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Addressing and Spatial Records Integration

Thanks to Bad Human Factors Design by Michael J. Darnell, used by permission.

Addresses are the most common links to location. They are everywhere: in mailing lists, databases -- in every record for "keeping track". Creating ways to cross-reference all those resources--spatial records integration-- is a part of every Spatial Focus project. Every organization has geographic information: addresses, maps, records of ownership, easement, and rights-of-way are some common examples.

The creation of a comprehensive address management system can be quite valuable with or without the mapped components of a geographic information system. Simply including principles of spatial records integration in the design, implementation and maintenance of tabular spatial data is extremely cost efficient. If a mapped component is added, the value of that mapped component is increased exponentially through the links to all of the tabular data created by the linking of the address to a specific mapped point. Unfortunately, the effort involved in developing the GIS is so great that the relationship between the new maps and existing records is often overlooked. This can be very detrimental to both the organization as a whole, as well as to the GIS system itself.

The base information used to assemble a map ages quickly. Any connections that originally existed between the map itself and tabular data used in daily operations lose synchronization. As a result, the value of the spatial data is seriously undermined. Spatial records integration is no more nor less than effective stewardship of an organization's information resources.

How can spatial records integration be achieved and maintained? Integrating spatial records requires that address data that exists in a variety of systems and databases be standardized and parsed so that the geocoding engines in GIS software can determine its geographic coordinates, based on a set of rules. The expense of achieving spatial records integration has put it out of reach to many organizations in the past. Most frequently, unstructured addresses must be parsed into standardized data fields. Traditionally, this task has been handled "manually," using word processors to create standardized ASCII files. Spatial Focus, Inc. has developed techniques to automate this costly, labor-intensive process.

Figure 1: Addresses before cleaning

The examples shown in Figures 1 and 2 are from a project in the city of Birmingham, Alabama to spatially integrate building permit data. As the examples illustrate, the address fields have little standardization, and include comments and other information that is important to the organization. Some permits reference specific floors of a building, or an office or apartment unit.

Automated processing by Spatial Focus, Inc. retains all of the original information. Abbreviations, used inconsistently throughout the file, are spelled out. This will allow consistent standardization at a later stage in the process. Following the standardization process, addresses can be geocoded to specific locations. This can be done by linking the address to a property parcel that is found on the maps, or to specific building footprints, or to a street centerline segment which contains the correct range of addresses.

Figure 2: Parsed and standardized addresses

Once addresses have been parsed, standardized and located on the maps, they must be maintained. Addressing is a dynamic function. New permits are issued, licenses granted, complaints received, and information developed that creates new records in data containing addresses. These new addresses must be managed, so that the same problems are not simple created again. Development of a Master Address Repository, which contains the master address database, as well as tools that permit other application s to be updated with correct addresses, and to verify addresses that have been entered into other databases, provides a basis for the management and maintenance of addresses throughout the organization. Spatial Focus has developed methodologies of creating the Master Address Repository, and re-engineering work flows for address assignment, address verification and validation, and address maintenance and management. For our clients, we develop appropriate automated functions within the Repository to assist the staff to maintain a complete, accurate and up-to-date set of addresses.

Title Registration and Land Information Systems

"The time is right to find out why most countries have not been able to create open formal property systems. This is the moment, as Third World and former communist nations are living through their most ambitious attempts to implement capitalist systems." Hernando deSoto, in The Mystery of Capital.

Spatial Focus's team members have been active in the development of title registration and land information systems throughout the world. Working in Malawi, Russia, Kazakhstan, Armenia, and Ghana, we have facilitated the development of the organizational infrastructures, workflows, automation and development plans for the implementation of Title Registries, cadastral mapping systems, and comprehensive land information systems.

While it may be an ultimate goal to create a fully automated registry, our experience is that this process is a gradual one, beginning with automation of the central registry, and spreading to various districts and outlying areas. Reliability of electricity, technical support services, and communications all affect the speed and degree of automation. Further, the organizational capacity for automated systems must be considered. As we develop implementation schemes for automating title registration, our first consideration is to insure that the workflows of documents through the Registry are logical and efficient. We then develop a plan to automate these workflows in a phased program. During the automation phase, which may last several years, the paper system is fully integrated into the automated one, to reduce duplication of effort, and to maximize the value of the automated segments. Our research endeavors have also resulted in the development of cost-effective and environmentally rugged systems that operate under adverse conditions. Where possible, public domain and open-source software (See our Return on Investment section here) is recommended as an option to proprietary software which may be expensive and difficult to maintain in remote locations. As always, it is our goal to create the environment that supports the success of our clients.

GIS Management and Consulting Services

Spatial Focus is the leader in GIS management and consulting services.

WhileSpatial Focus's leadership team has helped to build many GIS systems from the ground-up, we have also worked with many mature systems that have become unfocused or fragmented. Stressing solutions and work processes, we work with the institutional and organizational constraints, as well as the technical issues, to restore success. Whatever the need, from major development to minor renovations, Spatial Focus brings the right solutions.

As we are vendor-independent, we can provide our clients with unbiased, high quality advice. Our broad range of knowledge of the issues of implementing GIS within an organization provides us with the tools and technologies required to deliver cost-effective, practical implementation plans for our clients. Spatial Focus, Inc. delivers standards and specifications tailored to our clients' projects, and assists in managing the procurement process.

We are also available to assist in the day-to-day management of vendors and quality control teams. And we can provide training and application development support to assist our clients in maximizing their own efforts.

Quality Assurance and Quality Control

Quality is the key to any information system. A GIS constructed with poor quality or unchecked data, is suspect and, frequently, little used. Maximizing return on information investments requires building quality assurance into the entire process. Spatial Focus is a leader in the development of quality control processes for digital orthophotography, cadastral, planimetric and topographic mapping. Spatial Focus offers a spectrum of quality control services to meet the needs of each individual client.

• Before the data arrive:
• • Consulting with the client on contract requirements
  • Making sure that the terms of conversion contracts meet the needs of the client
  • Developing quality control manuals
• For in-house quality control
• • Training in quality control procedures
  • Spot checking to back up client staff
  • On-demand checking to supplement staff as needed
• For complete quality control services
• • Complete quality control services for successful data conversion.
  • Secure web-based access to quality control status reports for our clients and their vendors in real time.
  • Geo Data Architectures

Data Design, Management and Maintenance

GIS databases are increasingly complex, organized around spatial features. They link those graphic elements and features to literally hundreds of attributes stored in dozens of databases within the organization. Developing data structures that manage this data effectively, within the organizational requirements of our clients is a Spatial Focus specialty. In creating a logical database design, our approach is to focus on maintenance, management and spatial records integration, rather than simply data creation.

Frequently, Spatial Focus works with clients with existing GIS databases who are preparing to expand their systems to an enterprise level. Our work includes defining the linkages to existing data throughout the organization, and the strategic steps required to link that data to the GIS features. Spatial Focus has extensive experience with the major relational databases and GIS software, as well as with many of the major commercial systems in use in government. Optimized database design, coupled with parsing and standardization of addresses and other tabular spatial data, has a profound impact on the effectiveness of a geographic information system. It is the key to linking operational data to mapped information, enabling rapid applications development. The difference is illustrated below.

Spatial records integration gives dimension to the objects on the maps, providing the most complete, accessible view of the data. Spatial Focus, Inc. pays attention to spatial records integration at every level. In some cases, as noted in the addressing example, we are involved in implementation. Consideration of spatial data generated by daily business processes is part of every project. Spatial records integration is one aspect of our blend of strategic and tactical perspectives, part of the craft we bring to every project.