DMWG Policy Statements for the U.S. National Assessment Program (1998)

Data Management for Global Change Research
Subcommittee on Global Change Research - June 26, 1998

The overall purpose of these policy statements is to facilitate full and open access and use with confidence, both now and in the future, of the data and information that is used in and results from global change assessment activities. These policies reflect the goals and policies of the U.S. Global Change Research Program and incorporate federal laws, directives, and regulations regarding the maintenance and dissemination of data and information in the Federal Government. They are recommended for all participants in the National Assessment Program, including federal, state, local, tribal, foreign, educational, non-government organizations and their private partners.

The U.S. Global Change Research Program's National Assessment Program requires a continuing commitment to the establishment, maintenance, description, accessibility, and long-term availability of high-quality data and information.

Full and open sharing of the full suite of data and published information produced by the Assessment Program is a fundamental objective. Data and information should be available without restriction, on a non-discriminatory basis, for no more than the cost of reproduction and distribution. Where possible, the access to the data should be via WWW to keep the cost of delivery to a minimum and to allow distribution to be as wide as possible.

All data sets and published information used in the National Assessment Program should be identified with a citation; for data sets an indication of how the data may be accessed should be provided.

All data sets generated as part of the National Assessment Program must be described and a quality assessment provided. In addition, steps should be taken to assure their continuing availability. Standards used for the descriptions of individual data sets developed by the National Assessment Program should be compatible with at least the minimum needs of the Global Change Master Directory (see note 1). Spatial data set descriptions should also be compatible with the Content Standards for Digital Geospatial Metadata of the Federal Geographic Data Committee. All such data set descriptions should be made available for inclusion in the Global Change Master Directory.

Organizations and individuals participating in the Assessment Program should actively participate in its Web page to share information and coordinate the Program's disparate activities. The identifications of all the Program's published information and data sets, as well as the Program's data set descriptions, should be made accessible over the Internet and be compliant with the current version of the ANSI Z39.50 search and retrieval standard.

Note 1: For compatibility with the Global Change Master Directory, data descriptions must minimally include title, data center (point of contact), parameters measured, temporal and spatial coverage, and a summary (which should include temporal and spatial resolution - if applicable). For more details, see http://gcmd.nasa.gov/participate.html. The GCMD provides on-line Metadata creation tools, for fast and simple Metadata submissions: http://gcmd.nasa.gov/cgi-bin/difweblet/difweblet

AUTHORITIES AND REFERENCES. As reflected in the following authorities and references, the Executive and Legislative branches of the U.S. Government both recognize the need for federal agencies to assume an active role in providing information to the public.

1. Privacy Act of 1974 restricts the government's ability to disseminate information that could invade the personal privacy of an individual. Privacy Act data cannot be released without appropriate review.

2. The Freedom of Information Reform Act (FOIA) of 1986 establishes what agencies must make available to the public in terms of public information, agency rules, opinions, orders, records and proceedings.

3. OMB Circular No. A-16, Coordination of Surveying and Mapping Activities, October 19, 1990, establishes coordination procedures for federal agencies and describes the responsibilities with respect to coordination of those federal surveying and mapping activities.

4. Executive Office of the President, Data Management for Global Change Research Policy Statements issued in July 1991 provided a set of policy statements to facilitate full and open access to quality data for global change research.

5. Land Remote Sensing Policy Act of 1992, requires that unenhanced data from Landsat 7 and other government-funded and -owned land remote sensing systems be made available to users at the cost of fulfilling user requests and on a non-discriminatory basis.

6. The White House Memorandum on the Administration of the Freedom of Information Act (FOIA) issued October 4, 1993, states that a commitment to openness requires more than merely responding to requests from the public. Each agency has a responsibility to distribute information on its own initiative, and to enhance public access through the use of electronic information systems.

7. Executive Order 12862, Setting Customer Service Standards, September 11, 1993, mandates easy accessibility of federal government information and services.

8. OMB Circular No. A-130, Management of Federal Information Resources, June 25, 1993, states that every agency has a responsibility to inform the public within the context of its mission. This responsibility requires that agencies distribute information at the agency's initiative, rather than merely responding when the public requests information.

9. Government Performance Results Act (GPRA) of 1993 requirements are intended to improve federal program effectiveness and public accountability by promoting a focus on results, service quality and customer satisfaction.

10. 44 United States Code Chapter 31 - Records Management by Federal Agencies requires agencies to create and maintain documents and provides the basis for public records and information.

11. 44 United States Code Chapters 17 and 19 define the legal requirements for providing information to the public through the Federal Depository Library Program.

12. Executive Order 12906, Coordinating Geographic Data Acquisition and Access; The National Spatial Data Infrastructure, April 11, 1994, requires each agency to document all new geospatial data it collects or produces, either directly or indirectly, using the developing FGDC standard, and to make that documentation electronically accessible.

13. U.S. Environment and Natural Resource Data Access System Guideline, July 6, 1995, requires all federal agencies participating in environment and natural resources research to develop their data and information search and access systems to have at least Internet connectivity and be ANSI Z39.50 compliant.

14. Paperwork Reduction Act (PRA) of 1980, as amended 1995, requires agencies to provide for the dissemination of public information on a timely basis, on equitable terms, and in a manner that promotes the utility of the information to the public and makes effective use of information technology.

15. Electronic Freedom of Information Act (EFOIA) of 1996 mandates that agencies make all reasonable efforts to provide information available to requesters in the medium of their choice.

16. OMB Bulletin 98-5, Establishment of Government Information Locator (GILS), February 6, 1998, is designed to help the public and agencies locate and access information electronically throughout the U.S. government.