Minimum Data Requirements for Observation-based Data

Requirements for a minimum set of information considered useful to the Department consists of three key components, i.e., Geospatial, Data Entry, and Metadata. 

Data Entry Information – Each record must be accompanied by information about who entered the data and date-time that the data were entered. In the standard configuration this information is stored in an observation table; however, it can just as easily be stored using two additional fields in an ArcGIS attribute table, Access database, Excel spreadsheet, or delimited text file. Geospatial Information – Each record in an observation-based dataset must be accompanied by information regarding where the observation occurred. This geospatial information can be in the form of a point, line, or polygon, or it can be a reference to a commonly accepted geospatial feature (e.g., a lake, stream, or road). There is no requirement regarding the format of this information; it can be stored as a geodatabase, shapefile linked to the observation data, as an event table, e.g., an Excel spreadsheet or comma delimited text file, or in a feature table, such as an Access database containing coordinate information. Metadata – For a dataset to meet the minimum specification requirement, it must be accompanied by metadata describing the "who, what, when, where, how, and why of the data."

These minimum specifications are easily met for the most part and have a high degree of flexibility in format. They can be used to develop databases for any kind of observation, e.g., incidental wildlife observations, fish survey data, timber harvest plans, etc., and they provide a way to convert legacy data to observation-based datasets.

 Level 1 Basics

Defining the Unit of Observation

A unit of observation is defined as a circumstance, finding, situation, or activity that is executed, referenced, or noted in the field, about which the Department has a mandate or desire to record or report. The unit of observation is usually species centric, but not always. It is created by simply assigning each observation record a unique identifier.

Whether the unit of observation’s definition is straight forward or complex for a particular database design, the dataset’s value to compare relies on this definition not changing. It is this unit of observation that provides a way to compare data over time and spatially overlay it with other like datasets.

The "Survey" Component

In addition to the level 1 concept, illustrated above, observations that have a relationship to other observations, e.g., are of the same observation type and effort, can be grouped together by way of a survey component.

It should be noted that meeting minimum specifications alone does not necessarily make a database useful for Departmental needs; the level 1 specification does not require information such as who the observer was, what kind of observation occurred, when it occurred, as well as additional information that makes an observation record meaningful. The minimum standards for this additional information should be developed as part of Level 2 and/or level 3 databases.