National Park Service 

U.S. Department of the Interior 

Natural Resource Program Center 

Inventory and Monitoring Program 

Data Management Plan for the Southern Plains 

Inventory and Monitoring Network 

Natural Resource Report NPS/NRPC/NRR—2008/067 
ON THE COVER 

Pecos National Historical Park. NPS Photo 
Data Management Plan for the Southern Plains 

Inventory and Monitoring Network 

Natural Resource Report NPS/NRPC/NRR—2008/067 

Heidi Sosinski 

Southern Plains Network 

100 Ladybird Land 

P.O. Box 329 

Johnson City, TX 78657 

September 2008 

U.S. Department of the Interior 

National Park Service 

Natural Resource Program Center 

Fort Collins, Colorado 
______________________________________________________________________________ 

ii

The Natural Resource Publication series addresses natural resource topics that are of interest and 

applicability to a broad readership in the National Park Service and to others in the management 

of natural resources, including the scientific community, the public and the NPS conservation 

and environmental constituencies. Manuscripts are peer-reviewed to ensure that the information 

is scientifically credible, technically accurate, appropriately written for the intended audience 

and is designed and published in a professional manner. 

Natural Resource Reports are the designated medium for disseminating high priority, current 

natural resource management information with managerial application. The series targets a 

general, diverse audience and may contain NPS policy considerations or address sensitive issues 

of management applicability. Examples of the diverse array of reports published in this series 

include vital signs monitoring plans; "how to" resource management papers; proceedings of 

resource management workshops or conferences; annual reports of resource programs or 

divisions of the Natural Resource Program Center; resource action plans; fact sheets; and 

regularly-published newsletters. 

Views, statements, findings, conclusions, recommendations, and data in this report are solely 

those of the author(s) and do not necessarily reflect views and policies of the U.S. Department of 

the Interior, National Park Service. Mention of trade names or commercial products does not 

constitute endorsement or recommendation for use by the National Park Service. 

Printed copies of reports in these series may be produced in a limited quantity and they are only 

available as long as the supply lasts. This report is also available from the Natural Resource 

Publications Management website (www.nature.nps.gov/publications/NRPM) on the Internet, or 

by sending a request to the address on the back cover. 

Please cite this publication as: 

Sosinski, H.L. 2008. Data management plan for the Southern Plains Inventory and Monitoring 

Network. Natural Resource Report NPS/NRPC/NRR—2008/067. National Park Service, Fort 

Collins, Colorado. 

NPS D-93, September 2008 
______________________________________________________________________________

iii

Change History 

Version numbers will be incremented by a whole number (e.g., Version 1.3 to Version 2.0) when 

a change is made that significantly affects requirements or procedures. Version numbers will be 

incremented by decimals (e.g., Version 1.6 to Version 1.7) when there are minor modifications 

that do not affect requirements or procedures included in the plan. 

The following revisions have occurred to this plan since September 30, 2008 

Version # Date Revised by Changes Justification 

 
______________________________________________________________________________ 

iv
______________________________________________________________________________

v

TABLE OF CONTENTS 

CHANGE HISTORY ................................................................................................................................................ iii 

EXECUTIVE SUMMARY ..................................................................................................................................... xiii

ACKNOWLEDGEMENTS .....................................................................................................................................xvi 

CHAPTER 1. INTRODUCTION...........................................................................................................................1

1.1 THE NATIONAL PARK SERVICE VITAL SIGNS MONITORING PROGRAM............................................................1

1.2 SOUTHERN PLAINS NETWORK..........................................................................................................................2

1.3 GOALS AND OBJECTIVES..................................................................................................................................4

1.4 INTEGRATION WITH THE NATIONAL LEVEL DATA MANAGEMENT PLAN..........................................................5

CHAPTER 2. INFRASTRUCTURE AND SYSTEM ARCHITECTURE .........................................................7

2.1 SOPN PROGRAM ARCHITECTURE ....................................................................................................................7

2.2 NATIONAL SYSTEM ARCHITECTURE ................................................................................................................8

2.3 NETWORK SECURITY .......................................................................................................................................8

2.4 SOPN I&M WEB SITES ...................................................................................................................................9

2.5 COLLABORATION TECHNOLOGIES....................................................................................................................9

2.6 GEOGRAPHIC INFORMATION SYSTEMS.............................................................................................................9

2.7 DATABASE APPLICATIONS DEVELOPMENT ....................................................................................................10

2.8 WORD PROCESSING........................................................................................................................................10

2.9 DIGITAL DATA FORMATS...............................................................................................................................10

2.10 STANDARD OPERATING PROCEDURES............................................................................................................11

CHAPTER 3. DATA MANAGEMENT PROCESS AND WORKFLOW .......................................................13

3.1 PROJECT MANAGEMENT STAGES ...................................................................................................................13

3.2 DATA LIFECYCLE...........................................................................................................................................14

3.3 STANDARD OPERATING PROCEDURES............................................................................................................14

CHAPTER 4. SOPN ROLES AND RESPONSIBILITIES ...............................................................................15

4.1 STANDARD OPERATING PROCEDURES............................................................................................................16

CHAPTER 5. DATABASE DESIGN...................................................................................................................17

5.1 NATURAL RESOURCES DATABASE TEMPLATE ...............................................................................................17

5.2 DATA MODELING...........................................................................................................................................18

5.3 QUALITY ASSURANCE/QUALITY CONTROL....................................................................................................18

5.4 DATABASE DOCUMENTATION........................................................................................................................18

5.5 STANDARD OPERATING PROCEDURES............................................................................................................19

CHAPTER 6. DATA ACQUISITION, PROCESSING AND REPORTING...................................................21

6.1 PROGRAMMATIC DATA ..................................................................................................................................21

6.2 NON-PROGRAMMATIC DATA..........................................................................................................................22

6.3 ANALYSIS AND REPORTING............................................................................................................................24

6.4 CHANGES TO PROCEDURES ............................................................................................................................24

6.5 STANDARD OPERATING PROCEDURES............................................................................................................24

CHAPTER 7. QUALITY ASSURANCE AND QUALITY CONTROL ..........................................................25

7.1 GENERAL STANDARDS AND GUIDELINES .......................................................................................................25

7.2 STANDARD OPERATING PROCEDURES............................................................................................................25

CHAPTER 8. DATA DOCUMENTATION........................................................................................................27

8.1 METADATA CREATION TOOLS .......................................................................................................................27

8.2 METADATA PROCESS AND WORK FLOW ........................................................................................................27

8.3 MAKING INFORMATION AVAILABLE ..............................................................................................................28
______________________________________________________________________________ 

vi

8.4 UPDATING METADATA RECORDS...................................................................................................................28

8.5 VITAL SIGNS METADATA...............................................................................................................................28

8.6 STANDARD OPERATING PROCEDURES............................................................................................................28

CHAPTER 9. OWNERSHIP AND SHARING...................................................................................................29

9.1 DETERMINING DATA SENSITIVITY .................................................................................................................29

9.2 STANDARD OPERATING PROCEDURES............................................................................................................29

CHAPTER 10. DISSEMINATION........................................................................................................................31

10.1 DISSEMINATION AND ACCESS ........................................................................................................................31

10.2 STANDARD OPERATING PROCEDURES............................................................................................................32

CHAPTER 11. RECORDS MANAGEMENT AND OBJECT CURATION.....................................................33

11.1 ARCHIVING AND STORAGE.............................................................................................................................33

11.2 RECORDS MANAGEMENT ...............................................................................................................................34

11.3 BACKUP, RECOVERY, AND STORAGE .............................................................................................................34

11.4 STANDARD OPERATING PROCEDURES............................................................................................................34

CHAPTER 12. PROJECT TRACKING AND DOCUMENTATION................................................................35

12.1 TRACKING......................................................................................................................................................35

12.2 DOCUMENTATION ..........................................................................................................................................35

12.3 STANDARD OPERATING PROCEDURES............................................................................................................35

CHAPTER 13. IMPLEMENTATION ..................................................................................................................37

LITERATURE CITED .............................................................................................................................................39

LIST OF TABLES 

TABLE 1-1. LIST OF ABBREVIATIONS, AFFILIATIONS, AND BASIC STATISTICS FOR THE 11 SOUTHERN 

PLAINS INVENTORY AND MONITORING NETWORK PARKS ................................................................3 

TABLE 1-2. BIOPHYSICAL OVERVIEW OF THE SOPN. ...........................................................................................3 

TABLE 4-1. CATEGORIES OF DATA STEWARDSHIP INVOLVING SOPN PERSONNEL .............................................15 

TABLE 4-2. ROLES OF SOPN NETWORK STAFF AND COOPERATORS WORKING ON MONITORING PROJECTS. ....16 

TABLE 6-1. SUMMARY OF POSSIBLE DATA SOURCES FOR DIFFERENT TYPES OF INFORMATION AND 

REPOSITORIES WHERE THEY ARE MAINTAINED..............................................................................23 

TABLE 10-1. SOUTHERN PLAINS NETWORK DATA ACCESS LOCATIONS...............................................................31 

TABLE 11-1. REPOSITORIES FOR SOPN INFORMATION PRODUCTS........................................................................33 

LIST OF FIGURES

FIGURE 1-1. THE SOUTHERN PLAINS INVENTORY AND MONITORING NETWORK ..................................................2 

FIGURE 2-1. MAIN COMPONENTS OF THE SOPN INFRASTRUCTURE .......................................................................7 

FIGURE 3-1. PRIMARY PROJECT STAGES..............................................................................................................13 
______________________________________________________________________________

vii

TABLE OF CONTENTS - APPENDICES 

APPENDIX A. CENTRAL FILES DIRECTORY STRUCTURE......................................................................41 

A.1 INTRODUCTION ..............................................................................................................................................41 

A.2 PROCEDURAL RULES......................................................................................................................................41 

A.3 STRUCTURAL RULES ......................................................................................................................................42 

A.4 ROLES AND RESPONSIBILITIES.......................................................................................................................46 

A.5 DIRECTORY BREAKDOWN ..............................................................................................................................47 

APPENDIX B. DATABASE SPECIFICATIONS ................................................................................................51 

B.1 INTRODUCTION ..............................................................................................................................................51 

B.2 SCOPE AND APPLICABILITY ...........................................................................................................................51 

B.3 PROCEDURES AND GENERAL REQUIREMENTS ...............................................................................................51 

B.4 ROLES AND RESPONSIBILITIES.......................................................................................................................58 

APPENDIX C. DIGITAL DOCUMENT FILE NAMING CONVENTIONS....................................................59 

C.1 INTRODUCTION ..............................................................................................................................................59 

C.2 STANDARDS ...................................................................................................................................................59 

APPENDIX D. GIS SPECIFICATIONS...............................................................................................................63 

D.1 INTRODUCTION ..............................................................................................................................................63 

D.2 PROCEDURES AND GENERAL REQUIREMENTS...............................................................................................63 

D.3 ROLES AND RESPONSIBILITIES.......................................................................................................................66 

APPENDIX E. GPS SPECIFICATIONS..............................................................................................................67 

E.1 INTRODUCTION ..............................................................................................................................................67 

E.2 PROCEDURES AND GENERAL REQUIREMENTS ...............................................................................................67 

E.3 ROLES AND RESPONSIBILITIES.......................................................................................................................69 

APPENDIX F. LIBRARY MANAGEMENT STRATEGY ................................................................................71 

F.1 INTRODUCTION ..............................................................................................................................................71 

F.2 ACQUISITION..................................................................................................................................................71 

F.3 QUALITY ASSURANCE....................................................................................................................................73 

F.4 DOCUMENTATION ..........................................................................................................................................73 

F.5 SENSITIVITY AND OWNERSHIP.......................................................................................................................74 

F.6 ARCHIVING/STORAGE ....................................................................................................................................75 

F.7 CATALOGING .................................................................................................................................................76 

F.8 DIGITAL REFERENCE INDEX...........................................................................................................................82 

F.9 ANALYSIS & REPORTING ...............................................................................................................................83 

F.10 ROLES AND RESPONSIBILITIES.......................................................................................................................83 

APPENDIX G. METADATA SPECIFICATIONS ..............................................................................................87 

G.1 INTRODUCTION ..............................................................................................................................................87 

G.2 SOURCE..........................................................................................................................................................87 

G.3 METADATA PARSER.......................................................................................................................................94 

G.4 PROJECT DOCUMENTATION............................................................................................................................94 

G.5 ESRI ARCCATALOG SETUP SPECIFICATIONS...................................................................................................95 

G.6 ROLES AND RESPONSIBILITIES.......................................................................................................................95 

G.7 REFERENCES ..................................................................................................................................................96 

APPENDIX H. GUIDELINES FOR MAINTAINING AND UPDATING NPSPECIES ..................................97 

H.1 INTRODUCTION ..............................................................................................................................................97 

H.2 WORKFLOW ...................................................................................................................................................97 

H.3 GUIDELINES ...................................................................................................................................................98 

H.4 ROLES AND RESPONSIBILITIES.....................................................................................................................101 
______________________________________________________________________________ 

viii

APPENDIX I. DIGITAL PHOTOGRAPH MANAGEMENT GUIDELINES...............................................103 

I.1 INTRODUCTION ............................................................................................................................................103 

I.2 ACQUISITION................................................................................................................................................104 

I.3 PROCESSING OVERVIEW...............................................................................................................................106 

I.4 LONG-TERM STORAGE.................................................................................................................................112 

I.5 PHOTOGRAPH PROPERTY AND USE .............................................................................................................113 

I.6 PHOTOS OF PEOPLE AND RIGHTS TO PRIVACY............................................................................................113 

I.7 ROLES AND RESPONSIBILITES.......................................................................................................................114 

I.8 REFERENCES ................................................................................................................................................114 

APPENDIX J. PROJECT DATA LIFE CYCLE GUIDANCE........................................................................115 

J.1 INTRODUCTION ............................................................................................................................................115 

J.2 SCOPE AND APPLICABILITY .........................................................................................................................115 

J.3 PROJECT DATA LIFE CYCLE.........................................................................................................................115 

J.4 ROLES AND RESPONSIBILITIES .....................................................................................................................118 

APPENDIX K. QUALITY ASSURANCE/QUALITY CONTROL GUIDANCE ...........................................121 

K.1 INTRODUCTION ............................................................................................................................................121 

K.2 INTERNALLY-GENERATED INFORMATION: PROJECT ....................................................................................121 

K.3 EXTERNAL INFORMATION ............................................................................................................................126

K.4 ROLES AND RESPONSIBILITIES.....................................................................................................................127 

APPENDIX L. VOUCHER SPECIMINE COLLECTION MANAGEMENT GUIDELINES......................129 

L.1 INTRODUCTION ............................................................................................................................................129 

L.2 SCOPE AND APPLICABILITY .........................................................................................................................129 

L.3 PROCEDURES AND GENERAL REQUIREMENTS .............................................................................................130 

L.4 ROLES AND RESPONSIBILITIES .....................................................................................................................134 

L.5 REFERENCES ................................................................................................................................................136 

APPENDIX M. WEB PAGE DEVELOPMENT AND MAINTENANCE........................................................137 

M.1 INTRODUCTION ............................................................................................................................................137 

M.2 PROCEDURES................................................................................................................................................137 

M.3 ROLES AND RESPONSIBILITIES.....................................................................................................................140 

M.4 REFERENCES ................................................................................................................................................141 

APPENDIX N. APPROVING INFORMATION FOR DISTRIBUTION ........................................................143 

N.1 INTRODUCTION ............................................................................................................................................143 

N.2 PROCEDURAL DESCRIPTIONS .......................................................................................................................143 

N.3 ROLES AND RESPONSIBILITIES.....................................................................................................................148 

N.4 REFERENCES ................................................................................................................................................148 

LIST OF TABLES 

TABLE D-1. STANDARD PROJECTIONS USED BY PARKS IN THE SOPN.................................................................65 

TABLE D-2. ALLOWABLE ERROR BASED ON USGS NATIONAL MAPPING ACCURACY STANDARDS ...................65 

TABLE L-1: CONTACT INFORMATION FOR RESOURCE MANAGER/CURATORS AT EACH SOPN PARK................131 

TABLE L-2. LIST OF NPS SPECIMEN LABELS AND THEIR ASSOCIATED NPS FORM NUMBER. ...........................132 
______________________________________________________________________________

ix

LIST OF FIGURES 

FIGURE A-1. ROOT FOLDERS OF THE SOPN CENTRAL FILES DIRECTORY ............................................................43 

FIGURE A-2. GIS SUB-FOLDER .............................................................................................................................43

FIGURE A-3. LIBRARY SUB-FOLDER ....................................................................................................................44 

FIGURE A-4. MONITORING SUB-FOLDERS............................................................................................................45 

FIGURE A-5. PROJECTS SUB-FOLDERS .................................................................................................................45 

FIGURE F-1. LIBRARY OPERATION GENERAL WORKFLOW ..................................................................................72 

FIGURE F-2. ADOBE ACROBAT DOCUMENT PROPERTIES FOR NETWORK REFERENCE DOCUMENT......................74 

FIGURE F-3. LOCATION IN NATUREBIB TO MARK A CITATION SENSITIVE..........................................................77 

FIGURE F-4. NATUREBIB FORM TO LINK REFERENCE HOLDING TO THE NETWORK............................................78 

FIGURE F-5. FILE SENSITIVITY DESIGNATION IN NATUREBIB..............................................................................78 

FIGURE F-6. SEARCH CRITERIA IN NATUREBIB TO PRODUCE NETWORK COLLECTION........................................79 

FIGURE F-7. IMPORT TEXT FILE INTO PROCITE DATABASE.................................................................................80 

FIGURE F-8. DUPLICATE DETECTION SETTINGS...................................................................................................81 

FIGURE F-9. PROCITE CATALOGUING FIELDS......................................................................................................82 

FIGURE F-10. ADOBE WORD-INDEX FILE................................................................................................................83 

FIGURE G-1. BIOLOGICAL DATA DOCUMENTATION DECISIONS ...........................................................................92 

FIGURE G-2. METADATA OPTIONS IN ARCCATALOG...........................................................................................95 

FIGURE H-1. WORKFLOW FOR ADDING OR EDITING NPSPECIES RECORDS ..........................................................98 

FIGURE H-2. WORKFLOW FOR BATCH UPDATING OF NPSPECIES RECORDS.........................................................99 

FIGURE I-1. PHOTOGRAPH MANAGEMENT PROCESS .........................................................................................105 

FIGURE J-1. SOPN PROJECT DATA LIFE CYCLE................................................................................................116 

FIGURE K-1. QUALITY ASSURANCE AND CONTROL STEPS DURING THE PROJECT LIFE CYCLE ..........................122 

FIGURE K-2. GENERAL QUALITY CONTROL STEPS FOR EXTERNAL INFORMATION.............................................126 

FIGURE M-1. INFORMATION FLOW CHART FOR MAINTAINING THE NETWORK WEBSITE CONTENT....................138 

FIGURE M-2. MAPPING A NETWORK DRIVE........................................................................................................140 

FIGURE N-1. DATA RELEASE APPROVAL PROCESS.............................................................................................144 
______________________________________________________________________________ 

x
______________________________________________________________________________

xi

List of Acrynoms 

ALFL Alibates Flint Quarries National Monument 

ANCS+ Automated National Catalog System 

BEOL Bent’s Old Fort National Historic Site 

BOD Board of Directors 

CAVO Capulin Volcano National Monument 

CESU Cooperative Ecosystems Studies Unit 

CHIC Chickasaw National Recreation Area 

DGPS Differential Global Positioning System 

DMP Data Management Plan 

EHE Estimated Horizontal Error 

ESRI Environmental Systems Research Institute 

EXIF Exchangeable Image File Format 

FAB Front End Builder 

FGDC Federal Geographic Data Committee 

FOIA Freedom of Information Act 

GIS Geographic Information System 

GPS Global Positioning System 

I&M Inventory and Monitoring (Program) 

ITIS Integrated Taxonomic Information System 

JPEG Joint Photographic Experts Group 

NAD27 North American Datum 1927 

NAD83 North American Datum 1983 

NADCON North American Datum Conversion 

NMAS National Map Accuracy Standards 

NPS National Park Service 

NRDT Natural Resources Database Template 

PDA Portable Digital Assistant 

PDF Adobe Portable Document Format 

PDOP Dilution of Precision 

RPRS Research Permit and Reporting System 

SNR Signal to Noise Ratio 

SOP Standard Operating Procedure 

SOPN Southern Plains Network 

SQL Structured Query Language 

TC Technical Committee 

TIFF Tagged Image Format 

TSN Taxonomic Serial Number 

USGS U.S. Geologic Survey 

UTM Universal Transverse Mercator 

WAAS Wide Area Augmentation System 

WAN Wide Area Network 

XML Extensible Markup Language 
______________________________________________________________________________ 

xii
______________________________________________________________________________

xiii

Executive Summary 

The central mission of the National Park Service (NPS) Inventory and Monitoring (I&M) Program is 

to provide timely and usable scientific information about the status and trends of park resources to 

park managers. To meet this challenge a method for effective data management that can effectively 

produce, maintain, and distribute the products of scientific investigation conducted in our parks is 

required. 

Good data management provides the means by which a thorough understanding of the value of 

scientific information about our natural resources can become a part of the National Park Service 

heritage. Data management refers to the framework by which data are acquired, maintained, and 

subsequently made available. Data management is not an end unto itself, but a means of maximizing 

and insuring the quality and utility of our natural resource information. A robust data management 

system is particularly important for long-term programs where the lifespan of a data set will span the 

careers of several scientists. Sound data management is vital to the success of any long-term research 

program. 

The purpose of the Southern Plains Network’s data management plan is to provide I&M and other 

park staff with a conceptual framework for a method of data management that will ensure the 

production and dissemination of timely and usable scientific information about the status and trends 

of park resources to park managers. Our strategy for achieving this goal is to ensure the quality, 

interpretability, security, longevity, and availability of our natural resource data. Our objectives 

include: 

• Confidence in the security and availability of natural resource data and related information 

• Easy access to information, and appropriate safeguards for sensitive information 

• Awareness of the intended use and limitations of each data set 

• Infrastructure and documentation that encourages data exploration 

• Compatibility of data sets for exploration and analysis at larger scales and across disciplines 

• Implementation of standards and procedures that facilitate information management, and that 

reinforce good habits among staff at all levels of project implementation, including project 

leaders, technicians, and volunteer data collectors 

• A proper balance between the standards needed to ensure quality and usability, and the 

flexibility to meet specific needs and encourage innovation 

• A team of natural resource professionals who view data not as a commodity but as the 

lifeblood of our work 

This plan is to be used in conjunction with the Data Management Guidelines for Inventory and 

Monitoring Networks (NPS 2008b). These guidelines are referred to as the national-level data 

management plan (DMP), which describes national policy and overall principles used across all I&M 

networks. The structure of the Data Management Plan for the Southern Plains Network and much of 

the content is derived from the national DMP (NPS 2008). This plan provides details for how data 

management activities will be conducted within the Southern Plains Network (SOPN) Specifically, 

this plan describes how the network will: Support Inventory and Monitoring Program objectives 

• Acquire and process data 

• Assure data quality 

• Document, analyze, summarize and disseminate data and information 

• Maintain nationally developed data management systems 

• Maintain, store and archive natural resources data and information 
______________________________________________________________________________ 

xiv
______________________________________________________________________________

xv

Acknowledgements 

This document represents a culmination of effort across the Inventory and Monitoring Program 

and could not have been written without their inspiration and insight. The community of data 

managers in the I&M Program and parks within the 32 I&M Networks fosters a collaborative 

environment with the free sharing of information. Credit is due to all who have preceded SOPN 

in the completion of network data management plans, and for making these plans available to the 

rest of us. 

Specifically, ten data management plans were used extensively in the development of this plan and 

associated standard operating procedures and I would like to send our appreciation to the authors of 

those plans: Doug Wilder (Central Alaska Network), Rob Daley (Greater Yellowstone Network), 

Whitney Granger (Gulf Coast Network), Geoff Sanders (National Capitol Region), John Boetsch, 

Bret Christoe, and Ronald Holmes (North Coast and Cascades Network), Sara M. Stevens and Gary 

Entsminger (Northeast Coastal and Barrier Network), Fred Dieffenbach (Northeast Temperate 

Network), Margaret Beer, Elizabeth Nance, Aneth Wight, Melissa Powell, Russ DenBleyker 

(Northern Colorado Plateau Network), Brent Frakes, David Pillmore, Dan Manier, Billy Schweiger, 

Mike Britten (Rocky Mountain Network), Rosamonde R. Cook and Pat Lineback (Sierra Nevada 

Network), and Dorothy Mortenson (Southwest Alaska Network). 

In addition, the national-level data management staff have provided the vision and created the 

tools that have been essential to my work. In particular, my thanks go to Peter Budde, Chris 

Dietrich, Kathy Dratch, Joe Gregson, Willene Hendon, Simon Kingston, Alison Loar, Danelle 

Malget, Lisa Nelson, Wendy Schumacher, and Mark Wotawa for their support, hard work, and 

dedication. 

Special thanks goes out to Margaret Beer whose support, insight and coordination during the 

production of the national Data Management Plan has been invaluable. 
______________________________________________________________________________ 

xvi
______________________________________________________________________________

Chapter 1 - Introduction 1 

Chapter 1. Introduction 

Since 1916, the mission of the U.S. National Park Service (NPS) has been “...to conserve the 

scenery and the natural and historic objects and the wildlife therein and to provide for the 

enjoyment of the same in such manner and by such means as will leave them unimpaired for the 

enjoyment of future generations” (National Park Service Organic Act, 1918). 

Chapter 4 of the 2006 NPS Management Policies states, “The National Park Service will strive to 

understand, maintain, restore, and protect the inherent integrity of the natural resources, process, 

systems, and values of the parks.”(NPS 2006). This policy, 90 years after the Organic Act, 

continues to stress that one of park managers’ core responsibilities is to preserve park resources, 

and their associated values, in their natural state for future generations. Through an implemented 

and maintained data management program, inventories of park- related natural resource data, and 

a long-term natural resource monitoring program, the Southern Plains Inventory and Monitoring 

Network ("SOPN" or “the Network”) can provide park managers with up-to-date scientific 

knowledge and tools to help them better understand and manage the parks’ ecosystems. The 

objective of this data management plan (DMP) is to provide a guideline that SOPN will follow in 

order to manage all aspects of ecological data maintained by the network. 

1.1 The National Park Service Vital Signs Monitoring Program 

The Inventory and Monitoring (I&M) Program represents a long-term commitment by the NPS 

to assess and document the status, health and trends of park resources. In 1998, the National 

Parks Omnibus Management Act established a framework for the I&M Program, which fully 

integrates natural resource monitoring and other scientific activities into the management 

processes of the National Park system. 

The Inventory and Monitoring Program’s long-term goals (NPS 2008a) are to: 

• Inventory the natural resources under National Park Service stewardship to determine 

their nature and status. 

• Monitor park ecosystems to better understand their dynamic nature and condition and to 

provide reference points for comparisons with other, altered environments. 

• Establish natural resource inventory and monitoring as a standard practice throughout the 

National Park system that transcends traditional program, activity, and funding 

boundaries. 

• Integrate natural resource inventory and monitoring information into National Park 

Service planning, management, and decision making. 

• Share National Park Service accomplishments and information with other natural 

resource organizations and form partnerships for attaining common goals and objectives. 

To achieve the last two of these goals, a modern information management infrastructure must be 

developed. This infrastructure will include procedures to ensure that relevant natural resource 

data collected will be entered, validated, analyzed, reported, documented, cataloged, archived, 

and made available to others for management decision-making, research, and education. 
______________________________________________________________________________ 

2 

Figure 1-1. The Southern Plains Inventory and Monitoring Network

1.2 Southern Plains Network 

The Southern Plains Network (SOPN) (Figure 1.1) consists of mostly mixed- and shortgrass 

prairie ecosystems. It is bordered on the east by tallgrass prairie and on the west by the forested 

ecosystems of the Rocky Mountains. SOPN parks vary in size from 326 acres (132 ha) to more 

than 46,000 acres (18,615 ha) (Table 1.1), and contain a wide range of biotic communities and 

abiotic conditions (Table 1.2). 

Most of the SOPN parks were established primarily for cultural and recreational reasons. 

Therefore, only three parks (Bent’s Old Fort NHS, Chickasaw NRA and Lake Meredith NRA 

have full time natural resource staff. However, all network parks contain significant natural 

resources. Many of these resources are embedded within a framework focused on a human event 

or activity, and the enabling legislation for many of the parks refers to ecological systems (e.g., 

requiring that the scene for the period of significance at a historical park be maintained). SOPN 

parks are some of the only representatives of short- and mixed-grass prairie ecosystems in 

protected status (Perkins et al. 2008).. The parks occur in a landscape dominated by agriculture, 

and act as natural oases that are refugia for endemic, threatened, and endangered species, as well 

as common species. (Perkins et al. 2008). 
______________________________________________________________________________

Chapter 1 – Introduction 3 

Table 1-1. List of abbreviations, affiliations, and basic statistics for the 11 Southern Plains Inventory and 

Monitoring Network parks 

Park name Abbreviation State Region Year 

est. 

Acres 

(ha) 

Base Funding 

(FY05) 

FTE 

(FY04) 

Visitation 

(FY04) 

Alibates Flint 

Quarries NM ALFL TX Intermountain 1965 1,371 

(555) $0 0 1,794 

Bent’s Old Fort NHS BEOL CO Intermountain 1960 799 

(323) $1,052,000 19 31,487 

Capulin Volcano NM CAVO NM Intermountain 1916 793 

(321) $651,000 10 58,705 

Chickasaw NRA CHIC OK Intermountain 1906 9,889 

(4,002) $3,032,000 41 2,939,119 

Fort Larned NHS FOLS KS Midwest 1964 718 

(291) $941,000 13 35,535 

Fort Union NM FOUN NM Intermountain 1956 721 

(292) $773,000 13 13,572 

Lake Meredith NRA LAMR TX Intermountain 1990* 46,349 

(18,757) $2,150,000 40 806,481 

Lyndon B. Johnson 

NHP LYJO TX Intermountain 1969 674 

(273) $3,361,000 52 94,963 

Pecos NHP PECO NM Intermountain 1965 6,670 

(2,699) $1,324,000 19 34,435 

Sand Creek 

Massacre NHS SAND CO Intermountain 2000 2,400 (971) $356,000 3 0 

Washita Battlefield 

NHS WABA OK Intermountain 1965 326 (132) $640,000 3 15,723 

TOTAL 71,606 

(29,878) $14,280,000 213 4,032,814 

Table 1-2. Biophysical overview of the Southern Plains Network. 

Park Annual 

precip. (in.) 

Avg. min./ max 

air temp (°F) Elevation (ft) Vegetation Province (Bailey 1994) 

ALFL 20 43/71 2,800–3,320 Southwest Plateau and Plains Dry Steppe and Shrub 

BEOL 12 37/69 3,980–4,020 Great Plains-Palouse Dry Steppe 

CAVO 9 35/62 6,990–8,180 Great Plains-Palouse Dry Steppe 

CHIC 38 49/72 780–1,160 Prairie Parkland (Subtropical) 

FOLS 23 41/67 2,020–2,095 Great Plains Steppe 

FOUN 17 31/64 6,685–6,835 Southern Rocky Mountain Steppe-Open Woodland-Coniferous 

Forest-Alpine Meadow 

LAMR 20 43/71 2,800–3,320 Southwest Plateau and Plains Dry Steppe and Shrub 

LYJO 32 52/78 1,190–1,565 Southwest Plateau and Plains Dry Steppe and Shrub 

PECO 17 32/63 6,695–7,575 Southern Rocky Mountain Steppe-Open Woodland-Coniferous 

Forest-Alpine Meadow 

SAND 13 35/66 3,940–4,085 Great Plains-Palouse Dry Steppe 

WABA 25 44/71 1,920–2,000 Great Plains Steppe and Shrub 

1.2.1 Network Staff 

The SOPN is comprised of three permanent staff, the Network Coordinator, Data Manager and 

Biological Technician. The Network Coordinator and Biological Technician are located at 

Highlands University in Las Vegas, NM. The Data Manager is based at Lyndon B. Johnson NHP 
______________________________________________________________________________ 

4 

(LYJO), Johnson City, Texas. The Board of Directors (BOD) and Technical Committee (TC) 

help provide guidance and support to the program. 

1.2.2 Board of Directors 

The network's oversight is provided by the BOD, which is comprised of three Superintendents 

from network parks that each serves a three-year term on a rotational basis, the chair of the 

Technical Committee who serves a two-year term, and the Network Coordinator and 

Intermountain Regional I&M Coordinator who are both permanent board members. In addition, 

there are two advisory, non-voting members from the Great Plains Cooperative Ecosystem 

Studies Unit (CESU) and the Gulf Coast CESU. 

1.2.3 Technical Committee 

The Network’s Technical Committee (TC) is the primary functioning body with responsibility 

for general program planning and implementation. The technical committee is comprised of one 

natural resource, or appointed staff member from each of the 11 network parks. All are 

permanent members of the committee. The chair position rotates every two years. 

1.3 Goals and Objectives 

The goal of SOPN’s data management program is to maintain, in perpetuity, the data and derived 

information from the network’s resource inventory and monitoring program. The purpose of this 

document is to describe at a the objectives, policies, and guidelines that will ensure the highest 

standards for data acquired or managed by the network. These standards include: 

• Accuracy: The quality of the data collected and managed by SOPN is paramount. 

Analyses performed to detect ecological trends or patterns require data with minimal 

error and bias. Inconsistent or poor-quality data can limit the detectibility of subtle 

changes in ecosystem patterns and processes, lead to incorrect interpretations and 

conclusions, and could greatly compromise the credibility and success of the I&M 

Program. To ensure that the network produce and maintain data of the highest possible 

quality, procedures are established to identify and minimize errors at each stage of the 

data lifecycle. 

• Security: Digital and hard-copy data must be maintained in environments that protect 

against loss, either due to electronic failure or to poor storage conditions. The network 

must have in place proper storage and backup procedures and disaster recovery plans. In 

addition, collaboration with the NPS Museum Management Program enlists the expertise 

of museum curators and archivists to ensure that related project materials such as field 

notes, data forms, specimens, photographs, and reports are properly cataloged, stored, 

and managed in archival conditions. 

• Longevity: Countless data sets have become unusable over time either because the 

format is outdated, or because metadata is insufficient to determine the data’s collection 

methods, scope and intent, quality assurance procedures, or format. While proper storage 

conditions, backups, and migration of data sets to current platforms and software 

standards are basic components of data longevity, comprehensive data documentation is 
______________________________________________________________________________

Chapter 1 – Introduction 5 

equally important. Networks must ensure that data sets are consistently documented, and 

in formats that conform to current federal standards. 

• Usability: One of the most important responsibilities of the Inventory and Monitoring 

Program is to ensure that data collected, developed, or assembled by staff and 

cooperators are made available for decision-making, research, and education. Providing 

well-documented data in a timely manner to park managers is especially important to the 

success of the program. Networks must ensure that: 

o data can be easily found and obtained 

o data are subjected to full quality control before release 

o data are accompanied by complete metadata 

o sensitive data are identified and protected from unauthorized access and 

distribution. 

1.4 Integration with the National Level Data Management Plan 

A new methodology for creating network-level data management plans was created in 2007. 

This new method involved creating a national-level data management plan (DMP) that would 

contain key laws, guidance and polices that are relevant across the program. Network-level 

plans will provide general information and directions for data management activities required by 

the individual network. Specific aspects of data management will be addressed in a series of 

Standard Operating Procedures (SOPs) located in the appendices of this document. Many of the 

data management methods will be dependent on the individual projects. When possible, the 

network will try to utilize as many of the same SOPs and guidelines for each project in an 

attempt to keep methodologies consistent. It is the intention of this DMP to be easily adapted to 

all SOPN natural resource projects. 

______________________________________________________________________________ 

Chapter 2 – Infrastructure and System Architecture 7 

Chapter 2. Infrastructure and System Architecture 

A modern data management infrastructure (e.g., hardware, software) represents the foundation 

upon which our network information system is built. Infrastructure refers to the system of 

computers and servers that are functionally or directly linked through computer networking 

services. Architecture refers to the applications, database systems, repositories, and software 

tools that make up the framework of an information management system. The SOPN relies on 

park, network, and national Information Technology (IT) personnel and resources to maintain a 

computer infrastructure and architecture. This includes but is not limited to hardware 

replacement, software updates and support, security updates, virus-protection, 

telecommunications networking, and server backups. As technology relating to computer 

hardware resources advances, and the Network’s computer infrastructure evolves, modifications 

will be made to meet information management objectives. Communication and networking with 

park IT specialists is essential to ensuring adequate resources and service continuity for SOPN 

computer systems architectures. 

2.1 SOPN Program Architecture 

An important element of an information management program is a reliable, secure network of 

computers and servers. Our digital infrastructure has three main components: a network-based 

local area network (LAN), a regional wide-area network (WAN), and servers maintained at the 

national level (Figure 2-1). Each of these components hosts different parts of our natural 

resource information system. Network workstations will either connect directly to this network 

from inside the regional WAN, or via virtual private network (VPN) connections for offices not 

located within NPS buildings. 

Figure 2-1. Main Components of the SOPN Infrastructure 

IT duties for Network programs such as I&M are provided primarily by the network data 

manager and in some cases, the IT staff at LYJO. These include hosting and managing Network 
______________________________________________________________________________ 

8 

electronic files being created, managed, and disseminated by Network staff and cooperators. The 

SOPN LAN will be housed with the data manager at LYJO and is the primary repository for 

I&M electronic files with access available to I&M staff. Files will be managed within a 

standardized electronic directory structure organized by project (see Appendix A- Central Files 

Directory Structure for details) . Security will be achieved through electronic file and directory 

permissions with administration rights controlled by IT personnel and a limited number of 

trained program staff. 

2.2 National System Architecture 

The national I&M program provides several repositories for hosting SOPN information products 

and applications for summarizing park data at a national level. The applications are available 

online (with the exception of ANCS+ and NPSTORET) and allow users to access basic natural 

resource information for SOPN parks. Specific descriptions of each of these applications can be 

found in Section 2.4.2.3 of the NDMP. 

• NatureBib – master database for natural resource bibliographic references 

• NPSpecies – master database for species occurrence records and evidence (voucher 

specimens, references, observations or data sets) at each park 

• NPS Data Store – master database of metadata for Geographic Information System (GIS) 

and natural resource data sets and a repository for that data 

• NPS Focus Digital Library and Research Station – a decentralized digital imagery and 

• data management system, implemented through a central public Internet portal sponsored 

by the NPS Office of the Chief Information Officer. Includes to the NPS Data 

Clearinghouse. 

• NPS Data Clearinghouse – the central repository for NPS GIS data available to the 

public. Implemented through the NPS Focus gateway. 

• NPS Automated National Catalog System (ANCS+) – the official curatorial cataloging 

system of the NPS. 

• Biodiversity Data Store – an Internet-based repository of documents, GIS and other data 

sets that contain information of plant and animal species that contribute to knowledge of 

the biodiversity in national parks 

• NPSTORET (also known as NPS Water Quality Database Templates) – a NPS database 

designed to facilitate park-level standardized reporting for STORET, an Internet-based 

interagency water quality database developed and supported by the Environmental 

Protection Agency (EPA) to house local, state, and federal water quality data collected in 

support of managing the nation’s water resources under the Clean Water Act. 

2.3 Network Security 

Local and wide area networks currently conform to Department of Interior (DOI) security 

guidelines. All sensitive electronic files should be placed in protected folders with limited read 

and write access. Electronic file and directory permissions administration will be partially 
______________________________________________________________________________ 

Chapter 2 – Infrastructure and System Architecture 9 

decentralized with file and folder administrative rights controlled by limited Network staff 

including the data manager and, in some cases, the LYJO IT specialist. Deployment of a 

Microsoft utility will enable the management and restoration of New Technology File System 

(NTFS) file and folder permissions on network servers. Staff needing read or write access to the 

SOPN directory structure will be enabled through Microsoft Active Directory and NTFS 

permissions. 

There are very rare circumstances where encryption of sensitive electronic files and/or folders 

may be necessary. As an example, files on removable media or portable devices may rarely need 

additional protection from unauthorized access or use. An encryption policy and procedures for 

staff who must implement electronic file encryption or other security measures is currently under 

development. 

2.4 SOPN I&M Web Sites 

The SOPN I&M main web site provides to the public, general information about the Network 

and its parks, and the I&M Program, including information on inventories, monitoring, data 

management, and reports and publications as directed by WASO’s general webpage templates. 

The website will also be used to distribute products such as results of I&M vital signs monitoring 

(e.g., executive briefs, progress reports, trend reports, etc.) and the SOPN Data Management 

Plan. An Intranet portal is also in place, where park and network staff can share information and 

data that are not ready or is inappropriate for public posting. Structure and content of the SOPN 

I&M web sites comply with National Park Service standards listed in Section 2.5.4 of the 

national DMP (NPS 2008b). 

2.5 Collaboration Technologies 

A small group of network park staff, the Collaborative Technologies Work Group, evaluated 

current collaborative technologies and developed recommendations aimed at improving remote 

collaboration between groups and/or individuals at physically separate locations. Effective and 

efficient communications are essential and staffs must consider using both emerging and existing 

technologies as a means to improve communications. The SOPN I&M Program is an good 

example of a program requiring collaboration between employees at four national parks spread 

across a large geographic area making face-to-face meetings difficult. 

Section 2.4.4 of the National DMP (NPS 2008b) provides information regarding the 

collaboration technologies that can be utilized by the I&M Networks. Based on 

recommendations from the collaboration technologies workgroup, SOPN will consider adopting 

Microsoft SharePoint Services. 

2.6 Geographic Information Systems 

SOPN Park staff will receive network support for ESRI (Environmental Systems Research 

Institute) software packages ArcView and ArcGIS. This support includes documentation, 

archiving, and providing geographic information system (GIS) data and products to various 

cooperators and others by request. The NPS Intermountain Regional GIS office may also provide 

support when needed. The National DMP suggests using NPS Theme Manager to provide GIS 

layers to staff with limited skills(NPS 2008b). SOPN will consider this option for deploying GIS 

data. Standards regarding GIS data can be found in Appendix D – GIS Specifications. 
______________________________________________________________________________ 

10 

2.7 Database Applications Development 

Section 2.4.6 of the National DMP calls for desktop versions of network databases to be 

developed in the latest Microsoft Access format unless otherwise specified in the project study 

plan(NPS 2008b). Desktop databases produced under contract will also use Microsoft Access 

unless otherwise specified in advance. At this time, SOPN does not anticipate the need to move 

to an enterprise relational database management system such as Microsoft SQL Server. 

However, SOPN will revisit this position every year and switch over should the need arise. 

Further details regarding database applications can be found in Chapter 5 of this plan. 

2.8 Word Processing 

All reports and other textual documents will be finalized in editable electronic format in the 

latest available version of Microsoft Word or Adobe Acrobat, unless otherwise specified in the 

project study plan. Distribution copies will be converted to the latest version of Adobe Acrobat. 

2.9 Digital Data Formats 

Section 2.5.1 of the National DMP provides guidance and standards for digital data formats 

(NPS 2008b). This includes databases, tabular data, spatial data and image data. SOPN will 

adopt the standards listed in the following sections. Additionally, all digital file names will 

follow specifications found in Appendix C – Digital Document File Naming Conventions. 

2.9.1 Databases 

Well thought-out database design standards are necessary to promote compatibility among data 

sets encourage sound database design, and facilitate interpretability of data sets. SOPN has 

adopted the Natural Resources Database Template (NRDT) as the standard for database design 

and recommends this method be used as much as possible. A description of the NRDT and a 

working database is presented in Chapter 5 – Database Design. Additional information can be 

found at (http://science.nature.nps.gov/im/ apps/template/index.cfm). Specific guidance 

regarding databases can be found in Appendix B – Database Specifications. 

2.9.2 Tabular data 

Tabular data can be stored in any number of applications (i.e. word processing, spreadsheets, 

databases and tables) and formats (e.g. dat, txt, xml, dbf, xls, csv). The SOPN standard format 

for tabular data is Microsoft Excel (.xls)or tab-delaminated text files (.txt).The Network will 

strongly encourage documentation of attribute and table information (see metadata development 

in subsequent chapters). Specific guidance regarding tabular data can be found in Appendix B – 

Database Specifications. 

2.9.3 Spatial data 

The coordinate system standard the National Park Service is Universal Transverse Mercator with 

North American Datum 1983 (UTM NAD83) (NPS 2008b). Efforts will be made to migrate 

existing spatial data this data projection and it will be used for any new spatial data development. 

Currently, Network and park staff use many different raster and vector data formats for storing 

and managing spatial data. Vector data formats commonly include ESRI ArcInfo coverages, 
______________________________________________________________________________ 

Chapter 2 – Infrastructure and System Architecture 11 

shapefiles, and personal geodatabases. Raster data formats commonly include MRSID, TIFF, 

GEOTIFF, and Grid structures. Since ESRI software products have historically demonstrated 

excellent backward compatibility with older data structures, there is no requirement for SOPN to 

migrate data formats to more modern data structures and all the above listed formats will be 

accepted. Specific guidance regarding spatial data can be found in Appendix D - GIS 

specifications and Appendix E – GPS Specifications. 

Section 2.5.1 of the National DMP discusses the file geodatabase format that recently became 

available with the release of ArcGIS 9.2(NPS 2008). This data structure does carry numerous 

advantages such as scalability, ability to handle large datasets and compatibility across operating 

systems. However, at this time SOPN does not have a large GIS collection and park staff has 

limited GIS skills. At this time the network will continue to maintain data in shapefile format, 

but this position will be reconsidered annually. 

2.9.4 Image data 

Photographic information has become not only an important component of resource management 

but also a consumer of considerable amounts of electronic storage. Photographic information in 

the forms of digital images, scanned photographs, and satellite imagery has become a primary 

concern of both IT and data management staff for two reasons. First, IT staff are looking for 

simple and easy ways to store the large number of digital images that field personnel collect. 

Second, data management staff are concerned information may be lost with this large influx of 

digital imagery and want to encourage personnel to document what they obtain. SOPN has 

adopted ThumbsPlus from Cerious Software, Inc. for image management due to it’s ease of use 

and because image metadata is stored in a Microsoft Access database. This will facilitate 

exporting image data to other applications. Specific guidance regarding image data can be found 

in Appendix I - Digital Photograph Management Guidelines. 

2.10 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for infrastructure and 

architecture for SOPN. 

• Appendix B – Database Specifications 

• Appendix C – Digital Document File Naming Conventions 

• Appendix D – GIS Specifications 

• Appendix E – GPS Specifications 

• Appendix M – Web Page Development and Maintenance 

______________________________________________________________________________ 

Chapter 3 – Data Management and Process Workflow 13 

Chapter 3. Data Management Process and Workflow 

There are two main types of projects handled by natural resources and SOPN staff: 

1. Short-term projects - These include single year projects, individual park research 

projects, inventories, or pilot work done in preparation for long-term monitoring or 

research. 

2. Long-term projects – These include Network vital-signs monitoring projects central to 

the I&M program and multi-year research projects and monitoring performed by other 

park programs, agencies and cooperators. Long-term projects often require a higher level 

of documentation, peer review, and program support. 

Figure 3-1. Primary Project Stages 

Both short-term and long-term projects share 

many work flow characteristics, and both generate 

data products that must be managed and made 

available. However, long-term projects have an 

increased need to adhere to and maintain 

standards and will require the ability to comparing 

data over an extended period of time (decades for 

long term monitoring). 

3.1 Project Management Stages 

Projects conducted by SOPN can be divided into a 

series into five primary stages (Figure 3.1): 

1. Planning and Approval. At this stage 

many of the preliminary decisions are 

made regarding areas such as project 

scope and objectives. Funding sources, 

permits and compliance are also addressed 

at this time. Primary responsibility rests 

with project leaders and the network 

coordinator. Although there are no specific 

data management activities during this 

phase, to anticipate data management 

needs the data manager will need to 

remain informed. 

2. Design and Testing. Details regarding 

how data will be acquired, processed, 

documented, analyzed, reported are 

developed during this stage. Collaboration 

between the project leader and the data 

manager is critical in order to assure data 

quality and integrity. Key data 
______________________________________________________________________________ 

14 

management details such as developing documentation of project databases (relational 

diagrams, data dictionaries, business rules, and front-end programming, etc.) and formal 

metadata are worked out during this stage. A joint effort is required to develop and 

document the project methods, data design, data dictionary, and the database itself. 

3. Implementation. Data are acquired, processed, error-checked and further documented, 

and products are developed during this stage. The project leader oversees all aspects of 

this stage, with the data management staff functioning primarily as facilitators to support 

database applications, GIS, GPS, data verification, summarization, and analysis. Project 

staff members work to develop and finalize the deliverables that were identified in the 

project planning documents (i.e., protocol, study plan, contracts, agreements or permits). 

4. Product Integration and Distribution. Data are merged from the working database to 

master databases. Administrative records should be delivered to appropriate park and 

Network staff as specified. All project deliverables should be distributed according to 

specifications, which should be stipulated in all protocols, contracts, agreements, and 

permits. Products that do not meet program requirements should be returned for revision. 

5. Evaluation and Closure. Project records are updated in the tracking database to reflect 

the status of the project. After products are catalogued and made available, program 

administrators, project leaders, and data managers should work together to assess how 

well the project met its objectives, and to determine what might be done to improve 

various aspects of the methodology, implementation, and formats of the resulting 

information. 

3.2 Data Lifecycle 

Project data take different forms and are maintained in different places as they are acquired, 

processed, documented and archived. These phases can be modeled as a sequence of events and 

tasks which involve interaction. Specifics regarding the data lifecycle can be found in the 

national DMP (NPS 2008b). Key highlights of this cycle include: 

• Archiving all raw data in their native format. 

• Using working databases as the focal point of all modification, processing, and 

• documentation of data collected for a given time period. 

• Archiving and posting or integrating data with national archives after all quality 

assurance, documentation and certification are complete. 

• Uploading data for long-term monitoring projects into master databases 

• Using certified data sets to develop reports and other data products (maps, 

• checklists, etc.). These products are also archived and posted to appropriate national 

applications and repositories. 

• Documenting all subsequent changes to certified data sets in an edit log, which is 

distributed with the data. 

3.3 Standard Operating Procedures 

Specific guidance on how the SOPN will manage projects can be found in the following 

document. 

• Appendix J – Project Data Life Cycle Guidance. 
______________________________________________________________________________ 

Chapter 4 – Roles and Responsibilities 15 

Chapter 4. SOPN Roles and Responsibilities 

Data management is about people and organizations as much as it is about information 

technology, database theory, and applications. For large park resources programs, such as the 

SOPN Inventory and Monitoring program to work effectively, everyone within the program, and 

all those in collaboration with it, must have stewardship responsibilities for the production, 

analysis, management, and/or end use of data produced by the program. In order to meet new 

data management goals and standards developed by the National Park Service and its 

constituents, program staff must understand how data and information flow (discussed in 

Chapter 3) and what their roles and responsibilities are in this process. A role is a function or 

position (e.g., Data Manager). A responsibility is a duty or obligation (e.g., review data records). 

Table 4.1 summarizes general types of data stewardship activities and the roles typically 

associated with them. Further details can be found in Section 4.4 of the national DMP (NPS 

2008b). 

Table 4-1. Categories of data stewardship involving Southern Plains Network personnel 

Stewardship Activity Description of Activities Principal Roles 

Production 

Creating data or information from any original or 

derived source. This includes recording locations, 

images, measurements, and observations in the 

field, digitizing source maps, keying in data from a 

hardcopy source, converting existing data 

sources, image processing, and preparing and 

delivering informative products, such as summary 

tables, maps, charts, and reports. 

Project Crew Leader, 

Project Crew Member, 

Data/GIS Specialist or 

Technician 

Analysis 

Using data to predict, qualify, and quantify 

ecosystem elements, structure, and function as 

part of the effort to understand these components, 

address monitoring objectives, and inform park 

and ecosystem management. 

Ecologists, 

Resource Specialists 

Management 

Preparing and executing policies, procedures, and 

activities that keep data and information resources 

organized, available, useful, compliant, and safe. 

Project Leader, 

Data Manager, 

GIS Manager, 

IT Specialist, 

Database Manager, 

National-level Data and 

Information Managers 

End Use 

Obtaining and applying available information to 

develop knowledge that contributes to 

understanding and managing park resources. 

Project Leader, 

Park Managers and 

Superintendents, 

Others 

Data management and stewardship is the responsibility of all participants in SOPN I&M 

activities and requires true collaboration among many people with a broad range of tasks and 
______________________________________________________________________________ 

16 

responsibilities. Good habits and attitudes are as important as standards and procedures. 

Although primary responsibility resides with the data manager, project leaders, and GIS 

specialist who make up the core data management team, all SOPN staff and cooperators are 

responsible for ensuring data stewardship is practiced throughout the life of a monitoring project. 

Table 4.2 summarizes the roles and responsibilities of SOPN staff and cooperators with respect 

to data stewardship. It should be noted that a single person may take on more than one role in a 

given project. For instance, the SOPN data manager will also take on the role of GIS specialist 

for projects conducted within SOPN. 

Table 4-2. Roles of SOPN network staff and cooperators working on monitoring projects. 

Role Data Stewardship Responsibilities 

Project crew member Collect, record, verify data; perform data entry; organize field forms, photos, other 

related materials 

Project crew leader Supervise crew, communicate regularly with data manager and project leader 

Network data manager /GIS 

specialist 

Ensure program data are organized, useful, compliant, safe, and available. 

Oversee GPS data collection, manage spatial data, prepare maps, perform 

spatial analyses 

IT specialist Apply database and programming skills to network projects, maintain information 

systems to support data management 

Project leader Direct operations, including data management requirements, for network projects 

Resource specialist Evaluate validity and utility of project data; document, analyze, publish data and 

associated information products 

Quantitative ecologist Determine project objectives and sample design; perform and document data 

analysis and synthesis; prepare reports 

Network coordinator Coordinate and oversee all network activities 

Park or regional curator Ensure project results (documents, specimens, photographs, etc.) are cataloged 

and stored in NPS or other repositories 

I&M data manager (national 

level) 

Provide service-wide database support and services; provide data management 

coordination among networks 

End users (managers, scientists, 

interpreters, public) 

Inform and direct the scope of science information needs; interpret information 

and use to direct or support decisions 

4.1 Standard Operating Procedures 

A Roles and Responsibilities section is to appear in all SOP’s created by SOPN to insure that 

everyone involved in a project clearly understand the tasks assigned to them in all projects. 
______________________________________________________________________________ 

Chapter 5 – Database Design 17 

Chapter 5. Database Design 

The network data manager and project leaders will collaborate on design of field data sheets, 

database structure, and database application for each monitoring project. Databases will be 

standardized where possible following the I&M recommended guidelines for database structure 

and naming conventions developed in the Natural Resource Database Template (NRDT) and the 

Recommended Naming Standards. SOPN will also develop standardized lookup tables for data 

elements shared across many monitoring projects. SOPN currently uses Microsoft Access for all 

project databases. Designing modular databases instead of a central database will allow for 

greater flexibility to accommodate each project’s needs and sufficient standardization can ensure 

the ability to aggregate and summarize data across multiple projects. At this time, SOPN is not 

planning on moving to a client-server relational database management system such as Microsoft 

SQL Server. However, all databases will be designed to allow upscaling to a client-server 

relational database system should the need occur. The following provides general guidance for 

all databases used by the SOPN. Specific details regarding database design can be found in 

Appendix B – Database Specifications. 

5.1 Natural Resources Database Template 

The National Park Service Inventory and Monitoring (I&M) Program's Natural Resource 

Database Template (NRDT) is a set of Microsoft Access relational database tables that parks and 

networks can use to develop applications for capturing natural resource inventory and monitoring 

data. The NRDT: 

• Provides both a data interchange standard and a standard MS Access database core that 

allows flexibility in application design. 

• Serves as a starting point for application development that can be extended as necessary 

to accommodate any inventory or monitoring field sampling protocol. 

• Standardizes location and observation data to facilitate the integration of data sets. 

• Acts as a design platform for developing database applications in MS Access allowing 

users to enter, edit, display, summarize, and generate reports for inventory or monitoring 

data sets. 

• Integrates with other I&M data management systems and data standards including the 

NR-GIS Metadata Database, GIS tools and data, the NPS GIS Committee Data Layers 

Standard and the NPS Metadata Profile. 

5.1.1 Front End Builder 

The Front-end Application Builder (FAB) is a Microsoft Access file that is intended to be used 

by developers of NRDT applications to create a front-end (user-interface) to an NRDT v.3.2 

back-end (database). The FAB comes with many built-in features that allows developers to 

quickly add functionality to network databases. These features include: 

• table linking utility 

• data backup 

• compaction 

• lookup table management 

• main menu 
______________________________________________________________________________ 

18 

• standardized data entry forms for core NRDT v.3.2 tables 

• standardized data "gateway" form for retrieving records 

5.2 Data Modeling 

Communication is a vital part of developing a suitable database design for individual projects. 

One mechanism for this communication is collaborative development of data models by the 

network’s data manager and project leaders. Data models combine diagrams with associated 

descriptions and the I&M Program utilizes three types. 

• Conceptual Data Models are constructed to graphically portray processes specifically 

related to the implementation phase of a project – especially those involving acquisition, 

processing, and QA/QC (see below) of data. They are software-independent, free of 

details and focus on capturing enough information needed to accurately depict project 

data design. 

• Logical Data Models are an abstract representation of database entities, their relationships 

and key attributes. 

• Physical data model depicts the structure of the actual database, with all of its data tables, 

field definitions, and relationships. Although the logical and physical models might 

appear similar, the physical model provides enough detail to construct the physical 

database. 

Databases created by SOPN will have associated data models created as part of the design and 

documentation process. Further details regarding data modeling can be found in Section 5.5 of 

the national DMP (NPS 2008b). 

5.3 Quality Assurance/Quality Control 

The success of any natural resources program is dependent on the quality of the data it collects, 

manages, and disseminates. The concepts of quality assurance (QA) and quality control (QC) are 

defined in Chapter 7 and discussed with respect to each phase of a project's lifecycle. Relational 

Database Management Systems (RDMS) can be designed to incorporate and automate many 

QA/QC procedures associated with data collection and processing. All databases designed by 

the SOPN will include features to insure data integrity. (See Appendix B – Database 

Specifications for details). 

5.4 Database Documentation 

5.4.1 Basic Requirements 

Relational databases will be documented according to the standards outlined above. Complete 

documentation will also include a narrative overview with a description of the business rules 

employed, entity relationship diagrams, and documented programming code. Relational 

databases will also utilize internal documentation such as table and field descriptions and will 

include a table to track modifications. 

MS Access databases should be documented with the built-in Database Documenter tool, and 

documentation should include all objects. This will produce a pre-formatted report containing 

complete specifications of properties, relationship types and attributes, table indexes, and user 

and group permissions on every object in the database. This information, combined with the 
______________________________________________________________________________ 

Chapter 5 – Database Design 19 

programming code would enable any developer to recreate the structure and function of the 

database. 

The NPS Metadata Profile currently does not support all of this information., It will be stored 

independently and concurrently with the formal metadata in each database directory. 

Some metadata can now be extracted automatically from an MS Access database. The NPS 

Database Metadata Extractor MS Access add-in, Version 1.0 for MS Access 2000-2003, 

automatically harvests entity (table) and attribute (field) metadata, including value ranges 

(domains) from MS Access databases. It further allows the user to edit and review the harvested 

metadata, make batch edits, and export the metadata to a FGDC-compliant XML file. Exported 

XML can be used in the Metadata Tools & Editor either by opening it to start a new metadata 

record or by updating a template to fill in section 5 of an existing record. Further details 

regarding FGDC-compliant metadata can be found in Appendix G – Metadata Specifications. 

Project databases developed for the I&M Program will include a mandatory table, tbl_Db_Meta, 

which will contain a description of the purpose of the database, and a link to metadata records in 

the NPS Data Store. 

5.4.2 Revisions 

Every alteration in a project database that occurs after data collection and entry have begun 

should be documented. A table of revision history can be included within the database itself or 

maintained as a separate log. For I&M project databases, the table tbl_DB_Revisions is 

mandatory. This table includes contact person; date, reason, and description of the revision; and 

a link to tbl_Db_Meta.

5.5 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for databases creation by 

and for SOPN. 

• Appendix B – Database Specifications 

• Appendix G – Metadata Specifications 

______________________________________________________________________________ 

Chapter 6 – Data Acquisition, Processing and Reporting 21 

Chapter 6. Data Acquisition, Processing and Reporting 

Data managed and utilized by the network will originate from three types of sources: within the 

network, other NPS data collection efforts, and outside the NPS. 

• Network Data –data produced from projects that are initiated (funded) by the SOPN I&M 

Program or projects that involve the I&M Program. 

• NPS Data –data produced by the NPS that does not involve the I&M Program. 

• External Data –data produced by agencies or institutions other than the National Park 

Service. 

6.1 Programmatic Data 

Project crew leaders and members are primarily responsible for the collection, entry, and 

verification of data acquired from the field. Each monitoring project protocol will detail 

procedures for these data acquisition steps based on guidelines outlined in this plan. As data are 

collected and entered into a database, quality control procedures will be used to increase 

accuracy and limit transcription mistakes. A verification procedure will be used to check for and 

correct any transcription mistakes. NPS data acquired from parks, regional offices and national 

programs will undergo limited processing. Legacy data from parks will be evaluated and 

prioritized for digitizing or converting to modern formats. External data necessary for each 

project will be identified during project planning and protocol development and will be acquired 

if documentation is complete. In come cases, the network will access data that are maintained 

and archived by other programs (e.g. climate data). 

6.1.1 Data Collection 

A variety of tools are available to SOPN for data collection and include items such as field 

forms, computers, GPS units, etc. A general discussion of these tools are covered in detail in 

Section 6.4.1 of the national DMP (NPS 2008b). 

6.1.2 Data Processing 

Each project will have a database and field forms developed prior to the collection of any data in 

the field. SOPN program databases will be developed in conjunction with project protocols and 

will be based on the I&M Natural Resources Database Template (Chapter 5) and will include 

built-in procedures for QA/QC (Chapters 5 and 7). Ideally, data processing should proceed as 

follows, and as soon as possible after data are collected. 

• Field crews enter all data into an approved project database, under the supervision of the 

project leader. 

• Field crews periodically forward project data files to the project leader and/or data 

manager (refer to individual protocols for specific requirements). 

• All data undergo QA/QC procedures (see Chapter 5 and 7 for more specifics on data 

verification and validation). 

• The data manager maintains the master copy of the database and updates it with certified 

data files received from the project leader. 

• National databases are updated as per the procedures outlined in Chapter 10. 
22 

Spatial data

Details regarding methods for spatial data collection and processing can be found in the 

Appendix D – GIS Specifications and the Appendix E –GPS Specifications.. 

Photographs

Photos taken as part of a project’s data collection protocol constitute data and need to be 

organized, documented and preserved in conjunction with all other project data. The processing, 

documentation, and storage of photographs, including digital photos are detailed in the Appendix 

I – Digital Photograph Management Guidelines. 

Remote Sensing Data

The processing of remotely-sensed data is often project specific. Therefore, project plans, 

protocols, and SOPs should document these procedures. Some steps will be common to all data 

sets, including: 

• Images are geometrically registered using nearest-neighbor resampling methods and coregistered to UTM NAD83. Registration accuracy is assessed. 

• Images are radiometrically corrected and converted to exo-atmospheric reflectance. 

• Atmospheric corrections are made, if applicable. 

• All iterations (raw, intermediate corrections and final) are maintained until project 

completion when raw and final products are archived. 

Vouchers

The acquisition and processing of biological specimen vouchers will be guided by the policies 

outlined in Appendix L – Voucher Specimen Collection Management Guidelines. 

6.2 Non-programmatic Data 

A number of data sets used to manage the natural resources of SOPN parks is collected by 

entities outside of the Network (universities, state and federal agencies, and NPS programs). 

These data collection efforts are referred to as data discovery or data mining. Data collected and 

products produced by such efforts provide a great deal of information about park natural 

resources and are therefore relevant to many of its programs. Information collected during the 

data discovery process should be maintained either electronically or in hard copy format 

depending on how it was collected, and should be documented as fully as possible (Chapter 8). 

Data should be disseminated to the appropriate repository as summarized in Table 6.1 and 

discussed in Chapter 10. 

Data discovery is an integral part of project development, but efforts should not be limited solely 

to project development needs. This should be an ongoing process requiring regular data searches 

and visits to Network parks to ensure that Network parks maintain as much material relevant to 

managing their natural resources as possible. Encouraging data sharing among parks will assist 

in this process and may alleviate the need for regular searches of park records. 

Details regarding types and sources of data discovery and mining can be found in Section 6.5of 

the national DMP (NPS 2008b). Future data mining efforts within SOPN should adhere to the 

guidelines and protocols that will be outlined in Data Mining and Discovery SOP (under 

development as of September 2008). 
______________________________________________________________________________ 

Chapter 6 – Data Acquisition, Processing and Reporting 23 

Table 6-1. Summary of possible data sources for different types of information and repositories where 

they are maintained 

Type of Data Possible Source Repository 

Bibliographic / 

Literature 

• Online literature databases (e.g., 

First Search or Biosis) 

• Library catalogs (e.g., academic or 

research institutions) 

• Park archives through ANCS+ 

• NatureBib 

• Reference cabinets for 

hard copy materials 

• Digital archive for 

electronic materials 

Geographic Data • Regional centralized GIS data 

• Federal and state geographic data 

clearinghouses 

• Local, state, and federal government 

offices 

• Regional and park GIS specialists 

• NPS Data Store 

• Digital archive 

Biologic / Natural 

Resource Data 

• Voucher collections (museums, 

parks, universities) 

• Network parks 

• NPSpecies 

• Digital archive 

6.2.1 Data Collection 

The acquisition of data from non-programmatic sources should follow program specifications as 

outlined by a project protocol or SOPs. Procedures should be standardized as much as possible, 

include: 

• Contacting data stewards and informing them of program needs. 

• Establishing Memoranda of Understanding (MOUs) if needed. 

• Developing a contingency plan in case the data source is no longer available. 

• Determining whether data can be consistently exported/imported and establishing a 

schedule. 

• Determining how the data will be stored and integrated into the program. 

• Determining how errors will be addressed. 

• Determining if documentation is adequate and if not, completing where necessary. 

• Identifying any interest in the exchange of program data and information with the outside 

program. 

Agency or organizational stewards of these data often have the expertise to conduct proper 

quality control procedures and the capability to function as a repository and clearinghouse for 

validated data. In some cases, portions of external databases may be incorporated into SOPN 

databases and thereby made more accessible to staff. 

6.2.2 Data Processing 

Much of the data identified during the discovery process are likely to be the legacy type. As time 

and resources permit, SOPN will convert legacy data to file formats compatible with current 

software standards. Hardcopy references and other materials containing legacy data can be 

scanned and saved as .pdf files and stored in a program's digital library (Chapter 11). All legacy 

data sets should be reviewed and cataloged as follows: 

• Enter all biodiversity data into NPSpecies (this is especially important for park-based 

biological inventories). 
24 

• Enter all natural resource reports and publications related to SOPN parks into NatureBib. 

Hard copies should be stored in the appropriate park collections and electronic copies 

archived in the proper directory on the Network file servers (Chapter 11) 

• All GIS data should be stored in the proper projection (UTM NAD83) and accompanied 

by FGDC-compliant metadata (Chapter 8). 

6.3 Analysis and Reporting 

Obtaining meaningful results from data summary and analysis is essential to providing useful 

information for natural resource managers and scientists. It is therefore incumbent on data 

managers and data stewards to provide valid data in formats that support scheduled and ad hoc 

display, query, analysis, summary, and reporting. Routine and scheduled data summary, analysis 

and reporting requirements and procedures should be identified in project protocols. SOPN will 

follow the guidelines for analysis and reporting set forth in Section 6.6 of the National DMP 

(NPS 2008b). 

6.4 Changes to Procedures 

It is recognized that over time, changes may need to be made to established procedures. Should 

this need come, SOPN will follow the guidance set forth in Section 6.7 of the National DMP 

(NPS 2008b). Any changes that occur as a result of a change in a project's protocol should be 

documented in the formal documentation developed for the database (Chapter 5). 

6.5 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for the acquisition, 

processing and reporting of data collected by SOPN. 

• Appendix D – GIS Specifications 

• Appendix E – GPS Specifications 

• Appendix F – Library Management Strategy 

• Appendix H – Guidelines for Maintaining and Updating NPSpecies 

• Appendix L – Voucher Specimen Collection Management Guidelines 

• Data Mining and Discovery SOP (under development as of September 2008) 
______________________________________________________________________________

Chapter 7 – Quality Assurance and Quality Control 25 

Chapter 7. Quality Assurance and Quality Control 

The success of the I&M Program will ultimately depend on the quality of the data that are 

collected, processed, and disseminated. To ensure data of the highest quality, procedures have 

been established to identify and minimize errors at each project stage associated with the data 

life cycle. Quality assurance and quality control protocols and execution are the responsibility of 

all project participants joint responsibilities, the results of which are documented to notify end 

users of the level of data quality. Quality assurance, data summary, and data analysis are the 

responsibility of the project leaders; however, the data manager will provide tools to project 

leads to facilitate these activities. 

Although some quality control procedures depend upon the nature of a specific project, some 

general concepts apply to all network projects. To ensure that all SOPN vital signs monitoring 

projects produce and maintain data of the highest quality, a common set of procedures has been 

developed to identify and minimize both the frequency and significance of error at all stages in 

the data life cycle. Examples of quality assurance practices include: 

• Field crew training 

• Standardized field data forms with descriptive data dictionaries 

• Use of handheld computers and data loggers with built-in controls 

• Equipment maintenance and calibration 

• Procedures for handling data in the field 

• Database features to minimize transcription errors, including range limits, pick lists, etc. 

Verification and validation, including automated error-checking database routines and quality 

assurance methods should be in place at the inception of any project and continue through all 

project stages to final archiving of the data set. 

7.1 General Standards and Guidelines 

To ensure that SOPN produces and maintains data of the highest possible quality, a series of 

methods have been established to identify and minimize errors at each project stage associated 

with the data life cycle. These methods are detailed in Chapter 7 of the national DMP (NPS 

2008b). QA/QC procedures specific to any project should be specified in a project's protocols 

and SOPs. 

7.2 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for the QA/QC 

procedures for data collected by SOPN. 

• Appendix B – Database Specifications 

• Appendix K – Quality Assurance/Quality Control Guidance 

______________________________________________________________________________

Chapter 8 – Data Documentation 27 

Chapter 8. Data Documentation 

Documentation is essential to the longevity and value of project data. Anyone using these data in 

the future will need to know as much as possible about what, where, how, when, why, and by 

whom the data were collected, along with appropriate uses, including restrictions on sensitive 

information, and any known limitations. A good data management system cannot simply attend 

to the tables, fields, and values that comprise a data set. It also must provide a process for 

developing, preserving, and integrating the research context that makes data interpretable and 

useful. For SOPN, this will involve the development of formal metadata— a detailed, structured 

set of information about the content, quality, condition, and other characteristics of project data. 

The development of formal metadata that follow Federal Geographic Data Committee (FGDC) 

and NPS standards for content and format will enable the cataloging of project data sets within 

intranet and internet systems, thereby making them available to a broad range of potential users. 

Metadata for all SOPN monitoring projects will be parsed into two nested levels of detail, each 

targeted to a specific audience. The first level consists of minimally compliant metadata, which 

presents an overview of the product crafted to quickly convey the essentials needed to 

understand the context of the data. The second level is fully compliant metadata, which provides 

all components of supporting information such that the data may be confidently manipulated, 

analyzed and synthesized. Further details can be found in Section 8.3.1 of the national DMP 

8.3.1 (NPS 2008b) and in Appendix G – Metadata Specifications. 

8.1 Metadata Creation Tools 

There is a series of tools available to facilitate metadata collection. SOPN will use the following 

tools for Descriptions of these tools can be found in Chapter 8 of the national DMP (NPS 

2008b).The SOPN data manager will provide training and support in the use of these tools to 

project leaders and will aid in metadata development where practical. Upon completion, 

metadata will be posted with project data so that they area available and searchable along with 

their constituent data sets and reports via the SOPN Internet web site and the NPS Data Store. 

8.2 Metadata Process and Work flow 

Data used or documented by SOPN can be grouped into three broad categories based on data 

origin: SOPN project data; other NPS data; and data from external (non-NPS) sources. The level 

and extent to which metadata and work flow process can be completed varies depending on these 

data categories 

• SOPN Project data – These are projects undertaken by SOPN and metadata 

considerations begin at the onset of the project. Complete and compliant metadata are 

required for each project. 

• Other NPS data – This category includes natural resource-related data sets typically 

obtained during the data mining process at parks. Ongoing resource management projects 

in network parks are the source of many valuable natural resource-related data sets. 

While many of the data sets from these projects have associated documentation or 

knowledgeable project leaders who are still at the parks, well-structured and compliant 

metadata are frequently not created or maintained.. While the desirable level of 
28 

documentation may not be possible, all available data and supporting documentation are 

assembled and reviewed. 

• External Data - Other agencies and organizations gather data that are relevant to SOPN or 

park projects. If SOPN obtains these data sets it also makes an effort to obtain all 

available metadata. As with legacy data, gaps may exist in non-programmatic data 

documentation. 

8.3 Making Information Available 

Metadata created using ArcCatalog and NPS Metadata Tools and Editor will be submitted to the 

NPS Data Store. A link to data posted NPS Data Store will also be posted on the SOPN website. 

Metadata records may be withheld from public posting, or may be abridged, if their content is 

classified as sensitive and their release could potentially jeopardize a protected resource (see 

Chapter 9, Data Dissemination). 

8.4 Updating Metadata Records 

For SOPN projects, the project lead is required to keep the data manager and GIS specialist 

informed of any data or format changes so that associated metadata can be verified and updated. 

8.5 Vital Signs Metadata 

Long-term monitoring projects present a different set of metadata questions and requirements 

that may extend beyond the scope of the project tracking database, established FGDC standards, 

or a descriptive document for a tabular data. Essential documentation such as algorithms, output 

files, or spatial analyses may reside in different systems and formats, and could potentially be 

overlooked when distributing or applying the data. Depending on the project, documentation 

may need to include details on data models or algorithms used, procedures for data synthesis, 

and associated input and output files. Data use and data request histories, and secondary research 

or publications resulting from long-term monitoring projects, may also need to be tracked. 

As the protocols are developed, vital signs documentation will be tested and will evolve to 

combine metadata needs and ease of use. 

8.6 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for the documentation of 

data collected by SOPN. 

• Appendix G – Metadata Specifications 
______________________________________________________________________________

Chapter 8 – Ownership and Sharing 29 

Chapter 9. Ownership and Sharing 

SOPN data and information products are considered property of the NPS. However the Freedom 

of Information Act (FOIA) establishes access by any person to federal agency records that are 

not protected from disclosure by an exemption. The SOPN will comply with all FOIA strictures 

regarding sensitive data. If the NPS determines that disclosure of information would be harmful, 

information may be withheld concerning the nature and specific location of the following: 

• Endangered, threatened, rare or commercially valuable National Park System Resources 

(species and habitats) 

• Mineral or paleontological objects 

• Objects of cultural patrimony 

• Significant caves 

Specific laws and guidance for determining whether data should be protected can be found in 

Chapter 9 of the national DMP (NPS 2008b). 

9.1 Determining Data Sensitivity 

Each project leader, as the primary data steward, will determine data sensitivity in light of 

federal law, and will stipulate the conditions for release of the data in the project protocol and 

metadata. Network staff will classify sensitive data on a case-by-case or project-by-project, 

basis. The project leader will work closely with investigators for each project to ensure that 

potentially sensitive park resources are identified, and that information about these resources is 

tracked throughout the project. 

Network staff are responsible for identifying all potentially sensitive resources to principal 

investigator(s) working on a project. Investigators, whether network employees or partners, will 

develop procedures to flag all potentially sensitive resources in any products that come from the 

project, including documents, maps, databases, and metadata. When submitting any products or 

results, investigators should specifically identify all records and other references that contain 

data pertaining to potentially sensitive resources. Additionally, investigators should not release 

any information in a public forum before consulting with Network staff to ensure that the 

information is not classified as sensitive or protected. 

Natural Resource information that is sensitive or protected requires the following steps: 

• Identification of potentially sensitive resources. 

• Compilation of all records relating to those resources. 

• Determination of what data must not be released to the public. 

• Management and archival of those records to avoid their unintentional release. 

9.2 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance regarding the ownership 

and sharing of data collected by SOPN. 

• Appendix N – Approving Information for Distribution 

______________________________________________________________________________

Chapter 10 – Dissemination 31 

Chapter 10. Dissemination 

All monitoring information products will be vetted for sensitive data prior to making them 

available to the general public. Classification of sensitive I&M data will be a shared 

responsibility that includes network staff, park resource management staff, park superintendents, 

and investigators working on individual projects. Park management has ultimate responsibility 

for deciding which information is sensitive and should not be released to the public. The 

network has ultimate responsibility for ensuring that sensitive data is not released to the public. 

10.1 Dissemination and Access 

Dissemination of monitoring and information products from SOPN will follow these guidelines: 

• data will be easily located and acquired 

• only data subjected to full quality control and quality assurance measures will be released 

• data will be accompanied by complete metadata 

• sensitive data will be identified and protected from unauthorized access 

Information products will be made available primarily through websites and clearinghouses 

which will allow users to search for and download reports, summarized data, maps and metadata 

and other associated information. Distribution means will include (but may not be limited to) the 

methods listed in Table 10-1. Specific details regarding data dissemination can be found in 

Section 10 of the national DMP (NPS 2008b). 

Table 10-1. Southern Plains Network Data Access Locations 

Item Repository 

Reports (public) - digital SOPN LAN servers, SOPN public website, NPS Data 

Store, NPS Focus, NatureBib 

 - hard copy SOPN I&M library 

 - bibliographic NatureBib 

Network-generated digital datasets and data 

products (public, non-sensitive) 

• Certified data and data products (including 

photographs) 

• Metadata 

SOPN LAN servers, NPS Data Store, Biodiversity 

Data Store, NPSpecies, EPA STORET 

Network-generated digital datasets and data 

products (NPS staff, sensitive) 

• Raw, validated data 

• Analytical products 

• Metadata 

• Reports 

• Digital photos 

• Digital presentations, etc. 

SOPN LAN servers 

Project products 

• Specimen vouchers 

• Photographic film 

Park Museums or other curation facilities, according 

to project SOP’s 
32 

10.2 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for the dissemination of 

data collected by SOPN. 

• Appendix A – Central Files Directory Structure 

• Appendix C – Digital Document File Naming Conventions 

• Appendix M – Web Page Development and Maintenance 

• Appendix N – Approving Information for Distribution 

 
______________________________________________________________________________

Chapter 11 – Records Management and Object Curation 33 

Chapter 11. Records Management and Object Curation 

Data maintenance, storage, and archiving procedures will ensure that data, information, ,and 

physical objects are: 

• Kept up-to-date with regards to content and format such that the data are easily accessed 

and their heritage and quality is understood 

• Physically secure against environmental hazards, catastrophe, and human malice 

Technological obsolescence is a significant cause of information loss, and data can quickly 

become inaccessible to users if they are stored in out-of-date software programs or on outmoded 

media. Effective maintenance of digital files depends on the proper management of a 

continuously changing infrastructure of hardware, software, file formats, and storage media. As 

software and hardware evolve, data sets must be consistently migrated to new platforms, or they 

must be saved in formats that are independent of specific platforms or software (e.g., ASCII 

delimited files). Data maintenance schedules will be developed to ensure that data are migrated 

and kept up-to-date. 

11.1 Archiving and Storage 

Digital and analog information products will be stored, archived and maintained in a variety of 

repositories (Table 11-1). Digital products resulting from monitoring projects will be archived on 

the SOPN file server and national file and data servers and protected from catastrophic loss by 

regular, automated backups to external media. Analog products will be archived to NPS 

standards by individual park facilities or approved non-NPS institutions. At the termination of a 

project or at regular milestones, an archival package will be prepared and delivered to the desired 

location. 

Table 11-1. Repositories for SOPN information products. 

Repository Information Products 

SOPN Project Directories Working database, metadata, protocols, SOPs, reports, 

administrative records, digital photos 

SOPN Project Databases Certified data sets, comprehensive data for multi-year 

products 

Park collections and /or National Archives Administrative records, voucher specimens, raw data 

forms, hard copy reports 

Specialized museum facilities (e.g. Botanical 

Research Institute of Texas Voucher specimens 

NPSpecies Compiled information about species occurrences, 

abundance, residency, and nativity 

NatureBib Natural resource documents, I&M reports 

NPSTORET Water quality data 

NPS Data Store Metadata and non-sensitive digital data sets 
34 

11.2 Records Management 

11.2.1 Electronic File Naming Guidelines and Standards 

All electronic files will be named according to guidelines and standards outlined in Digital 

Document File Naming Conventions SOP. These will apply to all SOPN electronic files created 

or maintained by staff or cooperators. 

11.2.2 Directory Structure 

Electronic files will be managed within a hierarchical set of file directory structures. The Central 

Files Directory Structure SOP provides an example of a very detailed layout of the directory 

structure for the SOPN I&M program which includes folders for administrative files, data, 

publications, and reports. All Network programs will shift toward a file directory structure like 

this one. The SOPN LAN will be the primary repository for all network I&M electronic files. 

11.3 Backup, Recovery, and Storage 

Both electronic and hardcopy files should be consolidated and packaged for archival when a 

project is complete or when milestones are reached. Project leaders are responsible for packaging 

electronic files and data and for preparing materials for the curator. Project protocols should 

designate who will be responsible for product archiving, integration, backup, and distribution. 

11.4 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for the archival and 

storage of data collected by SOPN. 

• Appendix A – Central Files Directory Structure 

• Appendix C – Digital Document File Naming Conventions 

• Appendix L – Voucher Specimen Collection Management Guidelines 

• Appendix M – Web Page Development and Maintenance 
______________________________________________________________________________

Chapter 12 – Project Tracking and Documentation 35 

Chapter 12. Project Tracking and Documentation 

12.1 Tracking 

SOPN will develop and implement a process for tracking I&M projects, including project status, 

data, and the products of analysis. This process will support program coordination and annual 

reporting, and improve accountability for Network natural resource inventory and monitoring 

efforts. All projects will be tracked using a database located on the SOPN file server. This will 

serve as the primary organizational tool for cataloguing and searching information for ongoing 

and completed network project. This database will be used to: 

• Maintain a list of projects, both ongoing and completed 

• Provide a method of tracking product deliverables 

• Manage project codes used to tie information to other NPS tracking systems (e.g., RPRS, 

PMIS, PEPC, RAMS) 

12.2 Documentation 

Projects will be documented by creating project-specific protocol narratives and SOPs. These 

documents must always accompany the distribution of monitoring data. The network’s project 

tracking database will track the project narrative and SOPs by version number and should be 

updated whenever any narrative or SOP document is modified. The protocol narrative and SOPs 

will not be distributed without a log of changes from the project tracking database. Long-term 

monitoring projects may require additional documentation for items such as algorithms, output 

files, and analytical products which may reside in different systems and formats. Data use and 

data request histories, and information on secondary research or publications resulting from 

long-term monitoring projects, should also be maintained. 

All projects electronic files should be stored in a well organized project directory structure that is 

clearly understood by all network staff. Network digital directory structures should be organized 

at the project level, such that most or all digital files associated with a project are filed under a 

common root directory. Project file names will adhere to the naming conventions established by 

the Network. Physical objects acquired as part of a project will be stored according to the 

Network’s specification for records management and object curation. 

12.3 Standard Operating Procedures 

The following Standard Operating Procedures detail specific guidance for tracking and 

documenting SOPN projects. 

• Appendix A – Central Files Directory Structure 

• Appendix J – Project Data Life Cycle Guidance 

• Project Tracking SOP (under development as of September 2008) 

______________________________________________________________________________

Chapter 13 – Implementation 37 

Chapter 13. Implementation 

The data management plans for each of the 32 I&M Networks are the first comprehensive 

documents of their kind in the NPS and contain practices that may be new to NPS staff and 

cooperators. However, almost every requirement stems from federal law and policies, Executive 

Orders, Director’s Orders, or national I&M Program guidance. The DMP helps put these 

requirements into context, and provides operational and functional guidance for achieving them. 

The main body of the national DMP (NPS 2008b) broadly addresses relevant subjects, but 

directs most of the details into individual appendices that comprise the network-level data 

management plan that serves as stand-alone document for ease of locating and retrieving specific 

information of greatest value to most users. The network-level plan will be revisited in three 

years or by October 1, 2011, and then every five years afterward. Plan appendices, including 

SOPs, detailed guidelines, reference manuals, policy statements, etc., will likely require more 

frequent updates to account for changes and revisions. 

Implementation will require education and training in order to familiarize network and park staff 

and cooperators with the tools, procedures, and guidelines outlined in the plan. These efforts will 

begin in 2008 and be led by SOPN data management staff. Goals for the first 3 years include the 

following: 

• Training all staff of targeted programs and their cooperators to understand the 

fundamentals of data and information management, including: 

o File management 

o Documentation 

o Quality assurance and quality control 

o Electronic storage 

o Archive storage 

• Improving data management practices by implementing: 

o Accepted database design standards 

o Thorough testing of databases, data collection methods, and their integration prior to 

field work 

o Quality assurance and control procedures at every stage of project development 

• Development of common SOPs and guidance documents for multiple protocols 

• Insure that detailed specifications for data management that is consistent with the national 

and SOPN DMPs are included in every vital signs monitoring protocol 

• Development of procedures and outlets for communication within and among Network 

parks and with the public 

Beyond the first three years, goals should include the development and assessment of: 

• Procedures to facilitate the summarization and reporting of monitoring data 

• Framework and gateway for integration of monitoring data with other agencies or 

networks 
38 

• Methods for improving file management (e.g., a content management system), database 

administration and security (e.g., migration to SQL-Server), integration into the network 

of off-site users, and other needs identified in the DMP 

Implementation and improvement of the data management system will be an ongoing process. 

The practices and procedures identified in this plan will continue to be encouraged broadly 

within the Network, and in time, have the above widely accepted and adopted by all SOPN park 

programs. 
______________________________________________________________________________

Literature Cited / References 39 

Literature Cited 

National Institute of Standards and Technology Special Publication 800-53, Information 

Security, February 2005. 

National Park Service. 1988. Management policies. U.S. Department of Interior, National Park 

Service, Washington, D.C. 

National Park Service. 2006. Management policies. U.S. Department of Interior, National Park 

Service, Washington, D.C. 

National Park Service. 2007. Inventory and Monitoring Program Data Management Website. 

http://science.nature.nps.gov/im/datamgmt/index.cfm. (accessed 7 April 2008) 

National Park Service. 2007. Natural Resource Database Template (NRDT). 

http://science.nature.nps.gov/im/apps/template/index.cfm (accessed 7 April 2008). 

National Park Service. 2008a. The inventory and monitoring program. Online. 

(http://science.nature.nps.gov/im/index.cfm). Accessed September 22, 2008. 

National Park Service. 2008b. Data management guidelines for inventory and monitoring 

networks. Natural Resource Report NPS/NRPC/NRR—2008/035. National Park Service, 

Fort Collins, Colorado. 

National Park Service, Southern Plains Inventory and Monitoring Network. 2008. Southern 

Plains Network Vital Signs Monitoring Plan. Natural Resource Report NPS/SOPN/NRR2008/028. National Park Service, Fort Collins, Colorado. 

U.S. Congress. 1916. National Park Service Organic Act. 16USC 1-4; Aug. 25, 1916, ch. 408, 39 

Stat.535 

______________________________________________________________________________

Appendix A – Central Files Directory Structure 41 

Appendix A. Central Files Directory Structure 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Directory Structure - Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

A.1 Introduction 

The Southern Plains Network has developed a defined directory structure in order to allow for an 

organized and efficient method for storing digital files. The directory map consists of two 

separate components. One is procedural, which defines rules of organization that will help 

determine how the directory structure will evolve through time. The other is structural, which 

formalizes the structure of the root folders. 

A.2 Procedural Rules 

Procedural rules define a thought process. Unlike structural rules, they do not outright define the 

directory structure, but instead provide a framework for allowing the structure to evolve through 

time. Any changes to the directory structure should conform to the following rules: 

• Provides a consistent and logically organized structure that complements the Network’s 

day-to-day operations 

• Minimizes confusion about where information is located 

• Allow for efficient, comprehensive, regular and secure means of backing up information 

• Accommodate various security settings for different types of users 

• Be hierarchical and minimize the ambiguity of where information should go. Ideally, the 

organization should be logical enough that one could navigate through the entire structure 

without ever requiring a map 

• Separate in-progress/draft/unofficial/in-progress files from final/official information 

• Be broad enough to clearly accommodate all types of information handled by the 

Network staff 

• Be simple without sacrificing functionality 

• Minimize the number of sub-folder levels. Ideally there should never be more than 8-10 

subfolders within any primary directory. 
42 

• Newly created sub-folders should organized by themes (e.g., hydrology, soil, etc.), rather 

than format (e.g., documents, GIS) 

Information should never be arbitrarily divided in a way that increases the possibility of 

corruption or loss (e.g., metadata should never be separated from the data) When possible and 

appropriate, the structure should conform to other NPS and national directory structure 

standards. In keeping with these procedures, the following rules will apply to any folder 

expansions: 

• Fiscal Years are represented by FY0x. Fiscal years begin October 1. Example: FY04. 

• Subdirectories named “old” indicate older drafts of documents that are being temporarily 

archived. These folders are to be removed following final publication and archiving. 

• Folder names should never have spaces or special characters (e.g., $%\&*). 

• Primary folders, or those that are close to the root directory and unlikely to change in 

name or location are in UPPERCASE 

• Two words are separated by an underscore (e.g., FIRST_SECOND). 

• Secondary folders, or those that are many levels below the primary or are not accepted as 

a stable element of the SOPN directory structure are to follow Proper Case naming 

convention (e.g., FirstSecondThird) 

• Absolutely no modification to the primary or secondary levels of the directory structure is 

to occur without approval by the Network Data Manager 

• Sensitive information that must be managed by the Network will be placed in a 

/SENSITIVE/ sub-folder. 

• In cases where a folder or file is inappropriately located, staff should notify the Network 

Data Manager 

A.3 Structural Rules 

The M drive is the primary Network drive and contains all of the information related to 

administration, monitoring, projects, tools and web development (Figure A-1). Currently this 

drive is a shared drive in the Network Data Manager’s computer. Only SOPN personnel have 

access to this drive. All computers using this drive must map to it as the M drive. At some point 

in the future, the contents of this drive will be migrated to a central file server. Mapping to the 

drive is possible by browsing to \\NPS\Inpsopn10465\SOPN_Central_Files 

The following sections provide a brief description of the main subfolders. 

A.3.1 Admin Folder 

The administrative folder contains all administrative information handled by the SOPN, 

particularly by the network coordinator. This folder is fully accessible to all SOPN staff as readonly. The Network Coordinator and the Data Manager will have read-write access. 

A.3.2 Dataman Folder 

The data management folder houses all information regarding the data management operation in 

regards to data management planning. All network staff will have read-write to this folder 
______________________________________________________________________________

Appendix A – Central Files Directory Structure 43 

Figure A-1. Root Folders of the SOPN Central Files Directory 

A.3.3 GIS Folder 

The GIS folder houses all of the Network’s base geographical information. This includes tabular 

datasets and native geospatial data (e.g., shapefiles and geodatabases) and the associated 

metadata. All Network staff have read-only access to this folder. The Data Manager has full 

administrative privileges. The organization of the sub-folders is found in the forthcoming GIS 

Management Strategy. 

Figure A-2. GIS Sub-Folder 

A.3.4 Library Folder 

The principal function of library folder is to house all digital documents. This includes reference 

documents, completed park and network-specific reports, photographic images and completed 

maps and posters. The library is split into three subfolders. 

The \DOCUMENTS\ folder contains digital versions of reports. All files in this directory 

should be in .pdf format. This directory will be further subdivided into 4 folders: 

• The \GeneralRefs\ contains those documents and presentations which are intended 

strictly as reference material for the SOPN. No formal QA\QC will be applied to these 
44 

documents – it is entirely up to the staff member posting this information to ensure that it 

is to an appropriate quality level. 

• \Index\ contains the SOPN search index. This is an Adobe Acrobat file that enables one 

to search the entire library for a keyword or phrase. This is the tool that should be used 

when attempting to find a document in the most efficient manor. 

• The \MasterRefs\ folder contains all of the Park- or Network-specific documents that are 

part of the Library Operation and have been through the QA/QC process. These will be 

copies of documents already uploaded to NatureBib but maintained here for Network 

staff convenience. 

• \RefsToAdd\ folder contains documents that are to be formally submitted to the Library 

Operation. 

• The \Manuals\ contains digital copies of software and hardware instruction manuals. 

This folder is available to all network staff as read-only. 

Figure A-3. Library Sub-Folder 

Further details regarding the processing and storage of library documents can be found in the 

Electronic Library Storage Strategy. 

The \PHOTOS\ folder houses digital photographs and icons (NPS arrowheads, SOPN logos, 

etc...). Further details regarding the processing and of photographs and images can be found in 

the and Photo Management Strategy. 

The \MAPS \ folder contains .pdf versions of finalized map products and digital versions of 

posters. 

A.3.5 Monitoring Folder 

This folder contains everything related to monitoring planning, including the scoping database, 

data management info, protocol development, and Phase I-III materials. More information on 

monitoring information can be found in the Vital Signs Monitoring SOP. 
______________________________________________________________________________

Appendix A – Central Files Directory Structure 45 

Figure A-4. Monitoring Sub-Folders 

A.3.6 Projects Folder 

The \PROJECTS\ folder houses all data and reports for projects that are not monitoring related, 

such as inventories and data mining projects. Completed projects are filed in the \Complete\

subfolder. Projects that are either in the planning stages or currently ongoing are files in the 

\In_Progress\ subfolder. Each project will has its own folder which is titled 

\ProjectNumber_ParkCode_Title. The project number is automatically assigned within the 

project tracking database. Individual project folders are further organized into a number of subfolders that are shown below. An example folder structure can also be found in the 

\PROJECTS\EXAMPLE\ directory. All projects are tracked by the SOPN Project Tracking 

Database located in the \Tracking\ subfolder. More information on project management can be 

found in the Project Management Strategy. 

Figure A-5. Projects Sub-Folders 
46 

A.3.7 Transfer Folder 

The \TRANSFER\ folder is a temporary work area used to transfer files between SOPN staff. 

Each staff has a folder over which they have complete ownership. Users should copy down files 

onto their individual computers as soon as possible. 

A.3.8 Tools Folder 

This folder contains the tools and applications used by the SOPN staff. Examples include 

NPSpecies, NatureBib, ThumbsPlus, etc...). Back-end data files and documentation is to be 

stored with the tool itself. If for any reason the data is not stored with the tool, it’s location must 

be documented in a README file. 

A.3.9 Trash Folder 

The \TRASH\ is a temporary location for documents that are set to be trashed. Files are 

removed weekly. 

A.3.10 Web Folder 

The \WEB\ contains all files used to maintain the SOPN webpage. Access to this folder is 

restricted only to those working to maintain the webpage. 

A.4 Roles and Responsibilities 

The Network Data Manager is responsible for: 

• Coordinating changes in the Network data structure SOP 

• Modifying any root level changes to the directory structure 

• Informing Network staff of changes to the directory structure 

• Enforcing the SOP guidelines 

• Providing the final decision in modifications to any part of the directory structure and 

file locations 

All SOPN staff are responsible for: 

• Regularly being informed of the directory structure and following the SOP guidelines 

• Maintaining and organizing their folder in the \TRANSFER\ directory 

• Adhering to the Network’s sensitivity guidelines when storing and accessing sensitive 

information. 
______________________________________________________________________________

Appendix A – Central Files Directory Structure 47 

A.5 Directory Breakdown 

The following is a detailed directory structure template. Primary folders are listed in BOLD 

ALL-CAPS. Secondary folders are listed in bold. These folders cannot be changed without 

approval from the Network Data Manager. Folders listed in plain text can be created or modified 

to accommodate projects needs. 

ADMIN 

Contains all administrative information handled by the SOPN. 

Annual_Reports 

All annual report and work plan information (database, reports, guidance, etc.) 

FY0x 

All administrative reports are to be organized by fiscal year 

Budget 

All expenditure information not used for AARWP 

FY0x 

All expenditure information is to be organized by fiscal year 

Forms 

Generic administrative forms. 

Meeting 

All meeting-related information including minutes and presentations 

FY0x 

Meetings are all divided into their respective fiscal year, which begins Oct 1 

Date-Title-Location 

Minutes 

Handouts 

Presentations 

Memos 

FY0x 

Memos are organized by fiscal year 

Organization 

Stores general SOPN organizational and administrative function documents 

Charter 

Stores SOPN charter documents. 

Agreements 

Administrative agreements 
48 

Personnel 

DataManager 

NetworkCoordinator 

<Other Staff As Added> 

GIS 

Houses all geospatial information. 

GIS_Data 

ESRI_Data 

Sample data provided by ESRI 

NPS_Data 

Data pertaining to NPS park areas. 

US_Data 

Data covering the entire United States 

Working_Files 

Houses all intermediate and draft files. Finalized files will be documented and moved into the 

appropriate directories. Temp files will be deleted upon project completion 

Projects 

Houses all ArcMap project files. 

Exports 

Houses all exported map project files. Maps that will permanently kept should be files into the library structure. 

LIBRARY 

Digital library of all materials and documents that the SOPN is using. Drafts and unfinished documents should be filed in appropriate 

DRAFT folders. 

Documents 

Repository for digital documents 

GeneralRefs 

Documents produced outside of the SOPN and maintained for information purposes. These documents are not 

subject to QA/QC procedures. 

Index 

Adobe Acrobat word index of all documents(to be created) 

MasterRefs 

Documents produced by SOPN and subject to QA/QC procedures. 

RefsToAdd 

Temporary storage location for PDF documents that have yet to be recorded into ProCite and/or have not had 

their names changed to the proper naming convention 
______________________________________________________________________________

Appendix A – Central Files Directory Structure 49 

Photos 

Library_Images 

Contains all finalized images 

Working_Images 

Contains images straight from the digital camera or scanner. May require some editing. 

Web_Images 

Contains images that have been edited specifically for posting on the web 

Tools 

Contains example library image directory and thumbnail databases 

Maps_Posters 

Contains exported map files and posters produced by the SOPN 

PROJECTS 

Stores all project information. All project may not require each of the listed folders. 

Final 

Project Name 

Admin 

Houses administrative documents (task agreements, proposals, official correspondence, etc...) 

Data 

Houses project databases and photos. 

Documents 

Holds final versions of all reports. 

In Progress 

Houses projects that are currently being planned or are underway. 

Tracking 

Stores project tracking database and other related documents 

TRASH 

Temporary trash can. Files deleted once a week. 

TOOLS 

Computer tools and applications used by the SOPN staff 
50 

NPSpecies 

NatureBib 

NPStoret 

NRDT 

Plots 

ProCite 

ThumbsPlus 

VSDatabase 

TRANSFERS 

Temporary area for transferring files between computers. 

WEB 

Stores local copies and development files for the SOPN website 
______________________________________________________________________________

Appendix B – Database Specifications 51 

Appendix B. Database Specifications 

Update Frequency

As needed; Minimum Annually 

Adapted From 

Data Management Standards – Northeast Temperate Network 

Database Specifications – Gulf Coast Network 

Revision History Log: 

Old. 

Version # 

New 

Version # 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

B.1 Introduction 

The purpose of this standard operating procedure is to create a set of standards for overall design 

and functioning of databases used for SOPN projects. This document should be used in tandem 

with a data dictionary for specific database in order to understand how the database functions 

and the contents contained within. 

B.2 Scope and Applicability 

The standards described in this document are relevant to all SOPN databases. While the specific 

fields included in the database may differ on a project by project basis, the general structure, 

organization and functioning of the database should be the same as the information presented 

here. Therefore, a separate data dictionary will be developed for each database to define all data 

elements; the data dictionary should be used in tandem with this document as a starting point and 

users guide to I&M Program databases. 

B.3 Procedures and General Requirements 

All databases from the SOPN I&M Program are based upon the concepts implemented in the 

Natural Resource Database Template (NRDT), available online at: 

http://science.nature.nps.gov/im/apps/template/index.htm. The NRDT is a relational database in 

MS Access that may be used as a stand-alone database or linked to ArcView GIS software using 

other tools from the I&M Program such as ArcView to Access (available online at: 

http://www.nps.gov/akso/gis/). 

An additional component to the NRDT is the Front-end Application Builder (FAB). The FAB 

can be used to create an NRDT front-end (user interface) application that goes on top of a 
52 

standard NRDT v.3.2 back-end (database) and can also be found with the NRDT at 

http://science.nature.nps.gov/im/apps/template/index.htm

B.3.1 Natural Resource Database Template 

The Natural Resource Database Template (NRDT) offers a good platform from which Network 

databases can be built. The design of the template is built around a series of tables that are 

designed to record project site location, sampling period, and actual field data. Each of the tables 

and fields incorporated into the tables are coded according to one of the following three 

categories: 

Mandatory (core) tables and fields – These are the primary tables and fields that will be used to 

build a standardized NPS database. They manage the information describing the “who, where 

and when” of a project; 

Mandatory if Applicable tables and fields – These tables contain commonly used attributes, but 

aren’t absolutely necessary; and, 

Optional tables and fields – These are tables and fields that are needed for a specific project or 

protocol, but are less likely to be used in other databases. 

The NRDT has been extensively reviewed by the Inventory and Monitoring Program data 

managers and has been applied to some of the biological inventory projects in the Program. 

B.3.2 Front-end Application Builder 

The Front-end Application Builder (FAB) is a Microsoft Access file that is intended to be used 

by developers of NRDT applications to create a front-end (user-interface) to an NRDT v.3.2 

back-end (database). The FAB comes with many built-in features, including: 

• table linking utility 

• data backup 

• compaction 

• lookup table management 

• main menu 

• standardized data entry forms for core NRDT v.3.2 tables 

• standardized data "gateway" form for retrieving records 

Wherever possible, SOPN databases will be designed using the FAB in conjunction with the 

NRDT. This will allow developers have more time for protocol-specific form and report 

development. Using the FAB also gives NRDT applications a standardized look-and-feel, thus 

making it simpler for users to learn new applications if they've used a FAB application before. 

B.3.3 Database Design Specifications 

All databases created either by or for the SOPN should follow a set of design standards. These 

standards are listed below: 

Required: 

• Core tables from the Natural Resource Database Template (NRDT) 

• The database is normalized to the third level 
______________________________________________________________________________

Appendix B – Database Specifications 53 

• Tables are properly defined and relationships are documented 

• The database table and field names meet the Southern Plains Network naming standards 

• Each table is defined with a primary key that uniquely identifies records in that table 

• Each field is defined and described 

• Each field value contains raw data, with no formats applied (e.g., Bold, italic, underline, 

etc.) 

• The data have been verified using at least one standard data verification method 

Strongly Recommended: 

• A database model depicting general flow and operation 

• The database is described in minimal or complete Biological Profile FGDC format 

As appropriate: 

• Each field, where appropriate, is defined by a domain of allowable values 

• Each field, where appropriate, is defined with a display format and/or input mask 

• Examples of field data collection form(s) 

B.3.4 Quality Control/Quality Assurance 

Databases can be designed to insure that the quality of data contained within. In order to insure 

data integrity, the following measures are to be included in all databases 

• Set unique constraints (or unique key indexes) on every table in a database. Unique 

constrains are multiple key indexes set to allow no duplication, so as to prevent the entry 

of the same data record more than once. The index is set on the fields that make the 

records in a table unique. For child tables, it always includes the foreign key from the 

parent table. Duplication of entries is a common problem in databases without unique 

constraints. 

• Implement all value constraints and business rules on the backend of the database, not on 

the forms used for data entry. 

• Create separate forms for data entry/editing and review, or use mode control on single 

forms with both functions. 

• Populate lookup tables as much as possible before data entry begins, and restrict access to 

them by data entry personnel. 

• Set value ranges and validation rules on fields wherever possible to control the range of 

values that can be entered. 

• To the extent possible, set the limit to list property to True on fields that receive input 

from a value list or lookup table. 

• Include queries or programming modules that run checks for logical errors and out of 

bound values on calculations. 

• Create field forms that best match data entry forms. 

• When using hand-held computers in the field for data entry, the same set of controls 

should be placed on data fields as exist in the master database. 

B.3.5 Metadata 

In addition, a metadata record in the form of a descriptive document that clearly details the 

purpose of the database must be created to document the will be created. A text or Microsoft 
54 

Word document (i.e. the current NPS standard) describing the dataset shall accompany each 

database submission to provide necessary information for understanding the data submittal. 

Overview of descriptive document contents 

• File index (e.g., contents of the CD or zip file as a Readme file – see below) 

• Description of the project 

• Location of the project study plan and work plan 

• Project leader’s name and contact information 

• Principal investigator’s name and contact information* 

• Data set contact’s name and contact information* 

• Description of the database model (entity relationship diagram and data dictionary) 

• Sensitive data issues, if appropriate 

• Description of data verification methods and results 

• Additional comments/documentation references, where appropriate 

The following example of a Descriptive Document entitled CODE_BirdSurvey_Readme.doc (or 

.txt) which accompanies a zip file containing all the database deliverables. In this example, 

“CODE” stands for the park’s alpha code. 

CODEBird.zip containing the following files: 

CODE_BirdSurvey_Readme.doc (this descriptive document) 

CODE_Bird_File_Names.doc (naming convention or codes used for file names - if applicable) 

CODEBird.txt/.html/.sgml – FGDC metadata formats 

CODEBird.mdb – MS Access database 

CODE_Bird_Data_Dict.doc (data dictionary for CODEBird database) 

CODE_Metadata.txt (minimal format metadata file) 

CODEBird database contains survey sampling data from summer 2001 for ground nesting species in CODE. 

Surveys were conducted with modified transect sampling. Statistical analyses were produced with SysStat 

software. 

None of the data contained in this data set is considered sensitive. 

The project study plan and work plan are stored on the CODE data manager’s workstation. 

The database model is stored on the CODE data manager’s workstation. 

Project Lead: 

Dr. John Smith, Ecologist 

CODE Headquarters 

234 Main Street 

Anywhere, ST 00000 

999-555-1111 voice 

999-555-1122 fax 

john_smith@nps.gov 

Principal Investigator: 

As above... 

Data Contact: 

Data Manager 

CODE GIS Office 

As above... 

Two cooperators independently verified data after data entry by the principal investigator. Of the records in the 

CODEBird.mdb file, 0.03% had data entry errors which were subsequently corrected. 

Additional comments as needed. 
______________________________________________________________________________

Appendix B – Database Specifications 55 

B.3.6 Data Normalization 

Data normalization is the optimization of database tables. Normalization separates the fields 

from a large, generalized table into multiple, smaller related tables by removing all unnecessary 

or duplicate fields and ensures that each table represents a single subject. All SOPN databases 

should be normalized to third normal form. 

Overview of Third Normal Form 

• Each table contains data about a single subject. 

• Each table is identified with a primary key. 

• No table contains repeating fields. 

• No table contains redundant data, or groups of repeated values for multiple records. 

• Each table contains only fields that are dependent on the primary key, or directly related 

to the table subject. 

B.3.7 Naming Standards 

Standards are an important part of database design, as they allow for the development of 

consistent databases. This is extremely important when data are shared among multiple users and 

converted between database servers. Table and field names should be designed to clearly define 

the data being stored. These names should be meaningful to the entire organization. 

In general, the maximum table and field name length should be around 20 characters. However, 

it is strongly recommended that spatial data or attribute data which could be imported into or 

linked to GIS or other use 8 or 10 character maximum for table and field names, respectively. In 

this software, table and 

field names longer than 8 or 10 characters may be truncated upon import, potentially sacrificing 

information by resulting in duplicative or unclear table and field names. 

File names for database files should conform with the SOPN file naming convention described in 

the Network file naming convention SOP, SOPN_2007_FileNamingConvention.doc 

Overview of Table Names 

Prefix. The prefix identifies the data object type (e.g. tbl for a data table). 

Root Name. The root name is a noun or short phrase that clearly defines the table (e.g. Voucher). 

Overview of Field Names 

Prefix. The optional prefix identifies a field type as a Boolean (yes/no) (e.g. Is_Present, other 

prefixes include ‘are’ and ‘has’). 

Root Name. The root name is a noun or short phrase that clearly defines the field (e.g. Event). 

Suffix. The suffix identifies the field category (e.g. Event_ID, Park_Count, Start_Date). 

Unit of Measure. The optional unit of measure abbreviation defines the required field unit (e.g. 

transect_length_km). 

Overview of File Names 

Files should conform to the Network file naming convention. 

Do not use spaces or dashes in any file name. 
56 

B.3.8 Data Dictionary 

A data dictionary does not contain any actual data, only book keeping information for managing 

data. It is a necessary part of database documentation, and a required element of databases 

submitted as part of Network projects. The dictionary identifies all of the pieces of the database, 

including tables, queries, and other elements upon which the system relies including field names, 

types, lengths, and descriptions. A data dictionary does not need to be long, but should be 

comprehensive. Data dictionaries typically contain field definitions, along with field data type 

information. 

Overview of a Data Dictionary 

• Defines database tables, queries, forms, macros, modules, and all other related information 

• Describes stored SQL procedures 

• Defines user permissions 

• Outlines database process information 

• Documents database relationships 

This information can easily be extracted using the Metadata Exporter tool available at 

http://science.nature.nps.gov/nrdata/docs/metahelp/metahelp.cfm. 

B.3.9 Primary Key 

Each table in the database will be identified with a primary key. The primary key of a relational 

table uniquely identifies each record within the table. Each table needs a primary key so that a 

single row can always be accessed or modified without altering any other records in the table. 

The values that compose a primary key must be unique; no two values can be the same. The 

primary key field(s) will always be required; no value can be null. The primary key can be a 

single field that is populated by the user or auto-generated by the system. Two or more fields will 

sometimes comprise the primary key, in cases where only the concatenation of multiple values 

forms a unique combination. 

Any field or group of fields that is eligible as a primary key (i.e. will have a unique value) is 

called a candidate key. A table can have any number of candidate keys. One candidate key is 

chosen as the primary key and the remaining become alternate keys. Candidate keys may be 

noted in the field descriptions. 

B.3.10 Field Description 

A field description includes a definition statement that clearly states the purpose of the field. 

Filling in this field is an integral part of creating a comprehensive Data Dictionary and is one of 

the fields used by the metadata harvester. The description can be used to further clarify any 

information about the field that may not be apparent by the field name alone. These definitions 

are documented in the database during table creation. 

B.3.11 Data Storage 

A database is most efficient when populated with raw, unformatted values. Since formatted data 

can only be saved in text fields, formatted numeric and date values must be converted to text 

from their native data type. Users of the database lose the benefits of the numeric and date data 

types, specifically the calculations and functions that can be performed on those fields. Data 
______________________________________________________________________________

Appendix B – Database Specifications 57 

entry time increases when formatted text is keyed in. Additionally, data formats are more 

difficult to control and cannot easily be modified without updating each record individually. 

Sorting performed on formatted values is not reliable. Special characters are taken into account 

during the ordering. But, more importantly, a sort performed on numbers or dates stored in a text 

field will return unexpected results since the values are ordered by the ASCII code of the 

individual characters rather than the value as a whole. 

There are two areas where formatting may be acceptable. Tables often contain description or 

comment fields. These fields are defined with text (maximum of 255 characters) or memo data 

types and contain written verbiage, often in paragraphs. Any formatting that is embedded within 

this style of text is allowed. Also, efficiency or security requirements may necessitate storing 

calculated fields (i.e. trading storage space for speed or storing single values in a secure table, 

but calculated values in a non-secure table). In the second case, consult with the data manager for 

approval of the calculated fields. Be sure such fields are documented clearly in the field 

description and data dictionary. 

B.3.12 Data Verification 

Manual effort is generally required to get data into electronic format. Any errors made during 

typing will accumulate in the permanent database unless the data is verified and errors are 

detected. A data verification practice should be implemented in order to reduce and possibly 

eliminate errors. 

Overview of Data Verification Methods 

• Visual review at data entry. The data entry person verifies each record after it is input. 

The values recorded in the database are compared with the original values from the hard 

copy and any errors are corrected immediately. This method is the least complicated 

since no additional personnel or software is required. The accuracy of this method 

depends wholly on the person keying data and is generally the least reliable of the data 

verification methods. 

• Visual review after data entry. All records are printed upon the completion of data entry. 

The values on the printout are compared with the original values from the hard copy. 

Errors are marked and corrected in a timely manner. The reliability of this method 

increases if someone other than the person keying data performs the review. Again, no 

special software is required. 

• Duplicate data entry. The data entry person completes all data input, as normal. Random 

records are selected (every nth record) and entered into an empty replica of the permanent 

database, preferably by someone other than the person keying the permanent data. A 

query is run to automatically compare the duplicate records from the two datasets and 

report on any mismatches of data. These disparities are manually reviewed and corrected 

if necessary. This method involves the overhead of re-typing the selected records, as well 

as the creation of a comparison query (which requires additional effort, but is not timeconsuming). This method becomes increasingly successful as the value of n decreases. 

Each method has a direct correlation between effectiveness and effort. The methods that 

eliminate the most errors can be very time consuming, while the simplest and cheapest methods 

will not be as efficient at detecting errors. 
58 

B.3.13 Data Normalization 

Data normalization is the optimization of database tables. Normalization separates the fields 

from a large, generalized table into multiple, smaller related tables by removing all unnecessary 

or duplicate fields and ensures that each table represents a single subject. This includes the 

process of converting data from a flat file (i.e. spreadsheet) into a relational database. SOPN 

databases should be developed to the third normal form. Specifics of this form include: 

• Each table contains data about a single subject. 

• Each table is identified with a primary key. 

• No table contains repeating fields. 

• No table contains redundant data, or groups of repeated values for multiple records. 

• Each table contains only fields that are dependent on the primary key, or directly related 

to the table subject. 

B.4 Roles and Responsibilities 

Project Scientist

The project scientist will work with the data manager at the outset of the project to develop a 

database that supports both project (protocol) and programmatic needs. Please review the 

database specifications and the data dictionary that were developed specifically for your project, 

prior to starting field work, to ensure that the database will meet project needs and will capture 

all raw data. In addition, please use the database as provided or discuss necessary changes with 

the data manager. Changes to the database may result in problems with the database itself, or 

incompatibilities with other I&M Program data management needs. Finally, please work with 

data entry personnel (especially those not involved in data collection) to ensure they understand 

the database and your field data sheets before entering any data. 

Data Manager or Project Leader

The data manager will work with the project scientist to develop a database that meets both 

project and I&M Program needs. Database development is typically a back-and-forth process 

that results in an implementation that works for everyone involved. Upon completion of the 

database, the data manager will develop a data dictionary that described all data fields in the 

database, to ensure the greatest level of understanding by all database users and data entry 

personnel. Finally, the data manager will also work with data entry personnel to ensure that data 

are being entered properly and that quality assurance methods are being followed. 

Data Entry Personnel

Please review the data dictionary and the database specifications document before attempting to 

use the database you have been provided. Also, familiarize yourself with the project’s field data 

sheet before beginning data entry. In general, the basic rule is: don’t hesitate to ask any questions 

before beginning to enter data – you certainly don’t want to go back and delete entries due to 

some misunderstanding. 
______________________________________________________________________________

Appendix C – Digital Document File Naming Conventions 59 

Appendix C. Digital Document File Naming Conventions 

Update Frequency

As needed; Minimum Annually 

Adapted From 

File Naming Conventions - Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New 

Version # 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

C.1 Introduction 

This document provides guidance for the naming of all digital document files used by the 

Network staff. Consistent naming conventions are an effective means of quality assurance 

because it minimizes confusion over file versions and purpose. 

There are two considerations when outlining the guidance. First, it is recognized that file naming 

conventions will change through time as staff, NPS and Network Policies, technology, formats, 

and the uses of the information change. Therefore, the first part of this SOP addresses the goals 

that any naming convention should meet. The second part of this documents the current 

standards. 

It should be noted that this document only covers document files, such as reports, letters, 

presentations, and other word-processed documents. File extensions frequently associated with 

these formats are (*.doc, *.txt, *.rtf, *.ppt). Data and geospatial file formats will be covered in 

their respective strategy documents. 

C.2 Standards 

As naming conventions change and are updated, the file naming conventions should: 

• Clearly distinguish between final and in-progress documents; 

• Minimize confusion over file versions; 

• Ensure the file names are unique; 

• Be consistent with other NPS and Federal Standards when files are shared externally. 

C.2.1 General 

The following general standards apply to all files: 
60 

• File names will be no less than 8 characters and generally not be greater than 30 

characters in length. They must never have spaces or special characters (e.g., $%@!) 

• Author names will only be the first author. Acronyms are only acceptable for state and 

federal agencies. Except when necessary, the author of all network/park publications will 

be the network/park code. Unknown authors will be referred to as “NoAuthor” 

• Dates will be one of the three following formats. YYYYMMDD, YYYYMM or YYYY. 

Unknown dates will be referred to as “0000” 

• Titles will be as descriptive as possible. Titles will follow the proper case (e.g., 

FirstSecondThird). An underscore is optional following an acronym (e.g., 

PECO_BugReport). All references will have a title. “NoTitle” is not allowed. 

• Files that have not been finalized will carry the _DRAFT suffix in order to easily 

distinguish these from finalized files. 

C.2.2 In Progress Files 

Files in progress are those that are draft, incomplete, currently being edited, or have not been 

evaluated for quality. In progress documents will be named: 

[ParkCode]_Title_Date_[WorkingAuthor]_DRAFT.xxx 

[WorkingAuthor] is optional and applies when two or more staff are working on the same draft. 

For example, the SOPN_AARWP2005_20051021_DRAFT.doc may be the primary working 

document while SOPN_AARWP2005_20051021_Perkins_DRAFT.doc and 

SOPN_AARWP2005_20051021_Sosinski_DRAFT.doc are modifications of that draft by those 

respective authors. Ultimately, these modifications will be integrated into a single draft with a 

different date (e.g., SOPN_AARWP2005_20051029_DRAFT.doc) 

When practical, the draft should be incremented by the date of edit each time a document is 

edited, with the date is represented by YYYYMMDD. In cases where two different drafts are 

created on the same date, the file should be incremented by letter of the alphabet after the date 

(e.g., 20060512a, 20060512b). 

Document format (xxx) is specified by the appropriate 3-letter extension (e.g., doc, ppt, txt). 

Examples of in-progress files include: 

• BEOL_ArchWetlandReport_20060621_Smith._DRAFT.doc 

• SAND_RarePlantInventory_2004_DRAFT.mdb 

• LYJO_ParkBoundary_20060412_DRAFT.shp 

C.2.3 Final Files 

Files are final when they are complete for their respective version, finished, and have been 

evaluated for quality. All final reports received the SOPN will be renamed to match this format 

before being processed into the library. Final document files will be named: 

Author_Year_[ParkCode]Title.pdf 

The date should only include the year the document was written in YYYY format. 

[ParkCode] should be appended to the title if the document specifically relates to an NPS unit 

(park or network) and was not written by an outside source (e.g. 

Sanders_2005_LYJOPlantInventory.pdf). ParkCode can also be included if the document was 
______________________________________________________________________________

Appendix C – Digital Document File Naming Conventions 61 

written by the network, but refers to a specific park (e.g. SOPN_2005_FOLSScopingReport.pdf). 

Do not include [ParkCode] if is the same as the author (e.g. LYJO_2005_PlantInventory.pdf) 

PDF is the preferred extension because it is the Network policy that all final documents be in 

portable document format (pdf). 

Example names of final document files are: 

• Smith_2006_CHICWaterQualityAssessment.pdf

• WABA_2006_ResourceManagementPlan.pdf 

• SOPN_2005_PhaseIIMonitoringPlan.pdf 

C.3 Roles and Responsibilities 

Network Data Manager

The SOPN data manager is responsible for ensuring that network staff adhere to the directory 

structure guidelines, and for maintaining project Readme files. Additionally the data manager is 

responsible for maintaining the directory structure of the SOPN Central_Files directory.. 

SOPN Staff 

All network staff are responsible for ensuring that current versions of their project files (which 

are often stored on their individual local drives) are stored in the appropriate locations on the 

shared drive(s). 

______________________________________________________________________________

Appendix D – GIS Specifications 63 

Appendix D. GIS Specifications 

Update Frequency

As needed; Minimum Annually 

Adapted From 

GIS Specifications - National Capitol Region Network 

Revision History Log: 

Old. 

Version # 

New 

Version # 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

D.1 Introduction 

This SOP identifies the standards (data formats, coordinate systems, spatial scale and resolution) 

for all spatial data collected and managed by the Southern Plains Network. 

The standards outlined in this SOP are applicable to all geographic datasets created or managed 

by Network staff or cooperators. This document does not provide guidance relating to the 

collection of GPS data but is applicable to how such data is formatted after collection. For 

detailed information regarding the collection of GPS data, refer to the SOPN standard operating 

procedure for GPS data collection. 

D.2 Procedures and General Requirements 

D.2.1 Data Formats 

All vector data will be supplied as an ESRI Shapefile. Data may also be submitted as an ArcGIS 

Geodatabase in addition to a shapefile (not instead of) that is compatible with the current version 

of ArcGIS. 

All raster data will be supplied as an ArcINFO GRID or ArcINFO interchange file (*.e00) that is 

compatible with the current version of ArcGIS. 

Note: Be aware that when ArcINFO GRID files are converted to interchange files (*.e00) the 

interchange file size is often much larger than the original GRID. Therefore, this may not be the 

most appropriate method of transferring this data. 

Digital imagery (e.g. aerial photos) is to be supplied as tagged image file format (.TIFF) with the 

proper header file for geo-referencing purposes. Depending on the intended use of the imagery, 

it may be preferable to receive and store the imagery in an uncompressed format therefore, 

consult the project leader or data manager prior to storing imagery in a compressed format such 
64 

as MrSID. All digital imagery will be properly orthorectified unless it is decided ahead of time 

that two dimensional georeferencing is appropriate. All imagery must be accompanied by 

appropriate header or world files. 

D.2.2 Data Requirements 

Data file names should not contain spaces. If a space is desired in a field name, use and 

underscore (“_”). In addition, field names should not exceed 10 characters due to limitations in 

ArcINFO and dbase. 

All GIS layers (rasters, vectors and imagery) should all be submitted with complete and FGDC 

compliant metadata. Metadata should be created based on the NPS Metadata Templates. Please 

refer to the SOPN Documentation standard operating procedure for more details on. 

All spatial data, regardless of format, must have defined projections (in the case of shapefiles, an 

accompanying *.prj file). 

D.2.3 Coordinate Systems 

All spatial data collected for and/or submitted to the SOPN will be projected as UTM, NAD83 

(meters) in the appropriate area’s zone (Zone 13 or 14). Note that individual parks may maintain 

older geographic data in a different coordinate system. Any data the network receives from the 

parks in other projections should be projected to the above coordinate system. The steps used to 

transform data to these standard projections must be documented in the accompanying FGDC 

compliant metadata. Prior approval from the project or data manager must be received in order 

to deviate from these specifications. 

D.2.4 Spatial Scale and Resolution 

Specific scale and spatial resolution requirements for image data will be specified in the contract 

or cooperative agreement for each project. For example, vegetation classification projects under 

the NPS/USGS vegetation classification and mapping program will use 1:12,000 color infrared 

aerial photographs (or better) with 60% overlap (endlap) and 30% sidelap. 

In general, new data should be compiled with an accuracy level better than US National Map 

Accuracy Standards (NMAS) for a 1:24,000 scale map; unless other requirements exist (which 

would then be included on a protocol-specific basis). However, all spatial data collected will be 

analyzed for their spatial accuracy and will meet or exceed NMAS for the appropriate scale (for 

more information, please see http://rockyweb.cr.usgs.gov/nmpstds/nmas.html). 

For maps on publication scales larger than 1:20,000, not more than 10 percent of the points 

tested shall be in error by more than 1/30 inch, measured on the publication scale; for maps on 

publication scales of 1:20,000 or smaller, 1/50 inch. These limits of accuracy shall apply to 

positions of well-defined points only. Well-defined points are those that are easily visible or 

recoverable on the ground: monuments or markers, such as benchmarks and property boundary 

monuments; intersections of roads and railroads; and corners of large buildings or structures (or 

center points of small buildings). In general, what is well defined will also be determined by 

what is plot-able on the scale of the map within 1/100 inch. 
______________________________________________________________________________

Appendix D – GIS Specifications 65 

Table D-1. Standard projections used by parks in the Southern Plains Network. 

Park Projection Datum Spheroid False Easting False Northing Units 

All UTM NAD83 GRS 1980 500,000 0 Meters 

All Geographic NAD83 GRS 1980 Decimal Degrees 

ALFL UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

BEOL UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

CAVO UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

CHIC UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

FOLS UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

FOUN UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

LAMR UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

LYJO UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

PECO UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

SAND UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

WABA UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

Any calculations done with location data should be done at double precision with the results 

rounded or truncated to the appropriate propagated error limits. All calculations and processing 

completed on the spatial data shall be reported in the FGDC compliant metadata that 

accompanies the GIS layer. 

Table D-2. Allowable error based on USGS National Mapping Accuracy Standards. 

Scale Allowable Error 

1:40,000 33.8 meters (111 feet) 

1:31,680 16.1 meters (53 feet) 

1:24,000 12.2 meters (40 feet) 

1:20,000 10.1 meters (33 feet) 

1:12,000 6.1 meters (20 feet) 

1:9,600 4.9 meters (16 feet) 

1:4,800 2.4 meters (8 feet) 

1:2,400 1.2 meters (4 feet) 

1:1,200 0.6 meters (2 feet) 
66 

D.3 Roles and Responsibilities 

Project Staff (NPS or cooperator/contractor)

The staff member creating or editing either geo or non-geospatial data is also responsible for 

ensuring that the data meets the standards listed above. If there are any questions regarding these 

standards, please contact the SOPN Data Manager. 

Network Data Manager

The SOPN Data Manager is responsible for reviewing geospatial data products received from 

cooperators or produced by SOPN staff members to ensure that the products meet the standards 

described above. If standards are not met, the personnel responsible for creating the data set 

should be contacted and instructed to address the issues. The Network GIS Specialist is also 

responsible for properly storing and archiving all GIS products. 
______________________________________________________________________________

Appendix E – GPS Specifications 67 

Appendix E. GPS Specifications 

Update Frequency

As needed; Minimum Annually 

Adapted From 

GPS Specifications – Gulf Coast Network 

Revision History Log: 

Old. 

Version # 

New 

Version # 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

E.1 Introduction 

This document describes the procedures used to collect GPS data of acceptable quality in the 

field. It also provides information on instrument settings, field operations, and standards in the 

recording of positional data. 

GPS (Global Positioning System) is currently a constellation of 25 Department of Defense 

satellites that orbit the earth approximately every 12 hours, emitting signals to Earth at precisely 

the same time. The position and time information transmitted by these satellites is used by a GPS 

receiver to trilaterate a location coordinate on the earth using three or more satellites.

The standards described in this procedure pertain to all data collected with hand-held or 

backpack GPS receivers. This document focuses upon field operations and instrument settings to 

be used when collecting GPS data, as well as including some recommended standards for the 

collection of positional data. This document is not intended to serve as a training manual for 

those new to GPS data collection. More detailed information regarding the collection of GPS 

data can be found at the GPS for GIS Workflow site located at 

http://www.nps.gov/gis/gps/gps4gis/. 

E.2 Procedures and General Requirements 

E.2.1 Data collection procedures for all GPS units 

All data should be differentially corrected. The preferred method is to employ real-time 

correction. The method can vary (DGPS, WAAS) depending on which model of receiver is 

used. If real-time correction cannot be employed, data should then be corrected via postprocessing if possible. 

During data collection, the graphics data collection screen should be checked regularly for any 

multi-path or other apparent distortions to the data. Garmin and PLGR’s require the user to 
68 

monitor the screen and stop data collection during poor PDOP or SNR windows. Trimble 

receivers set to the appropriate mask (see above) will stop collecting data automatically. If there 

is a possibility of multi-path interference, use offsets or other methods to keep the antenna away 

from building overhangs, tall fences or walls, and heavy canopy, whenever possible. 

If maximum accuracy is required, it is important to sync the collection rate with the base station 

logging rate. Stations log anywhere from 1 to 30 second data. It is recommended that logging 

rates be in multiples of 1 or 5 for best differential corrections. Setting logging rates other than 1 

and 5 may reduce the number of positions that are in sync with base data and reduce accuracy. 

All features in a single area should be mapped over the course of a single day. If this is not 

possible, mapping should continue the consecutive day. 

E.2.2 Park Unit Data Standards 

All digital geospatial data should reference the coordinate system appropriate for its use and it 

should be documented in the metadata. When collecting GPS data in the field, the standard 

projection for the SOPN is the Universal Transverse Mercator (UTM) within Table E-1.

Table E-1. Standard Data Projections for the SOPN 

Park Projection Datum Spheroid False 

Easting 

False 

Northing Units 

All UTM NAD83 GRS 1980 500,000 0 Meters 

All Geographic NAD83 GRS 1980 n/a n/a Decimal Degrees 

ALFL UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

BEOL UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

CAVO UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

CHIC UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

FOLS UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

FOUN UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

LAMR UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

LYJO UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

PECO UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

SAND UTM, Zone 13 NAD83 GRS 1980 500,000 0 Meters 

WABA UTM, Zone 14 NAD83 GRS 1980 500,000 0 Meters 

E.2.3 Horizontal/Vertical Accuracy and Precision 

All spatial data collected will be analyzed for spatial accuracy and will meet or exceed the 

National Map Accuracy Standards for the intended scale and use. (More information can be 

found at http://mapping.usgs.gov/standards). Any calculations done with location data should be 

done at double precision with the results rounded or truncated to the appropriate propagated error 

limits. All calculations and processing completed on the spatial data will be reported in the 

metadata. 
______________________________________________________________________________

Appendix E – GPS Specifications 69 

Positional coordinate data should not be recorded in NAD27 in the field. Datum conversions 

should be done as an office, post-processing activity using software that utilized a full NADCON 

datum conversion in order to assure accuracy and precision. 

To state again, real-time differential correction techniques should be employed whenever 

possible for efficiency and time savings. The distance between the base station and the remote 

GPS receiver should be kept to a minimum, preferably less than 150 miles. 

E.2.4 Specific settings for Garmin and PLGR units 

• Estimated Horizontal Error (EHE) should be less than or equal to 12 meters. This will 

keep you just within National Map Accuracy Standards for a 1:24,000 scale map – which 

is the maximum acceptable. 

• Use a minimum of 4 satellites (3D) for every position. 

• For point data, collect 90-120 positions at 1-2 second intervals and averaged. 

• For line or polygon data, use a 2-5 second interval for walking and road driving, 

depending upon the road type and speed of the vehicle. Force (e.g. wait for) a position at 

each corner and use a minimum of 3 positions to define any curve or change in direction. 

E.2.5 Specific setting for Trimble Pathfinder Units (GeoExplorer, GeoXT, Pro XR) 

• Positional dilution of precision (PDOP) should be less than or equal to 6, however, start 

with a maximum PDOP setting of 4 and shift to 5 if data collection is not successful. This 

will allow you to meet National Map Accuracy Standards for a 1:5,000 scale map. 

• Use a minimum of 4 satellites (3D) for every position. 

• Signal to Noise Ratio (SNR) should be less than or equal to 5. 

• Set Elevation Mask to 15. 

• Check the Antenna Height setting – which should be the typical height at which the 

antenna will be carried. If the antenna is attached to a pole, it must be located above the 

user’s head and the antenna height setting should be the height at the top of the pole. 

Whenever possible, the antenna should be clear of any obstructions. 

• For point data, collect a minimum of 30 positions at 1 second intervals and averaged. 

• For line or polygon data, use a 2-5 second interval for walking and road driving, 

depending upon the road type and speed of the vehicle. Force (e.g. wait for) a position at 

each corner and use a minimum of 3 positions to define any curve or change in direction. 

E.3 Roles and Responsibilities 

Data Collectors:

Be certain that you understand how to use the GPS unit, data logger, and any study-specific 

data collection forms prior to going into the field and collecting data. Don’t be shy, ask 

questions or request training as needed. There is nothing worse than wasting a day, or more, 

of field work due to improper use of the equipment. Plan your trips to the field in advance, 

and target times of the day when the most satellites will be overhead (Check the latest 

almanac at http://www.trimble.com/gpsdataresources.html) to get the most of your time in 

the field. Also, spend time (at the beginning of the project) going over the data you are 

collecting and differentially correcting to make sure you are collecting everything that is 

needed, in a proper way. Don’t wait until the end of the project to do this or an entire field 
70 

season may be wasted when errors could have corrected early on. If something doesn’t seem 

right to you, please ask. 

Network Data Manager or Project Leader

Provide data collection personnel with training and/or instruction in the use of all GPS units, 

data loggers, and any study-specific data collection forms prior to sending them out into the 

field to collect data. If possible, accompany all new data collectors in the field until you both 

are certain about and comfortable with all data collection procedures. Be available to answer 

questions from data collection personnel and require that early data collection efforts be 

thoroughly analyzed to minimize systemic mistakes that could really diminish the usefulness 

of the data collected. If possible, examine data from initial data collection efforts as soon as 

possible, to catch any systemic errors that need correction. 
______________________________________________________________________________

Appendix F – Library Management Strategy 71 

Appendix F. Library Management Strategy 

Update Frequency

As needed; Minimum Annually 

Adapted From 

Library Operation – Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New 

Version # 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

F.1 Introduction 

The Library Operation is concerned with the management of digital and analog publications, 

including maps, NPS publications and guidelines, reports, and peer-reviewed scientific 

manuscripts. Most of these publications are likely to be specific to either one of the Network 

parks or the Network itself. However, publications may also be those that serve as references for 

vital signs monitoring. 

F.2 Acquisition 

The acquisition step determines whether a document fits within the scope of this operation. The 

scope of the Library Operation is further defined by the format, status, subject, and age of the 

document. First, all documents should either be in hard copy or portable document format 

(PDF). Digital versions that are not in PDF format must be converted before further processing. 

Second, documents should be in final form – drafts are not acceptable. This rule may be relaxed 

if the “draft” version is the de facto “final” version, however this version must be replaced by a 

final version once acquired. Documents acquired and processed into the Network Library will 

be placed in one of two categories (Network References and General References). 

F.2.1 Network References 

All documents specific to the Network or a network park fall into the Network References 

category. These documents, regardless of age, are important to acquire and maintain 

indefinitely. All documents that meet the Network Reference criteria are to have both a hard 

copy and a digital PDF versions. For a document to be considered a Network Reference, it must 

meet at least one of the following criteria: 

• It must be published by or be about the network 

• It discusses natural resources in one of the member parks 
72 

• It has been determined to be a key network resource 

Figure F- 1. Library operation general workflow 

F.2.2 General References 

General References are documents that provide useful reference material, but do not meet the 

Network Reference criteria. These documents do not require that both hard copy and digital 

versions be available and will be processed into the library in the format received. Incoming 

general reference documents should be reviewed to determine their age and acquired if they are 

no older than: 

• Books – < 20 years 

• Publications and gray literature – < 10 years 

• Periodicals – < 1 year 

• Journal Articles – < 10 years 

• References – < 5 years 

• Photos – < 10 years 

• Maps – < 20 years 

Documents that are either older than the ages listed above or are not relevant to either the 

Network or a network park will not processed into the library. Instead, these documents should 

be either kept for personal reference or discarded. 

F.2.3 Incoming Document Processing 
______________________________________________________________________________

Appendix F – Library Management Strategy 73 

Incoming digital documents that meet the Network Reference criteria will be placed in the 

M:\\LIBRARY\DOCUMENTS\INOCMMING\NetworkRef directory. All other documents will 

be placed in the M:\LIBRARY\DOCUMENTS\INCOMMING\GeneralRef directory. Hard copy 

documents will be placed in a bin on the Data Manager’s desk for processing. In cases where a 

hardcopy requires digitization, or a digital copy needs information added that is not immediately 

obvious from the document, Network staff should complete the “Add Document to the Library 

Request” form (Appendix A). 

F.3 Quality Assurance 

All library documents are to meet a set quality standard. For a document to be of sufficient 

quality, it should meet all the following criteria: 

• Contain all pages - Missing pages should be identified and the document flagged. 

• Have pages in the correct order - visible page numbers should be present on each 

page 

• Be citable - having a known author, year, title, and place of publication 

• Be in final version - drafts are not acceptable unless it is considered a de facto final 

• Digital versions should have no erroneous bookmarks 

Any reference that do not meet this criteria will not be added into the Network Library until the 

issues have been addressed. Draft versions can be added if it is a de facto “final” version and 

must be flagged as such when catalogued and stored. Documents with missing pages can be 

added only if no other version is currently available and the missing pages are clearly identified. 

These document are to immediately be replaced should higher quality versions become available. 

F.4 Documentation 

Digital network references must meet additional document requirements. General reference 

documents do not require any additional level of documentation. These requirements are: 

• All pages should be numbered to match the Table of Contents. 

• All documents that are > 30 pages should have bookmarks created for major 

chapter/section headings. 

• All documents must have basic metadata fields filled out in the “Description” tab. 

This includes the title, author(s) and at least three keywords. (see Figure 2) 

• All documents scanned as images should have optical character recognition (OCR) 

used for all pages. 

• All documents (both PDF and hard copy) that either have an unclear or no title page 

should have a new one created and added to the front of the document. The new title 

page should very clearly show the title, author, year of publication, and any other 

information that helps define the citation, including project number. 

• All documents should have the “Initial View” properties set to “Resize window to 

initial page” and to “Show bookmarks panel and page” (See Figure F-2). 
74 

Figure F-2. Adobe Acrobat document properties for network reference document 

F.5 Sensitivity and Ownership 

Documents determined to be sensitive or proprietary should be noted accordingly, since their 

status will affect where they are stored and cataloged. 

In general, a document is considered to be sensitive if it contains information where its use by 

unauthorized individuals will either threaten or cause harm to a parks’ natural and/or cultural 

resources, and/or legal obligations. A document can be marked sensitive if it contains 

information about: 

• Endangered, threatened, rare or commercially valuable NPS resources (species and 

habitats) 

• Mineral or paleontological objects 

• Objects of cultural patrimony 

• Significant Caves 

Ownership can refer to either proprietary/copyright information, or to the person or entity who 

ultimately holds authority over the information. Documents produced either by the network or 

by cooperators or contractors working on behalf of the network can be made available via the 

internet, intranet, and/or other means. Documents produced by a park remains the property of 

that park. In this case, public release of these documents should be handled by the park itself. 

Copyrighted documents (e.g., publications resulting from research in parks) are not owned by the 

network and will not be posted or distributed to the public unless written permission is provided 

by the copyright holder. 

Further details regarding sensitivity and ownership can be found in the Chapter 9 –Dissemination 

of the SOPN Data Management Plan. 
______________________________________________________________________________

Appendix F – Library Management Strategy 75 

F.6 Archiving/Storage 

The location where documents are to be stored is determined by their format, content, and 

sensitivity. 

F.6.1 Digital 

The main subfolders within the Library Operation include: 

• GeneralRefs – Finalized documents in PDF format. These documents serve a 

reference to the Network, although do not refer directly to the Network or Network 

Parks. This is read-only to Network staff. 

• Incoming\GeneralRefs – The temporary repository where new general references 

are added by Network staff. Once process, these documents will be moved to 

\GeneralRefs\ 

• Incoming\NetworkRefs – The temporary repository where new Network References 

are added by Network staff. Once process, these documents will be moved to 

\NetworkRefs\ 

• Index – Contains the Adobe Acrobat word index 

• NetworkRefs – All finalized and quality-checked documents in PDF format. All of 

these documents are read-only to Network staff 

• ProCite – Contains the Pro-Cite database of all references in NatureBib that are held 

by the Network. 

The NetworkRefs folder contains individual subfolders for each park and one for the network. 

Documents referring to the Network or at least two parks will be placed in the network 

subfolder. Additionally, the NetworkRefs directory contains a \SENSITIVE\ subfolder 

specifically to store sensitive documents. 

F.6.2 Hardcopy 

All non-sensitive documents with a solid binding (i.e., are strong enough to stand vertically), will 

be stored on the bookcase located next to the biological technician’s computer. Unbound and 

softbound documents will be stored in the central library file cabinet. All documents and books 

will receive its own manila folder and be organized by it’s assigned call number. All sensitive 

hardcopy documents will be stored in a separate drawer in the central library file cabinet. 

Call Number Generation

All hard copy documents will be assigned a call number. The call number will subsequently be 

recorded in the ProCite call number field and in the NatureBib holding location field (if recorded 

in NatureBib). Call numbers are generated as: 

NN.AAAA.YYYY.TTTT.xx where 

• NN = NPS Record Schedule Number (See NPS-19 for details) 

• AAAA = First four letters of the either the first listed author’s last name or 

organization name. Park and network documents will use the Park Code. General 

National Park Service documents with no specific author given will use NPS for the 

Author Field. If no author information is available, “NoAuth” should be used. 

(NOTE: This is never acceptable for network references and should be avoided 

wherever possible for general references.)
76 

• YYYY = Year the document was published or written if unpublished. If no year is 

present, use “NoDate”. (NOTE: This is never acceptable for network references and 

should be avoided wherever possible for general references. 

• TTTT = First four letters of the title. (exclude common words such as A, The, An, 

etc..) 

• xx = Optional numerical identifier used to differentiate call numbers should two 

separate documents generate duplicate call numbers. All duplicate call numbers will 

be numbered sequentially 01, 02, 03, etc... 

Examples: 

N3041.ANDR.1998.ASSE 

Andrews, William. 1998. “Assessment of water quality in the Washita River at the Washita 

Battlefield National Historic Site near Cheyenne, Oklahoma”. N3041 – Water (NPS Record 

Schedule) 

N1433.PECO.1993.ALIE 

Pecos National Historical Park. 1993. “Alien plant species on Pecos NHP” for 1993” N1433 – 

Plants (NPS Record Schedule) 

F.7 Cataloging 

All documents are catalogued using three different systems, each of which supports a specific 

need. The Network will use NatureBib as the primary means of cataloguing network documents. 

NatureBib is one of the 12 Natural Resource Challenge related inventories (bibliography) and is 

an online central cataloging system for natural resource-related materials. ProCite is a desktopbased citation manager which will be used to locally manage hard copy documents. This will 

include references to documents that fall outside of NatureBib’s scope. Digital documents will 

be indexed using Adobe Acrobat. 

F.7.1 NatureBib 

NatureBib is the primary means of cataloging all network references. Only network references 

are catalogued in NatureBib due to it’s scope being limited to references that pertain to NPS 

resources. Special care must be taken when creating new citations because NatureBib will be 

made available to the public. Documents that are non-sensitive and non-proprietary are to have 

the Citation Sensitivity set to “Public” (see Figure F-3). Documents determined to be sensitive 

can have the citation marked as “Public” provided the citation itself does not release any 

sensitive information. If a citation cannot be created without releasing sensitive information, it 

MUST be listed as “NPS Only”. Additionally, PDF versions of these documents MUST either 

be set to “NPS Only” or “Park Only”. 
______________________________________________________________________________

Appendix F – Library Management Strategy 77 

Figure F-3. Location in NatureBib to mark a citation sensitive 

There are two ways to catalog documents in NatureBib. All NatureBib citations are to include 

holdings information stating that a hard copy is held by the network (see Figure F-4). 

Additionally, NatureBib also functions as an official repository of digital documents in PDF 

format. Therefore, all Network References will have PDF versions uploaded to NatureBib. Any 

PDF documents uploaded to NatureBib should have the document properties set to disallow 

editing. 
78 

Figure F-4. NatureBib form to link reference holding to the Network 

Files created by availably for documents uploaded to NatureBib depends on whether they are 

public domain, proprietary or sensitive. Documents that are not sensitive and not copyrighted is 

to have the file sensitivity set to Public (see Figure F-5). Copyrighted documents (from Section 

2.5) should be marked NPS only. This enables the citation to be released to the public, but 

prevents the NPS from distributing copyrighted materials without permission. Sensitive 

documents (from Section 2.5) should be marked Park/Office only, thus enabling PDF versions to 

only be available to those with an appropriate login 

. 

Figure F-5. File sensitivity designation in NatureBib. 
______________________________________________________________________________

Appendix F – Library Management Strategy 79 

F.7.2 ProCite 

ProCite is used to locally manage the network’s library. All documents added into the network 

library (hard copy and digital) are to be listed in ProCite. General references will have citations 

created directly in ProCite. Network reference citations will be exported from NatureBib so as to 

reduce duplicate data entry. 

Importing NatureBib references is accomplished by first searching for the Network holdings. 

This is accomplished by conducting an expert search specifying the following criteria (Figure 

F-6): 

• Select “Include citations where copy is held in park/office/network” 

• Select “Southern Plains Network” 

Figure F-6. Search Criteria in NatureBib to Produce Network Collection 

Records are exported by generating a report of the search results using the “National Library 

Program” format. This provides a file in comma delimited format that captures key citation 

fields (title, author(s), date, format, publisher). However, it does not include holdings data or 

Bibkey ID’s. Both of these will need to be entered manually. This file should be downloaded to 

the \TEMP\ folder because it will be immediately discarded after importing into ProCite. 

When started, ProCite should open directly to the SOPN Library file. If it does not, have ProCite 

open the Network ProCite database located in the M:\LIBRARY\ProCite\SOPN_LIBRARY.pdx. 

Add the NatureBib records by selecting the “Import Text File...” option is located under the 

tools menu (Figure F-7). Open the file downloaded from NatureBib and then click “Transfer” to 

complete the operation. 

Note Regarding Duplicate Records: ProCite includes a citation linking tool for MS Word 

which inserts records via a Record ID internal to ProCite. Thus it is critical to NOT delete 
80 

records from the ProCite or completely re-create the ProCite database. Both these operations 

completely erases the record ID. To ensure that duplicate records are not imported, the “Discard 

Duplicates When Importing” option should be checked (Figure F-8). Due to the possibility of 

overwriting critical data, the Data Manager will be responsible for implementation of this step. 

Figure F-7. Import Text File Into ProCite Database 

Like NatureBib, cataloging documents is not the primary purpose of ProCite. However, it does 

contain fields that can be used to record cataloguing information and track document status. The 

“Reprint Status” field is used to show whether a document is currently in the library or is 

checked out. All documents currently present are to have this field set to “In File”. Any time a 

document is check out, the field should be changed to “On Request” and the borrower’s name 

and date removed listed next to it. Additionally, an “OUT” folder must be placed in the 

document’s manila envelope with the borrower’s name and date remove recorded. 
______________________________________________________________________________

Appendix F – Library Management Strategy 81 

Figure F-8. Duplicate Detection Settings 

All network references and hard copy-only general references will have a call number generated 

and listed in the record (Figure F-9). Exports from NatureBib currently does not include 

holdings information, thus call numbers will have to be manually added to imported records. 

General documents that are maintained only in digital format will have “Digital Only” listed in 

the call number field. 

All records imported from NatureBib should have the Bibkey ID’s recorded in the Report ID 

field (Figure F-9). This information is currently not saved by the NatureBib export and needs to 

be added manually. All Bibkey ID’s must be prefaced by NRBIB in order to identify it as 

coming from NatureBib. 

Specific guidance for creating ProCite entries can be found in the ProCite Guidelines. 
82 

Figure F-9. ProCite Cataloguing Fields

F.8 Digital Reference Index 

All digital documents will be word-indexed using Adobe Acrobat. This enables a complete word 

search of the entire holdings within the Library Operation. The Library Tech (or Data Manager 

if no Library Tech is designated) will update this regularly. The file is titled SOPN_Library.pdx 

and is located in the M:\LIBRARY\DOCUMENTS\Index\ directory. In order to open this file in 

Adobe Acrobat or Acrobat Reader, you will need to change the file type to view “All Files” 

(Figure F-10). Opening the index file will call up the Acrobat search dialog box. Searches will 

now be performed across all documents in the library folders. 
______________________________________________________________________________

Appendix F – Library Management Strategy 83 

Figure F-10. Adobe word-index file

F.9 Analysis & Reporting 

To ensure that the documents remain current, it is necessary to regularly analyze the library 

contents. All documents that are considered to be general reference (i.e., not pertaining to the 

Network or specifically to a network Park), should be evaluated annually for being out-of-date 

following the criteria established in Section F2.2 of this SOP. In cases where the document is 

older than the guideline, the Data Manager will check with the Network staff to determine 

whether the document should be purged or retained. 

The Library Operation regularly reports to: 

• NatureBib – All PDF documents added to the NetworkRefs folder should be uploaded 

to NatureBib 

• ProCite – All documents held by the library are to be recorded in ProCite 

F.10 Roles and Responsibilities 

Network Data Manager

• has full responsibility for this operation 

• will notify Network staff regarding the purging of documents 

Currently the Network Data Manager is responsible for the following items. These 

responsibilities will be transferred to a Library Tech if and when the network creates such a 

position: 

• The day-to-day updating of NatureBib references maintained by the Network 

• Maintaining a current ProCite database 

• Checking documents in and out of the Network library 

• Updating the Adobe Acrobat Index 

Network Staff
84 

• Understand and following the guidelines herein 

• Respond to the notices regarding the purging of outdated documents 

• Regularly submit key documents to the Library Operation 

• Immediately notify the Data Manager concerning problems with the applications, 

workflows, and/or guidelines 
______________________________________________________________________________

Appendix F – Library Management Strategy 85 

Library Addition Request 

REQUESTOR: 

DATE: NatureBibID (if known): 

DOCUMENT PATH AND FILE NAME (if digital): 

Only fill out the following fields if this information is not immediately obvious: 

AUTHOR(s): 

YEAR OF PUBLICATION: 

TITLE: 

PUBLISHER OR SOURCE: 

KEYWORDS: 

SENSITIVITY:  PARK ONLY  NPS ONLY  PUBLIC 

COPYRIGHTED:  YES  NO 

DOCUMENT TYPE  Network Reference  General Reference 

PARKS/NETWORK: 

 ALFL  BEOL  CAVO  CHIC 

 FOLS  FOUN  LAMR  LYJO 

 PECO  SAND  SOPN  WABA 

OTHER PARKS: 

NOTES: 

______________________________________________________________________________

Appendix G – Metadata Specifications 87 

Appendix G. Metadata Specifications 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Documentation - Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

G.1 Introduction 

This document describes the Network’s procedures and decisions necessary for meeting the 

minimum standards for documenting data and information. Documentation, in this context, refers 

to the development of metadata, or data about data. 

For something to be worthy of being documented, it will already have been evaluated and 

determined that it (1) fits into the scope of collection (i.e., deemed to be of use to the Network); 

and (2) meets a sufficient level of quality to warrant the effort. All datasets and other information 

produced or used by the network in its vital sign monitoring function will be documented. 

All information, regardless of whether it is a dataset, publication, or photograph, requires basic 

metadata. This metadata should provide a brief synopsis of what it is, how to interpret it, how it 

was collected, how it should be cataloged, and whether it is related to other datasets and 

information. The degree of documentation depends on its source, format, and whether it is 

associated with other information elements that were co-produced as part of a project. Figure 1 

provides a conceptual model of the general steps and decision points to follow when 

documenting data and information. 

G.2 Source 

Because the Network has no control over externally-generated information, it is inappropriate for 

network staff to devote time to creating this documentation, particularly since the risk of 

misrepresentation is high. Thus, information acquired by the Network from external sources will 

not be subjected to the same metadata standards as information generated by the Network. 

It is important to note that external information of any kind that does not have sufficient 

documentation provided by the originating source will neither be modified nor distributed 

by the Network. 
88 

G.2.1 External Information 

It is still important to confirm that metadata is correct and sufficient for accurate interpretation of 

any external information the Network gathers and plans to manage. If necessary, augmenting the 

metadata may be necessary to ensure that network staff can trace the information back to the 

original source. 

External Documents 

When an external publication is received, the following are the minimum attributes to be 

confirmed as being correct and completed: 

• Title 

• Author(s) 

• Year of Publication 

In some cases, a document will be missing a title page or the title page does not accurately reflect 

the document (e.g., author names not present). In this case, it will be necessary to create a title 

page containing these minimum elements to ensure that the publication can be properly 

stored/archived and referred by the system cataloging it. In cases where an author or year of 

publication is impossible to discern, they will be labeled “No Author” or “No Date”, 

respectively. If a title is nonexistent, a descriptive title will be created; “No Title” is not 

acceptable since multiple NoAuthor-NoDate-NoTitle combinations are undistinguishable. In 

cases where a title page is created, a statement at the bottom of the page will state how the title 

page was created. One example might read: 

This page was inserted by Heidi Sosinski, Southern Plains Network Data Manager - National 

Park Service, on August 17, 2008 because a clear title page was missing from the source 

document. The title is based on the contents of the source document. The authors were inferred 

from page 36, which appears to list the contributing authors. The year of publication is estimated 

based on the dates found within the methods and results sections (pages 23 and 43) and the 

referenced materials found on page 38. 

External Tabular Datasets 

When an external dataset is received, the following will be confirmed to be correct and 

augmented as necessary: 

Section 1 - Identification Information 

• Citation 

o Originator 

o Publication Date 

o Title 

o Online linkage 

• Abstract 

• Time Period of Information 

• Point of contact 

o Name 

o Organization 

o Phone number 

o Email 

• Status 

• Progress 

• Use Constraints – Set to “For Network Use Only – Not Intended for Distribution” 

When these fields are incomplete or incorrect, it will be necessary to change them accordingly. 
______________________________________________________________________________

Appendix G – Metadata Specifications 89 

External Spatial Datasets

In addition to the fields defined for the tabular datasets, the following additional fields will also 

be required: 

• Projection 

• Datum 

External Photographs

Externally-generated photographs that are used by the Network will at least have the following 

metadata fields: 

• Date of photograph (year is acceptable) 

• Photographer/contact 

• Location of photograph 

G.2.2 Internal Information 

Much of the background information that will be needed for documentation will be accumulated 

during the development of the data and it is therefore important to retain all for preparation of the 

metadata. 

Internal Documents 

All documents generated by the Network will have a title page with the following information: 

• Title 

• Author(s) 

• Date of Publication 

• Place of Publication 

• Recommended citation 

• Abstract 

• Access Constraints 

Internal Datasets 

All datasets produced and owned by the Network, or a modification of a dataset developed 

externally, will be documented using the NPS Metadata Tool and Editor (available at 

http://science.nature.nps.gov/nrdata/tools/). This enables full editing in xml format, provides 

stylesheets specific to the National Park Service, and includes the metadata parser tool. The NPS 

Metadata Tools Help Page (http://science.nature.nps.gov/nrdata/docs/metahelp/metahelp.cfm) 

(also provides detailed guidance for the development of metadata. 

Any tabular data must include full data field definitions including data type, width, name, range 

of values, and relevance of values. For example; a numerical field, 12 bits wide with two decimal 

places, named “Specimen Height”, with a range from .5 to 12 meters, containing the height of 

trees in the study area. Data that is stored in an Access database can have this information 

extracted using the Metadata Exporter tool will be used to export table and attribute definitions. 

At a minimum, all datasets will have minimum documentation, which closely approximates the 

NPS_Basic_Edit stylesheet. These requirements are detailed in the Creating Metadata (NPS 

2006) Guidance document. 

Fields that are automatically filled in are not discussed. 
90 

Section 0 – National Park Service Only 

• Metadata Purpose 

o OnlineData - if associated data exist on any accessible server 

o CSDGM - if the metadata is full or minimal Content Standard for Digital Geospatial Metadata 

o DataCat - if the metadata originated in the NPS Dataset Catalog desktop application 

o Other if the metadata does not fit in any of the other categories 

• NPS_Unit_Information 

o NPS Unit Alpha Code – four letter code for park 

o NPS Unit Type - specifies whether it is a park or network 

• Data Store Information 

o NPS Theme Category 

o Data Site 

o Data Steward 

Section 1 - Identification Information 

• Citation 

o Originator 

o Publication Date 

o Title – The version of the dataset should be part of the title 

o Online linkage 

• Abstract 

• Purpose 

• Time Period of Information 

• Theme Keywords (minimum of two) 

• Place Keywords (minimum of one) 

• Access Constraints 

• Use Constraints 

• Point of contact 

o Name 

o Organization 

o Phone number 

o Email 

• Status 

• Progress 

Section 6 - Distribution Information 

• Contact Information 

o Name 

o Organization 

o Phone 

o Email 

• Data Distribution Liability Statement 

Section 7 – Metadata Reference Information 

• Date Metadata was Created 

• Metadata Contact 

Internal Spatial Datasets 

The following fields are also required for in addition to the fields required for internal tabular 

datasets 

• Projection 

• Datum 

• Bounding Coordinates 
______________________________________________________________________________

Appendix G – Metadata Specifications 91 

Internal Photographs 

In most cases, photographs will be treated as a collection of photos and will be documented as a 

dataset. It is only in cases were photos require individual documentation that the following 

standards apply. 

• Title - who or what is in the image 

• Image_Content_Place – where the image was taken 

• Image_or_Set_Create_Date – when the image was taken 

• NPS_Unit_Alpha_Code – (e.g. Park code) used for managing or filtering groups of 

records and/or for linking systems 

• Metadata_Access_Constraints – who may view the record/image (e.g. public, staff only) 

• Copyright_Information => Copyright_Description – restrictions on using the image 

• Contact_Information => Contact Organization – who to contact for further information 

Further details information regarding photographs can be found in the SOPN Digital Photograph 

Management Guidelines. 

G.2.3 Biological Profile 

The objective of the FGDC Biological Data Profile is to “provide a common set of terminology 

and definitions for the documentation of biological data” (FGDC, 1999). The purpose of this 

section is to provide an implementation of these standards. 

Any dataset that contains references to biological data will have FGDC metadata extensions 

included in the biological profile completed. The NPS_BioProfile_Edit.xml stylesheet in the 

NPS Metadata Tool and Editor provides the appropriate fields. 

Figure G-2 provides the general decision steps for adding biological metadata. Key decision 

points include (1) whether the standard rectangular coordinates common to geospatial datasets 

are representative of the biological data collected, (2) the source of biological data (taxonomy, 

model analysis, or lab work), and (3) if the methodology is described elsewhere. 

G.2.4 Representative Spatial Domain 

In cases where the rectangular coordinates of the area of interest are not applicable or insufficient 

to adequately describe the dataset, the Description of Geographic Extent provides a short 

description of the geographic domain of the data set. Examples include, "Manistee River 

watershed", "extent of 7 1⁄2 minute quads containing any property belonging to Rocky Mountain 

National Park", or "ponds and reservoirs larger than 2 acres in Larimer County, Colorado". 

G.2.5 Data Sources 

There are generally three sources of biological data, each of which requires different 

documentation. The three are field work in which a researcher collected biological data and 

possibly voucher information, the results of lab work involving biological specimen, or modeled 

data. 

Field Work

A general description of a publication containing a description of field work methods is required. 
92 

Figure G-1. Biological Data Documentation Decisions 
______________________________________________________________________________

Appendix G – Metadata Specifications 93 

Lab Work 

Datasets may include, or consist entirely of, the results from biological lab work. In this case, a 

brief description of what the lab work represents and the lab that completed the work will be 

provided. 

Analytical Tools, Models, and Statistical Processes 

Tools, models, or statistical procedures that the data set is intrinsically bound to and are available 

for use in analyzing the data set. Examples include reconstructions of phylogenies, population 

viability analyses, community ordinations, most atmospheric and hydrological transport 

analyses, and inferences on the effects of climate change on forest composition and productivity. 

In this case, the analytical tool will be described with enough information such that a potential 

data user can easily determine why they might wish to acquire the analytical tool, and the 

methodology to acquire it. The tool contact is the party from whom the tool, model, or statistical 

procedure may be obtained. 

G.2.6 Methodology 

The description of the specific methodology will only be required when not described elsewhere, 

as in a related report. Such reports must be cited and should be included with the documentation 

whenever possible. 

Methodology is information about a single step of field and/or laboratory work. Each 

methodology will have a methodology description, which is equivalent to "Materials and 

Methods" in a journal article. It will be important to describe the physical methods used to gather 

data, the experimental design, sample frequency, treatments or strata, statistical and spatial 

design of the sampling, and sample completeness, representativeness, and biases. For example, 

in a bird survey, relevant elements would include the methods used to detect species occurrences 

(casual sightings, transects, focal point surveys, vocalizations, mist nets), whether or not 

evidence of breeding activity was required, descriptions of the habitat strata in a stratified design, 

and known biases (e.g., non-territorial birds were undersampled, and some juveniles could not be 

identified to species.) 

G.2.7 Taxonomy 

Taxonomic Keywords 

Every biological dataset will be documented with at least three taxonomic keywords. Examples 

include "collection" "multiple species" "single species" "amphibians" "animals", "bacteria" 

"fungi" "invertebrates" "lichens" "mammals" "mosses" "plants" "protists" "reptiles" "vegetation" 

"vertebrates" "viruses". For each keyword, the taxonomic keyword thesaurus will be specified, 

which is a reference to a formally registered thesaurus or similar authoritative source of 

taxonomic keywords. 

Taxonomic System 

When used, the taxonomic system will be detailed. This involves describing the classification 

system authority and any supporting classification system citations, including monographs (e.g., 

a regional flora) or on-line data sets (e.g., the USDA PLANTS database), etc. When appropriate, 

the Integrated Taxonomic Information System (ITIS; USDA 2006) will be used. Any 

modifications to the classification system will also be noted. Taxonomic procedures describe the 

methods used for the taxonomic identification and may include specimen processing, comparison 
94 

with museum materials, keys and key characters, chemical or genetic analyses, etc. Taxonomic 

completeness details information concerning the proportions and treatment of unidentified 

materials (i.e., materials sent to experts, and not yet determined); estimates of the importance, 

and identities of misidentifications, uncertain determinations, synonyms or other incorrect 

usages; taxa not well treated or requiring further work; and expertise of field workers. If 

vouchers were collected, information regarding the types of specimen, the repository, and the 

contact information of the individuals who identified the vouchers will also be provided. 

General Taxonomic Coverage 

If the study is not specific to a particular taxon, but is more comprehensive (e.g., survey) the 

general taxonomic coverage describes the range of taxa addressed in the data set or collection. 

For example, “all vascular plants were identified to family or species, mosses and lichens were 

identified as moss or lichen.” This provides the capability to document the taxa addressed in the 

data set or collection via a free text description. This is especially important with data sets or 

collections which contain examples of a many taxonomic levels. 

Taxonomic Classification 

If the study and data refer to a specific taxon, the taxonomic classification will be identified. 

One will provide information starting from the taxonomic rank of kingdom to the most specific 

level which reflects the data set or collection being documented. The levels of Kingdom, 

Division/Phylum, Class, Order, Family, Genus, and Species will be included as appropriate. 

G.3 Metadata Parser 

The Metadata Parser program is used to validate metadata records by checking the syntax against 

the CSDGM and to generate compliant output files for posting to clearinghouses. It generates a 

textual report indicating errors in the metadata, primarily in the structure, but also in the values 

of some of the scalar elements where values are restricted by the standard. 

To prevent erroneous parsing errors, the NPS Profile Metadata Parser configuration file (available 

at http://science.nature.nps.gov/nrdata/docs/metahelp/NPS_Profile_Config.zip) must be used. The 

configuration file installs by default when the NPS Metadata Tools and Editor is installed in 

C:\Program Files\NPS\Metadata. Refer to the NR-GIS Metadata Parsing Guidance instructions 

(http://science.nature.nps.gov/nrdata/docs/metahelp/metahelp.cfm) and the NPS Metadata Tools 

and Editor documentation (http://science.nature.nps.gov/nrdata/docs/metahelp/metahelp.cfm) for 

details. 

Once an XML is parsed and completed, it will be necessary to replace the original XML with the 

final. 

G.4 Project Documentation 

Any known project creating Data or information will also require documentation. The following 

metadata is required: 

• Project Identification – Unique project identification code. When possible, this will be 

the same as the code used to develop and/or manage the project (e.g., RPRS Project 

Code). 

• Project Title – Name of the project 
______________________________________________________________________________

Appendix G – Metadata Specifications 95 

• Project Contact – Principal Investigator or other contact who was involved in the project 

or is familiar with the project 

• Project Start Date – Date project was initiated. This date will be earlier than the date the 

information was generated/collected 

• Project End Date – Date of final close-out for the project. 

• Project Abstract – General description of the purpose and objectives of the project 

• Project Products – Cross-reference to dataset, document, and image metadata records. 

• Entity Identification and Description – Each element of the project archive will be listed 

as an entity and have a brief description. 

G.5 ESRI ArcCatalog Setup Specifications 

ESRI’s ArcCatalog will require a few modifications to it default setting which will facilitate 

better metadata development. First, it is imperative that the Automatically Update and Create 

Metadata options are turned off (Figure G-2). 

Figure G-2. Metadata Options in ArcCatalog 

Second, ArcCatalog does not natively recognize zipped files. Therefore, it is necessary to add 

the ZIP extension to the registry (ToolsOptionsFile Types). Likewise, ArcCatalog will give the 

ZIP extension a generic icon. Browsing to and selecting the WinZip executable will give all 

zipped files a more appropriate graphical representation in the ArcCatalog interface. 

G.6 Roles and Responsibilities 

Principal Investigator (NPS):

The person creating or modifying data as part of any NPS I&M project is also responsible for 

initiating metadata development. NPS-compliant metadata must accompany all data sets 

(metadata for geospatial data sets must in addition be FGDC-compliant) and are due when the 

final report and deliverables are submitted to the SOPN and/or to the parks included in the study. 

The Principal Investigator may choose to delegate this responsibility depending upon who is 

assigned the role of data set developer/administrator. Individuals unfamiliar with metadata 

generation should use the guidance provided in this document and reference materials. For 

additional assistance the Data Manager or GIS Specialist may be contacted. 

Principal Investigator (Non-NPS):

If data originate outside the NPS, the Principal Investigator will have primary responsibility for 

compliance with the metadata standards as set forth in this document and providing 

documentation of the data set in the form of a metadata XML file as stipulated by written 

agreements with SOPN parks (contracts, cooperative agreements, study plans, research permits). 

NPS-compliant metadata must accompany all data sets (metadata for geospatial data sets 
96 

must in addition be FGDC-compliant) and are due when the final report and deliverables are 

submitted to the SOPN and/or to the parks included in the study. 

Data Manager (NPS):

The Data Manager must ensure that NPS-compliant metadata are generated for all non-spatial 

I&M data received from the Principal Investigator (NPS or Non-NPS). The Data Manager also 

must ensure that all geospatial data resulting from an I&M project are FGDC- and NPScompliant. The Data Manager can provide assistance in metadata creation. 

G.7 References 

FGDC (1999). Biological Data Profile, Federal Geographic Data Committee Endorsed 

Standards, [http://www.fgdc.gov/standards/standards_publications/index_html], 

November, 2006. 

NPS (2006). NPS Data Store: Creating Metadata, Natural Resources GIS Program, 

[http://science.nature.nps.gov/nrdata/docs/metahelp/NR-GISCreatingMetadata.pdf], 

November, 2006. 

USDA (2006). United States Department of Agriculture, Integrated Taxonomic Information 

System (ITIS) [http://www.itis.gov/], November, 2006. 
______________________________________________________________________________

Appendix H – Guidelines for Maintaining and Updating NPSpecies 97 

Appendix H. Guidelines for Maintaining and Updating 

NPSpecies 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

NPSpecies Guidelines – Data Management Operation - Rocky Mountain Network 

Appendix D – NPSpecies – Northern Colorado Plateau Network Data Management Plan 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

H.1 Introduction 

The NPSpecies database was developed by the National Park Service Inventory and Monitoring 

Program to store, manage and disseminate scientific information on the biodiversity of 

organisms in National Park Service units throughout the United States and its territories. The 

database can list all species that are entered for each park unit, and list all park units for which a 

particular species has been recorded. Additionally, NPSpecies documents supporting evidence 

for a species record, which can include references, vouchers and observations. 

H.2 Workflow 

NPSpecies is available though both an online web version and a desktop database version. Both 

versions store the same data. Each is best suited for certain data management tasks, hence they 

will both have their own separate workflows. 

H.2.1 Small Batch Updates 

The online version is considered the “master version” of NPSpecies because it housed the most 

up-to-date data for all parks in the NPS. Any updates made to the online version are 

immediately available. However, it does not have the tools needed to efficiently update multiple 

records. Hence, it is best to use the online version if you are adding or updating a small number 

of records (typically <50 records). 

H.2.2 Large Batch Updates 

The main advantage to the desktop version that since it is a local database, multiple records can 

be created and/or updated very efficiently. However, the data files for the desktop version only 
98 

represent a snapshot of the online database. All updates made using the desktop version must be 

sent to Fort Collins to be appended to the online master version. 

Figure H-1. Workflow for Adding or Editing NPSpecies Records 

H.3 Guidelines 

H.3.1 When to update? 

NPSpecies is meant to be a dynamic database that reflects the current species record of a park. 

Updates can be processed to the database whenever one of the following conditions happens: 

• New vouchers are accessioned 

• A new species is detected 

• New qualified observations are made 

• A species’ park status, abundance, residency, and/or nativity changes 
______________________________________________________________________________

Appendix H – Guidelines for Maintaining and Updating NPSpecies 99 

Figure H-2. Workflow for Batch Updating of NPSpecies Records 

H.3.2 Maintaining quality data 

All data must be reviewed for quality and be well documented before it can be processed into 

NPSpecies. Although it is impossible to define a completely objective means for determining 

qualification, the following cases meet the case 

• A properly documented voucher. 

• A citation for species information from a peer reviewed scientific publication. 

• Species lists generated from documented inventories(i.e. vegetation plots, transect 

surveys, etc...) 

Observations need to be carefully reviewed as to their source and repeatability before being 

entered into NPSpecies. Any sources of species information that are at all doubtful should only 

be entered into NPSpecies at the instruction of the proper park representative. 

In order to maintain information in a dynamic system such as NPSpecies, the data will need to be 

reviewed on an intermittent or periodic basis. The certification review insures that: 

• the data housed in NPSpecies remains accurate and up-to-date 

• species are listed according to their locally-accepted taxonomic nomenclature 

At minimum, a certification should be completed after the first formal review of a species 

checklist for a park and a taxa category. The need for subsequent reviews and certification will 

vary from a few to many years depending on changes to park boundaries, manmade or natural 
100 

events affecting biodiversity, and the extent of data added or edited after the time of the previous 

review. 

Upon completion of the QA process, the participants will fill out a form documenting what was 

reviewed, when the review took place and who participated. The information on the form will be 

included in the on-line version of NPSpecies as a permanent part of the database. Once 

completed, users and managers of information in NPSpecies will know at any time the history of 

reviews and can gauge the appropriate use of the information. 

H.3.3 Online vs. Desktop 

The online version can be accessed at https://science1.nature.nps.gov/npspecies/web/main/start. 

This version is to be used for: 

• Directly adding and/or updating small number of species records 

• Linking NPSpecies records to references located in NatureBib is to ONLY be done 

online 

The desktop version is located in the central files at M:\TOOLS\NPSpecies\NPSpeciesXP.mdb. 

This version is to be used for: 

• Processing large groups of additions and/or updates 

• Locally viewing species data lists 

H.3.4 Data Entry Details 

Documentation and training materials regarding data entry can be found in the Central Files at 

M:\TOOLS\NPSpecies\documents\training. Information is also on the main NPSpecies 

application webpage at 

http://www1.nature.nps.gov/biology/biologicalinventories/npspecies/documents.cfm. 

H.3.5 Local Database and Application Updates 

A new back-end species list must be downloaded and maintained locally whenever any updates 

are made to the master online database. New downloads can be obtained from the “Secure 

Utilities” section of NPSpecies. Updates are processed nightly, thus updates will not be 

available for download until the next day. 

Additionally, updates to the desktop version and master data files list must be implemented once 

they are made available. Application updates can be downloaded from: 

http://www1.nature.nps.gov/biology/biologicalinventories/npspecies/desktopapp.cfm. 

H.3.6 Public Data Access 

A public web version of NPSpecies is currently under development. Until this is released, data 

can be shared by sending a direct download that contains the specific data needed by the 

requestor. All requests for data are to be handled by the designated NPSpecies Point-of-Contact 

(POC). Only data that has both undergone the QA/QC certification process and has the 

sensitivity level set to Public can be released. Anyone requesting data must agree to use the data 

only for non-commercial, educational and/or research purposes only. Additionally, the requestor 
______________________________________________________________________________

Appendix H – Guidelines for Maintaining and Updating NPSpecies 101 

is to provide the POC with copies of all documents, reports and datasets generated directly or 

indirectly from the use of NPSpecies. 

H.4 Roles and Responsibilities 

NPSpecies is a dynamic, living, database that is designed to have long term value to the parks, 

the network, and the service. Maintaining and enhancing its value requires a continuing effort 

and commitment. Currently the main focus of NPSpecies is to record data regarding vertebrate 

animals and vascular plants. However, it does have the capability to record data on other taxa 

categories i.e., butterflies, spiders, mosses, and lichen. NPSpecies should be updated with this 

information as it becomes available. This can only happen with a joint effort by the parks and 

network. 

Currently, the Network Data Manager is the POC for all parks in the SOPN due to the few 

number of resource management staff in the Network. As such, the network will be undertaking 

a greater role in maintaining the NPSpecies datasets for the parks. This may change should a 

park have a resource management staff capable of handling updates locally. Should this occur, 

the network instead provide technical assistance in maintaining the database. 

Park Resource Management Staff. 

• Notify the POC of any updates that need to be made to species lists, vouchers, and 

observations with information from permitted research, or park operations. 

• Provide reports and species lists to park managers, principle investigators, or other 

members of the public as necessary. 

Network Data Management Staff 

• Update species lists, vouchers, and observations with information from network 

monitoring and data mining operations. 

• Perform batch updates to NPSpecies when appropriate. 

• Provide access to NPSpecies as needed by park staff. 

• Provide assistance with database updates 

______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 103 

Appendix I. Digital Photograph Management Guidelines 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Digital Photograph Management Strategy for Alaska Inventory and Monitoring Program. 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

I.1 Introduction 

Photos are taken and used by NPS personnel for a variety of purposes. NPS photo users vary 

tremendously in their knowledge and access to imaging software and hardware. While it is 

impossible to anticipate every use/collection scenario, most photos should fit into one of the 

general “photo type” categories defined below: 

• Library Photos. These photos are final products that have been edited, documented, 

reviewed and added to the networks digital photo library. Metadata for these photos is 

stored in a central database using approved software. These photos can be used for 

multiple purposes by a variety of staff. They are public domain. 

• Working photos. Photos in this category are “works in progress”. Working photos should 

be documented and moved into the parks photo library or they should be deleted. 

Metadata for working photos does not exist but is in progress. Working photos are stored 

in centrally located employee specific folders adjacent to the park photo library. 

• Data Photos. Data photos are photos collected as data. Examples include: 1) site specific 

photos documenting a wetland delineation and, 2) photos taken as part of a maintenance 

facilities assets inventory. Data photos are collected as part of a well-defined data 

collection protocol. Metadata for these photos is stored in a project level database. Data 

photos are stored in the project folder structure. Representative, unique and instructive 

data photos should be added to the parks digital photo library. 

• Aerial Photos. These are usually produced professionally by a contractor, where very 

clear specifications are made. Digital aerial photos standards are discussed but are 

beyond the scope of this document to be described in detail. (Note: This refers only to 

orthographic photos, not oblique snapshots out of an airplane door or window.)
104 

I.1.1 Digital Photo Cycle: 

The “digital photo cycle” typically runs through the following steps. Photos are acquired, stored, 

viewed, renamed, edited, documented, stored in a photo library, archived and, in some cases, 

deleted. Some of the issues and questions which crop up along the cycle include: 

• Acquisition

o Digital cameras – What is the best quality and size? 

o Scanning images – What parameters to use? 

• Processing

o Download and Storage – Where? For how long? Naming standards? 

o Viewing – With which software? Or as contact sheets? 

o Renaming – Manually or batch? Naming standards? 

o Editing – Which software? Should you write over the master or make a copy? 

o Documenting – Which attributes should be documented? How is the documentation 

‘attached’ to the photo? 

• Long-term Storage

o On-line storage – Where? Managed by whom? For how long? 

o Off-line storage and archiving– Where and when? When to delete? 

This document will attempt to address these questions and provide logical standards and 

guidelines to facilitate good photo management. This document discusses imaging standards and 

how digital photos will be stored in a repository, documented and cataloged. Figure I-1 

summarizes the general photo management process. 

I.2 Acquisition 

I.2.1 Digital Cameras 

If digital cameras are used to capture images, they should be set at the highest resolution possible 

to allow for the highest level of use for a photo. A minimum of 3 megapixel cameras is 

recommended; however, 5 megapixel cameras are preferred in order to capture the highest image 

quality. We recommend adjusting your camera image quality setting to fine or super fine to 

ensure high resolution. Remember that images can be decreased in resolution for purposes such 

as web use or thumbnails, but cannot be adequately increased in resolution greater than the 

original resolution settings. While lower image quality settings may seem to meet your needs for 

a whole photo, having extra detail will help maintain high quality if you need to crop and enlarge 

an image or later use it in a publication. 

I.2.2 Film Cameras 

Where possible, it is recommend that staff and contractors provide photos as 35 mm slides 

(preferably Kodachrome or Ektachrome). This is because slides are a proven stable medium. 

Alternatively, but less preferred, 4x6 color prints are requested. Slides should be labeled using 

indelible pigment ink, or using laser-printed archival-quality slide labels. Slide labels should 

include: a unique ID (should be the same as digital file image name, if provided), project name, 

photographer, photo date, a brief identification of contents (e.g., species name, plot ID), and 
______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 105 

geographic location (UTMs or description). Slides should be stored in polypropylene slide 

sleeves. Light Impressions (www.lightimpressionsdirect.com) is a recommended source for 

archival storage materials If photographs are provided, they should be delivered in individual 

polypropylene sleeves and within archival-quality boxes. Each photo should be labeled on the 

back, using archival-quality labels, with the same information elements required for slides. If a 

contractor is submitting photographs, corresponding digital files in .tif format must also be 

provided on CDs and meet the scanning specifications listed below. 

Figure I-1: Photograph Management Process 
106 

I.2.3 Scanning Specifications 

The resolution is selected based on the size of the original. The smaller the photo, slide, or other 

material, the higher the resolution should be used to acquire a detailed scan. When scanning 

slides, always use a scanner that provides a light source though both sides of the slide. Scanners 

that reflect light back though the slide create muddy images and are not capable of producing 

high quality results. 

Below are the minimum recommended scan resolutions for different formats. Higher resolution 

scans are always preferred and will yield larger and better quality images. 

Photos and slides should be scanned at a resolution that allows good representation of detail but 

also have a reasonable file size (1-2 megabytes). The original slide is always accessible if greater 

resolution is needed. Whether the work is done internally or is contracted, the recommended 

scanning settings are as follows: 

• Tagged Image File Format (tif) 

• 600 dpi (minimum for prints and slides) 

• Scanned at the original size of the image (e.g., 1.37 x 0.9 inches for slides) 

The advantages of scanning an image as an uncompressed tif file are improved print quality and 

no image degradation. Images scanned as JPEG files will lose image data over time with each 

editing event. If images are needed for web pages or other uses, the tif must be saved as an 

alternate JPEG file. Do not overwrite the tif image. 

All scans should be done at a minimum of 600 dpi. However, if a slide is needed for a project 

where the resulting images will be edited (example: cropping and enlarged) or in a print 

publication such as a poster or a publication, the scan resolution should be raised to 2400 dpi. 

This is due to the images smaller size. 

I.3 Processing Overview 

Effectively dealing with hundreds of photos requires consistent downloading, naming, editing 

and documentation. This section describes the general process for managing photos and will 

provide additional information for each type of photo as defined in the Introduction. 

After the images have been acquired, either by digital camera or scanning, the general processing 

of photos are as follows: 

1. Establish a file organization for photos 

2. Rename the photos 

3. View, delete and edit the photos 

4. Document the photos 

5. Prepare photos for on-line long-term storage or off-line archiving. 

Special note for Data Photos: Data photos are photos collected as part of a documented data 

collection protocol. The project’s data processing protocol should contain a detailed section on 

processing data photos. This protocol should include information, such as: 

• File folder structure conducive to data entry and linking. 

• Photo naming standard conducive to data entry and linking. 

• Field collection method for uniquely linking each photo to its related field data 

sheet/record. 
______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 107 

• Consistent photo database that facilitates linking of photos to the projects data. 

• Step-by-step procedural documentation. 

I.3.1 Organization 

I.3.1.1 Original and Edited Photos 

Raw, unaltered photos should be carefully preserved. The names of folders containing raw 

photos should clearly indicate that the folder contents are unedited originals. Raw photos folders 

may include multiple photos of the same subject, blurry pictures, or other less desirable photos. 

This original set of photos should be preserved as is. Copies of raw photos should be saved in 

clearly named folders for review and editing. For example: 

/Subject_A 

/Originals – raw, downloaded photos, including poor photos 

/Edited –photos which have been processed: renamed and edited. 

After downloading or scanning photos to the /Originals directory, this directory should be set to 

“read-only” permissions to prevent inadvertent edits. 

I.3.1.2 Working Photos 

Photos should never be directly downloaded from the scanner or camera directly into the final 

library folders. This is because more often then not, these photos will require some degree of 

processing before they are ready to either be used in a database or placed into the photos library. 

Working photos (photos that are being processed), should be stored either in a workspace within 

a specific project or within a user’s photo library. 

Example directory: 

\Working_Photos 

\User_A 

\Photo_SetA_Name 

\Originals 

\Edited 

\Photo_SetB_Name 

\Originals 

\Edited 

I.3.1.3 Library Photos 

Library photos are public photos readily available to be used for a variety of purposes. High 

quality photos are encouraged where possible, but may also include lower resolution photos. 

These photos have been reviewed, processed, documented and ready to be stored in a digital 

photo repository. All SOPN library photos will be placed on the central M: drive. These photos 

will be “Read-Only” to prevent unauthorized and/or accidental editing. 

Library photos are organized by logical theme keywords related to the parks. The generic 

organization structure template is lengthy and subject to updates. A handy reference is presented 

in Appendix C. Each park will have it’s own directory. The structure for each park can be 

modified to match the themes present in each park, however it is encouraged the folder names 

remain the same. This is to provide a level of consistency in search functions. The full library 

structure can be found at the end of this document as well as in the central files at 

M:\Central_Files\Library\Photos\Tools\Photo_Library_Base. 
108 

Example directory: 

M:\Library 

\Photos 

\PARK 

\Natural_History 

\Animals 

\Astronomy 

\Bogs 

\Caves 

\... 

I.3.1.4 Data Photos 

Project Data Photos:

Photos taken as part of a project’s data collection protocol are project data that needs to be 

organized, documented and preserved in conjunction with all other project data. Project data 

photos should be organized and contained within the project folders and NOT the library folder. 

Detailed project protocols should define how and where photos are downloaded, edited and 

rolled up into final folder locations. 

It is recommended to use a specific method of organizing data photos within project folders to 

maintain some consistency from project to project. For example: 

\Project_A 

\Data 

\Photos 

\Originals 

\Miscellaneous 

\DataPhotos 

It is not recommended to store or embedded data photos within a MS Access database. A photo 

linking tool should be used instead to link the photographs to the database. 

Miscellaneous Project Photos:

Incidental or opportunistic photos taken by project personnel are not data photos and can be 

managed as miscellaneous photos. Miscellaneous photos taken as part of a project should be 

stored in the project miscellaneous photos directory. This allows the photos to stay with the 

project, but does not confuse photos that are data related. These photos may be further processed 

to become “Library” photos. Photos of interest to a greater audience should be made available to 

the parks where they were taken. 

I.3.2 Image Naming Standards 

Adding a description within the image file name will help make the file intuitive and easy to 

select. However, when dealing with a large number of photos, this can seldom be maintained and 

should be reserved only for small sets of photos, library photos and miscellaneous photos. The 

photography industry uses thumbnail browses and keywords to retrieve photos. As such, SOPN 

will adopt this method. 

It is only practical to manually rename photos if the quantities are small. When working with 

more than a handful of photos, software which utilized ‘batch’ rename functions should be used. 

This will vastly improve workflow and insure consistency. In some cases, renaming photos may 

require a two part process. An example is when in the first step is a batch process which inserts 

the park code and year at the beginning of the photo name. The second step then involved 
______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 109 

adding a descriptive component to the name as a manual edit on a photo by photo basis. 

Organizing photos by topic in folders can make batch renaming with descriptive names possible. 

See the cheat sheet on how to perform batch renaming in the Appendices. 

When dealing with hundreds of photos, such as in the case of data photos, descriptive naming is 

neither practical nor useful and photo file names should either be retained as produced by the 

camera or batch renaming without descriptive components should be used. 

Images that will be uploaded to NPS Focus require unique, descriptive names. This is due to the 

scope and quantity of images being loaded in one place. Having very specific file names insure 

that these images will continue to be uniquely identified through the coming decades. 

In all cases, photo names should not use spaces or special characters. Try to keep file names 

less than 25 characters. 

I.3.2.1 Digital Library Naming Standards 

The Southern Plains Network Digital Library is the network’s central repository. This library is 

currently housed on the second hard drive of data manager’s computer and is mapped as 

M:\Central_Files\Library. Access to this folder is currently set to SOPN employees only. In a 

future time, the digital library may be moved off of the Data Manager’s computer to a 

centralized server. Naming standards should be set to facilitate proper file management. To this 

end, SOPN has chosen to adopt the service-wide naming standards used by NPS Focus. These 

standards provide a simple method to generate unique file names. 

The image file name should consist of: 

1. Park Code 

2. A brief description of the image 

3. The date of the image written as YYYYMM (YY if month is not known) 

4. A numeric extender (multiple image sets only) 

Examples:

PECO_VascularPlants_2001.jpg 

CHIC_FreshFish_200206.tif 

BEOL_Tamarisk_2005_1.tif 

BEOL_Tamarisk_2005_2.tif 

Each part is separated by an underscore. Multi-part and multi-page items consist of: 

1. Multiple images associated with one record (such as multiple angels of the same 

monument) 

2. Multiple images that describe similar objects or scenes 

3. Multiple pages of an item that has been scanned. 

Note that all sections of the file name have been separated by a hyphen. When an item being 

digitized consists of multiple parts, the main filename should be followed by an underscore and 

part number beginning with _1, _2, _3, etc. 

I.3.2.2 Data Photo Naming Standards 

These naming guidelines are designed for projects which collect hundreds if not thousands of 

photos. 
110 

File names should assist in the linking of the projects data and the photograph. Project needs may 

be driven by site, time, specimen, or method. Projects with a limited number of photos (<50) 

may elect to be descriptive with file names. Projects with larger number of images (>50) may 

elect a sequential image naming standard. Various examples are provided here. All images 

should follow these guidelines: 

• Document the naming standard used. This should be done in the projects Data Processing 

Protocol.

• No spaces in the file name; generally less than 20 characters 

• Park code and year should either be included or conclusive by the directory structure. 

• Use underscore to separate components 

Option 1: preferred for small photo datasets (<50 photos) 

Park code and year are included in the file name. The image file name should consist of four 

parts: 

1. The park code (SOPN, ALFL, BEOL, PECO, etc...) 

1. The year of the image written as YYYY 

2. Project Code or description 

3. Photo number ID (ideally the same number from the original file name generated by the 

camera) 

Examples:

CAVO_2001_VPlants_2501.jpg 

CAVO_2001_VPlants_251.jpg 

WABA_2003_SiteA_001.jpg 

WABA_2003_SiteA_002.jpg 

Option 2: preferred for large photo datasets (>50 photos) 

Park code is assumed conclusive by the directory structure. The image file name should consist 

of three parts: 

1. The month and day (MMDD) 

2. incremental, unique photo id (ideally the same number from the original file name 

generated by the camera) 

3. Time in 24 hour format (HHMM) 

Examples:

07292006_150_0830.jpg 

07292006_151_0830.jpg 

07292006_152_0838.jpg 

I.3.3 Image Viewing and Editing 

Thumbnails give a quick icon view of many photos so photos may be quickly selected visually. 

It is recommended that 1) a quick viewing software or database be used to look at thumbnails, 

captions, descriptions, dates and keywords, and where appropriate, 2) a contact sheet of these 

thumbnails be printed for quick reference. 
______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 111 

I.3.3.1 Editing 

At a minimum, photos should be edited as follows: 

• Poor quality photos should be deleted, except where the subject is highly unique. 

• Medium quality photos should be assessed against existing photos of the same subject in 

the park photo library. If the photos duplicate the subject with no enhancement of quality 

or perspective, the photo may not be worth saving and should be deleted. 

• Photos should be rotated to portrait or landscape. 

• Photos should be rotated to make the horizon level. 

• Photos of people should have ‘red eye’ removed. 

• Photos should be cropped to remove edge areas that grossly distract from the subject. 

Large groups of photos acquired under sub-optimal exposure or lighting can be batch processed 

to enhance contrast or brightness. Batch processing can also be used to resize groups of photos 

for use on the web. 

I.3.4 Image Documentation and Cataloging 

Images should be documented and cataloged. Documentation, or metadata, provides the 

minimum information a user will need to appropriately use the photo. Cataloging provides a 

collective means for searching, finding, and retrieving photos. 

I.3.4.1 Software 

All software or combinations of software should meet these minimum requirements: 

• Meet the minimum metadata requirements

• Ability to add additional fields, as desired 

• Ability to establish a template of these fields 

• Ability to create a thumbnail view 

• Ability to search 

• Ability to do basic functions like rotate, zoom, pan 

SOPN will use a combination of software and databases to perform these functions. 

• ThumbsPlus is used to document photos with keywords and attributes, produce contact 

sheet printouts, and allows for quick searching and viewing of photographs. 

• Wherever possible, Adobe Photoshop should be used for all photo modifications. If 

Photoshop is not available, or if the photo only requires minor modifications, the photo 

editing tools in ThumbsPlus an be used instead. 

I.3.4.2 Minimum Metadata Attributes 

All photos should be documented with a set of minimal metadata attributes. A ThumbsPlus 

template has been created to insure that all these fields are captured. The template can be found 

in M:/Library/Photos/Database/SOPN_Photo_Library_Template.t4d. These minimal metadata 

attributes are documented though the photo’s user fields in ThumbsPlus and include: 

• File name (usually inherent) 

• File location (usually inherent) 

• Storage Location of the original/hardcopy/negative 

• Description 

• Photographer, Contributors, or Archive Institution (all that apply) 
112 

• Collection Name, if applicable (historic and archives) 

• Publisher 

• Date Taken 

• Format/Size/Source 

• Type of Media of original 

• Subject 

• Keywords 

• Park Code 

• Place 

• Any necessary credits 

• Distribution Restrictions, such as copyright or sensitivity 

Digital photos capture some metadata and will hold this information in an EXIF file that stays 

with the photograph until the photograph is modified. Only modify photos using software that 

preserves this information. (An example to avoid is rotating images in the Windows Picture 

and Fax viewer). Ideally, edits should be performed using Photoshop or ThumbsPlus because 

these software will preserve the EXIF file. These attributes include: 

• File name 

• Aperture 

• Date Digitized 

• Date Taken 

• Exposure Bias 

• Exposure Time 

• F-Number 

• Flash (yes, no) 

• Focal Length 

• ISO Speed 

• Light source 

• Metering Mode 

• Shutter Speed 

If the image is processed, for example cropped or modified in Photoshop, the following attributes 

should be documented: 

• Name of photo editor

• Software used

• Date photo is modified

• Model of printer intended (if edited for print)

Special Note for Data Photo Metadata

Projects should store metadata attributes for data photo within the appropriate relational tables of 

the project database. Project databases should contain at least the minimum metadata 

requirements listed here. 

I.4 Long-term Storage 

I.4.1 Originals and Interim Photo Storage 
______________________________________________________________________________

Appendix I – Digital Photograph Management Strategy 113 

Once the photos have been processed and placed into their appropriate libraries, original photos 

should be archived onto a CD-ROM and labeled as originals. Other project interim photos may 

be backed-up using normal project back-up procedures and deleted. Any working photos, such 

as those in Photoshop, may be maintained at the user’s discretion. Users should be considerate 

of disk space, however, and should use CDs or DVDs to backup files not frequently used. 

I.4.2 Library Photo Storage 

Once documented, photos should be catalogued and moved into the photo library. Library 

photographs will be stored in the photo directory within SOPN’s master digital library located at 

M:/Library/Photos. The folder template is designed to capture all photos from all SOPN parks in 

the NPS. Thus, this template contains many folders that may not relevant to all SOPN parks. 

This template should be used as a starting point for a park’s photo library. Before using this 

folder structure, it should be reviewed and edited so as to remove folders which are irrelevant to 

the park. 

SOPN will designate one individual as a low-key, low-time commitment ‘Photo Manager’. In 

most cases, this will be the data manager. The photo manager principle duties include insuring 

that all photos are processed to set standards and to encourage network personnel to perform 

good photo management. The photo manager could also act as a liaison with park photo 

managers (if available). 

I.4.3 Data Photos Storage 

Data photos are always to be stored with the rest of the project’s data files. As the project 

reaches a milestone, such as when a report is written, photos should be reviewed for samples of 

interest to a greater audience. This may include scenic views, animals, activities, methods, 

equipment, or facilities. If the project includes multiple pictures of essentially the same method 

or item, select a few that are representative. These photos should be copied and processed into 

library photos. It should be noted which project the photo originated from within the photo’s 

metadata attributes. 

I.5 Photograph Property and Use 

All photos collected with National Park Service funds and staff time are property of NPS. 

Contractors using photographs as part of their project should provide copies, preferably high 

resolution digital copies, to the NPS project leader. 

When using a photograph, provide credit to the photographer. This is usually written on the right 

side of the photograph or at the bottom in a smaller font size (san serif) than the text in the 

document. 

I.6 Photos of People and Rights to Privacy 

When taking a photo of a person, the subject’s right to privacy may come into play. Photos with 

the following criteria should seek a model waiver form: 

• The person is recognizable, AND 

• The person is not a government employee (on-duty), AND 

• The photo will be used for profit to the photographer. 
114 

OR 

• Any photos of a minor, where the minor is recognizable. 

Photos with the following criteria do not need a model waiver form: 

• Photos are public domain (unless protected by law) 

• Photos are not for profit 

• If photos are used for profit, such as in a magazine, it is not NPS who profits 

In the case of NPS, it is rarely the case where a model waiver form is needed. Typically these 

photos are used for education and editorial purposes, where photos of subjects are acceptable. 

Other violations of privacy may include: 

• The photographer intruded on the person’s seclusion to take the photo 

OR 

• Private information about the person is now made public 

OR 

• When the photo causes the average, reasonable person to believe something about them 

that isn’t true. 

None of these instances should occur within the scope of government work. 

NPS and contracting photographers should exercise the following guidelines when 

photographing people: 

• Generally avoid photos of minors for public distribution. 

• Intentionally do not identify the non-government people pictured, providing one less 

invasion of privacy. 

I.7 Roles and Responsibilities 

Data Manager

The SOPN data manager is responsible for ensuring that network staff adhere to the directory 

structure and tagging guidelines. Additionally, the data manager will provide oversight for the 

photo library directory structure. 

SOPN Staff 

All network staff are responsible for ensuring that all photos collected meet the standards listed 

above and are stored in the appropriate locations on the shared drive. 

I.8 References 

Evans, Kass. 2003. National Park Service NPS Focus Image Creation and Management Guide. 

Draft Rev January 23, 2003. Retrieved January 7, 2004 from the World Wide Web: 

http://focus.nps.gov/doc/techdoc/ImagingGuide.html 

Duboff, Leonard D. 1989. The photographer’s business and legal handbook. Images Press, New 

York, NY. ISBN 0-929667-02-6. 
______________________________________________________________________________

Appendix J – Project Data Life Cycle Guidance 115 

Appendix J. Project Data Life Cycle Guidance 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Project Data Life Cycle Guidance Document – Northern Colorado Plateau Network. 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

J.1 Introduction 

The following guidelines were developed for the Southern Plains Network (SOPN) of the 

National Park Service (NPS) Inventory & Monitoring (I&M) Program for ensuring that all 

SOPN project data are acquired, processed, and made available for distribution in accordance 

with I&M program requirements and NPS policies. 

J.2 Scope and Applicability 

These guidelines apply to all SOPN projects, whether they are short-term projects, which may 

include individual park research projects, inventories, or pilot work done in preparation for longterm monitoring, or long-term projects, which includes monitoring or other multi-year research 

projects. The guidelines apply only to projects that have passed the planning and approval stage 

and that have a record established in the SOPN project tracking system (see Project Tracking 

System SOP – currently under development as of September 2008). If the project in question 

does not yet have a record in the SOPN project tracking system, contact the SOPN data manager 

to have such a record created. 

J.3 Project Data Life Cycle 

During the various phases of a project, project data take on different forms and are maintained in 

different places as they are acquired, processed, documented, and archived. This document 

presents an overview of the typical life cycle of SOPN project data and includes a checklist 

(Appendix A) to ensure that all life cycle steps are completed for each project. Although the data 

life cycle may vary depending on specific project needs and objectives, the typical life cycle for 

SOPN projects proceeds as follows (Figure J-1): 
116 

Figure J-1. SOPN Project Data Life Cycle

Acquire data – For data recorded by hand in the field, data forms should be reviewed regularly 

(preferably daily) for completeness and validity in order to capture errors as close to their origin 

as possible. Digital data are downloaded from field data collection devices as often as field 

schedules permit. 

1. Data entry / import – Data are entered manually from hard-copy forms, and digital data 

files are uploaded to the working database. 

2. Verification and validation – The accurate transcription of raw data is verified; data are 

validated by the project leader or subject-matter expert to detect missing data, out-ofrange values, and logical errors. Much of this verification and validation is performed via 

quality assurance/quality control (QA/QC) routines that are developed and run on the 

working databases. This is a critical step that requires careful oversight by the project 
______________________________________________________________________________

Appendix J – Project Data Life Cycle Guidance 117 

lead. Errors discovered later in the project life cycle are much more costly to correct. It is 

also important to document the verification and validation process (e.g., types of errors 

checked for and results). This documentation is required for documentation and 

certification (see step 3). Contact the data manager to see examples of such 

documentation. 

3. Documentation and certification – Data certification is a benchmark in the project data 

life cycle that indicates that: a) the data are complete for the period of record; b) they 

have undergone and passed the quality assurance checks; and c) that they are 

appropriately documented and in a condition for archiving, posting and distribution as 

appropriate. Certification is not intended to imply that the data are completely free of 

errors or inconsistencies which may or may not have been detected during quality 

assurance reviews. Refer to Appendix G – Metadata Guidance for data documentation 

procedures. A project data certification form is provided at the end of this appendix. This 

form must be completed by the project lead before any project data or data products can 

be posted, distributed, or archived. 

4. Reporting and analysis – Certified data are used for analysis and reporting, including 

annual summary reports for monitoring projects. Depending on project needs, data might 

be exported for analysis or summarized within the database. 

5. Post data and data products, and update national databases – To make data and data 

products available to others, certified datasets and metadata are posted to national 

repositories such as the NPS Data Store, while reports and other publications are 

cataloged in and posted to NatureBib. National databases such as NPSpecies and 

NPSTORET are also updated. Datasets and data products may not be posted if they 

contain protected information about the nature or location of sensitive, threatened or 

endangered species, or other natural resources of management concern. However, this 

position will be revisited once these systems are prepared to handle such datasets/data 

products. In addition, the SOPN project tracking system is updated to record important 

attributes about datasets and data products, such as cataloging information and storage 

locations (see Project Tracking System SOP – currently under development as of 

September 2008). 

6. Archive raw data, versioned dataset, and data products – Raw digital data are archived 

intact following SOPN digital data archiving procedures, while field data forms and other 

hard copy data are archived according to SOPN hard copy data archiving procedures. 

Archiving of hard copy field forms may occur at the end of a season as a means of 

retaining all marks and edits made during the verification and validation steps. Certified 

data (in both native database format and ASCII format) and metadata are archived 

according to SOPN digital data archiving procedures. Reports and other data products, 

both digital and hard copy formats, are also archived. Refer to the Appendix F - Library 

Strategy for digital and hard copy archiving procedures.. 

7. Distribute data and data products – Data, metadata, reports and products can be shared 

and distributed in a variety of ways – especially via the SOPN website and the web-based 

national databases and repositories – as well as by FTP or mailing in response to specific 

requests, or by providing direct access to project records to cooperators. In all cases, 
118 

distribution will follow legal requirements under the Freedom of Information Act, with 

limitations established to protect information about sensitive resources. 

8. Track changes – All subsequent changes to certified data are documented in an edit log, 

which accompanies project data and metadata upon distribution. Significant edits will 

trigger reposting of the data and products to national databases and repositories. 

A checklist is provided at the end of this appendix for documenting these project data life cycle 

steps. For long-term projects such as monitoring projects, this checklist must be completed on an 

annual basis. For short-term projects such as inventory projects, the checklist must be completed 

upon project closure. 

J.4 Roles and Responsibilities 

Project Lead (NPS)

The project lead owns the project and the project data, and therefore, is responsible for ensuring 

that all project data life cycle steps are completed. 

Data Manager (NPS)

The data manager is responsible for ensuring that all data management-related steps in the 

project data life cycle are completed. The data manager will also assist the project lead with 

completing project life cycle steps involving GIS data. 
______________________________________________________________________________

Appendix J – Project Data Life Cycle Guidance 119 

Project Data Certification Form 

Data certification is a benchmark in the project data life cycle that indicates that: a) the data are complete 

for the period of record; b) they have undergone and passed the quality assurance checks; and c) that they 

are appropriately documented and in a condition for archiving, posting and distribution as appropriate. 

Certification is not intended to imply that the data are completely free of errors or inconsistencies which 

may or may not have been detected during quality assurance reviews. 

1) Certification date: 

2) Certified by: 

Title: 

Affiliation: 

3) Project code: _____________ 

Project title: __________________________________________ 

4) Range of dates for certified data: 

5) Description and scope of data being certified: _____________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

6) List the parks covered in the certified data set, and provide any park-specific details about this 

certification. 

Park Details 

 

 

7) ____ This certification refers to data in accompanying files. Check all that apply, and indicate file 

names to the right: 

_____ Database file(s): 

_____ Spatial data theme(s): 

_____ Geodatabase file(s): 

_____ Other (specify): 

____ Certified data are already in the master version of a park, SOPN, or NPS databases (e.g., 

NPSpecies, NPSTORET). 

Please indicate the database system(s): 

8) Is there any sensitive information in the certified data which may put resources at greater risk if 

released to the public (e.g., spotted owl nest sites, cave locations, rare plant locations)? 

 _____ No _____ Yes Details: 

9) Description of data processing, quality assurance measures, and results and summary of quality 

assurance reviews, including details on steps taken to rectify problems encountered during data 

processing and quality reviews. (Note: Can be a reference to appropriate sections of the protocol or a 

separate document.) 
120 

Project Data Life Cycle Checklist 

Project Name: 

Project ID: 

Project Lead: 

Year: 

1. Data acquired. 

2. Data entered/imported. 

3. Data verified and validated. 

4. Data documented and certified. 

5. Reporting and analysis completed. 

6. Data and data products posted and national databases updated. 

7. Versioned dataset, data products, and raw data archived. 

8. Data and data products distributed. 

9. Changes tracked. 
______________________________________________________________________________

Appendix K – Quality Assurance/Quality Control Guidance 121 

Appendix K. Quality Assurance/Quality Control Guidance 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Quality Assurance/Quality Control - Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

K.1 Introduction 

This SOP provides quality assurance/quality control (QA/QC) guidance when working with 

Network information. QA/QC is integral to all steps of managing information, so it is difficult to 

provide one set of procedures that fulfill all needs. However, the general QA/QC steps do 

depend on whether the information originates from external sources, where the Network has 

minimal control, or is created by the Network, where the Network has both full control and the 

obligation to produce quality information. Thus, this document is split into two sections. The 

first section covers QA/QC recommendations for all stages of a network project – from initiation 

to close-out. The second section discusses the procedures for handling externally generated 

information that is to be incorporated into one of the network operations. 

K.2 Internally-Generated Information: Project 

Most of the information generated by the Network will originate from work under vital signs 

monitoring protocols. Each protocol will contain its own individual data management section. 

However, the QA/QC requirements have the same general structure. While monitoring is an 

ongoing operation, each year’s effort is distinct and may be viewed as a specific project. 

Therefore, the QA/QC requirements may be viewed within the framework of the project life 

cycle. This section is primary written for data collection in the field, although a subset of the 

guidance will apply to any type of project, whether or not field work is involved. Figure K-1 

provides the general steps for project QA/QC. 

K.2.1 Initiate 

During the project initiation phase, the important step for quality assurance is to clearly define 

the data and information needs. It will be impossible to generate the information without a clear 
122 

definition,. This includes review of the protocols and ensuring that all sample techniques are 

clear, complete, and fully recorded. 

K.2.2 Plan 

The planning stage is where quality assurance (QA) is initially implemented. There are a 

number of areas where quality can be assured, most importantly in planning for field work, in 

database design, and in staff training. 

Figure K-1. Quality Assurance and Control Steps During the Project Life Cycle 

K.2.2.1 Field Work 

Planning for the field work is planning for the media that collect, record, and store the 

information. Common types of media include field sheets, personal digital assistants (PDAs), 

global positioning system units (GPS), digital cameras, and field personal computers. 

Field forms generally exist only on paper field sheets or electronic field forms on PDA’s or field 

personal computers. Field forms of any type should be developed by the Principle Investigator 

working with the data management staff and field personnel input whenever practical. They 

should not only accommodate the requirements of the protocol or study plan but maximize the 

ease of use in the field and reflect the structure of the data being recorded. 

In general effective planning in field sheet (paper) development will ensure that the forms: 

• Fit a common and accepted format (e.g., 8.5x11 inch) 
______________________________________________________________________________

Appendix K – Quality Assurance/Quality Control Guidance 123 

• Provide space for the observer to record the name, version and date of the monitoring 

protocol (or study plan) used for data collection and processing 

• Are protected from inclement weather or other damages (e.g., “write-in-rain” paper) 

• Utilize checkboxes, selection lists, and other data formats that are quickly and easily entered 

in the field with a minimum of writing (e.g. allows for wearing of gloves in inclement 

weather) 

• Have font sizes and formats that are legible in the field (e.g., not smaller than 8 points) 

• Include sufficient space (i.e. empty rows/columns) to enter all data from a site on one form 

(e.g., don’t provide too little space so data often ends up on the back of a sheet) 

• Have strict ‘penmanship’ rules (e.g., all text must be printed instead of cursive, sevens with 

slashes, zeros with lines, All/no caps, acronyms and codes) that optimize the use of space and 

time and minimize confusion in the forms 

In some cases a Personal Digital Assistant (PDA) can be used to replace a paper field form. This 

should be done whenever possible since it removes a separate data entry step at the end of the 

field season. However, the limited size of PDA screens, memory, and battery can be limiting – 

the Project Leader must carefully evaluate the advantages and disadvantages. PDA utilization 

requires: 

• Form fields that minimize and enhance data entry through the use of auto-fill, auto-correct, 

range limits, pick lists, lookup tables, intuitive codes, and error checking 

• Clear directions for use based on the data collection needs 

• Provisions for data backups battery replacement and recharging 

• Plans for how and when backup field sheets are to be used, should the PDA fail 

• Directions for data transfer and backup when in the field and/or upon returning to the 

lab/office. 

A ruggedized field PC can provide the flexibility of paper with the efficiency of a PDA (at a 

greater financial expense). Properly designed field forms on this media should be able to 

completely replace paper as long as adequate steps are taken to protect the media and the field 

data collected on it. Field PC utilization requires: 

• Form fields that minimize and enhance data entry through the use of auto-fill, auto-correct, 

range limits, pick lists, lookup tables, and intuitive codes, and error checking 

• Provisions for data backups and battery replacement and recharging 

• Functional forms developing using the Microsoft Access application 

• Plans for data transfer and backup in the field and upon returning to the lab/office 

• Plans for how and when backup field sheets are to be used, should the computer fail, or when 

carrying the computer into the backcountry is impractical. 

When a GPS is used, there will be: 

• Clear directions for use of the GPS unit based on the data collection needs 

• Provisions for battery replacement and recharging 

• Specified and consistent datums and projections 

• Provisions to determine and record the accuracy and precision of the GPS during data 

collection 

• Directions for data downloads and connecting GPS data with other tabular or database 

formats (when the GPS isn’t integrated with a field computer) 

• See also the Network’s GPS SOP (NPS-SOPN 2007b)] 

When a digital camera is used there will be: 
124 

• Provisions for battery replacement and recharging; 

• Plans for data transfer and backup when in the field and/or upon returning to the lab/office; 

• Plans for how and when backup cameras are to be used, should the primary camera fail. 

K.2.2.2 Database 

A good relational database is important to effectively store, preserve, and present all of the data. 

While database design is complex the aspects that are related to QA/QC are straight forward. 

• Have record-level tracking of who entered the information, when the information was 

entered, and what protocol, study plan, or method was used to collect the data; 

• Contain built-in automated error checking features; 

• Have controlled access and defined security levels (i.e., forms are set for data entry only, 

which prevents accidental deletion or alteration of existing data) and can control the 

sequence of data entry (i.e., certain fields require an entry before more information can be 

entered); 

• Utilize lookup tables whenever possible to minimize data entry errors; 

• Share common lookup tables with other Network databases; 

• Have full-screen forms that resemble the field sheets (this greatly facilitates quality control 

checking); 

• Distinguish between newly-entered and previously validated data; 

• Utilize form fields that minimize and enhance data entry through the use of auto-fill, autocorrect, range limits, pick lists, lookup tables, intuitive codes, and error checking; 

• Prevent duplicate records entry; 

• Contain a mechanism for a random audit for errors of commission. In cases where errors are 

greater than 2%, a complete review (i.e., 100% re-evaluation) will occur; 

• Contain complete descriptions of all data fields to minimize errors of omission. 

K.2.2.3 Training 

The project leader must thoroughly know and understand the protocols, SOPs, and field 

techniques guiding a project. All field staff will be aware of the key points, although it is not 

imperative they have the protocols memorized, as long as they have immediate reference to the 

necessary information. Training will include: 

• Use of graphical (e.g., flowcharts) and text information; 

• An overview of the protocols and SOPs ; 

• A complete walk-through of the field techniques and SOPs with staff assistance; 

• A test to confirm they are able to conduct the SOPs without assistance; 

• Open scenario of possible field problems and how the staff would respond 

K.2.3 Execute 

The execution phase of a project is when the sampling is occurring and measurements are being 

recorded. Quality Control (QC) begins with this phase and QA continues throughout the phase. 

QA requirements outlined for the planning phase are carried out during this phase. QC 

requirements for data recording during this phase differ slightly depending on the media that is 

being utilized to record field data. 

During the execution phase, paper field sheet QC requires: 
______________________________________________________________________________

Appendix K – Quality Assurance/Quality Control Guidance 125 

• If corrections to the data are necessary, the original information will be crossed out with a 

single line and the new information written next to the original entry. Information will never 

be erased and old information will never be overwritten. 

• Upon return from the field, copies of all original data sheets will be made (backup for paper 

field sheets). The copies of the data sheets will be stored as specified in the protocol SOP, 

and the original data sheets will be used for data entry. 

• Data will be entered as soon as reasonably possible after collection. Data entry will not be 

delayed until all the project data have been collected. 

• Data entry will be done by someone familiar with data collection. Data entry staff will be 

familiar with the database software, database structure, and any standard codes. At a 

minimum, data entry technicians will know how to open a data entry form, create a new 

record, and exit the database properly. 

• If feasible, data will be entered by two qualified persons; one person will read the 

observations and the other will enter the data 

• All data entries will have a quick visual review during the time of data entry where the data 

entry technician verifies each record after input. 

• At the end of each data entry session, the records will be printed to hardcopy forms and 

visually compared 

Digital data QC requires: 

• Completed field forms will be reviewed for errors each day and data that were not entered in 

the field will be recorded on the digital media; 

• All digital files will be backed up to recording media (thumb drive, external hard drive, etc) 

at the end of the day; 

• When extended field work is carried out periodic backups must be done to a permanent 

media such as writing a CD in addition to the backup above; 

K.2.4 Control 

This phase is shown as a separate step from the execution phase but actually occurs both during 

the execution phase and after it is completed. In fact, throughout the project life cycle it is 

important to evaluate shortcomings in information collection. Where possible, these errors must 

be corrected during the project life cycle, in every case they must be recorded to inform 

proceeding projects (the next seasons monitoring effort). Important QA/QC measures involved 

with this phase include: 

• A broad requirement for both QA and QC for periodic random ‘spot checks’ to ensure 

compliance with protocol SOPs and QA/QC procedures. Deficiencies should be noted, 

corrected, and reported to the project leader. 

• A review of QA/QC and SOP procedures for shortcomings noted during the execution stage; 

• An exploratory data analysis, including normal probability plots, Grubb’s test, and simple 

and multiple linear regression techniques that provide insight into potential logical errors; 

When errors are detected, corrections or deletions will require notation in the original field 

records about how and why the data were changed, the date of change, and who approved the 

edits. 

K.2.5 Close 

During the closure of a project: 
126 

• There will be a means to track data errors reported after dissemination 

• QA/QC and SOP procedures will be reviewed by the project leader and recommendations for 

change will be included in a report. 

• A statement of data quality will be composed by the project leader and incorporated into 

formal metadata 

• Following closure, and assuming that all of the QA/QC steps were followed during the 

project life cycle, final project data will be incorporated into the correct operation databases 

and the appropriate metadata will be updated 

K.3 External Information 

Unlike information generated by the network, externally-generated information can be much 

more difficult to evaluate for quality. Figure K-2 indicates the general steps when dealing with 

external information. Quality assurance is impossible, while quality control is limited to ensuring 

the information is decipherable and valid. 

Figure K-2. General Quality Control Steps for External Information 
______________________________________________________________________________

Appendix K – Quality Assurance/Quality Control Guidance 127 

K.3.1 Decipher 

The first stage of evaluating externally generated information that is being reviewed by the 

Network for use is to make sure that it can be read and understood (deciphered). This process 

answers such questions as: 

• Is there adequate metadata? (Complete, Clear, Contact Persons, etc). 

• Are the protocols and SOPs that governed the collection of the data available? 

K.3.2 Validate 

Once the information has been deciphered and can be read and understood it must be reviewed 

for completeness and accuracy. This can include any or all of the following quality control 

reviews: 

• Are there errors of omission? (Have important measures been left out?) 

• Are there errors of logical consistency? 

Upon review of the metadata, protocols, and SOPs: 

• Do inconsistencies in the documentation cast doubt on the validity of the dataset? 

• Do inadequacies in the SOPs cast doubt on the validity of measures? 

• Is the study design documented in the protocols flawed? 

• Was the field staff sufficiently trained to carry out the SOPs correctly? 

K.3.3 Problems 

If there are problems with either of the above steps the nature of the problems must be carefully 

evaluated and a decision must be made about the information’s usability. If the metadata is 

inadequate or nonexistent it must either be corrected by reference to the author of the dataset or 

the dataset must be judged unusable. 

In other cases the specific problem must be judged as to how seriously it jeopardizes the usability 

of the information by the appropriate members of the Network staff. The Data Manager is finally 

responsible for deciding on the usability of questionable data, although Network Staff will need 

to provide guidance based on their area of expertise. 

K.4 Roles and Responsibilities 

Project Leader

• Ensuring the appropriate QA/QC procedures are integrated throughout the project life cycle 

• Ensuring the field staff are adequately trained 

Data Manager

• Assisting the Project leader in integrating QA/QC procedures throughout the project life 

cycle 

• Assisting the Project Leader in training the field crew 

• Approving externally-generated information as being of adequate quality 

______________________________________________________________________________

Appendix L – Natural History Specimen Collection, Cataloging, and Deposition 129 

Appendix L. Voucher Specimen Collection Management 

Guidelines 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Natural History Specimen Collection, Cataloging, and Deposition for Multiple Park Projects – 

National Capitol Region 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

L.1 Introduction 

The collection of biological specimens is necessary to properly document species occurrences 

and to provide an important educational, scientific and research resource. Given the importance 

of biological collections it is imperative that the specimens are properly collected, cataloged and 

stored. The purpose of this document is to provide NPS staff (both regional and park based), 

cooperators and contractors with guidance on how to collect and process voucher specimens 

collected as part of regional (multi-park) projects. 

L.2 Scope and Applicability 

The standards described in this procedure pertain to all multi-park projects involving biological 

specimen collecting activities within the National Capital Region; however, parks are 

encouraged to apply the standards described herein to all projects taking place in a single park 

unit. Any individual (regional and park NPS staff, contractors or cooperators) who might be 

collecting biological voucher specimens for a project taking place in the National Capital Region 

must follow these standards and procedures. This guidance should be used in conjunction with 

the NPS Museum Handbook and all other NPS regulations and policies. 

This document does not describe the procedure for preparation or curation of voucher specimens. 

Voucher preparation and curation are activities that require great skill and professional 

knowledge that varies by taxa and even by species. Curation should be addressed in detail 

through the scope of work and budget for each project. Researchers can review NPS guidance on 

preparing specimens in the NPS Museum Handbook Part I, Appendix T 

(http://www.cr.nps.gov/museum/publications/MHI/AppendixT.pdf). 
130 

L.3 Procedures and General Requirements 

L.3.1 Research Permit and Reporting System 

Principle investigators must obtain a research permit from NPS prior to beginning any scientific 

study on a national park. The National Park Service has developed the Research Permit and 

Reporting System (RPRS: http://science.nature.nps.gov/research/ac/ResearchIndex) to help 

streamline this process. 

The purpose of the RPRS system is to help investigators: (1) apply for permission to conduct 

natural resource, cultural resource, or social science field work within a specific unit of the 

National Park System, (2) review permit application requirements and field work restrictions 

before applying for permission to conduct a study, (3) review the objectives and findings of 

previously conducted scientific studies before formulating plans for new studies, (4) grant 

permission to conduct studies within parks (5) provide an avenue for submitting annual 

accomplishment reports, and (6) search and review the types of research activities park managers 

are most interested in attracting. The RPRS system also provides links (Admin. Docs.) to 

information on the general conditions, guidelines and procedures granted and expected of the 

permittee under the permit. 

It is imperative that investigators (including NPS staff and non-NPS personnel) provide detailed 

information regarding the project when requesting a permit through the RPRS system. This is 

especially true when describing specimen collection. Park staff (especially natural resource 

managers and park curators) must review these requests carefully to ensure that the collection 

procedures indicated by the investigator are adequate and acceptable to the park. 

The permit application must specify: 

• what kinds of specimens will be collected and whether those specimens will be exhausted 

during the investigation or permanently retained. 

• the maximum number of a single species they plan to collect. 

• the overall number of specimens they expect to collect. 

• funding available to catalog and label specimens according to NPS procedures. 

• the proposed repository must be identified for specimens that will be retained (e.g. listing 

“other institution” is not acceptable). If a non-NPS institution is chosen as the repository 

for the specimens, it must be confirmed in advance that the proposed institution will 

accept the specimens on long-term loan and that they meet NPS museum standards for 

housing museum collections. 

o This information should be confirmed by forwarding the non-NPS repository the 

research permit application. An authorized representative for that repository must 

sign the permit application thereby confirming that their institution meets NPS 

standards. 

To facilitate the permit approval process, it is required that the applicant contact the park 

resource manager (Table L-1) and discuss the details of specimen retention, what data will be 

collected from specimens, how specimens or records will be submitted, and the proposed 

repository for biological collections. It is also very important that the park natural resource 

managers and park curators communicate with each other throughout this process to ensure that 

the proposed collections fall within the park’s Scope of Collections and that the investigators 

understand the collections guidelines. Specimen Collections and Guidelines 
______________________________________________________________________________

Appendix L – Natural History Specimen Collection, Cataloging, and Deposition 131 

Table L-1: Contact information for Resource Manager/Curators at each SOPN park 

Park Resource Manager/Curator Work Phone E-mail 

BEOL/SAND Fran Pannebaker 719-383-5016 fran_pannebaker@nps.gov

CAVO Brian Quigley 505-278-2201 brian_quigley@nps.gov 

CHIC Steve Burrough 580-622-3161 ext.601 steve_burrough@nps.gov 

FOLS Felix Revello 620-285-6911 felix_revello@nps.gov 

FOUN vacant 

LAMR/ALFL Arlene Wimer 361-949-8173 ext.224 arlene_wimer@nps.gov 

LYJO Virginia Kilby 830-868-7128 ext.239 virginia_kilby@nps.gov 

PECO Daniel Jacobs 541-594-3053 daniel_j_jacobs@nps.gov 

WABA Dave Shafer 580-497-2742 dave_schafer@nps.gov 

Upon successful completion of the RPRS application process and approval of the research 

permit, investigators commence with their research activities and begin specimen collection. To 

the extent that specimen collection may impact a population, it is important to weigh the 

destructiveness of sampling against the value of the information gained, especially when 

collecting rare species. Photographs, sound recordings, or specimen fragments should be 

considered as alternatives to collecting biological specimens. 

The preparation and cataloging of specimens to NPS standards is the responsibility of the 

principle investigator (permittee) and must follow the guidelines outlined in 36 CFR and the 

Museum Handbook, Part I (Appendix T) and Part II (Chapters 3 & 4 and Appendix H), NPS 

Management Policies, RM77, Natural Resource Reference Manual #77, and Director’s Order 24 

for Museum Collections. This includes: 

• Proper specimen preparation 

• Proper specimen storage until specimens are transferred to NPS 

• Proper labeling of the specimen in accordance with Director’s Order #77 which states 

that NPS specimen labels: 

o Become a permanent record and identify the specimen as belonging to the NPS 

irrespective of where it is being stored. 

o Provide data that are essential to the identification of the specimen. 

o Must be completed by the collector before cataloging the specimen (this includes 

adding the NPS Catalog and Accession numbers to the label). 

o A list of the appropriate NPS labels can be found in Table L-2. 

• Researchers/principle investigators should enter all specimen information into the project 

database (if one has been prepared for the project) or into an Excel spreadsheet 

specifically formatted for specimen information. Entering the specimen data in this 

manner will help facilitate the transfer of specimen information into the NPS Cataloging 

Database (ANCS+). Both the database and spreadsheet will be accompanied by 

documentation to assist the research when entering data. 
132 

Table L-2. List of NPS specimen labels and their associated NPS Form Number. 

NPS Forms # Label Title 

500 Vertebrate Wet Specimen Label 

501 Vertebrate Specimen Label 

502 Skull Vial or Box Label 

503 Invertebrate Specimen Label 

504 Geology Collection 

505 Paleontology Label 

506 Wet Plant Specimen Label 

507 Invertebrate Label 

508 Egg Box Label 

509 Insect Label 

510 Annotation Label 

511 Mineral Collection Label 

512 Herbarium Collection Label 

L.3.2 Cataloging Specimens 

Park curators are responsible for providing the numbers (accession and catalog numbers) 

required by the NPS Automated National Catalog System (ANCS+) for the voucher specimens 

collected in their parks as well as the documentation. Four catalog numbers are usually set aside 

for 1) field notes 2) lab notes 3) photographs (other than specimen photographs) 4) final report. 

If a park does not a have a curator then the data manager will assist the park with providing the 

numbers. 

• Studies that require multiple specimens will be assigned one accession number for each 

park (ANCS+) and will have individual catalog numbers assigned to each specimen. 

• Upon completion of the field work, but prior to the completion of the project or delivery 

of the collected specimens, researchers must provide the project leader with the number 

of specimens that were collected in each of the parks included in the project. 

• The project leader must then request an accession number and the proper number of 

catalog numbers from each of the parks. 

• Curators are expected to provide the requested numbers to the project leader within five 

to seven days of the request. It is imperative that the numbers are received in a timely 

manner to ensure that the specimens are processed quickly and can be transferred and 

archived appropriately. 

Researchers/cooperators must enter all of the specimen information including the NPS accession 

and catalog numbers into the project database (if one has been provided) or the ANCS Excel 

spreadsheet. Either the ANCS spreadsheet or a project database will be provided to the 

investigator(s) at the onset of the project. 

All documents relating to the accession must contain the accession number(s) i.e. reports, maps, 

databases, photographs, etc. In cases where multiple specimens of the same species or object are 
______________________________________________________________________________

Appendix L – Natural History Specimen Collection, Cataloging, and Deposition 133 

collected at a single site on the same date, accessioning the group as a lot is an option. The lot 

would receive a single catalog number that covers all of the items in the grouping. The 

investigator must consult with park personnel to ensure that accessioning multiple specimens as 

lots is acceptable. If approved, the investigator will be required to provide detailed 

documentation for the specimens accessioned in the lot. 

The principal investigator must provide each park with a project database/Excel spreadsheet 

upon project completion containing detailed information related to each voucher specimen 

collected. The information should describe whole or partial specimens, audio recordings, 

photographs and must include (at least) the following fields of information for each specimen: 

• Park Code 

• Scientific Name (following Integrated Taxonomic Information System 

• convention) 

• Taxonomic Serial Number (TSN, according to ITIS) 

• Common Name 

• Specimen Description (e.g. complete specimen or skull) 

• Locality 

• Latitude/Longitude or UTM X/UTM Y, Zone (for UTM coordinates) 

• Geographic Datum 

• Habitat Description 

• Collected By 

• NPS Accession Number 

• NPS Catalog Number 

• Collector’s Specimen Number 

• Collection Date 

• Item Count 

• Specimen Condition 

• Preservation method 

• Indicate if specimen is rare, threatened or endangered 

• Identified by and date if identified by someone other than collector 

• Formation (for paleo/geo specimens) 

• Period/System (for paleo/geo specimens) 

• Other supporting information may be required as determined by the individual needs or 

each project. 

All voucher collections should be accessioned along with a copy of the final project report as 

well as other project documentation such as copies of the research/collecting permits and the 

research/project proposal. The park curators are responsible for uploading/entering the catalog 

information into the ANCS+ system. The preformatted database/Excel files should expedite this 

process by allowing the curators to import the information directly into the ANCS+ database. 

L.3.3 Voucher Repositories 
134 

Ideally, specimens should be stored at the park where they have been collected. In order to 

increase the efficiency of processing and tracking voucher specimens, the park where the 

specimens should be the primary repository for ALL biological specimens. Accessioning the 

collection within the park it was collected will greatly increase the efficiency of voucher 

processing, simplify collection management and the accountability of collections and enable 

researchers to access specimens from multiple parks at a single location. 

When depositing specimens, the NPS project leader must 

1. Call the park and make an appointment to drop off the specimens. 

2. Indicate what exactly is being deposited and the number of specimens. 

3. Indicate the condition of the specimens (e.g. are they stored in solution, are photographs 

or are the study skins.). 

4. Indicate that the specimens have been cataloged (i.e. have the appropriate information 

been entered into ANCS+ for each specimen). 

5. The park should provide the depositor with a receipt of property form (Form DI-105) 

documenting the transaction. A copy of that form will be sent to the park curator. 

6. Indicate how many linear feet of documentation will accompany the accession. 

In cases where the park does not have adequate facilities to store and maintain specimens, the 

selection of another repository is appropriate: It should be noted that all voucher specimens 

collected on NPS lands are the property of the National Park Service, regardless of the final 

repository and as such any non-NPS institution must agree that any NPS specimens in their 

possession will remain NPS property. It is highly recommended, although not mandated, that 

when a non-NPS institution is identified as the most appropriate repository, the multi-park 

specimen collection be maintained as a single unit and not split into smaller collections with 

some located at parks and other at the alternate repository. 

Any time NPS collections are loaned to other agencies or institutions, NPS Form 10-127 (NPS 

Outgoing Loan Agreement) must be completed and 10-127a ( which describes the terms and 

conditions of the loan agreement) must be attached. All long-term loan agreements will be 

processed and tracked by park curators. Refer to Chapter 5 of the NPS Museum Handbook, Part 

II for additional information regarding loan agreements. 

NOTE: Please refer to the permitting section of this document for additional requirements 

involved with the permitting process when a non-NPS institution is designated as the specimen 

repository. 

L.4 Roles and Responsibilities 

Principle Investigator:

Submit applications for research or collecting permits as soon as possible to ensure that 

processing does not delay the start of field work. Work with the park research coordinator or 

resource management staff – keeping them apprised of all park visits and research activities. The 

PI is also responsible for ensuring that all of their staff have copies of this SOP and of the 

research/collection permit and are aware of the specifics of these documents. Follow all rules and 

regulations applicable to voucher specimen collection on NPS property as outlined above. This 

includes making sure that all specimens are properly prepared including mounting, labeling, 

cataloging, and storage until they are turned over to the NPS. If questions arise, project staff 

should contact the NPS project leader with questions regarding permitting or specimen 
______________________________________________________________________________

Appendix L – Natural History Specimen Collection, Cataloging, and Deposition 135 

collection. Any deviations from the guidelines described above (or in the contract/cooperative 

agreement) must be approved in advance by the project leader and in conjunction with park 

research coordinators and/or curators. 

Park Resource Manager and Park Curator:

Work with the principle investigator to issue research or collecting permits and to stay informed 

about all park visits and research activities. It is imperative that park personnel in charge of 

permitting and curation ensure that all research and collecting permits are completed properly. 

This includes making sure that the permit meets the requirements of 36 CFR 2.5: 

36 CFR 2.5: Field data, objects, specimens, and features obtained for preservation during 

inventory, monitoring, research, and study projects, together with associated records and reports, 

will be managed over the long term within the museum collection. Specimens that are not 

authorized for consumptive analysis will be labeled and cataloged into an appropriate cataloging 

system in accordance with applicable regulations. 

• Accomplishing this requires that the natural resource management staff and park 

curatorial staff communicate with each other to ensure that both are in agreement on how 

specimens will be collected and processed. The importance of this cannot be understated. 

• Park curators will be expected to provide numbers within five (5) to seven (7) days of the 

request. This is vital in order to ensure that biological specimens are processed and stored 

properly prior to them degrading. 

Park personnel are expected to communicate all problems relating to the project to the project 

leader. Park curators are responsible for ensuring that all of the specimen information submitted 

by investigator is entered into ANCS+ upon completion of the project. This will involve 

importing the specimen information stored in the project database or specimen spreadsheet into 

ANCS+. The investigator and the project leader are responsible for ensuring that this information 

is accurate. 

NPS Project Leader:

Provide all applicable project requirements and product specifications to the principle 

investigator at the beginning of all contracts or cooperative agreements (prior to the start of 

fieldwork). These materials include SOPs, databases, etc. The project leader is also responsible 

for ensuring that the PI receives training or orientation on any project materials. They must work 

with the project scientist, park resource management, and curatorial staff to ensure good 

communication and coordination throughout each project. The project leader is responsible for 

ensuring that all voucher specimens collected during a project are properly deposited at the 

appropriate facility and that the associated data is accurate and properly formatted for importing 

into ANCS+. 

Outside Storage Facility (If applicable):

Receive and maintain all voucher specimens collected. In conjunction with park curators, 

coordinate and track all outgoing loan agreements involving vouchers specimens with other 

agencies or institutions. Arrange for the transfer of voucher specimens to the park in which the 

specimens were collected if the park desires to house the specimens and has the proper facilities 

to do so. 
136 

L.5 References 

Code of Federal Regulations (2003), Title 3: (http://www.access.gpo.gov/nara/cfr/page1) 

National Park Service (2000) Director’s Order 24, NPS Museum Collections 

Management: (http://www.nps.gov/policy/DOrders/DOrder24.html) 

National Park Service (2003) Museum Handbook 

(http://www.cr.nps.gov/museum/publications/handbook.html) 

National Park Service Natural Resource Management Reference Manual #77 (draft): 

http://www.nature.nps.gov/RM77/) 

Research Permit and Reporting System Frequently Asked Questions (2004): 

http://science.nature.nps.gov/research/ac/html/RPRSFAQ). 

DOI Departmental Manual, Park 411 

National Park Service Management Policies (Chapter 4) 
______________________________________________________________________________

Appendix M – Web Page Development and Maintenance 137 

Appendix M. Web Page Development and Maintenance 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Web Page - Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

M.1 Introduction 

The Network’s web page is primary tool for Network communication. It will be a site for 

distributing reports, analyses, datasets, and other materials to its staff, member parks, the 

National Park Service, other government agencies, and the public. The web page is partitioned 

in two sites that are nearly identical structure, but differ in content. The first is the public 

internet-based web site with non-sensitive and non-proprietary materials. The second web site 

contains proprietary and sensitive materials considered of use and interest to the network staff, 

member parks, and other NPS personnel. The general format of the pages is guided by the 

standards set by the NPS and the I&M administration. Figure M-1 provides a conceptual model 

of how this operation functions. 

M.2 Procedures 

M.2.1 Information Sources 

The web page operation receives all of its information from one of two sources. Externally, the 

NPS and I&M policies determine the web format and procedures while the Network’s operations 

are responsible for content. 

The web page administrator will regularly check the following regarding changes in NPS or 

I&M web page standards: 

• Templates for I&M web pages are found at: 

http://www1.nrintra.nps.gov/im/datamgmt/webdev/networkmodel/index.cfm 

• NPS Natural Resource Web Manual (NPS 2006a) 
138 

Any links to a non-NPS site must trigger a disclaimer intercept, unless the partner's web site has 

been reviewed and approved by the NPS under a formal agreement. One of the following scripts 

will be used as an intercept: 

• General Intercept Script: <a href="/cgi-bin/intercept.pl?http://xxx.xxx.xxx"> 

• Partnership Script - to be used with formal partner’s websites with who there is a written 

agreement- <a href="/cgi-bin/intercept2.pl?http://xxx.xxx.xxx/"> 

• Corporate Partnership Script - to be used with links to commercial partners with which 

there is a written agreement- <a href="/shell/intercept3.pl?http://xxx.xxx.xxx/"> 

• Concessions Script - to be used with links to all official NPS concessionaire sites - <a 

href="/shell/intercept4.pl?http://xxx.xxx.xxx/"> 

“

Figure M-1. Information Flow Chart for Maintaining the Network Website Content

M.2.2 Verify Quality 

The web administrator will not post anything on the network web site unless it has been 

determined by another network operation (e.g., vital sign monitoring) to be of adequate quality. 

When received, it is not necessary to reevaluate the quality of information other than to verify 

this step was completed. 

M.2.3 Verify Documentation 

The web administrator will not post anything on the network web site unless it has been 

determined to be adequately documented. When received, it is not necessary to reevaluate the 

documentation other than to verify this step was completed. 
______________________________________________________________________________

Appendix M – Web Page Development and Maintenance 139 

M.2.4 Determine Web Page Location 

All content to be posted to the web site will be posted to an appropriate page. The Network web 

site is divided among seven different pages. 

• Network Home – Contains an introduction to the SOPN and shows current news and 

updates. 

• About Us - Contains the name, title, address, phone number, and email address of the SOPN 

members and officers of the SOPN Technical Committee and Board of Directors. 

• Inventory - Contains the latest inventory information for the member parks. 

• Monitoring - Contains background information on development of SOPN Vital Signs and 

conceptual models. 

• Vital Signs Pages - Contains specific information about SOPN Vital Signs, including 

protocols, sample designs, and reports 

• Data Management - Contains the SOPN Data Management Plan, operation descriptions, the 

complete set of standard operating procedures. 

• Reports and Publications - Contains completed inventory and monitoring reports, maps and 

administrative documents. 

Both the internet and intranet sites follow a similar structure, with the main difference being the 

content that is available. 

M.2.5 Determine Sensitivity and Ownership 

A critical step is the determination of sensitivity and ownership. This specifies whether the 

information will be available via the inter- or intranet. All content on the public internet website 

must be approved as “non-sensitive”, meaning that the information is neither copyrighted nor 

sensitive. Content that has been classified as “Restricted – NPS Only” will be posted to the NPS 

Intranet website. Material designated as “Sensitive” will not be posted to either network 

websites. It is the responsibility of each person providing the information to specify the 

sensitivity. 

M.2.6 Archive and Store 

The Network maintains local copies of all web pages and their content in the \WEB\ folder. 

Under this folder are the internet (\INTERNET\) and intranet (\INTRANET\) sub-directories. 

Most of the folders adhere to the standard organization and naming conventions used by Cold 

Fusion. 

M.2.7 Infrastructure 

The Network uses Macromedia Dreamweaver MX to administer the inter- and intranet pages. 

Both sites can be access via mapped network drives. The steps needed to map to both the SOPN 

Internet site and the SOPN Intranet site are listed below. Figure M-2 illustrates the mapped drive 

dialog box. 
140 

Figure M-2. Mapping a Network Drive 

M.2.7.1 Connecting to the Internet Site 

1. Select X: as the drive letter in the Drive: drop-down box (Another drive letter can be 

used, but to maintain consistency, X: should be used whenever possible) 

2. In the folder box, type in either \\INP2300FCSDEPO1\IMUNITS\SOPN or 

\\10.147.158.138\IMUNITS\SOPN. Note: The hostname (INP2300FCSDEPO1) should 

be used whenever possible because IP addresses may be subject to change. However, 

those connecting via VPN may need to use the IP address. 

3. Click the "Reconnect at logon" box. 

4. Click the "Finish" button to complete mapping the drive. 

5. If you're prompted for a userid and password, use your National Park Service (NPS) 

active directory/VPN account to authenticate (NPS\username). 

M.2.7.2 Connecting to the Intranet Site 

1. Select Y: as the drive letter in the Drive: drop-down box (Another drive letter can be 

used, but to maintain consistency, X: should be used whenever possible) 

1. In the folder box, type in \\10.147.158.160\nrintra\im\units\sopn 

2. Click the "Reconnect at logon" box. 

3. Click the "Finish" button to complete mapping the drive. 

4. If you're prompted for a userid and password, use your National Park Service (NPS) 

active directory/VPN account to authenticate (NPS\username). 

5. If you're prompted for a user id and password, use your National Park Service (NPS) 

active directory/VPN account to authenticate (NPS\username). 

M.3 Roles and Responsibilities 

WASO I&M

• Provides the internet server facility 
______________________________________________________________________________

Appendix M – Web Page Development and Maintenance 141 

SOPN Web Administrator

• Manages web page updates and performs content maintenance 

Network Staff

• Insure that content destined for the webpage has undergone QC before sending to the web 

administrator 

M.4 References 

NPS (2006). NPS Natural Resource Web Manual, National Park Service. 

[http://www1.nrintra.nps.gov/webnotes/NRWebManual/index.htm], November 2006. 

______________________________________________________________________________

Appendix N – Approving Information for Distribution 143 

Appendix N. Approving Information for Distribution 

Update Frequency 

As needed; Minimum Annually 

Adapted From 

Approving Information for Distribution – Rocky Mountain Network 

Revision History Log: 

Old. 

Version # 

New Version 

# 

Revision 

Date Author Changes Made 

1.0 

 

 

 

 

N.1 Introduction 

This standard operating procedure outlines a strategy for approving data and information for 

release to the National Park Service, cooperators, and the public. This applies to all documents 

and datasets and their release in any form (via the web based internet or intranet, emailing 

electronic copies, providing printed materials, verbal descriptions, or any other form). Figure N-1 

provides the decision tree network staff will follow when evaluating information for ownership 

(both in terms of data stewardship obligation and when handling proprietary information) and 

sensitivity. 

N.2 Procedural Descriptions 

All data and associated information from I&M activities will regularly be assessed for sensitivity 

and ownership prior to, during, and following field work, as specified by the field protocols 

and/or data management guidelines. Information types subject to review include, but are not 

limited to, reports, raw and manipulated data, and maps. The network lead is responsible for 

communicating all potentially sensitive resources to principal investigators and clarifying park 

and network policies related to the handling of such information. If data, reports or analyses must 

contain sensitive material, then the network lead will develop procedures to identify and 

appropriately process all potentially sensitive resources in any products that come from the 

project.

N.2.1 Point-of-Contacts and Classifications 

For each project or protocol, the network will identify the network lead. This person, who is 

typically the project leader, will be responsible for communicating with PIs, cooperators and 

park staff. 
144 

Figure N-1. Data Release Approval Process 

Each park will identify one point of contact. This individual will be the one to receive all 

information identified as belonging to the park (see Section N2.2) and will be responsible for 

determining who will ultimately receive that information within and external to the park. This 
______________________________________________________________________________

Appendix N – Approving Information for Distribution 145 

person is also responsible for notifying the network if changes in park policies would affect the 

status of information. 

For information that the network has responsibility for stewarding, information will be into one 

of three categories, depending on its sensitivity and ownership: 

• Public: Approved for general release (Approved for Internet/Public posting). This 

information is not considered sensitive by national, network or park-level standards, is of 

high quality, fully documented, and non-proprietary. This information will be made 

available to all federal and non-federal entities and the general public. 

• Restricted, NPS-Only: Only for release to the National Park Service (OK for Intranet 

posting). This information is not considered sensitive by national standards, but may 

reference specific point locations, be of questionable quality, proprietary, or intellectual 

property. All NPS staff, regardless of position and status, will have read-only access to 

this information. If information is requested by a federal or non-federal entity, or the 

public, it will only be released with the approval of the park contact. 

• Sensitive: Not for release to the public or NPS. This information is considered sensitive 

by national or park level standards, and may also be of questionable quality or be 

proprietary. This data will not be accessible to a federal or non-federal entity, the general 

public, or NPS personnel unless approved by the park contact. 

Data and information ultimately classified as Sensitive will be stored in a folder labeled 

/Sensitive/ on the network server, as specified in Appendix A - Central Files Directory Structure. 

This information will only be made available to park and network staff on an individual basis, as 

approved by the project manager, network coordinator, or designated park point-of-contact. 

Details related to management of potentially sensitive data that is collected or otherwise needed 

by non-NPS staff (e.g., cooperators, interns and student techs.) will be specified in the respective 

project or protocol. Approval for sharing this information will rest upon the network lead and the 

park contact. 

N.2.2 Data Stewardship Responsibility 

The first question to answer is who maintains the “official” copy of the data and is responsible 

for its upkeep. By clarifying this responsibly, confusion over versions will be minimized. In 

general any dataset consisting exclusively of information from a specific park will be the 

responsibility of that park and requests for that dataset will be routed through the park contact. 

Datasets which have been collected over several parks and surrounding areas to be used as the 

basis for vital sign monitoring activities are the responsibility of the Network and data requests 

will be handled by the Network. 

The Network staff will evaluate information using the following questions: 

• Is the dataset the result of vital sign monitoring operations? 

• Does the natural resource material span multiple parks and surrounding areas? 

• Has the park to which the information relates requested that the Network take 

responsibility for stewarding and distributing the material? 

Answering “Yes” to any one of these questions places the responsibility of maintaining and 

distributing the data within the Network. 
146 

N.2.3 2.3. Sensitivity Evaluation 

In cases where the Network has the stewardship responsibility, the Network staff will review 

material for sensitivity. Information is considered sensitive when it (1) describes the specific 

location, or (2) provides enough information to infer the specific location (e.g., a species is 

mentioned and there is only one location in the park where it could possibly exist) of the 

following: 

• Wells, 

• Endangered, threatened, rare, or commercially valuable species, 

• Minerals, 

• Paleontological objects, 

• Objects of cultural patrimony, 

• Archeological resources and/or artifacts, 

• Ethnographic sites, and/or 

• Caves. 

The following questions aid in determining whether information is sensitive and should be 

protected (See US-DOI 2006 for further guidance): 

• Has harm, theft, or destruction occurred to a similar resource on federal, state, or private 

lands? 

• Has harm, theft, or destruction occurred to other types of resources of similar commercial 

value, cultural importance, rarity, or threatened or endangered status on federal, state, or 

private lands? 

• Is information about locations of the resource in the park specific enough so that the park 

resource is likely to be found at these locations at predictable times now or in the future? 

(For example, raptor nests locations). 

• Would information about the nature of the park resource, if available in conjunction with 

other public information, permit determining specific locations of the resource? 

• Even if relatively out-dated, is there information that would reveal locations or 

characteristics of the park resource such that the information could be used to find the 

park resource as it exists now or is likely to exist in the future? 

• Is the NPS unable to protect the park resource if the public knows or can infer its 

location? 

• Is the information temporarily critical to some park's operations or negotiations (for a 

land purchase, water rights issue)? 

An answer of “Yes” to any of these questions qualifies the information as being sensitive. If 

there is ambiguity as to whether information is sensitive (e.g., answers are indeterminate), it will 

be regarded as being sensitive. 

Requests for access to all sensitive information, whether stewarded by the network or the park, 

will be routed to the respective park contact by the PI for approval. The park will have the 

ultimate say on how this information will be treated. These requests may occur when the network 

determines that cooperators will need this information to ensure they do not damage or interfere 

with sensitive resources. For instance, a cooperator may need to know the location of cultural 

sites during the protocol design stage to ensure that sampling points do not overlap. In other 

cases, a cooperator may be advised to avoid sensitive nesting locations or plants. 
______________________________________________________________________________

Appendix N – Approving Information for Distribution 147 

N.2.4 Point-Location Evaluation 

Based on parks’ previous experience with monitoring plots, even if they do not pertain to 

sensitive species or artifacts, public curiosity may jeopardize the long-term quality of such sites 

if they were to be visited or vandalized. Therefore, the Network will not unilaterally release 

information to the public that describes, with a high degree of precision and accuracy, any 

location within a park. Data is considered to be too location-specific if both its precision and 

accuracy are within +/- 100 meters. Any data record that meets both criteria will be classified as 

“Restricted – NPS Only.” However, precise locations may be disclosed to active cooperators and 

contractors by the network to support specific monitoring purposes. 

Meeting the +/- 100 meter accuracy and precision requirement can be addressed by one of the 

two following techniques: 

• Round the UTM coordinates to the hundreds (e.g., 983667 to 983600 and 6689993 to 

6689900) 

• Add/subtract a random number between 1 and 100 to the UTM coordinates (e.g., 

983667+43 and 6689900+23) 

The one exception where the network will release non-sensitive point locations without first 

obtaining park permission is with network cooperators. However, collocation or overlap with 

sensitive resources (e.g., a rare species habitat, an important cultural site) would still only be 

disclosed with the prior approval of the park point-of-contact. 

N.2.5 Proprietary/Ownership Evaluation 

For this step, propriety refers to who holds, possesses or owns exclusive right to the data. Any 

copyrighted materials are assumed to be proprietary. Information is considered non-proprietary if 

it is publicly owned and distributed by any other governmental agency or if there is written 

permission by a private party that states that it foregoes any rights of ownership. The following 

questions apply when considering whether information is proprietary: 

• Is it copyrighted? 

• Are there other legal restrictions? 

• Did the NPS or Network pay a third party for access to the data or does the third party 

normally sell this information? 

• Has the data been collected by a non-NPS PI within the last two years and does this 

person plan to publish their results in a professional journal? 

Answering “Yes” to any of the previous questions suggests the information is likely to be 

proprietary and/or intellectual property. 

N.2.6 Quality Evaluation 

Only information subjected to the network’s quality control procedures will be made freely 

available to the public. Products of incomplete, poor, or questionable quality (typically legacy 

data) may not be appropriate for release by the Network, yet still have NPS- , Network-, or parklevel value because they may be the only source of information on the natural history of a park, 

may have been the basis for early management decisions, and/or may still be valuable as baseline 

information. Information of questionable quality will always be accompanied by qualifying and 

explanatory documentation whenever it is published or used in reports or analyses. 
148 

N.2.7 Release 

Datasets or other information will never be released before passing the classification procedure 

to ensure that sensitive or protected data are not made public. Investigators working on Network 

projects will: 

• Submit all data and associated information to the network lead for the classification 

review process prior to release in any format. 

• Ensure that any information classified other than “public” remains protected and not 

released to the public in any format. 

When preparing or uploading information into any Network database, the Network staff will 

ensure that all protected information is properly identified and marked. The Network staff will 

work with the network lead to ensure that all references to protected information are removed or 

obscured in any reports, publications, maps, or other documents destined for a public forum. 

Sensitive data will not be entered into any of the NPS I&M Program’s online web based 

applications; a metadata record, however, will be posted. 

N.3 Roles and Responsibilities 

Network Coordinator

• Communicate all sensitivity and ownership policies to network staff, PIs, and 

cooperators. 

• Work with the park contact regarding any information identified as being restricted or 

sensitive 

Park Contact

• Provide the Network Data Manager with any changes that would affect whether 

information is classified as being sensitive 

Data Manager

• Maintain and updating this SOP 

Cooperator

• Understand requirements of working with sensitive data (provided by NPS) and protect 

any sensitive information under their purview from unauthorized release. 

N.4 References 

US-DOI (2006) Freedom of Information Act Program, US Department of the Interior 

[http://www.doi.gov/foia/], November 2006. 
The Department of Interior protects and manages the nation’s natural resources and cultural heritage; provides scientific and 

other information about thos resources; and honors its special responsibilities to American Indians, Alaska Natives, and affiliated 

Island Communities 

NPS D-93, September 2008. 
National Park Service 

U.S. Department of the Interior 

Natural Resource Program Center 

1201 Oakridge Drive, Suite 150 

Fort Collins, CO 80525 

www.nature.nps.gov

EXPERIENCE YOUR AMERICA TM