avoid needless error. By directly
recognizing error, it may be possible to confine it to acceptable limits. Still error
cannot always be avoided cheaply or easily.
(Chrisman 1991).
The importance of data quality and error checking cannot be stressed too strongly. As stressed
throughout this document, it is essential if the data are to be of real value in developing outputs thatwill lead to improved environmental decisions and management. Data quality is an important issue
with all data, be they museum or herbarium collection data, observational records, survey data, or
species check lists. There is a merging requirement by many governments around the world for data
to be of high quality and be better documented. For example:• There is a strong direction from the Australian Federal, State and Territory Governments toimprove services and make more effective use of resources, including data and information
resources.
• There is an increasing recognition that data collected at public expense must be properly
managed in order to make it accessible to the public so as to realise its potential and justify
the considerable production and maintenance costs involved.
• There is increasing pressure from customers for easier and quicker access to the right dataand information and that they are provided at little or no cost.
• There is an increased focus within governments for the need to rationalise and combine datain order to improve efficiency and add value.
• There is an increasing requirement that data be relevant. This applies to new collections,
new surveys, to data management and publication.
The need for quality data is not in question, but many data managers assume that the data contained
and portrayed in their system is absolute and error free – or that the errors are not important. But
error and uncertainty are inherent in all data, and all errors affect the final uses that the data may be
put to. The processes of acquiring and managing data to improve its quality are essential parts ofdata management. All parts of the information quality chain need to be examined and improved byorganisations responsible for species-occurrence data and their documentation is a key to users
being able to know and understanding the data and to be able to determine their “fitness for use”
and thus their quality.
The human factor is potentially the greatest threat to the accuracy and reliability ofspatial information. It is also the one factor that can ensure both the reliability, andgenerate an understanding, of the weaknesses inherent in any given spatial data set(Bannerman 1999).

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Acknowledgements
Many colleagues and organisations around the world have contributed to this paper in one way or
another. Some directly, some by being involved in discussions with the author over a period of
more than 30 years and some indirectly through published papers or just by making theirinformation available to the world.
In particular, I would like to particularly make mention of the staff, both past and present, of CRIA
(Centro de Referência em Informação Ambiental) in Campinas, Brazil and ERIN (Environmental
Resources Information Network) in Canberra, Australia who have contributed ideas, tools, theories
and a sounding board that have helped the author in formulating his ideas. Their discussion of error
and accuracy in environmental information over the years and the pioneering work done by them,by CONABIO in Mexico, the University of Kansas, CSIRO in Australia, the University ofColorado, the Peabody Museum in Connecticut, and the University of California in Berkeley, as
well as others too numerous to mention, has helped bring us to the stage we are today in species
data quality management. I thank them for their ideas and constructive criticism. In addition,
discussions with Town Peterson and others at the University of Kansas, Barry Chernoff at theWesleyan University in Connecticut, Read Beaman at Yale University, John Wieczorek and Robert
Hijmans at the University of California, Berkeley, Peter Shalk and others at ETI, in Amsterdam,
Stan Blum at the Californian Academy and the staff of GBIF in Copenhagen have presented mewith ideas and challengers that have led to some of the ideas expressed in this paper. Any errors,omissions or controversies are, however, the responsibility of the author.
I would like to also thank those who have supplied criticisms, comments and suggestions during theediting of this document, and in particular the following members of the GBIF Subcommittee for
Digitisation of Natural History Collection Data: Anton Güntsch, Botanic Garden and BotanicalMuseum Berlin-Dahlem, Germany; Francisco Pando, Real Jardín Botánico, Madrid, Spain; Mervyn
Mansell, USDA-Aphis, Pretoria, South Africa; A. Townsend Peterson, University of Kansas, USA;
Tuuli Toivonen, University of Turku, Finland; Anna Wietzman, Smithsonian Institution, USA as
well as Patricia Mergen, Belgian Biodiversity Information Facility, Belgium.
Larry Speers of GBIF was instrumental in the commissioning of the report, and in shepherding it
through all its stages.
In conclusion I would like to thank the FAPESP/Biota project in Brazil with providing me with theopportunity and support to expand my ideas on data quality management during my stay in Brazil
in 2003-2004 and the GBIF organisation for supporting and encouraging the production of thisreport.

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Indexpresentation, 45
relevancy, 45
representation, 45
spatial, 25, 41
storage, 39
survey, 30
taxonomic, 21
uncertainty, 46
data cleaning, 16
data currency, 14data custodian, 12
data management, 18
data quality
policy, 8
principles, 1
strategy, 9vision, 8
data user
definition, 7
responsibility of, 12
databases
peer review of, 49
decimal degrees, 42
DELTA standard, 29
descriptive data, 29
Differential GPS (DGPS), 31
documentation, 19, 34
database design, 38
validation procedures, 38
domain schizophrenia, 41
Domain value redundancy, 40
duplicate data records, 41
duplication
minimisation of, 18
edit controls, 17
education, 19
error, 6
documentation of, 35
patterns, 40
visualisation, 46
error prevention, 8, 10Federal Geographic Data Committee(FGDC), 26
feedback, 19
Field data domain, 25
fitness for use, 4, 34
flexibility, 15

accessibility, 37
accountability, 20
Accreditation, 48
accuracy, 3
attribute, 28, 36
documentation of, 35
false, 26
positional, 25, 35
recording oftaxonomic data, 22
spatial, 25
temporal, 37
archiving, 39
attribute accuracy, 28, 36
audit trail, 17bias, 23
BioGeomancer, 26
caveats and disclaimers, 48
Certification, 48
Classification data domain, 21
collection data, 28
Collection data domain, 28
collector
responsibility of, 11
completeness, 14, 24, 28, 29, 37
consistency, 15, 23, 28, 29
semantic, 15
structural, 15
copyright, 47
dataarchiving, 39
backup of, 39
believability, 46
capture, 30, 32
categorization of, 18
collection, 28
collector, 28
consistency, 28, 29
descriptive, 29
documentation of, 19
entry, 32
grid, 43
integration, 43
integrity, 40
nomenclatural, 21
observational, 30
opportunistic, 30
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statistical, 3
primary species data, 3principles of data quality, 8prioritisation, 13
privacy legislation, 47
quality, 4
quality assurance, 5quality control, 5
Real-time Differential GPS, 31
resolution, 3risk assessment, 47
selective availability, 31
spatial accuracy, 25
spatial data, 25, 41
Spatial Data Transfer Standards, 25
species-occurrence data, 3
Structure of Descriptive Data, 29
targets
setting of, 17
Taxonomic Databases Working Group(TDWG), 29
Taxonomic Impediment, 21
taxonomy, 21
temporal accuracy, 37
threatened species, 48
timeliness, 14
Total Data Quality Management cycle, 11
trade sensitive species, 48
training, 19transparency, 16
truth in labelling, 7, 47
uncertainty, 6
update frequency, 14User Interface, 32
validation, 6voucher collections, 24
Wide Area Augmentation System (WAAS),
31

gazetteers
electronic, 33
geodetic datums, 6, 42, 43
Geodetic Networks, 26
geo-referencing, 32, 42
Georeferencing Guidelines, 33
Geospatial Positioning Accuracy Standards(GPAS), 26
Global Positioning System (GPS), 25, 30
identification precision, 23
inconsistency, 23
inconsistent data values, 41
incorrect data values, 40
Indigenous rights, 48
Information for Spatial Information in
Europe), 25
Information Management Chain, 10, 18
information quality contamination, 41
Intellectual Property Rights, 47
ISO 19115 for Geographic Information –Metadata, 25
legal responsibilities, 47
lineage, 36
logical consistency, 36
MaPSTeDI Guidelines, 33
metadata, 34
missing data values, 40
moral responsibilities, 47
nomenclatural data, 21
nonatomic data values, 41
outlier detection, 17
partnerships, 13
performance measures, 16
positional accuracy, 25, 35
precision, 3
documentation of, 35
false, 26
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