Mid-Atlantic Network

Data Management Plan

Natural Resource Report NPS/MIDN/NRR—2009/077

National Park Service

U.S. Department of the Interior

Natural Resource Program Center
ON THE COVER

Fall foliage at Valley Forge National Historical Park; silver spotted skipper (Epargyreus clarus) on milkweed (Asclepias spp.) at 

Shenandoah National Park; forest at Fredericksburg and Spotsylvania National Military Park
Mid-Atlantic Network 

Data Management Plan

Natural Resource Report NPS/MIDN/NRR—2009/077

Kristina K. Callahan and Sarah M. Wakamiya

Mid-Atlantic Network

National Park Service

120 Chatham Lane

Fredericksburg, VA 22405

January 2009

U.S. Department of the Interior

National Park Service

Natural Resource Program Center

Fort Collins, Colorado
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, NPS. 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 I&M Mid-Atlantic Network Web site (http://science.nature.nps.gov/im/units/midn/) and 

the Natural Resource Publications Management Web site (http://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: 

Callahan, K.K., and S. M. Wakamiya. 2009. Mid-Atlantic Network data management plan. Natural Resource Report NPS/MIDN/

NRR—2009/077. National Park Service, Fort Collins, Colorado.

NPS D-68, January 2009

ii National Park Service

Mid-Atlantic Network Monitoring Plan
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 January 31, 2009

2009 iii

Original 

Version #

Date of 

Revision

Revised By Changes Justification
Mid-Atlantic Network Data Management Plan
Contents

2009 v

Contents

2.Executive Summary ............................................................................. xv

1.Chapter 1: Introduction and Background............................................. 1

1.1 Inventory and Monitoring Program........................................................................1

1.2 The Mid-Atlantic Network.......................................................................................1

1.3 Data Management Overview..................................................................................1

1.4 MIDN Data Management Goals ..............................................................................2

1.5 National Data Management Plan............................................................................2

1.6 Intended Audience and Layout of the Data Management Plan...........................3

1.7 Revisions ...................................................................................................................3

2.Chapter 2: Infrastructure and Systems Architecture ........................... 5

2.1 Introduction..............................................................................................................5

2.2 Objectives .................................................................................................................5

2.3 Computer Infrastructure..........................................................................................5

2.4 Introducing Bob........................................................................................................6

2.5 Local Workstations...................................................................................................6

2.6 Data File Folder Structure........................................................................................6

2.7 MIDN Websites .........................................................................................................7

2.8 Standard Operating Procedures..............................................................................7

3.Chapter 3: Project Management and the Data Life Cycle .................. 9

3.1 Introduction..............................................................................................................9

3.2 Objectives .................................................................................................................9

3.3 Project Work Flow....................................................................................................9

3.3.1 Planning and approval .................................................................................9

3.3.2 Design and testing........................................................................................9

3.3.3 Implementation..........................................................................................10

3.3.4 Product integration....................................................................................11

3.3.5 Evaluation and closure ...............................................................................11

3.4 Project Data Life Cycle ...........................................................................................11

3.5 Standard Operating Procedures............................................................................11

4.Chapter 4: Data Management Roles and Responsibilities ................ 13

4.1 Introduction............................................................................................................13

4.2 Objectives ...............................................................................................................13

4.3 National Level Staff and Coordination.................................................................13

4.4 Northeast Region Data Management Staff..........................................................13

4.5 Mid-Atlantic Network Staff...................................................................................14

4.5.1 Coordinator/Ecologist ................................................................................14

4.5.2 Data Manager/Biologist ............................................................................14

4.5.3 Seasonal Biotechnicians .............................................................................15

4.5.4 North Carolina State University Field Technical Support Center (NCSU 

FTSC)............................................................................................................15

4.6 Park Level Data Management Staff......................................................................15

4.7 Data Management Coordination ..........................................................................16

5.Chapter 5: Databases........................................................................... 17

5.1 Introduction............................................................................................................17
vi National Park Service

Mid-Atlantic Network Data Management Plan

5.2 Objectives ...............................................................................................................17

5.3 Project Database Standards...................................................................................17

5.4 Natural Resource Database Template...................................................................17

5.5 Natural Resource Monitoring Protocols Clearinghouse ......................................17

5.6 Standard Operating Procedures............................................................................17

6.Chapter 6: Data Acquisition, Processing and Reporting ................... 19

6.1 Introduction............................................................................................................19

6.2 Objectives ...............................................................................................................19

6.3 Types of Data..........................................................................................................19

6.4 Mid-Atlantic Network Data ...................................................................................19

6.4.1 Inventory Projects.......................................................................................19

6.4.2 Monitoring Data.........................................................................................20

6.5 National Park Service Data ....................................................................................20

6.5.1 Data Mining................................................................................................20

6.6 External Data..........................................................................................................21

6.7 GIS Data ..................................................................................................................21

6.8 Standard Operating Procedures............................................................................21

7.Chapter 7: Quality Assurance and Quality Control ........................... 23

7.1 Introduction............................................................................................................23

7.2 Objectives ...............................................................................................................23

7.3 File Naming.............................................................................................................23

7.4 Standards and Review Procedures........................................................................23

7.5 Monitoring Protocol Development.......................................................................24

7.6 Standard Operating Procedures............................................................................24

8.Chapter 8: Documentation.................................................................. 25

8.1 Introduction............................................................................................................25

8.2 Objectives ...............................................................................................................25

8.3 Network Standards ................................................................................................25

8.4 Spatial Data Documentation .................................................................................25

8.5 Tabular Database Documentation.........................................................................26

8.6 Vital Signs Protocol Documentation.....................................................................26

8.7 Standard Operating Procedures............................................................................26

9.Chapter 9: Data Ownership and Sharing ........................................... 27

9.1 Introduction............................................................................................................27

9.2 Objectives ...............................................................................................................27

9.3 Data Ownership .....................................................................................................27

9.4 Data Sensitivity ......................................................................................................27

9.5 Access Restrictions to Sensitive Data....................................................................28

9.6 Standard Operating Procedures............................................................................28

10.Chapter 10: Data Dissemination ....................................................... 29

10.1 Introduction............................................................................................................29

10.2 Objectives ...............................................................................................................29

10.3 Data Distribution....................................................................................................29

10.3.1 NatureBib....................................................................................................29
2009 vii

Contents

10.3.2 NPSpecies ....................................................................................................29

10.3.3 NPS Data Store............................................................................................30

10.3.4 NPS Focus ....................................................................................................30

10.3.5 Electronic Technical Information Center (ETIC) ........................................30

10.3.6 Northeast Region (NER) Philadelphia Science Office (PHSO)...................31

10.3.7 U.S. Geological Survey (USGS)-NPS Vegetation Mapping Website..........31

10.3.8 Mid-Atlantic Network Website .................................................................31

10.4 Feedback Mechanisms ...........................................................................................31

11.Chapter 11: Records Management and Object Curation ................ 33

11.1 Introduction............................................................................................................33

11.2 Objectives ...............................................................................................................33

11.3 Digital Data Maintenance......................................................................................33

11.3.1 Short-Term Data Sets..................................................................................34

11.3.2 Long-term Monitoring of Data Sets..........................................................34

11.3.3 Spatial Data.................................................................................................35

11.4 Storage and Archiving Procedures for Digital Data.............................................35

11.4.1 Storage Facilities for Electronic Archives ..................................................37

11.4.2 Directory Structure for Electronic Archives...............................................37

11.4.3 Backup Procedures for Digital Data ..........................................................37

11.4.4 Data and Network Security........................................................................37

11.5 MIDN Storage of Hard-Copy and Digital Reports ................................................38

11.6 Specimens ...............................................................................................................38

11.7 Photographs ...........................................................................................................38

11.7.1 Aerial Photographs.....................................................................................38

11.8 Role of Curators in Storage and Archiving Procedures .......................................39

11.9 Standard Operating Procedures............................................................................39

12.Chapter 12: Project Tracking and Documentation........................... 41

12.1 Introduction............................................................................................................41

12.2 Objectives ...............................................................................................................41

12.3 Project Tracking ......................................................................................................41

13.Chapter 13: Implementation ............................................................. 43

13.1 Introduction............................................................................................................43

13.2 Objectives ...............................................................................................................43

13.3 Network Implementation ......................................................................................43

2.Literature Cited .................................................................................... 45
Mid-Atlantic Network Data Management Plan
2009 ix

Contents

Tables

Table 1.1. Categories of data products and project deliverables .............................. 2

Table 6.1. Examples of park-based natural resource information that is processed 

or documented by the Network............................................................ 20

Table 11.1. Digital Data Tracking Database. .............................................................. 35

Table 11.2. Air Photo Tracking Database.................................................................... 39

Figures

Figure 1.1. National park units in southeastern Pennsylvania and Virginia that 

comprise the Mid-Atlantic Inventory and Monitoring Program 

Network .................................................................................................... 1

Figure 1.2. Conceptual Layout of the MIDN Data Management Plan....................... 3

Figure 2.1. Screen capture of the MIDN data file folder structure............................ 6

Figure 2.2. Screen capture of the public Mid-Atlantic Network website.................. 7

Figure 2.3. Screen capture of the internal Mid-Atlantic Network website............... 8

Figure 3.1. Project and data workflow with core data management activities in 

bold ......................................................................................................... 10

Figure 10.1 Screen capture of the NPS Data Store website. ..................................... 30
Mid-Atlantic Network Data Management Plan
2009 xi

Contents

Supplemental Documents

MIDN Directory Structure Guidance Document

NER Inventory Product Review Work Flow

NER Vegetation Mapping Project Work Flow

NER NatureBib Data Management Plan

NER NatureBib Data Management and Data Entry Standards Manual

NER NPSpecies Data Management Plan

NER Species Certifier’s Guide

NER NPSpecies Data Entry Standards

NER NPSpecies Museum Voucher Fields

NER NPSpecies Observation Form

NER GIS Specifications

NER GPS Metadata Form

MIDN File Naming Guidelines

NER I&M Product Specifications

NER Biological Metadata Tools 
Mid-Atlantic Network Data Management Plan
Contents

2009 xiii

Acronyms

ANCS+: Automated Cataloging System

APCO: Appomattox Court House National 

Historical Park

ASCII: American Standard Code for Information Interchange

BIL: Band Interleaved by Line

BOD: Board of Directors

BOWA: Booker T. Washington National Monument

CSDGM: Content Standards for Digital Geospatial Metadata

DMP: Data Management Plan

EISE: Eisenhower National Historic Site

ESRI: Environmental Systems Research Institute

FGDC: Federal Geographic Data Committee

FOIA: Freedom of Information Act

FRSP: Fredericksburg and Spotsylvania National Military Park

FTSC: Field Technical Support Center

GETT: Gettysburg National Military Park

GIS: Geographic Information System

GMP: General Management Plan

GPS: Global Positioning System

HOFU: Hopewell Furnace National Historic 

Site

I&M: Inventory and Monitoring

IMG: Imagine

IT: Information Technology

ITD: Information Technology Division

JPEG: Joint Photographic Experts Group

LAN: Local Area Network

MIDN: Mid-Atlantic Network

Mr. SID: multiresolution seamless image database

NBII: National Biological Information Infrastructure

NCSU: North Carolina State University

NER: Northeast Region

NERO: Northeast Regional Office

NPS: National Park Service

NRDT: Natural Resource Database Template

NRPC: Natural Resource Program Center

PETE: Petersburg National Battlefield

PHSO: Philadelphia Science Office

QA: Quality Assurance

QC: Quality Control

RICH: Richmond National Battlefield Park

SAC: Science Advisory Committee

SHEN: Shenandoah National Park

SOP: Standard Operating Procedures

TAC: Technical Advisory Committee

TIC: Technical Information Center

TIFF: Tagged Image File Format

USGS: U.S. Geological Survey

VAFO: Valley Forge National Historical Park

XML: Extensible Markup Language
Mid-Atlantic Network Data Management Plan
Executive Summary

2009 xv

2.

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 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 life span 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 Mid-Atlantic Network’s 

data management plan is to provide the I&M 

Program and park staff with a conceptual 

framework for a method of data management 

that will ensure the production and dissemination of scientific information about the status 

and trends of park resources. The goals of the 

Mid-Atlantic Network (MIDN) data management program are to make data and information:

Available - Data are discoverable, 

accessible, and easily located.

Usable - Data are stored in a stable, reliable, 

and interpretable data retrieval system.

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•

Shareable - Data products are complete, 

certified for quality assurance, screened 

for sensitive information, formatted for 

use, and documented for interpretation by 

others.

Integrated - Data products are 

consistent with data exchange standards, 

interoperable with related natural resource 

data sets, and collected and stored in a 

way that optimizes the tradeoff between 

meeting local needs and achieving 

compatibility with other agencies and 

partners.

Interpreted - Data have been reviewed, 

summarized, and transformed into useful 

information.

This plan is to be used in conjunction with the 

Data Management Guidelines for Inventory 

and Monitoring Networks (NPS 2008). These 

guidelines are referred to as the nationallevel data management plan (DMP), which 

describes national policies and overall principles used across all I&M Program networks. 

The structure of the Data Management Plan 

for the Mid-Atlantic Network and much of its 

content is derived from the national DMP. This 

plan provides details for how data management 

activities will be conducted within the network 

and specifically describes how MIDN 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

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•

•

•

•

• White-tail deer (Odocoileus 

virginianus) at Valley Forge 

National Historical Park

Great spangled fritillary (Speyeria 

cybele) on milkweed (Asclepiias 

spp.)
Mid-Atlantic Network Data Management Plan
Chapter 1: Introduction and Background

2009 1

1.

1.1 Inventory and Monitoring Program

The Inventory and Monitoring (I&M) Program 

represents a long-term commitment by the National Park Service (NPS) to assess and document the status and trends of park ecological 

resources. In 1998, the National Parks Omnibus 

Management Act (NPS 1998) established the 

framework for the I&M Program with a call to 

fully integrate natural resource monitoring and 

other scientific activities into the management 

processes of the National Park System.

The Act directs the Secretary of the Interior to 

“continually improve the ability of the National 

Park Service to provide state-of-the-art management, protection, and interpretation of and 

research on the resources of the National Park 

System,” and to “... assure the full and proper 

utilization of the results of scientific studies for 

park management decisions.” Section 5934 of 

the Act requires the Secretary of the Interior 

to develop a program of “inventory and monitoring of National Park System resources to 

establish baseline information and to provide 

information on the long-term trends in the 

condition of National Park System resources.”

To carry out this mission, the National Park Service initiated the service-wide natural resource 

Inventory and Monitoring Program, which 

encompasses 270 parks with significant natural resources. These 270 parks were grouped 

into 32 networks of ecologically similar sites. 

Each I&M Program network has been tasked 

with documenting the vertebrates and vascular 

plants found in network parks, developing a 

management-based ecological monitoring program with a written plan and protocols, crafting a data management plan that encompasses 

all aspects of the network program.

1.2 The Mid-Atlantic Network

Funding for the 32 I&M Program networks was 

phased in over several years, with the first 12 

networks receiving operating funds beginning 

in October 2000. The Mid-Atlantic Network 

(MIDN) was established in April 2003, part of 

the fourth and final group of funded networks.

The Mid-Atlantic Network consists of ten 

parks distributed from southern Pennsylvania 

to southern Virginia (Figure 1.1). The network 

includes several small, cultural parks with a 

limited history of natural resource monitoring, 

as well as, the comparatively large Shenandoah 

National Park, which had been designated a 

prototype park for development of vital signs 

monitoring under the I&M Program.

The ten parks that make up the Mid-Atlantic Network are Appomattox Court House 

National Historical Park (APCO), Booker T. 

Washington National Monument (BOWA), 

Eisenhower National Historic Site (EISE), 

Fredericksburg & Spotsylvania National Military Park (FRSP), Gettysburg National Military 

Park (GETT), Hopewell Furnace National 

Historic Site (HOFU), Petersburg National 

Battlefield (PETE), Richmond National Battlefield Park (RICH), Shenandoah National Park 

(SHEN), and Valley Forge National Historical 

Park (VAFO).

1.3 Data Management Overview

With the primary goal to “improve park management through greater reliance on scientific knowledge,” the Mid-Atlantic Network 

(MIDN) Inventory and Monitoring Program 

will identify, catalog, organize, structure, and 

archive high-quality natural resource data, and 

share it with other institutions and individuals. 

Researchers, managers, and administrators will 

rely on the network to secure and maintain 

!(

!(

!(

!(

!(

!(

!(

!(

!(

!(

Maryland

Pennsylvania

Virginia

Delaware

New Jersey

Atlantic Ocean Richmond NBP

Shenandoah NP

Petersburg NB

Gettysburg NMP

Eisenhower NHS

Valley Forge NHP

Hopewell Furnace

NHS

Booker T.

Washington NM

Appomattox Court

House NHP

Fredericksburg &

Spotsylvania NMP

F

Figure 1.1. National park units 

in southeastern Pennsylvania and 

Virginia that comprise the MidAtlantic Inventory and Monitoring 

Program Network
2 National Park Service

Mid-Atlantic Network Data Management Plan

the quality of these data over a long period of 

time.

All data–whether collected last week or 20 

years ago–must be accompanied by enough information to reliably preserve it and enable it to 

be used in the future. Future users of data will 

need to know as much as possible about how 

and why the data were collected. Thus, datasets 

must be accompanied by sufficient documentation and products to answer questions about 

the data.

Throughout the MIDN Data Management 

Plan the term “data” is used to encompass all 

products generated alongside primary tabular 

and spatial data as part of the I&M Program. 

These data fall into five general categories: raw 

data, derived data, documentation, reports, and 

administrative records (Table 1.1).

To meet I&M Program goals, and to ensure 

adequate context for primary data products, all 

of these categories require some level of management to ensure their quality and availability. 

Thus, the network will use a holistic process to 

generate, process, finalize, and provide natural 

resource data. All phases of data processing 

will be integrated, and information about each 

phase and the corresponding processes will be 

shared through high-quality documentation.

1.4 MIDN Data Management Goals

The goals of data management in the MidAtlantic Network are to provide accurate, 

efficient, and effective information to support 

resource management and protection. These 

goals are not limited to data collected by the 

Network; we plan to serve as a repository for 

existing data sets, and we will work with parks 

in the network to manage data for a wide range 

of park resource management projects. To 

meet these goals, park managers, cooperators, 

and other data users need to know what data 

are available from the network. They need to 

know the location, quality, timeliness, and uses 

of available data; how to incorporate these data 

into resource management decisions; and how 

the data will be managed over time.

The NPS Strategic Plan (NPS 2000), Mission 

Goal 1b, requires that “...management decisions about resources and visitors are based 

on adequate scholarly and scientific information...” In addition, long-term Goal #1b1 states 

that acquiring “...outstanding data sets...of basic natural resource inventories of all parks...” 

is a desired outcome. The objective of the I&M 

Program is to provide scientifically and statistically sound data for resource management, and 

to ensure that quality data are available for this 

task. To fulfill these objectives, the Mid Atlantic 

Network must:

Ensure that data managed by the network 

are of high quality, including designing 

standardized data entry, importation, and 

handling procedures which effectively 

screen for bad data, and minimize 

transcription and translation errors.

Make certain network data are readily 

available, by implementing standard 

procedures for distributing data, while 

protecting sensitive data; and by designing 

a standardized filing system for organizing 

I&M Program information.

Ensure that network data can be easily 

interpreted, by considering the users’ 

needs as the primary factor driving the 

design of summary reports and analyses; 

establishing rigorous data documentation 

standards; integrating common data tables 

and fields in the NPS database template 

format; and making summary information 

available in formats tailored to the variety 

of audiences interested in I&M Program 

results.

Make certain that data are secure for the 

long term, including, instituting standard 

procedures for versioning, data storage and 

archiving; and maintaining the necessary 

hardware and software configurations to 

support network data management needs. 

1.5 National Data Management Plan

The I&M Program’s national-level Data Management Plan (NPS 2008a) was published in 

2008 and serves as a reference that guides and 

complements the specific data management 

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Category Examples

Raw data

GPS rover files, raw field forms and notebooks, photographs and 

sound/video recordings, telemetry or remote-sensed data files, biological voucher specimens

Derived/compiled dataRelational databases, tabular data files, GIS layers, maps, species 

checklists

Documentation

Data collection protocols, data processing/analysis protocols,

record of protocol changes, data dictionary, FGDC/NBII metadata, 

data design documentation, quality assurance report, catalog of 

specimens/photographs

Reports Annual progress report, final report (technical or general audience), 

periodic trend analysis report, publication

Administrative 

records

Contracts and agreements, study plan, research permit/application, 

other critical administrative correspondence

Table 1.1. Categories of data 

products and project deliverables
2009 3

Chapter 1: Introduction and Background

procedures that are developed by each network.

The Mid-Atlantic Network Data Management 

Plan does not attempt to revisit all the concepts 

described in the national plan. It merely attempts to identify how various components of 

data management will be implemented within 

the network. The introductions and objectives 

in each chapter of the present document are 

adopted from the national Data Management 

Plan and serve as a reminder of the detailed 

information described in the national plan. 

1.6 Intended Audience and Layout of 

the Data Management Plan

The conceptual model in Figure 1.2 shows the 

layout of the MIDN Data Management Plan. 

There will be three tiers of document types, 

with multiple modules within each tier. Four 

types of documents are being developed as 

part of this plan:

MIDN Data Management Plan (the 

summary document)

Subject-specific guidance documents (e.g., 

GIS Specifications)

Specific database management plans (e.g., 

NPSpecies, NatureBib)

Standard operating procedures (SOPs) 

The Mid-Atlantic Network developed this data 

management plan in modular format with the 

hope of increasing both its readability and its usability for a wider audience. This format allows 

readers to easily locate and access subdocuments pertaining to a particular element of data 

management guidance or process. Individual 

procedural documents within the plan can be 

provided as stand-alone documents to park 

and regional data management staff, cooperators, and project leaders. This modular format 

also allows for a more complete and technical 

review. Technical experts can be provided with 

applicable portions of the plan based on their 

expertise (i.e., GIS, databases, metadata, GPS, 

etc.).

Standard operating procedures (SOPs) developed as part of this plan detail work processes 

that are to be conducted or followed by network staff and cooperators. SOPs are useful 

because they document the way activities are 

to be performed, which facilitates consistent 

conformance to technical and quality system 

requirements and supports data quality. The 

development and use of SOPs promotes qual1.

2.

3.

4.

ity through consistent implementation of a 

process or procedure within the organization, 

even if there are temporary or permanent personnel changes. Supplementary documents 

(i.e., Guidance documents and SOPs) may be 

found online at http://science.nature.nps.gov/

im/units/midn/dm_sop.cfm.

1.7 Revisions

The MIDN Data Management Plan covers I&M 

Program needs based on the most current information systems technology relevant through 

2008. Revisions to this plan and associated 

data management documents (guidelines and 

SOPs) will be made as needed. Changes will be 

recorded in the Revision History Log that accompanies each document. Version numbers 

will increase incrementally by hundredths (e.g., 

version 1.01, 1.02,...) for minor changes and 

by whole number (e.g., version 2.0, 3.0,...) for 

major changes.

Figure 1.2. Conceptual Layout of 

the MIDN Data Management Plan
Mid-Atlantic Network Data Management Plan
Chapter 2: Infrastructure and System Architecture

2009 5

Valley Forge National Historical 

Park

2.

2.1 Introduction

Infrastructure refers to the computers and 

servers necessary to perform the daily tasks 

run by the Mid-Atlantic Network. Systems architecture refers to the applications, databases, 

repositories, and tools, supported by that infrastructure that the network uses to manage data. 

This chapter describes the computer resources 

housed at the Mid-Atlantic Network and the 

systems architecture used by the network to 

store, maintain, and distribute data products.

2.2 Objectives

The objectives of proper management, configuration, and maintenance of I&M Program 

network infrastructure and systems architecture are to:

Ensure network staff has appropriate 

access to electronic files that are secure and 

protected from accidental or malicious loss

Simplify software installation and 

management, and expedite access to and 

retrieval of data using automation tools

Make available collaborative technologies 

and tools that enhance networking and 

communications at both intra- and 

interagency levels

Develop and implement efficient means 

for storing, managing, searching, and 

disseminating electronic files

2.3 Computer Infrastructure

The Mid-Atlantic Network relies heavily on 

park, regional, and national information technology (IT) personnel and resources to maintain its computer infrastructure. These sources 

provide assistance including, but not limited 

to, hardware replacement, software installation 

and support, email administration, security updates, virus-protection, telecommunications, 

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networking, and backups of servers. Communication with park and regional IT specialists 

is essential to ensure the growth, stability, and 

security of the network’s infrastructure.

The MIDN computer infrastructure is composed of a networked system of computers 

and servers, which is the foundation for the information system. This infrastructure has four 

main components: servers maintained at the 

national level, park-based local area networks 

(LANs), a MIDN data server, and individual 

staff workstations. These components each host 

different parts of the NPS and MIDN information systems. The infrastructure is maintained 

by park, regional, and national IT specialists, 

who administer all aspects of system security 

and backups.

The Mid-Atlantic Network is based at Fredericksburg and Spotsylvania National Military 

Park (FRSP) and has been integrated into the 

park LAN. Network computer resources include laptops and docking stations for each of 

the staff members as well as one server.

The park IT specialist is responsible for the 

development and management of the local 

infrastructure with oversight and support from 

regional and national IT programs. Since the IT 

specialist already supports three parks (Fredericksburg and Spotsylvania NMP, George 

Washington Birthplace NM, and Thomas 

Stone NHS), the network makes every effort 

to be as independent as possible by working 

with regional and national IT specialists where 

feasible.

As technology relating to computer hardware 

advances, and the network’s computer infrastructure evolves, modifications will be made 

to meet data management objectives. Communication and networking with park unit IT 

specialists is essential for ensuring adequate 
6 National Park Service

Mid-Atlantic Network Data Management Plan

2.5 Local Workstations

Network staff manage files on their personal 

computers, and place files that need to be 

shared on the MIDN server. Staff are responsible for regularly copying their workstation files 

to workspace on the MIDN server for backup.

2.6 Data File Folder Structure

All electronic files connected with the MIDN 

Inventory and Monitoring Program are stored 

with Bob. I&M Program project data should 

always be stored under the corresponding Inventory, Monitoring, or Projects folder. The 

specific storage location within these folders 

depends on the project to which the data relates as well as the status of the data (i.e., raw 

vs. archived). Only personnel employed by the 

MIDN I&M Program have access to these directories. Employees should not maintain any 

original I&M Program project data on their 

local hard drives.

The network has defined a data file folder 

structure (see Figure 2.1) for organizing files on 

the network server. The eight Level 1 folders, 

or directories, are defined as:

DataManagement – This directory 

contains the tools and documents used 

for data management within the network, 

including the current version of this Data 

Management Plan and related standard 

operating procedures (SOPs), as well as 

additional documents from the national 

I&M Program.

GIS – This directory contains an extensive 

library of spatial data for each of the 

network parks as well as adjacent parks 

with which the network works. Data are 

organized by four-letter park code and/or 

state and region

Inventory – This directory contains 

files relating to each of the network’s 

inventories. It contains an archive folder as 

well as an individual folder for each active 

project. When an inventory is completed 

and the final products have been moved 

to the Libraries folder, the folder will 

be moved into the archive folder of this 

directory.

Libraries – This directory contains the 

network’s libraries. Currently the network 

maintains four libraries: artwork, maps, 

photos, and publications. The last two are 

the most extensive. This folder is for final 

documents only. 

•

•

•

•

Orange Sulfur (Colias eurytheme)

Figure 2.1. Screen capture of the 

MIDN data file folder structure.

resources and service continuity for the network’s computer systems architecture. 

2.4 Introducing Bob

The Mid-Atlantic Network has acquired a 

600GB server and named him Bob. Bob is part 

of the Fredericksburg and Spotsylvania NMP 

LAN, and lives at the network’s office within 

that park. Bob’s primary duties are to act as 

a file server and provide space for backing 

up office laptops. Bob is regularly connected 

to a 1TB external hard drive for full monthly 

backups and weekly incremental backups. The 

drive is rotated once a month and stored at an 

off-site location.
2009 7

Chapter 2: Infrastructure and System Architecture

Figure 2.2. Screen capture of 

the public Mid-Atlantic Network 

website

Monitoring – This directory contains a 

folder for each of the network’s monitoring 

protocols and will be the most extensive of 

the eight folders. The monitoring protocols 

all represent long-term projects. Each 

protocol’s folder includes a master folder 

for materials that define the protocol, a 

working folder by year, and an archive 

folder for previous years. Within the 

yearly folder, data are further separated by 

planning, data, analysis, and report files.

Network – This directory contains files 

related to the network, but not to a specific 

short or long-term project. These files 

include budget, equipment, Board of 

Director and Science Advisory Committee 

presentations, newsletters, and plans 

such as the AARWP, Network Charter, 

and Phase Three Monitoring Plan. Note: 

For plans, this folder will contain the 

background and archived information. 

The current, final version of each of the 

plans is found in the Libraries folder under 

publications.

Projects – This directory contains files 

relating to projects (other than inventory 

or monitoring projects) that the network 

participates in and/or funds. These 

include watershed condition assessments, 

vegetation maps, and fire fuel projects. This 

directory includes an archived folder as 

well as an individual folder for each active 

project. When a project is completed and 

the final products have been moved to 

the libraries, the folder will move into the 

archive of this directory.

Software – This directory contains copies 

of software and drivers the network uses 

and relevant key code information. It is 

important to keep copies of old software 

for reading archived data. 

Further details regarding the functional and 

structural requirements for organizing files on 

the network server may be found in the MIDN 

Directory Structure Guidance Document.

2.7 MIDN Websites

The Mid-Atlantic Network maintains two websites to present information about the network 

to interested parties. Both websites are hosted 

on a server at the Natural Resource Program 

Center (NRPC) in Fort Collins, Colorado. 

The websites are currently maintained using 

Macromedia Dreamweaver and ColdFusion. 

The websites follow a national design standard 

•

•

•

•

in compliance with the National Park Service’s 

web design guidelines.

The public website is accessed at http://science.nature.nps.gov/im/units/midn/. Figure 

2.2 shows a screen capture of the home page. 

The website includes information about the 

network, inventories, monitoring programs, 

and reports. The site is updated as new materials become available. 

The internal website is accessed at http://

www1.nrintra.nps.gov/im/units/midn/index.

cfm. Figure 2.3 shows a screen capture of the 

internal home page. The website includes links 

to most sections on the public website as well as 

additional information that may be preliminary 

or otherwise not suitable for public distribution. 

2.8 Standard Operating Procedures

The following guidance document provides 

further detail on MIDN computer infrastructure and systems architecture.

MIDN Directory Structure Guidance Document
8 National Park Service

Mid-Atlantic Network Data Management Plan

Figure 2.3. Screen capture of the 

internal Mid-Atlantic Network 

website
Chapter 3: Project Management and Data Life Cycle

2009 9

Vegetation data collection at 

Richmond National Battlefield 

Park

3.

3.1 Introduction

Data management within an I&M Program 

network must coordinate the broad phases of 

short- and long-term inventory or monitoring 

projects, as well as the detailed steps of data 

acquisition and processing. Establishing a 

structure, sequence, and steps for these phases 

is needed to ensure that all tasks are completed, 

responsibilities are clear, resources are available, and overall workflows are synchronized.

3.2 Objectives

The objectives of establishing and maintaining 

proper project management and a data management life cycle are to:

Ensure that a sequence of steps is applied 

to all network projects, from project 

inception through project conclusion

Ensure the necessary and appropriate 

participation of staff and cooperators at all 

stages of project development

Ensure that all data resulting from projects 

are consistently processed, reviewed, and 

finalized.

3.3 Project Work Flow

There are two main types of projects from the 

perspective of managing workflow:

Short-term projects, which may include 

individual park research projects, 

inventories, or pilot work done in 

preparation for long-term monitoring

Long-term projects, which will mainly be 

the network vital signs monitoring projects 

central to the I&M Program, but which 

may also include multi-year research 

projects and monitoring performed by 

other agencies and cooperators. Long-term 

projects will often require a higher level of 

documentation, peer review, and program 

support

From a data management standpoint, the primary difference between short- and long-term 

projects is an increased need to adhere to and 

maintain standardizations in long-term projects. 

Maintaining standardization from year to year 

is necessary in order to ensure the comparability of data collected over an extended period of 

time. While the need to follow standards is still 

present for short-term projects, sometimes the 

cost of compliance outweighs the benefits due 

•

•

•

•

•

to the scope, budget, and level of NPS influence over project details. Nevertheless, both 

short-term and long-term projects share many 

work flow characteristics, and both generate 

data products that must be managed and made 

available.

The workflow of a project can be broken down 

into five primary phases: planning and approval, design and testing, implementation, product 

integration, and evaluation and closure. Figure 

3.1 outlines the data management activities 

carried out by network staff during different 

phases of a project.

3.3.1 Planning and approval

During the initiation and approval phase, 

preliminary decisions are made regarding the 

scope of the project and its objectives. A scope 

of work may or may not be written for each 

project, but a proposal will be developed and 

funding sources, permits, and compliance must 

be addressed. A cooperative agreement or contract is developed and finalized. Although many 

of these responsibilities reside with the project 

leader and/or program administrators, data 

management staff must be involved in identifying project deliverables and assuring that each 

contract or agreement includes a clear list of 

these deliverables, with reference to either 

national, regional, or network information and 

data standards. All contracts, agreements, and 

permits should include standard language that 

describes the formats, specifications, and timelines for project deliverables.

3.3.2 Design and testing

Procedures for how data will be acquired, processed, documented, analyzed, and reported 
10 National Park Service

Mid-Atlantic Network Data Management Plan

 

Long-term 

monitoring and other 

multi-year projects

Revisions to 

protocols and 

databases

Administrative

reporting & work 

plan

Project Start

Planning and 

approval

Design and 

testing

Implementation

Preparation

Data acquisition 

& processing

Product 

development, 

delivery & 

review

Product 

integration

Evaluation and 

closure

Project conclusion

 Yes

 No

Background review of related, existing information

Identify measurable objectives and target populations

Develop proposal and budget, solicit and secure 

funding

Complete contracts/agreements, permits, compliance*

Develop study plan

Identify project deliverables

Develop methodology or adapt existing methods*

Define SOPSs and guidelines

Create/revise data sheets and data dictionaries

Complete Data design and modifications

Initiate work development

Identify destinations for deliverables

Conduct Peer review

Logistics, planning, hiring, contracting, and training

Installation of equipment and monitoring protocols

Equipment purchase and maintenance

Data collection, acquisition of external data sets

Data entry, processing, quality assurance

Data validation, and certification

Summarization, analysis, and map productions

Interpretation and reporting 

Metadata development

Product review and revision 

Finalize and distribute metadata & data products

Integrate project data with national databases

Catalog products

Archive and store digital files and other products

Evaluate how well project met objectives and what

modifications need to be made to methods, 

procedures, data design, etc.

Sign off - project requirements have been met 

and deliverables are complete and available

Data Management Activities

Changes 

needed?

* Determination of permit and compliance requirements often requires detailed knowledge of project 

methods, which are often not fully developed until after the planning and approval stage; therefore, methods 

development and compliance is an iterative process.

Figure 3.1. Project and data 

workflow with core data 

management activities in bold

are developed during this phase. The project 

leader is responsible for the development and 

testing of project methodology as well as creating or modifying existing SOPs. The data manager will work with the project leader to create 

the data dictionary and to design, develop, and 

test the project database. See Chapter 5 for 

further details on database design for the MidAtlantic Network.

3.3.3 Implementation

The groundwork of the project is implemented 

during this phase. Field crews are hired, 

equipment is purchased and installed, data are 

collected, data containers are developed, and 

deliverables are identified. The project leader 

carries the primary responsibility during this 

phase, but the data manager acts as a facilitator 

by providing training and support for database 

or data processing applications, GIS, and GPS. 
2009 11

Chapter 3: Project Management and Data Life Cycle

All raw and derived data products, metadata, 

reports, and other documentation should be 

delivered to the data manager. Additionally, 

all product deliverables should be reviewed by 

the data manager to ensure that proper quality 

assurance and quality control (QA/QC) procedures have been followed and that product 

specifications have been met. See Chapter 6 

for further details on data acquisition, processing, and reporting and Chapter 7 for details on 

QA/QC procedures.

3.3.4 Product integration

Once the data and project deliverables have met 

all QA/QC requirements and been finalized, the 

data manager will upload data from the working database to the project’s master database, 

merge data products and other deliverables 

into national and network databases, finalize 

and distribute metadata to clearinghouses, 

distribute products to their appropriate audiences, and archive all final products. Further 

details on product cataloging, documentation, 

data sharing, data dissemination, and archiving 

are found in Chapters 6 and 8-11.

3.3.5 Evaluation and closure

At the conclusion of a project or at the end 

of a field season, network staff will conduct a 

project review to determine the effectiveness 

of the existing program and to obtain feedback 

on project methods. Due to the relatively small 

size of the MIDN program, these sessions will 

likely be informal, but they will be documented 

and archived.

3.4 Project Data Life Cycle

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 that involve interaction between each 

of the forms. Specifics regarding the data lifecycle can be found in the national DMP. 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

3.5 Standard Operating Procedures

The following Standard Operating Procedures 

provide further guidance for project work 

flow:

NER Inventory Product Review Work Flow

NER Vegetation Mapping Project Work Flow

Project Data Life Cycle Guidance Document 

(Under development as of January 2009)

•

•

•
Mid-Atlantic Network Data Management Plan
Chapter 4: Roles and Responsibilities

2009 13

gram staff to share knowledge, expertise, and 

information.

4.4 Northeast Region Data 

Management Staff

The Northeast Region Inventory and Monitoring Program falls under the Natural Resource 

and Stewardship Division of the Northeast 

Regional Office (NERO), and directly under 

one of two Northeast Region Chief Scientists. 

Natural Resource and Stewardship staff at the 

regional level will assist regional network I&M 

Program staff in:

Identifying and prioritizing regional and 

individual park needs

Identifying qualified researchers and 

potential cooperators

Administering research contracts and 

cooperative agreements

Providing scientific consultation as 

network Board of Directors (BOD) and 

Science Advisory Committee (SAC) 

members

At the regional office level, no over-arching 

natural resource data management positions 

existed prior to the development of the four 

I&M Program networks within the Northeast 

Region. Today, the Northeast region is staffed 

with four I&M network data managers, each 

housed at their respective network. These data 

managers work closely together to leverage resources and expertise to improve data management practices throughout the region.

•

•

•

•

Jewelweed (Impatiens capensis)

Inventory and Monitoring 

program staff at Appamattox 

Court House National Historical 

Park

4.

4.1 Introduction

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

technology, database practices, and applications. All staff participating in an I&M Program 

network project have a role in data stewardship, and project data sets and products reflect 

the roles of all who have contributed to them. 

In order to meet the data management goals 

and standards developed by the National Park 

Service and the I&M Program, all staff must 

understand their associated roles and responsibilities.

4.2 Objectives

The objectives of delineating data management 

roles and responsibilities are to:

Clearly define roles associated with 

functions

Establish data ownership throughout all 

phases of a project

Instill data accountability 

Ensure that adequate, agreed-upon 

data quality and metadata metrics are 

maintained on a continuous basis.

4.3 National Level Staff and 

Coordination

Data managers have been hired for each of the 

32 I&M Program networks nationwide. These 

network data managers regularly coordinate 

with each other and with national program 

staff via annual meetings, conference calls, 

workgroups, a listserv, websites, and informal 

communication. They share the workload by 

working closely with each other while developing Data Management Plans for their respective 

networks. This model of cooperation and communication has been very effective, and should 

be applied to other resource data management 

issues and implemented widely by administrators.

The Mid-Atlantic Network maintains an active role in promoting practical consistency 

among protocols and data sets involving other 

networks and organizations. GIS managers 

and data managers from all network parks are 

encouraged to participate in I&M Program 

development and activities. Park data managers 

are encouraged to use I&M Program resources, 

and to communicate with network and pro-

•

•

•

•
14 National Park Service

Mid-Atlantic Network Data Management Plan

MIDN staff work with 

seasonal biotechnicians and 

cooperators on I&M projects

MIDN data management staff have worked 

closely with park General Management Plan 

(GMP) planners by providing initial vertebrate 

inventory data collected as part of the network’s I&M Program. Product specifications 

developed by the network have been adopted 

by regional science staff for use with cooperative agreements and contracts funded outside 

the I&M Program. The network data manager 

has acted as a reviewer of contract deliverables 

at the regional level, assuring that data management standards are clearly articulated. 

Close coordination has begun between I&M 

Program data management staff and regional 

science staff to develop region-wide standard 

operating procedures addressing various data 

management practices.

4.5 Mid-Atlantic Network Staff

The MIDN I&M program is directed and 

supervised by the MIDN coordinator with 

oversight by the NER regional I&M Program 

coordinator. The core network staff currently 

consists of two permanent positions, the network coordinator and data manager. The core 

functions are currently augmented by expertise 

in botany and database support and via cooperative agreements with Pennsylvania State 

University. This botanist/database support 

position is shared with the Eastern Rivers and 

Mountains Network. Additional support is 

provided by a part-time science communicator 

through the NER Science Office. Seasonal staff 

members, shared with the Northeast Temperate Network, are hired for the forest vegetation 

monitoring program, and park staff provide assistance when their time permits. A cooperative 

agreement also exists with the Center for Earth 

Observation at North Carolina State University, 

one of two Regional NPS Field Technical Support Centers (FTSC).

4.5.1 Coordinator/Ecologist 

The network coordinator provides the overall 

direction and guidance for the MIDN I&M 

Program and also develops and oversees the 

implementation of the Monitoring Plan. The 

coordinator acts as the liaison between MIDN 

staff and network parks, Science Advisory 

Committee (SAC), Board of Directors (BOD), 

Technical Advisory Committee (TAC), and the 

NER Regional I&M coordinator. The coordinator supervises the MIDN professional level 

positions and provides general oversight and 

accountability for the network program. The 

coordinator also serves as the network ecologist and is responsible for overseeing the design, 

implementation, data analysis, and reporting of 

the monitoring protocols.

The network coordinator ensures that programmatic data and data management requirements are met as part of the overall network 

business. The coordinator communicates with 

network staff, park staff at all levels, and other 

appropriate audiences to support and emphasize data management as a critical aspect of 

network business. The coordinator also works 

with the data manager regarding data management policy and guidelines, budget, staffing, 

and training. 

4.5.2 Data Manager/Biologist 

The MIDN data manager is responsible for the 

development, management, coordination, and 

implementation of natural resource information systems, including databases, data archives, 

and Geographic Information Systems (GIS) 

technology. Responsibilities include creating 

new databases consistent with NPS standards, 

quality assurance/quality control (QA/QC) for 

new data, and generating metadata that are 

Federal Geographic Data Committee (FGDC) 

compliant. The data manager assists the network coordinator in making data accessible 

to parks by summarizing data and generating 

standard reports as identified by protocols, 

and sharing data through the Internet or other 

media. The data manager also serves as the network biologist, providing additional support 

for MIDN monitoring protocols.

The data manager supports the development, 

implementation, and maintenance of the data 
2009 15

Chapter 4: Roles and Responsibilities

Shenandoah National Park

infrastructure and standards for the network 

as a whole and serves as the point of contact 

for NatureBib for all of the parks within the 

network. The data manager also provides coordination to ensure I&M Program products 

are gathered and maintained at the network 

office and are accessible for submission to the 

national I&M Program office. 

4.5.3 Seasonal Biotechnicians

Seasonal-biotechnician positions typically 

last four months, with data collection as their 

primary duty. It is anticipated that two seasonal 

biotechnicians will be needed for the vegetation monitoring program. The biotechnicians 

are directed by the network coordinator and 

follow existing protocols to gather data; record, 

verify and correct data values; and to perform 

regular data transfers and backups. These biotechnicians also assist with dataset and procedural documentation, and are responsible for 

documenting any deviations from protocols or 

study plans.

4.5.4 North Carolina State University 

Field Technical Support Center 

(NCSU FTSC)

The Center for Earth Observation at North 

Carolina State University (NCSU) has worked 

with the Northeast Region of the National Park 

Service for over 10 years in the development 

of Geographic Information Systems (GIS) for 

resource management. This activity has led to 

major advances in the planning and application 

of GIS technology in the National Park Service 

and has placed the Northeast Region among 

the leaders within the service in this regard.

In 1996, the Philadelphia Support Office of the 

Northeast Region designated NCSU as a Field 

Technical Support Center (FTSC) for GIS support. In this capacity NCSU has been involved 

in a variety of activities, including developing 

and reviewing park GIS plans; developing 

hardware, software, and data acquisition strategies; providing telephone and on-site technical 

support; programming for GIS enhancement 

projects; teaching short courses in GIS operations; performing executive reviews; delivering national presentations; providing in-park 

assistance with GIS implementation and applications; and assisting with region-wide GIS 

strategic planning.

NCSU’s experience in GIS spans 20 years and 

includes a long association with public resource 

management agencies. The Center for Earth 

Observation is part of the College of Natural 

Resources and its GIS research program has focused on the development of appropriate sized 

GIS programs for non-centralized resource 

management (e.g., smaller National Park Service units, U.S. Forest Service ranger districts, 

state park regions, etc.) The NCSU facilities 

include a full complement of GIS and related 

software packages, a separate remote sensing 

research program, a large array of computer 

hardware configurations within two laboratories, and over 10 professional staff.

4.6 Park Level Data Management Staff

In general the parks within the Mid-Atlantic 

Network are understaffed in the areas of data 

management and GIS. Network staff and resources are available to the parks for technical 

assistance on any issues related to data management.

Shenandoah National Park is the only MIDN 

park with a permanent data manager. Shenandoah NP was identified as a prototype park for 

the development of long-term ecological monitoring efforts within the mid-Atlantic region. As 

a prototype park and in partnership with the 

U.S. Geological Survey (USGS), the park was 

charged with developing and refining long-term 

monitoring protocols that could be of utility to 

other parks, in addition to supporting management of Shenandoah’s natural resources. The 

Shenandoah NP data manager has the same 

basic duties and responsibilities as the MIDN 

data manager, but also has the responsibility for 

mentoring and training others and developing 

and testing new approaches to data analysis, 

synthesis, and reporting of monitoring results.
16 National Park Service

Mid-Atlantic Network Data Management Plan

4.7 Data Management Coordination

The network data manager works with national 

I&M Program data management staff and 

regional resource data management personnel 

to maintain a high level of involvement with 

service-wide and regional databases and data 

management policy. The network data manager 

works locally with network personnel, park 

staff, and cooperators to promote and develop 

workable standards and procedures that result 

in the integration and availability of data sets.

Key contacts for the network data manager 

include park GIS and data managers and the 

project leaders for each monitoring or inventory project. Consistent and productive communication among these personnel leads to 

common understanding and better synchronization of network and park data management 

activities. Park and network staff work together 

to manage resource information using a variety of methods. These include personal visits, 

phone calls, email, joint meetings, and training 

sessions, as well as the meetings and work of 

the network’s Science Advisory Committee 

and Board of Directors. Involvement and input 

from park scientists and resource data management staff is essential.
Chapter 5: Databases

2009 17

5.

5.1 Introduction

The quantity and complexity of data acquired 

as part of I&M Program network inventory 

and vital signs monitoring projects require a 

well-planned and consistent approach to database design, development, and management. 

Databases are the cornerstone of an I&M Program network, and are the primary repositories 

of data from long-term studies that need to be 

accessible and applicable for decades to come. 

In addition, network databases must accommodate a wide diversity of data types, enforce 

data integrity, support a variety of queries and 

output, and help substantiate resource management decisions.

5.2 Objectives

The objectives of effective database design, 

development, and management within I&M 

Program networks are to:

Ensure the long-term stability, security, and 

accessibility of data

Encourage common practices, standards, 

and sharing of database development 

efforts among networks

Encourage data exchange and 

multidisciplinary applications of data

Ensure databases are designed and built 

using NPS- and industry-accepted best 

practices

5.3 Project Database Standards

Project database standards are necessary for 

ensuring compatibility among data sets and 

across networks, allowing managers and researchers to compare data and analyze trends 

across parks or across protocols. Standards 

also help to encourage sound database design 

and facilitate interpretability of data sets. The 

MIDN-developed databases for park and network projects will contain the following main 

components: core tables, protocol-specific 

field data tables, common lookup tables, and 

a user interface. The standard template supported by the national I&M Program is the 

Natural Resource Database Template, which 

has been adopted by the MIDN. A SOP for 

Database Specifications to be developed by the 

MIDN will describe naming conventions, data 

dictionaries, data verification methods, and 

documentation.

•

•

•

•

5.4 Natural Resource Database 

Template

The Natural Resource Database Template 

(NRDT) is a flexible, relational database in 

Microsoft Access for storing inventory and 

monitoring data (including raw data collected 

during field studies). This relational database 

can be used as a stand-alone database or in 

conjunction with GIS software (e.g., ArcGIS) 

to enter, store, retrieve, and otherwise manage 

natural resource information. The template has 

a core database structure that can be modified 

and extended depending on the components 

and specific sampling protocols in use. The 

NRDT adds an element of compatibility to 

databases across networks but does not ensure 

it. Field methods must also be coordinated 

in order to be sure that data within databases 

can reasonably be rolled-up or compared. The 

NRDT provides a good core set of tables and 

relationships on which to build a personallevel database. However, as the National Park 

Service moves toward a more enterprise-level 

data solution, Access will likely be replaced by 

another database application.

A description of the NRDT, a data dictionary, general database guidelines and example 

implementations are located on the NRDT 

website: http://science.nature.nps.gov/im/apps/

template/index.cfm.

5.5 Natural Resource Monitoring 

Protocols Clearinghouse

The Natural Resource Monitoring Protocol 

Clearinghouse (Protocol Database) is a Webbased clearinghouse of sampling protocols. The 

database provides a summary of, and in many 

cases allows the user to download a digital copy 

of sampling protocols that have been developed 

by networks or collaborators and are being applied in national parks. The Protocol Database 

also makes it possible to download database 

components (e.g., tables, queries, data entry 

forms) in Microsoft Access that are consistent 

with the NRDT and have been developed for a 

particular protocol. See the Protocol Database 

website for available protocols: http://science.

nature.nps.gov/im/monitor/protocoldb.cfm.

5.6 Standard Operating Procedures

The following standard operating procedures 

provide guidance for designing databases:

Database Specifications (in development as of 

January 2009)

Red-winged blackbird (Agelaius 

phoeniceus)
Mid-Atlantic Network Data Management Plan
Chapter 6: Data Acquisition, Processing, and 

Reporting

2009 19

6.

6.1 Introduction

Interdisciplinary or multi-scale natural resource programs and projects increasingly rely 

on data gathered from multiple sources. This 

chapter describes the general steps involved 

with acquiring, processing, and reporting data 

to meet standards established by the NPS I&M 

Program, although these steps could apply to 

other NPS park units or programs. Data acquisition also encompasses physical objects (e.g., 

photographs, voucher specimens), which are 

often collected as part of resource management, inventory and monitoring, and other 

research projects.

6.2 Objectives

Acquiring, processing, and reporting on natural 

resource-related data are core responsibilities 

of I&M Program networks. To effectively meet 

these responsibilities networks must:

Identify, evaluate, and acquire, through 

a variety of sources, data needed by 

networks to properly carry out inventory 

or vital signs monitoring projects within 

parks

Determine the most reliable and efficient 

means or tools for collecting data

Establish routines and procedures for data 

processing

Identify and meet the information 

needs of a broad range of end users 

including scientists, park managers, park 

interpreters, and the general public.

6.3 Types of Data

The National Park Service’s Inventory and 

Monitoring (I&M) Program is responsible for 

acquiring information to complement existing 

park data and to assist park managers to properly manage and maintain the natural resources 

of their park. To successfully accomplish this 

task, information from multiple sources is 

collected by the MIDN I&M Program and 

processed to ensure that it meets the data standards established by the MIDN. This chapter 

describes the general procedures the MIDN 

follows for acquiring and processing natural 

resource-related data. Procedures will vary 

depending on the data source, which can be 

placed into three general categories:

•

•

•

•

Mid-Atlantic Network Data: 

Programmatic data resulting from projects 

that are initiated, sponsored, or funded by 

the MIDN.

Other National Park Service Data: Nonprogrammatic data resulting from projects 

that are initiated, sponsored, or funded by 

park units, or by regional or national NPS 

programs.

External Data: Non-programmatic 

data produced or managed by agencies, 

organizations, or individuals other than the 

National Park Service.

The following sections outline in more detail 

the manner in which the different data types 

described above are acquired and processed.

6.4 Mid-Atlantic Network Data

The collection of programmatic data under the 

purview of the MIDN I&M Program is connected to either natural resources inventories 

or to vital signs monitoring projects.

6.4.1 Inventory Projects

The acquisition and processing of network 

inventory data is a straightforward process due 

to the high level of network control over the inventory projects. These projects are completed 

by NPS staff or cooperators working under a 

contract or agreement that has been written 

specifically by the network for the project. In 

these agreements the MIDN itemizes data 

deliverables and formats that are required 

from the cooperator. The data manager works 

closely with the principal investigator and the 

project leader to develop these data criteria, 

and, when possible, to develop a Microsoft 

Access database modeled on the Natural 

Resource Database Template (NRDT) and tailored to the specific data needs of the project. 

Additional data specifications usually included 

in agreements are procedures for acquiring and 

documenting project photographs, collecting 

specimens, using global positioning systems 

(GPS), and delivering geospatial data.

Data processing typically consists of reviewing 

the project deliverables, integrating the project 

into the various MIDN cataloging systems, and 

distributing project results. Principal investigators are responsible for verifying and validating the data they submit; however, the MIDN 

•

•

•

Green heron (Butorides virescens)
20 National Park Service

Mid-Atlantic Network Data Management Plan

Data Description Processing 

Gray literature, unpublished 

reports, research summaries

Review and document in NatureBib. Evaluate for species 

data and link to NPSpecies. Obtain copies for network 

files (preferably electronic) as appropriate.

Published reports, journal 

articles 

Review and document in NatureBib. Evaluate for species 

data and link to NPSpecies. Obtain copies for network 

files (preferably electronic) as appropriate.

Investigator Annual Reports 

If the IAR is the only reference to a project, document in 

NatureBib. If a more comprehensive report has resulted 

from the project, create a NatureBib record for the 

report and reference the IAR in the NatureBib record.

Photographs 

If photos are part of an assemblage accompanied by 

documentation, enter into Dataset Catalog. Evaluate for 

NPSpecies data (photo vouchers).

Databases, spreadsheets, 

other electronic data assemblages — undocumented

Review for associated documentation. Locate project 

leader, if possible, for further explanations. Create Dataset Catalog record and document to extent possible.

Databases, spreadsheets, 

other electronic data assemblages — documented

Create Dataset Catalog record. Evaluate for NPSpecies 

data. Obtain copies for network files as appropriate.

GIS data — documented and 

undocumented

Retain copy at MIDN office as applicable. Create metadata using ArcCatalog and NPS Metadata Tools and 

Editor.

Species lists Create NatureBib record if author and date are included 

with list. Evaluate for NPSpecies data certification

Assemblages of field forms Create Dataset Catalog record. Evaluate for NPSpecies 

data.

Data collected by NPS regional 

or national programs (e.g., air 

quality, sound, night sky)

Create Dataset Catalog record. 

Data collected and managed by other agencies (e.g., 

stream gauging stations, 

climate, breeding bird data, 

other monitoring programs)

Create Dataset Catalog record. Evaluate for NPSpecies 

data.

ANCS+ natural history specimen data Evaluate for inclusion in voucher table of NPSpecies.

Park library records Evaluate for inclusion in NatureBib. 

Park archives Evaluate for inclusion in NatureBib, Dataset Catalog, 

and NPSpecies.

Table 6.1. Examples of park-based 

natural resource information that 

is processed or documented by the 

Network

performs additional quality checks on all data 

sets. Data management staff are usually in 

contact with the principal investigator after the 

submission of final products in order to resolve 

discrepancies or answer questions that inevitably arise as staff work with the data.

6.4.2 Monitoring Data

Data acquisition for network monitoring projects is guided by established protocols that include step-by-step procedures for all aspects of 

data collection, data entry, quality assessment 

(QA), quality control (QC), reporting, analysis, 

distribution, and archiving. Depending on the 

protocol, data can be acquired by park staff, 

network staff, cooperators, or other agencies or 

organizations.

Monitoring data need to go through processing and integration steps that are similar to 

inventory data; however, many of the steps are 

repeated annually or on a schedule corresponding to sampling frequency. Each monitoring 

project will have a processing and integration 

checklist that is specific to the project to ensure 

that all steps are completed.

6.5 National Park Service Data

6.5.1 Data Mining

A fundamental step in developing and maintaining the information base for the MIDN is 

locating, evaluating, and documenting, on an 

ongoing basis, park-related natural resource 

information. The term “data mining” refers to 

this process, which requires regular visits to 

network parks and establishing data mining 

procedures specific to each park. The range of 

materials that require documentation is broad, 

from historical inventories, to complex databases, to remote-sensing data.

As a general rule, the goal of network data mining is not to acquire and store at the network 

copies of all data residing at parks. Instead, 

cataloging tools are used to describe and document data sources so that potential users can 

find them. Data that are an exception to this 

rule are documents or data sets that are of specific need or interest to network staff (e.g., GIS 

data, monitoring data), or that complement 

network projects. Also, as NatureBib expands 

its capability to store and serve full-text versions of documents, the MIDN is working with 

network parks to identify and obtain electronic 

copies of documents for full-text posting on 

the Internet where they can become widely accessible.

Parks within the network vary widely in how 

natural resource information is organized and 

stored. While some parks have developed efficient and standardized methods of cataloging 

new information as it arrives, other parks have 

no formalized approach for organizing their 

natural resource materials.

The MIDN shared a NatureBib data manager 

with three other regional networks for a number of years. The regional staff member was 

hired to mine natural resource information 
2009 21

Chapter 6: Data Acquisition, Processing, and Reporting

and data for all Northeast Region I&M Program parks. The NatureBib data manager has 

performed searches of each park’s library and 

staff files; staff interviews; and searches of local 

universities, Web-based library catalogs, and 

other agency files.

While the network no longer has a dedicated 

NatureBib data manager position, the online 

database continues to be updated as new references are added to the network library.

Table 6.1 summarizes the range of park-based 

data that the network is cataloging, and the 

associated processing steps. Specific details on 

processing steps are provided in the guidance 

documents listed at the end of this chapter.

MIDN data management staff complete most 

of these cataloging tasks, and have been the 

primary users of NatureBib, NPSpecies, and 

Dataset Catalog. Most parks have had no extra 

staff available to perform this work or to devote 

to using the databases. The MIDN places a high 

priority on maintaining and building these databases, and will continue to perform the work 

as needed. Data management staff will provide 

training to park staff interested in learning to 

use the databases, and will provide reports 

from the databases in formats that are useful 

and easily accessible to park staff (e.g., hardcopy printouts, Web-based species lists).

6.6 External Data

Organizations and agencies outside the National Park Service have been an ongoing source of 

natural resource data for the network and are 

included in the network’s data mining activities. Processing external data follows the same 

steps and procedures as processing park data: 

information is evaluated, entered into one or 

more cataloging databases, and is then posted 

or made available as appropriate.

Museums and Herbaria

One of the more challenging data mining tasks 

has been acquiring information on specimens 

that were collected within park units, but that 

are housed in a variety of repositories across 

the country. The Inventory and Monitoring 

Program at the Washington Office has obtained 

specimen data from major museums and herbaria that have their holdings in electronic 

format. The MIDN is examining these records 

for inclusion in NPSpecies. Smaller regional 

and state repositories will be checked as time 

and budget allows. Some of the biological inventories have assisted in checking for museum 

records – e.g. Joe Mitchell’s Herpetological 

Inventory.

Frequently the associated and required Automated National Cataloging System (ANCS+) 

records for these specimens do not exist at the 

parks. The MIDN works with park museum 

curators when receiving and managing specimen data from external sources, and provides 

them with formatted data for uploading into 

ANCS+, if appropriate.

6.7 GIS Data

Numerous geospatial data sets correspond to 

park units and surrounding areas in the MIDN. 

These data sets are acquired by park staff, 

through cooperative national or regional NPS 

projects, and from multiple external organizations and agencies.

Spatial data acquired by the network either 

directly or through contractors must meet established standards and product specifications. 

Spatial data gathered using global positioning 

system (GPS) units must also meet established 

standards. 

6.8 Standard Operating Procedures

The following standard operating procedures 

provide specific guidance for data acquisition, 

processing, and reporting:

NER NatureBib Data Management Plan

NER NatureBib Data Management and Data 

Entry Standards Manual

NER NPSpecies Data Management Plan

NER Species Certifier’s Guide

NER NPSpecies Data Entry Standards

NER NPSpecies Museum Voucher Fields

NER NPSpecies Observation Form

NER GIS Specifications

NER GPS Metadata Form

Virginia bluebell (Mertensia 

virginica)
Mid-Atlantic Network Data Management Plan
Chapter 7: Quality Assurance and Quality Control

2009 23

Wilderness Battlefield at 

Fredericksburg and Spotsylvania 

National Military Park

Cardinal flower (Lobelia cardinalis)

7.

7.1 Introduction

The success of the Inventory and Monitoring 

Program is dependent on the quality of the data 

it collects, manages, and disseminates. Analyses 

performed to detect ecological trends or patterns require data that are recorded properly 

and have acceptable precision and accuracy, and 

minimal bias. Poor-quality data can limit detection of subtle changes in ecosystem patterns 

and processes, lead to incorrect interpretations 

and conclusions, and greatly compromise the 

credibility of the program managing it.

Quality assurance (QA) can be defined as an 

integrated system of management activities 

involving planning, implementation, documentation, assessment, reporting, and quality 

improvement to ensure that a process, item, or 

service is of the type and quality needed and expected by the consumer. Quality control (QC) is 

a system of technical activities that measure the 

attributes and performance of a process, item, 

or service relative to defined standards (Palmer 

2003). While QA procedures maintain quality 

throughout all stages of data development, QC 

procedures monitor or evaluate the resulting 

data products.

7.2 Objectives

The objectives of I&M Program network quality assurance and quality control are to:

Ensure that inventory and vital signs 

monitoring projects produce high-quality 

and credible data that can be confidently 

used by managers, researchers, and the 

public

Design, document, and implement 

standard quality assurance and quality 

control procedures that minimize or 

eliminate errors at every project stage.

•

•

7.3 File Naming

There are a number of easy ways to ensure that 

data quality is maintained through day-to-day 

network operations, and two of the most important of these are file naming conventions 

and version control.

File naming standards are an important and basic quality assurance procedure. The following 

guidelines apply to all network files:

Do not use spaces or special characters 

within a file name

Use underscores or periods as delimiters 

instead of spaces where necessary

Include a date, in yyyymmdd format 

(e.g., 20061205 for December 6, 2006), to 

help with version control and save drafts 

regularly

Include an indication of the QA/QC status 

(raw, draft, final, or verified etc.) of the file 

in the name element. For example: MIDN_

20061205_DMP_Draft.doc.

Before making major changes to a file, a copy 

of the file with the appropriate control (in 

this case, the file name) should be made. As 

indicated above, files are stored with the appropriate eight-digit date which serves as a version control. This allows changes to be tracked 

over time and facilitates efficient collaboration 

between multiple personnel working on a common file (See Appendix J. MIDN File Naming 

Guidelines).

7.4 Standards and Review Procedures

The NPS requires QA/QC review prior to communicating or disseminating data and information. Only data and information that adhere to 

NPS quality standards may be released. Data 

and information disseminated to the public 

•

•

•

•
24 National Park Service

Mid-Atlantic Network Data Management Plan

Valley Forge National Historical 

Park

must be approved by the appropriate reviewing officials and programs. Documentation of 

the QA/QC standards used in producing the 

information and that substantiate the quality of 

the information must be formally certified and 

distributed with related data and information. 

7.5 Monitoring Protocol Development

The most effective mechanism for ensuring 

that MIDN monitoring protocols produce data 

of the desired type, quality, and quantity is to 

provide detailed procedures and guidelines to 

assist MIDN staff in accurate data collection, 

entry, and validation. The network’s approach 

is to develop a comprehensive set of SOPs and 

data-collection protocols for quality control. 

These include requirements for clear field 

methodologies, well-trained field staff, well-organized field forms, and data entry applications 

with simple, built-in validation controls.

Although QA/QC procedures will depend upon 

the individual vital signs being monitored and 

must be specified in the monitoring protocols 

for each vital sign, some general concepts apply 

to all network projects. These general quality 

assurance guidelines will ensure that all data 

collected are checked for integrity before being 

integrated into monitoring program databases. 

As the MIDN monitoring program develops, 

standard QA/QC procedures will be tested and 

documented in relevant SOPs.

7.6 Standard Operating Procedures

The network has developed a number of SOPs, 

guidance documents, and review procedures 

for addressing quality assurance and quality 

control:

MIDN File Naming Guidelines

NER I&M Product Specifications

NER Inventory Product Review Work Flow

NER Vegetation Mapping Project Work Flow

Relevant Reports:

Northeast Region, National Park Service. November 2004 (revised November 2005). Natural 

and Social Science Study Proposal and Deliverable Guidelines. Natural Resources Report NPS/

NER/NRR--2004/001. National Park Service. 

Philadelphia, PA. 
Chapter 8: Dataset Documentation

2009 25

8.

8.1 Introduction

Data documentation is perhaps the single most 

important step toward ensuring that data sets 

are usable well into the future. Data longevity 

is roughly proportional to the comprehensiveness of their documentation (Michener 2000).

The term “metadata” is defined as information 

about the content, context, quality, structure, 

accessibility, and other characteristics of data. 

In addition to ensuring data longevity, metadata increases the possibility of data sharing 

and reuse for multiple purposes. Creating and 

maintaining comprehensive metadata is neither a simple nor a quick process: it requires 

an up-front time investment for planning and 

organization, and an ongoing investment to 

keep it current.

8.2 Objectives

The objectives of data documentation are to:

Ensure the longevity of data and their reuse for multiple purposes

Ensure that data users understand the 

content, context, and limitations of data 

sets

Facilitate discovery of data sets

Facilitate interoperability of data sets and 

data exchange

8.3 Network Standards

The MIDN has adopted the following data 

documentation standards for all projects (i.e. 

inventory, monitoring, or other):

Projects will be documented and organized 

in their appropriate folder using standard 

folder organization (see Appendix Q. 

MIDN Directory Structure Guidance 

Document). 

Spatial data files will be documented in 

compliance with Federal Geographic Data 

Committee (FGDC) standards using the 

Content Standards for Digital Geospatial 

Metadata (CSDGM; FGDC 1994).

Biological databases will be documented 

in compliance with FGDC standards 

using the National Biological Information 

Infrastructure (NBII) biological metadata 

profile (NBII 2008).

•

•

•

•

•

•

•

8.4 Spatial Data Documentation

The following are guidelines for spatial metadata records created by or for the MIDN:

FGDC compliant metadata is developed 

for all spatial data files using the CSDGM. 

The metadata file should parse with no 

errors, however this is sometimes more 

difficult to achieve than is worth the effort. 

Generally fewer than 5 errors, none 

of which are associated with missing 

content, is what the network has treated as 

acceptable.

In addition to FGDC standards and the NPS 

Metadata Profile (including the standard NPS 

liability statement; NPS 2008b), the following 

NPS-specific information must be included in 

MIDN metadata records:

Section 1: Identification Information - 

The primary originator should be “NPS 

NER Science Office,” and the secondary 

originator should be the cooperator.

Section 6: Distribution Information - The 

distributor should be the MIDN data 

manager.

For sensitive data - the Standard Order 

Process in the Distribution Information 

needs to be revised to state that the data 

may be requested by contacting the MIDN 

data manager.

 Section 7: Metadata Reference 

Information - The author of the metadata 

should be identified (usually either the 

cooperator, MIDN data manager, or NCSU 

Center for Earth Observation).

Information on GPS settings and estimated 

accuracies are provided in the Data Quality 

element if GPS units were used to collect 

field information. 

•

•

•

•

•

•

•

•

Bracket fungus (Polyporus spp.)

Black bear cub (Ursus americanus)
26 National Park Service

Mid-Atlantic Network Data Management Plan

8.5 Tabular Database Documentation

A required element of any MIDN database is 

a data dictionary. The data dictionary documents descriptions of each field in the words 

of its creator. It also includes fully written out 

abbreviations, acronyms, codes, or classes 

for the universe of possible entries used in 

the associated field (even if the code appears 

in more than one field). The data dictionary 

may also include ranges of values if these are 

known. Data dictionaries are created either in 

the field description portion of a Microsoft Access database when viewed in Design View, in 

a Microsoft Excel table, or a Microsoft Word 

document. When possible, a user guide should 

be provided to facilitate training for data entry 

and database maintenance.

In addition to the above, FGDC-compliant 

biological metadata is developed for all biological projects using the NBII biological metadata 

profile. This is what the MIDN uses to document tabular biological project databases. It 

is also what the MIDN posts to the NPS Data 

Store and becomes the publicly searchable 

record for that project. In the case of projects 

with sensitive information, this is the only element that gets posted to the NPS Data Store. 

For other projects FGDC metadata records are 

zipped up along with their associated spatial 

data and posted for download as a zip file along 

with the other project data files.

8.6 Vital Signs Protocol Documentation

Vital signs protocols (protocol narratives and 

accompanying SOPs), constitute essential 

project documentation that must accompany 

the distribution of monitoring data. Over time, 

there will be instances when the protocol narrative and SOPs will need to be updated or in 

other ways changed. Narrative and SOP updates 

may occur independently. That is, a change in 

one SOP will not necessarily invoke changes 

in other SOPs, or a narrative update may not 

require SOP modifications. The MIDN will 

develop a Change SOP that includes instruction on exactly how to change and document 

changes in protocols and SOPs. Documentation of changes will at a minimum include the 

following information:

The version of the protocol or SOP being 

revised

The date of the revision

The person doing the revising

A short description of the purpose of the 

revision

8.7 Standard Operating Procedures

The following Standard Operating Procedures 

provide guidance on data documentation:

MIDN Directory Structure Guidance Document

NER Biological Metadata Tools 

•

•

•

•

Forest vegetation monitoring 

microplot
Chapter 9: Data Ownership and Sharing

2009 27

9.

9.1 Introduction

For the purposes of releasing data, the term 

“sharing” means providing data to an individual or entity upon request or as part of an 

agreement to do work that benefits the parks. 

The term “dissemination” includes releases to 

the public via publications or other means of 

delivery such as the NPS Data Store. Chapter 

10 provides detailed standards and guidelines 

for data dissemination. Guidelines for data 

sharing, including sensitive data procedures, 

are described in this chapter.

9.2 Objectives

The objectives of data ownership and 

sharing guidelines are to:

Establish a clear understanding of the 

ownership of data and any associated 

responsibilities 

Protect sensitive data from unauthorized 

access and inappropriate use

9.3 Data Ownership

The MIDN relies heavily on partnerships, 

contracts, and agreements to collect information about natural resources. When working 

with multiple agencies, cooperators, and other 

organizations to collect and disseminate information, it is important to define the aspects of 

ownership prior to implementing a project. 

Deciding who the owner(s) of the data will be 

allows the project planners to determine where 

the information will be stored and duties will 

be placed, such as who will backup and archive 

the data, who has the overall responsibility of 

maintaining the data, and how scholarly publication goals can be accommodated. 

All cooperative and interagency agreements, as 

well as contracts, should include clear provisions for data ownership and sharing as defined 

by the National Park Service:

All data and materials collected or 

generated using National Park Service 

personnel and funds become the property 

of the National Park Service.

Any important findings from research and 

educational activities should be promptly 

submitted for publication. Authorship 

must accurately reflect the contributions of 

those involved.

•

•

•

•

•

Investigators must share collections, data, 

results, and supporting materials with 

other researchers whenever possible. In 

exceptional cases, where collections or 

data are sensitive or fragile, access may be 

limited.

To ensure that proper ownership, format, and 

development of network products is maintained, all cooperative or interagency work 

must be conducted as part of a signed collaborative agreement.

9.4 Data Sensitivity

The National Park Service is directed to protect information about the nature and location of sensitive park resources. Information 

that could result in harm to natural resources, 

including endangered or threatened species, 

can be classified as “protected” or “sensitive” 

and may be withheld from public release. 

Examples of sensitive information include the 

nature and/or specific locations of threatened 

or endangered species and habitats, minerals or 

paleontological objects, or significant caves.

All data and associated information from I&M 

Program activities will be assessed to determine 

their sensitivity. This includes but is not limited to reports, metadata, raw and manipulated 

spatial and non-spatial data, maps, etc. The 

Mid-Atlantic Network staff, with input from 

park managers, will carefully identify any information that is considered sensitive and manage 

which data need access restrictions and which 

can be made publicly available.

•

MIDN staff work with park 

staff and other cooperators on 

inventory and monitoring projects

Pink lady’s slipper (Cypripedium 

acaule)
28 National Park Service

Mid-Atlantic Network Data Management Plan

Classification of sensitive I&M Program data 

will be a shared responsibility that includes 

network staff, park resource management staff, 

park superintendents, and investigators working on individual projects. The MIDN will 

complete a decision tree process that will help 

standardize the designation of sensitive data, 

and ensure that comparable guidelines are 

used for all parks. The decision tree should also 

reduce the potential for unwarranted personal 

bias in the classification process, and provide 

documentation for the rationale behind sensitive status designations.

The network staff is also responsible for identifying all potentially sensitive materials and information from principal investigators working 

on a project. The investigators, whether network staff, park staff, or partners, will develop 

procedures to flag all sensitive materials in 

project products, including documents, maps, 

databases, and metadata. When submitting 

products or results, investigators should specifically identify records and other references 

as being sensitive. Cooperators should consult 

with network staff to determine whether information is classified as sensitive or protected 

before releasing it in a public forum.

9.5 Access Restrictions to Sensitive Data

For each project, the MIDN data manager will 

provide a list of potentially sensitive information to the park resource manager for review. 

The resource manager then determines which 

information should be protected. Resource 

managers will be responsible for working with 

park superintendents in this process.

Network staff will remove sensitive information 

from public versions of documents or other 

media. The network staff ensures that all references to protected information are removed 

or obscured in reports, publications, maps, or 

other public forum.

When preparing or uploading information into 

any network or national database, network staff 

ensures that all protected information is properly identified and marked. The main distribution applications and repositories developed by 

the program are maintained on both secure and 

public servers, and all records that are marked 

“sensitive” during uploading will only be available on the secure servers. Abridged records 

will be available on public servers.

9.6 Standard Operating Procedures

The following standard operating procedures 

provide guidance on data sharing:

Data Sensitivity and Dissemination (in development as of January 2009) 

Young Virginia opossum 

(Didelphis virginiana)
Chapter 10: Data Dissemination

2009 29

10.

10.1 Introduction

Providing well-documented data in a timely 

manner is a primary goal of the I&M Program, 

and is essential to program success. This chapter 

describes the methods by which quality natural 

resource data and information collected by an 

I&M Program network are made available to 

park managers, researchers, educators, and the 

general public.

10.2 Objectives

The objectives of data dissemination are to:

Ensure non-sensitive data are easily 

discoverable and obtainable

Ensure data that have not yet been 

subjected to full quality control are not 

released to the public, unless necessary in 

response to a FOIA request

Distribute data with complete and 

accurate metadata that clearly identify 

who collected the data; what data were 

collected; and where, when, and how the 

data were collected

Identify and protect sensitive data from 

unauthorized access

10.3 Data Distribution

The Mid-Atlantic Network’s main mechanism 

for distribution of inventory and monitoring 

data will be the Internet. Use of the Internet 

allows data and information to reach a broad 

community of users. As part of the NPS I&M 

Program, Web-based applications and repositories have been developed to store a variety 

of park natural resource information. The 

network will use the following applications and 

repositories to distribute data developed by the 

I&M Program:

10.3.1 NatureBib

NatureBib is a master web-based database 

housing natural resource bibliographic data for 

I&M Program parks and gives users the ability 

to upload, and download full-text PDF documents.

The MIDN converts all reports to a format that 

meets the NER Technical Reporting Guidelines. Full-text versions of reports are posted 

to NatureBib and hard and digital copies are 

mailed to the Technical Information Center 

(TIC) in Denver, Colorado.

•

•

•

•

Documents found as a result of network data 

mining efforts are posted to NatureBib where 

copyright and other publisher agreements allow for this distribution

Sensitive data: The MIDN has produced duplicate reports for projects with large amounts 

of sensitive information. The public version of 

these reports can be posted to NatureBib, labeled under “Sensitivity Level” as “Public” for 

both the Citation and Abstract and made available as full-text downloads. A separate version 

of the report will have a NatureBib record labeled under “Sensitivity Level” as “NPS Only” 

and will not be searchable or viewable by the 

public. It is also possible to identify a citation as 

“Public” and its abstract as “NPS Only”.

10.3.2 NPSpecies

NPSpecies is a web-based master database to 

store, manage, and disseminate scientific information on the biodiversity of all organisms in 

all I&M Program national park units.

Species records are mined from new reports 

and added to NPSpecies as appropriate.

Protocol Development and Testing

In 2006, the Mid-Atlantic Network 

(MIDN) identified fifteen high priority 

vital signs for implementation as long-term 

monitoring programs in the parks. During 

the course of 2007, the network has initiated development of five protocols: air 

quality, weather and climate, water quality 

and quantity, aquatic macroinvertebrates, 

and forest vegetation.

Air Quality: The NPS Air Resources Division is developing the air quality protocol 

for all Inventory and Monitoring (I&M) 

networks. The protocol will include an 

annual scorecard and report which will 

synthesize existing data and provide a summary on trends for the four relevant MIDN 

vital signs. 

Weather and Climate: In collaboration 

with the Eastern Rivers and Mountains 

Network (ERMN), Paul Knight (PA State 

Climatologist) is conducting an inventory 

of weather stations relevant to the network 

parks and developing a protocol for longterm monitoring and reporting. The data 

will be available through a web interface. 

Water Quality and Quantity: Frank 

Deviney and Rick Webb at the University 

of Virginia are developing the protocol for 

water quality and quantity. They will be 

conducting synoptic surveys and pilot testing at selected parks in the spring. 

Aquatic Macroinvertebrates: Craig Snyder and John Smith, USGS Leetown Science Center, were awarded a NPS/USGS 

grant, “Ecological Thresholds and Structured Decision Analysis Using Aquatic 

Macroinvertebrate as Indicators of Stream 

Health in the Mid-Atlantic and Eastern Rivers and Mountains Vital Signs Networks”. 

The results of this project will feed directly 

into the development of an aquatic macroinvertebrate protocol for the network.

Forest Vegetation: A collaborative effort 

between several I&M networks and prototype parks has resulted in forest vegetation 

monitoring protocols that are closely based 

on the U.S. Forest Service Forest Inventory and Analysis program protocols. The 

MIDN has spent the summer pilot testing a 

protocol in all the network parks (see page 

3).

Lastly, the network is currently working 

to complete the first draft monitoring plan 

which will be sent out for external peer-review in the winter, with the final plan due in 

September 2008. 

NEWSLETTER Fall 2007 Volume 1 Issue 2 

 

1 MIDN Fall 2007

Mid-Atlantic Network

1 Protocol development

2 Mammal inventories 

2 Grassland birds

3 Eastern forest parks and 

networks collaboration

4 Watershed study at SHEN

Inside this issue:

Protocol Related

Vital Sign

Air quality Ozone

Wet and dry deposition

Visibility and particulate 

matter

Air contaminants 

(mercury)

Weather and 

climate

Weather and climate

Water quality and 

quantity

Stream / river channel 

characteristics

Stream and river water 

dynamics

Water chemistry

Aquatic 

macroinvertebrates

Aquatic 

macroinvertebrates

Forest Vegetation Forest plant 

communities

Invasive exotic plants

Native forest pests

Exotic Diseases / 

Pathogens – plants

White tailed Deer 

(herbivory)

Soil structure and 

composition

Inventory and Monitoring Program National Park Service

U.S. Department of the Interior

National Park Service 

U.S. Department of the Interior 

Northeast Region 

Philadelphia, Pennsylvania 

Richmond National Battlefield Park Avian Inventory 

Technical Report NPS/NER/NRTR—2007/074 National Park Service 

U.S. Department of the Interior 

Northeast Region 

Philadelphia, Pennsylvania 

Inventory of Mammals (Excluding Bats) of 

Richmond National Battlefield Park 

Technical Report NPS/NER/NRTR—2008/122 

MIDN produces many reports and 

newsletters available to network 

parks and the general public
30 National Park Service

Mid-Atlantic Network Data Management Plan

Sensitive Data: There are a number of different 

ways to identify NPSpecies records as sensitive. Each reference, observation, and voucher 

has a sensitivity level associated with it, either 

“NPS Only” or “Public.” There is also a “Management Priority” listed under “Management 

Information” for each species, which can be 

manipulated to reflect an appropriate level of 

sensitivity. The latter feature provides users 

with a way to search species by park and by 

sensitivity level.

10.3.3 NPS Data Store

NPS Data Store (Figure 10.1) is an agency-wide 

online repository for metadata and associated 

products that spans and is supported by many 

NPS programs. The NPS Data Store is the primary repository for static MIDN products.

MIDN project products are posted to the 

NPS Data Store with data products and their 

associated documentation zipped together in 

one file and the project report and associated 

documentation and products in another file. 

Biological metadata records are posted as the 

searchable metadata for the project record.

Sensitive Data: At the moment the NPS Data 

Store does not have any built-in tools or functionality to handle sensitive data products. The 

MIDN approach to this has been to only post 

metadata (not the actual data) for the projects 

that have sensitive data associated with them. 

In these cases, the Standard Order Process 

section of the FGDC Distribution Information 

metadata element must be filled out with the 

MIDN data manager’s contact information and 

instructions as to how someone would request 

a copy of these data.

Note: The MIDN process to post any project 

information to the NPS Data Store involves the 

following steps:

If there is no known sensitive information 

associated with the project, perform an 

NPSpecies search for “Management 

Priority.”

Email the park contact for that project with 

the results of the NPSpecies search and 

ask for permission to post to the NPS Data 

Store.

Document park staff’s response giving 

permission to post in the “Projects” folder.

Upload project products to the NPS Data 

Store.

10.3.4 NPS Focus

NPS Focus is an agency-wide search engine and 

image management server being developed by 

the NPS Information and Telecommunications 

Center (ITC) that is linked to a number of other 

NPS repositories including the NPS Data Store 

and Electronic Technical Information Center 

(see next mechanism below). Individuals can 

steward their own data on this server, which 

has the capability to handle very large datasets.

10.3.5 Electronic Technical Information 

Center (ETIC)

ETIC is the NPS Technical Information Center 

in Denver, Colorado that maintains an online 

repository of a subset of its information.

Sensitive Data: TIC sometimes posts full-text, 

downloadable copies of reports, so it’s important that TIC staff be notified of sensitivity 

levels. They also have the ability to post to InsideNPS only.

•

•

•

•

Figure 10.1 Screen capture of the 

NPS Data Store website.
2009 31

Chapter 10: Data Dissemination

10.3.6 Northeast Region (NER) 

Philadelphia Science Office (PHSO)

PHSO posts full-text, downloadable versions 

of reports produced by the NER Science program to its website. Currently, a Pennsylvania 

State University cooperator, maintains this site 

under the direction of the NER chief scientist. 

At the moment this site is not searchable. If reports are posted on the network website, a link 

to the site will appear on the PHSO site so there 

is no duplication.

10.3.7 U.S. Geological Survey (USGS)-NPS 

Vegetation Mapping Website

North Carolina State University (NCSU), a 

MIDN cooperator, is working with the USGS 

Vegetation Mapping Program to post final 

vegetation mapping data to a USGS website in 

USGS-approved formats.

10.3.8 Mid-Atlantic Network Website 

The network website provides detailed information about the MIDN and the I&M Program. Originally envisioned as a place to post 

network data, the MIDN website is no longer 

being developed in this capacity. The MIDN 

website has information on MIDN projects, 

cooperators and partners, the Board of Directors (BOD) and Science Advisory Committee 

(SAC), photos of network activities, and downloadable network and programmatic administrative documents.

Sensitive Data: The MIDN plans to include the 

“NPS Only” version of reports on the intranet 

website in the future.

10.4 Feedback Mechanisms

The MIDN will develop standard procedures 

for park staff, cooperators, partners, and the 

public to report errors or other anomalies in 

network data and information as well as errors, 

glitches, and other problems with the network’s 

web-based tools and presence.

Valley Forge National Historical 

Park
Mid-Atlantic Network Data Management Plan
Chapter 11: Records Management and Object 

Curation

2009 33

11.

11.1 Introduction

I&M Program networks are responsible for 

managing the documents, specimens, photographs, digital files, and other products 

resulting from network projects, administration, and activities. Much of the information 

generated by I&M Program networks will only 

increase in value and applicability over time. 

The potential for loss of data, documents, or 

objects can come from a variety of sources, 

including catastrophic events (e.g., fire, flood, 

and earthquake), user error, hardware failure, 

software failure or data corruption, theft, and 

intentional acts of vandalism. A fundamental 

responsibility of network data management is 

to establish procedures that will guarantee that 

I&M Program information will be accessible 

and usable for future generations.

11.2 Objectives

The objective of I&M Program network records 

management, data maintenance, and archiving 

procedures is to:

Ensure that I&M Program network 

information can be easily found, obtained, 

shared, and properly interpreted by a 

broad range of users in perpetuity.

11.3 Digital Data Maintenance

Long-term maintenance and management of 

digital information are vital to the Inventory and 

Monitoring Program. This section describes 

procedures for maintaining and managing 

digital data, documents, and objects that result 

from network projects and activities. These 

procedures will help ensure the continued 

availability of crucial project information and 

permit a broad range of users to obtain, share, 

and properly interpret that information.

The MIDN has entered into a cooperative 

agreement with the North Carolina State University NPS Field Technical Support Center 

(NCSU FTSC) for the maintenance, storage, 

and archiving of data sets produced as part of 

the network’s inventory, vegetation mapping, 

and vital signs monitoring programs. The maintenance and storage of digital data developed 

by network and regional I&M Program staff 

stationed at Fredericksburg and Spotsylvania 

NMP are housed on the network server. These 

files include the network’s administrative and 

working data files.

•

Digital data maintained in the MIDN data 

archive at NCSU FTSC are expected to result 

from one of two types of projects: 

Short-term projects, after data collection 

and modification have been completed 

(i.e., biological inventory and vegetation 

mapping projects)

Long-term monitoring projects, where 

data acquisition and entry will continue 

indefinitely

Following the lead of the National Park Service 

and the national I&M Program, the MIDN 

has adopted Microsoft Access as its database 

standard and ESRI ArcGIS as its spatial data 

management standard. The MIDN will update 

its versions of these software programs as 

necessary to remain current and compatible 

with National Park Service and national I&M 

Program standards.

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. The network does maintain 

a folder on the network server to archive 

software. 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). Thus, MIDN archiving pro1.

2.

Jack o’lantern mushrooms 

(Omphalotus illudens)
34 National Park Service

Mid-Atlantic Network Data Management Plan

Quality control checks are then performed on 

these ASCII files to ensure that the numbers 

of records and fields correspond to the source 

data set and that conversion has not created errors or data loss. If possible, a second reviewer, 

preferably a program scientist, checks the 

ASCII files and documentation to verify that 

tables, fields, and relations are fully explained 

and presented in a way that is useful to secondary users.

In addition to creating and archiving ASCII 

files, archived tabular data in older software 

versions will be updated periodically, with the 

goal of having no data more than two versions 

behind the current version used by MIDN. 

There is a risk of reducing performance as a 

result of conversion--for example, complex 

data entry forms or reports may not function 

properly in an upgraded software version. To 

the extent possible, proper functionality of data 

entry forms and reports will be maintained. 

However, our priority will be to ensure basic 

table and relationship integrity.

Folder and file names assigned to converted/

upgraded databases will clearly indicate the revision number and date. All previous versions 

of the data set will be retained in the archive.

11.3.2 Long-term Monitoring of Data Sets

Data produced as part of the network’s longterm monitoring projects will have variable 

archiving requirements that depend upon the 

data types collected. Modifications to protocols 

and their SOPs will require complete data sets 

to be archived before modifications are implemented. Depending on the monitoring project, 

a copy of the data set will be archived on an 

annual basis. Whenever possible, archived data 

sets will be saved in their native formats as well 

cedures include saving data sets in both their 

native format (typically MS-Access database 

or Excel spreadsheet) and as sets of ASCII text 

files. As a platform- and software-independent 

format, ASCII text files ensure future usability 

of the data in a wide range of applications and 

platforms. In addition, data sets will periodically be converted to upgraded versions of their 

native formats.

11.3.1 Short-Term Data Sets

Short-term projects include biological inventory studies, vegetation and fire fuel mapping 

projects, and other studies where data are collected during a relatively short, finite period of 

time. Digital data products from a completed 

short-term project typically include tabular data 

such as a Microsoft Access database or Excel 

spreadsheet and documentation; spatial data 

such as shapefiles, coverages, georeferenced 

images, etc. and documentation; a final report; 

and an NPS technical report. Data maintenance 

procedures described in this section apply to 

tabular data. Procedures for spatial data are 

presented in a separate following section. 

When a project is completed, NCSU FTSC 

staff prepare the tabular data for archiving by 

creating:

A set of ASCII comma-delimited text 

files for the tabular data files and tables 

comprising the data set

An XML file that preserves relationships 

between tables for each MSAccess 

database

A readme.txt file that explains the contents 

of each ASCII file, file relationships, and 

field definitions

•

•

•

Chatham Manor, Fredericksburg 

and Spotsylvania National Military 

Park

Rough green snake (Opheodrys 

aestivus)
2009 35

Chapter 11: Records Management and Object Curation

as ASCII text files. Data archiving requirements 

for ongoing projects will be spelled out in the 

data management SOPs for each monitoring 

project.

Network staff are responsible for preparing 

tabular data from the network long-term monitoring projects for archival following completion of standard QA/QC procedures. The procedures listed earlier under “Short-Term Data 

Sets” above will also be used for long-term data 

sets.

File names assigned to converted/upgraded 

databases should clearly indicate the revision 

number and date. All previous versions of data 

sets will be retained in the archive.

Table 11.1 describes the fields required when 

network staff submit digital biological data sets 

or products to NCSU FTSC for archiving. This 

simple tracking system will be made available 

on the Web for all network staff.

11.3.3 Spatial Data

Digital spatial data associated with short- or 

long-term project data described above will 

also be archived at the NCSU FTSC. These 

data include ESRI shapefiles, coverages, and 

geodatabases; global positioning system (GPS) 

data; and digital aerial imagery. Procedures for 

maintaining spatial data differ from those that 

apply to tabular data.

Spatial data in ESRI formats (shapefiles, coverages, and geodatabases) will be maintained in 

formats that are accessible by the current ESRI 

software version. ESRI software has maintained 

compatibility with previous data formats, and 

while shapefiles have retained all functionality 

in current format, coverages may require conversion to a newer ArcGIS format if they are no 

longer supported.

In addition to being archived in their native 

ESRI format, shapefiles, coverages, and geodatabases will be converted to sets of ASCII text 

files for archiving. Two ASCII files are required 

for each spatial data file. One file stores coordinate data with a unique identification code 

for each feature, and the second file stores attribute information that can be linked to the 

corresponding coordinate data by means of a 

common identification code.

Only corrected or downloaded point GPS data 

will be archived. However, raw unsaved active 

track log data for track or polygon files will be 

saved as ASCII text files in addition to the final 

and processed ESRI file formats.

Digital aerial imagery is archived in its original 

native format–e.g., tagged image file format 

(TIFF). Derived products, such as orthorectified image files, are archived in their softwaredependent format–e.g., Imagine (IMG) format–and in TIF format with a corresponding 

ESRI world file. The formats in which photo 

mosaics are archived depend on the file size:

Mosaics smaller than 2 gigabytes will be 

archived in their software-dependent 

format (e.g., IMG files), as TIF files with 

corresponding world files, and if provided, 

in Mr. SID (compressed) format.

Mosaics 2 gigabytes or larger will be 

archived in their software-dependent 

format (e.g., IMG files), in Band 

Interleaved by Line (BIL) format with 

corresponding header files, and if 

provided, in Mr. SID (compressed) format.

All TIF files must be full resolution with no 

compression. TIF files with corresponding 

world files are preferred over GeoTif format.

11.4 Storage and Archiving Procedures 

for Digital Data

The archiving procedures described below 

are designed to ensure both the security of 

•

•

Field Name Description Format

Project Project title Text

Subject Standardized subject name (e.g. birds, small mammals, vegetation map) Text

Park 4-letter acronym(s) for park name(s) Text

Transmitter Name, address, phone number of person who sent 

the data Text

Date Received Date digital data were received Date

Transmittal Doc Name of transmittal documentation data file and 

storage location Text

Media Type/

Count

Type and number of media received (e.g., 3 CDs, 1 

DVD, 1 Firewire drive) Text

Data File Count Number of data files received Numeric

Data File Names The name of each data file and its associated metadata record or data dictionary Text

Server The name of the server on which the data are stored Text

Distributed To Names of people to whom copies of the data have 

been distributed; for each, date copy sent Text

Table 11.1. Digital Data Tracking 

Database.
36 National Park Service

Mid-Atlantic Network Data Management Plan

and ready access to MIDN data in perpetuity. 

These procedures apply to both short-term and 

long-term monitoring project data sets (tabular 

and spatial data) and to digital aerial imagery 

acquired by the MIDN.

When a project data set or a set of digital aerial 

imagery is ready to be archived, network staff 

will send the data to the NCSU FTSC accompanied by a transmittal document in the form 

of an ASCII text file that includes specific information about the data or imagery.

For short-term or long-term monitoring project data sets, this information includes:

Name and address of the sender

Brief project description, including topic 

and park name(s)

Type and number of digital media (e.g., 3 

CDs, 1 DVD)

Name of each data file that comprises 

the data set (Federal Geographic Data 

Committee (FGDC) compliant metadata or 

a data dictionary must be present for each 

data file)

For digital aerial photography, this information 

includes:

Name and address of the sender

Type and number of digital media (e.g., 4 

CDs, 2 DVDs, 1 Firewire drive)

Park name(s)

Number of image data files (per park)

Upon receipt, NCSU FTSC staff will:

Check the digital media for physical 

damage

1.

2.

3.

4.

1.

2.

3.

4.

1.

Count and record the number of media 

received

Count and record the number of data/

image files received

Check data file integrity (i.e., make 

sure that each file opens and displays 

appropriate data)

MIDN staff must be notified if any problems or 

discrepancies are found. 

NCSU FTSC staff will enter the information 

about short-term and long-term monitoring 

project data into an Excel spreadsheet, referred 

to as the Digital Data Tracking Database (see 

Table 11.1). Information about sets of digital 

aerial photography should be entered into a 

similar spreadsheet, the Aerial Imagery Tracking Database (see Table 11.2).

Copies of the Digital Data Tracking Database 

(Table 11.1) and the Aerial Imagery Tracking 

Database (Table 11.2) will be sent to the network once a year or as requested. In the future, 

these databases will be posted on the Internet 

for further accessibility to Network staff. These 

databases will be backed up following the 

procedures used for backing up archived data 

described below.

Once all of the above procedures have been 

completed, NCSU FTSC staff will archive the 

original data media in a fireproof cabinet, in a 

dark, temperature-controlled environment. 

All of these procedures meet the NPS Museum Management Handbook standard for 

archiving.

2.

3.

4.

Tagged and marked trees 

photographed during vegetation 

monitoring
2009 37

Chapter 11: Records Management and Object Curation

11.4.1 Storage Facilities for Electronic 

Archives

Currently, MIDN electronic data are archived on servers at the NCSU enterprise 

storage system, which meets the State of North 

Carolina certified critical data standards. These 

servers have uninterruptible power supply 

backup and are housed in a temperature-controlled room with secure access. The servers 

are backed up externally by the NCSU High 

Performance Computing Center.

11.4.2 Directory Structure for Electronic 

Archives

The MIDN electronic data archives directory 

structure at NCSU is organized by park, and for 

each park, by project. Each park folder contains 

one subfolder for each project.

The organizing and naming of project folders 

and files should be intuitive enough that users unfamiliar with the project can still easily 

navigate them. Since each project has its own 

variations and idiosyncrasies, a standardized 

structure is not realistic. However, all project 

archives will include several to most of the following elements:

Programmatic documents including 

protocols, procedures, and supporting 

documents

Interim data sets or milestones

Data sets submitted by contractors

Data sets–in ASCII format

Conceptual or statistical models used for 

data interpretation

Final and NPS technical reports

Read-me files–including an explanation 

of directory contents, project metadata 

(including a data set catalog report), and 

version documentation

After final data and reports have been submitted, draft products will not need to be maintained.

11.4.3 Backup Procedures for Digital Data

The risk of data loss can come from a variety of 

sources, including catastrophic events (e.g., fire, 

flood), user error, hardware failure, software 

failure or corruption, and security breaches 

and vandalism. Performing regular backups of 

data and arranging for off site storage of backup 

•

•

•

•

•

•

•

sets are the most important safeguards against 

data loss.

Data stored on NCSU Information Technology 

Division (ITD) servers are backed up weekly 

and backups are retained for 28 days off site. A 

working Disaster Recovery Plan/Business Continuity Plan has been established in the event of 

a disaster.

Data on the network server stationed at Fredericksburg and Spotsylvania NMP is backed 

up using server software, BackupAssist Version 5.1. Full backups are performed monthly 

and incremental backups weekly. Backups are 

stored on two portable external hard drives 

which are rotated offsite every month. Network data and information produced by staff 

on workstations are backed up by individual 

staff members. Data are stored both on site on 

the network server and at off site locations using portable, external drives.

11.4.4 Data and Network Security

MIDN data archives maintained by NCSU are 

stored on servers maintained by the Information Technology Division (ITD) located at 2620 

Hillsborough Street, Raleigh, North Carolina, 

27695. The ITD is open from 7:00 AM – 6:00 

PM Monday through Friday. The building may 

be accessed only from the main entrance; all 

other entrances are locked to the general public. A university identification card is required 

to enter the building and must be displayed to 

a security guard. Non-university employees 

are required to provide picture identification 

and to sign in and out of the building. There 

are ITD employees at the facility 24 hours a 

day, seven days a week to ensure operability. 

Additional information may be obtained from 

http://sysnews.ncsu.edu.

Access to MIDN data on the NCSU ITD servers 

is restricted to a limited number of designated, 

authenticated employees.

Water lilies (Nymphia spp.)

Valley Forge National Historical 

Park
38 National Park Service

Mid-Atlantic Network Data Management Plan

11.5 MIDN Storage of Hard-Copy and 

Digital Reports

All paper and digital reports managed or produced by the MIDN will be housed in one of 

two locations:

1. MIDN central files, Natural Resource Office, 

Fredericksburg, Virginia

These files contain project files, copies of 

administrative documents, and non-record 

copies of documents. Examples include: meeting minutes, correspondence, memoranda 

of understanding, contracts and agreements, 

research permits, and interim and selected final 

reports produced by the program or under its 

auspices. The MIDN will use acid-free paper 

and folders for all permanent records in the 

central files. In addition to maintaining these 

paper records, the MIDN will maintain electronic versions when possible. These will be 

housed and backed up on a regular schedule on 

the network server.

2. Technical Information Center (TIC), Denver, Colorado

The TIC provides temperature- and humidity-controlled facilities, a professional archival 

staff, and meets all museum standards set by 

NPS. This repository will be used for technical 

reports that the network considers a high priority to maintain under archival conditions.

11.6 Specimens

The network will provide specimens collected 

under the auspices of its activities to the park 

in which they were collected for inclusion in a 

park museum, or to a repository approved by 

the park. Specimens at non-NPS repositories 

are considered on loan and remain property of 

the National Park Service. MIDN will provide 

park curators with associated data required for 

cataloging each specimen in the Automated 

National Catalog System (ANSC+). Currently, 

legacy data are only entered into the NPSpecies 

database. All specimen information collected as 

part of the network’s I&M Program is entered 

into NPSpecies.

11.7 Photographs

The MIDN prefers all images (photographs 

and scanned documents) be delivered as TIFF 

or Joint Photographic Experts Group (JPEG) 

files, as is specified in NPS Focus.

Though the MIDN doesn’t currently have 

an image management system in place, it will 

eventually develop and adopt such as system, 

preferably one that allows search ability of image subject and project and tracks the location 

of image files on local machines or servers.

Project photographs are stored and archived 

with the project data. Part of the archiving 

process is identifying photos for the network 

library. These photos are duplicated and maintained in the library of photos on the network 

server. 

All digital photos relating to I&M Program 

projects will be stored in a sub-directory under 

that project’s directory. They will remain in the 

project’s active directory until they have been 

added to the network’s photo management 

system and received metadata documentation 

at which time they can then be archived.

11.7.1 Aerial Photographs

Analog aerial photographs produced by the 

network and designated for archiving will be 

sent to the NCSU FTSC for archiving along 

with the following documentation:

The name and address of the sender

The park name(s)

The number of photos transmitted (for 

each park)

Then NCSU staff will proceed as follows:

Upon receipt, NCSU FTSC staff count 

the aerial photos received and check each 

photo for physical damage. If the number 

of photos does not match the transmitted 

number, or if any photos are physically 

damaged (e.g. torn, water stained, etc.), 

FTSC staff will notify the network. 

FTSC enters information about the set 

of aerial photos (as appropriate and 

as it becomes known) into an Excel 

1.

2.

3.

1.

2.

Aerial photograph of City Point at 

Petersburg National Battlefield

Eastern fence lizard (Sceloporus 

undulatus)
2009 39

Chapter 11: Records Management and Object Curation

spreadsheet, referred to as the Air Photo 

Tracking Database (see Table 11.2)

FTSC sends a copy of the Air Photo 

Tracking Database (Table 11.2) to the 

regional I&M coordinator and network 

coordinator every January. In the future, 

this database will be posted on the Internet.

Aerial photographs are then stored in 

plastic sleeves, lying flat, in a fireproof 

cabinet, in a dark, cool, temperaturecontrolled environment.

11.8 Role of Curators in Storage and 

Archiving Procedures

MIDN park curators are an ongoing source of 

expertise, advice, and guidance on archiving 

and curatorial issues, and they have a role in almost every project undertaken by the network. 

Project managers should involve park curators 

when projects are in the planning stage, to ensure that all aspects of specimen preservation 

or document archiving will be considered, and 

that any associated expenses are included in 

project budgets.

11.9 Standard Operating Procedures

The network has developed the following SOP 

for records management:

NER NPSpecies Museum Voucher Fields

Photo Management Guidelines (Under development as of January 2009)

3.

4.

Table 11.2. Air Photo Tracking 

Database

Field Name Description Format

Park 4-letter acronym for park name Text

Name Name, address, phone number of person who 

sent photos Text

Date Received Date photos were received Date

Date Flown Date photography was flown Date

Season Season of photography (“leaf-on” or “leaf-off”) Text

Flightlines Number of flight lines Numeric

Photos Number of photos received Numeric

Photocenters/Airborne 

GPS

Name(s) of data file(s) containing photocenters 

or airborne GPS data Text

Contractor Name and address of the contractor who produced the aerial photography Text

Digital Imagery Available

Whether or not the photos are available in 

digital form (“Yes” or “No”); If Yes, name(s) of 

digital file(s) and storage location

Text

Digital Mosaic Available

Whether or not a digital mosaic of the photos is 

available (“Yes” or ”No”); If yes, name of digital 

mosaic data file and storage location

Text

Checked Out Name of person to whom photos are checked 

out and expected return date Text

Notes Notes regarding missing photos, problems with 

particular photos, etc. Text
Mid-Atlantic Network Data Management Plan
Chapter 12: Project Tracking and Documentation

2009 41

12.

12.1 Introduction

I&M Program networks face the challenge of 

managing multiple projects, contracts, and 

agreements; budgets; timelines and deliverables; and permanent, term and temporary 

staff. As networks develop and become fully 

staffed, many have found that a project tracking and documentation system is necessary to 

function effectively.

12.2 Objectives

The objective of project tracking and documentation procedures are to:

Efficiently manage and coordinate 

contracts, permits, agreements, and 

associated timelines, schedules, and 

budgets

Ensure project products are delivered on 

time and per specifications

Manage information needed for annual 

reporting and accountability

Improve accountability for I&M Program 

network natural resource inventory and 

monitoring efforts and provide a means of 

tracking accomplishments

12.3 Project Tracking

The Mid-Atlantic Network currently maintains 

a list of projects to track the status of projects 

and project deliverables. This information is 

available on the shared network drive so that 

both the network coordinator and data manager have access. 

•

•

•

•

Wild turkey chick (Meleagris 

gallopava)
Mid-Atlantic Network Data Management Plan
Chapter 13: Implementation

2009 43

13.

13.1 Introduction

The Inventory and Monitoring Program data 

management plans contain practices that may 

be new to many NPS staff and cooperators. 

While this document and the accompanying 

SOPs offer practical guidelines and solutions, 

successful implementation will require continuous formal and informal education of staff and 

cooperators, and a long-term and disciplined 

commitment on the part of data managers and 

network staff to make it all work.

13.2 Objectives

The objectives for a plan to implement I&M 

Program network data management practices 

and procedures are to:

Ensure that the procedures outlined in this 

plan and related SOPs are put into practice

Provide a framework to realistically assess 

related network procedures and adjust 

them as needed

Establish benchmarks so that 

implementation progress is measured and 

evaluated

•

•

•

13.3 Network Implementation

The national data management plan and this 

document serve as the foundation for good 

data management practices within the network. 

All network staff are encouraged to read and 

follow the guidelines outlined in this plan.

If you have questions and/or concerns, please 

contact the network data manager. Good 

network data management practices are a collaborative effort.

Great egret (Ardea alba)
Mid-Atlantic Network Data Management Plan
Literature Cited

2009 45

2.

Federal Geographic Data Committee, 1994. 

Content standards for digital spatial metadata (June 8 draft). Federal Geographic Data 

Committee. Washington D.C.

Michener, W. K. 2000. Metadata. Pages 92-116 

in Michener, W. K. and J.W. Brunt, editors. 

Ecological data: design, management, and 

processing. Blackwell Science Ltd. Methods 

in Ecology Series, Malden, Massachusetts

National Biological Information Infrastructure (NBII). 2008. NBII Metadata Activities. 

(http://metadata.nbii.gov/portal/server.pt). 

Accessed 16 January 2008.

National Park Service. 1998. National Parks 

Omnibus Act of 1998. Public Law 105-391. 

(http://www.nps.gov/legal/laws/105laws.

htm)

National Park Service. 2000. National Park 

Service Strategic Plan FY 2001-2005. NPS 

D-1383/August 2000. (http://planning.nps.

gov/document/NPS_strategic_plan.pdf)

National Park Service. 2008a. 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. 2008b. NPS Metadata 

Profile. (http://science.nature.nps.gov/nrdata/docs/npsprofile.cfm). Accessed 16 January 

2008.

Palmer, C. J. 2003. Approaches to quality assurance and information management for 

regional ecological monitoring programs. 

Pages 211-225 in Busch, D. E. and J. C. Trexler, editors. 2003, Monitoring Ecosystems: 

interdisciplinary approaches for evaluating 

ecoregional initiatives. Island Press, Washington, D.C.
Mid-Atlantic Network Data Management Plan
The Department of the Interior protects and manages the nation’s natural resources and cultural heritage; provides scientific and other 

information about those resources; and honors its special responsibilities to American Indians, Alaska Natives, and affiliated Island 

Communities.

NPS D-68, December 2008
Natural Resources Program Center

1201 Oakridge Drive, Suite 200

Fort Collins, Colorado 80525

www.nps.gov

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