Geodata collection framework plan

April–December 2026

Purpose

The Framework Phase establishes a sustainable operating framework for BTAA-GIN geodata stewardship. It moves the Geodata Collection Initiative from experimental projects toward repeatable practices for acquiring, describing, managing, and preserving geospatial resources.

The phase is organized around three work areas:

1. Curation: Define collection pathways, establish rights priorities, and maintain an inventory of candidate and active sources.

2. Technology: Develop administrative tools and repeatable workflows for metadata, assets, and public geodata acquisition.

3. Communication and Outreach: Create consistent provider communications and build a broader community around geodata stewardship.

1. Curation

1.1 Collection Register

Create and maintain a Collection Register to serve as the primary planning and tracking tool for candidate sources, active collections, and recurring acquisition work. It will begin as a shared spreadsheet and later connect to administrative dashboards or reporting tools.

1.2 Collection prioritization

During the Foundation Phase, we prioritized collections based upon a combination of preset lists of the largest cities and existing connections with data providers. In the Framework Phase, we will also assess by Collection Pathway and Rights.

Collection Pathways

There are four pathways for adding resources to the collection. Each of these pathways will likely be employed depending on the source. This is an initial framing that should be tested and refined.

Pathway	Model	When to use
Submitted	Files are supplied directly by a provider.	A provider can transfer authoritative files, wants to participate in description, or is developing an ongoing relationship with BTAA-GIN.
Referred	A provider directs BTAA-GIN to authoritative public downloads.	Direct transfer is unnecessary or impractical, but the provider can identify and clarify preferred public sources
Harvested	BTAA-GIN collects openly available data through automated or repeatable processes.	Datasets accompanied by rights that redistribution; provider response is limited or unnecessary; documentation is reasonably sufficient
Curated	BTAA-GIN or a member institution reviews and manages institutional, historical, or legacy resources.	Unique or historical resources held by member organizations that would benefit from archiving and wider discover

Rights

The rights or licenses assigned to resources by data providers will be a major factor in prioritizing data collection.

Rights Status	Collection Approach
Open license	Prioritize for collection. Archive when appropriate and notify the provider as a professional courtesy.
Vague or custom terms	Review the terms and contact the provider when clarification is needed. Encourage clearer or more open licensing where appropriate.
No license or restricted rights	Treat as a lower collection priority. Obtain explicit permission before redistributing files.

2. Technology

2.1 GEOMG Administrative Tool

Develop a new GEOMG administrative tool to support asset-centered metadata and collection management. Priority features for geodata curation will include:

• batch metadata ingest
• asset / file documentation
• workflow and lifecycle tracking
• metadata quality assessment

2.2 ArcGIS Hub Pipeline

Finalize and document a repeatable pipeline for acquiring data from ArcGIS Hubs and REST services. ArcGIS sources are a priority because they represent a large share of current public geodata and frequently change over time.The pipeline should:

• minimize metadata and attribute loss
• export data into preferred preservation and access formats
• preserve source coordinate reference system information
• capture field definitions and data dictionary information
• support manual and programmatic enhancements
• record source, transformation, and provenance information

2.3 Geodata Curation Toolkit

Continue developing the geodata curation toolkit as a set of documented, repeatable procedures for:

• data acquisition
• format conversion
• coordinate system transformation
• metadata extraction and enhancement
• derivative creation

3. Communication and Outreach

3.1 Provider Communication

Develop consistent communication materials for the four collection pathways. Communication should be proportional to the collection pathway. Submitted collections may require sustained collaboration, while Harvested collections may require only notification or limited follow-up. Materials will include:

• a brief explanation of BTAA-GIN geodata stewardship
• outreach templates for each pathway
• courtesy notifications for openly licensed data
• procedures for corrections, takedown requests, and rights concerns

3.2 Conferences and Professional Outreach

Present the framework at GIS-focused conferences and professional gatherings where data providers, GIS managers, open data administrators, and geospatial librarians participate.

Topics may include:

• risks associated with unstable or disappearing public geodata
• benefits of clear open licenses
• sustainable download and access practices
• metadata and data dictionary recommendations
• preservation-friendly formats
• lessons from the four collection pathways
• opportunities for institutional and provider participation

3.3 Geodata Stewardship Interest Group

Establish a quarterly interest group for people working on contemporary geodata collection, preservation, and access. The group will provide a forum to:

• share current projects and workflows
• discuss technical and rights challenges
• compare tools and collection strategies
• identify opportunities for collaboration
• gather feedback on the BTAA-GIN framework
• connect library-based work with the broader GIS and open data communities

Framework Phase Goals Checklist

1. Curation goals

• Finalize and publish the four collection pathway definitions
• Create the initial Collection Register
• Add current candidate sources and active collections to the register
• Assign a pathway, rights status, acquisition status, and next action to each entry
• Identify recurring sources that need defined collection cycles
• Document the rights review and decision*making process
• Not completed: Archive at least one dataset from each BTAA*GIN state

2. Technology goals

• Define the GEOMG administrative tool requirements
• Translate collection requirements into development issues
• Define asset, provenance, rights, and lifecycle fields
• Finalize the ArcGIS Hub acquisition pipeline
• Document the ArcGIS workflow, including manual review steps
• Continue documenting repeatable procedures in the geodata curation toolkit
• Identify metadata and data quality checks required before ingest

3. Communication and Outreach goals

• Draft a standard description of BTAA-GIN geodata stewardship
• Create communication templates for each collection pathway
• Develop courtesy notification and rights clarification language
• Document procedures for corrections, takedowns, and rights concerns
• Present the framework at GIS*focused conferences or professional meetings
• Establish the quarterly Geodata Stewardship Interest Group
• Hold the first interest group meeting