Data Delivery Procedures

Operational Procedures for Data Delivery

Background

Section 4 of the Procedures for Data and Information Exchange and Sharing (PDIES) states clearly that each National Mekong Committee (NMC) and MRC Secretariat (MRCS) shall cooperate with one another in setting up a data delivery schedule and providing data and information required for the implementation of the Mekong Agreement.

The MRC Technical Assistance and Coordination Team (TACT) has developed a Data Delivery Schedule, where datasets needed by the MRC Programmes have been identified and details such as attributes and delivery frequency for each dataset are listed. The first version of the Data Delivery Schedule (hereinafter referred to as the Schedule), containing a prioritized set of data, was approved by the Joint Committee in March 2004. The Schedule is however a living document and more datasets will be added in the future.

TACT also identified the need for additional procedures in order to facilitate implementation of the Schedule. These Operational Procedures for Data Delivery were therefore developed, and describes in detail how data shall efficiently be delivered by the Primary Custodians to MRCS.

Objectives

The objectives of the undertakings under these Procedures are to:

- Operationalize the data delivery/transfer between the MRCS and the four MRC member countries to ensure the effective implementation of the agreed Schedule;

- Promote the cooperation among the MRC member countries in supporting projects and programmes activities implementation; and

- Promote the implementation of the Procedures for Data and Information Exchange and Sharing and the MRC Guidelines on Custodianship and Management of the MRC Information System.

Implementation Arrangement

The NMCs, MRCS and Primary Custodians are responsible for implementing these procedures. All data exchange under the provision of the Schedule shall be done in accordance with these Procedures.

A point of contact shall be nominated at each NMCs and at each Primary Custodian. The role of the NMC focal person is to coordinate and facilitate the communication and transfer of data under the Schedule. It is proposed that the point of contact at the NMCs be the TACT member.

Requesting Data

The MRCS shall submit an official data request to the respective NMC. A copy of the request may be submitted to the Primary Custodian of desired dataset, for advance information.

The assigned point of contacts at the NMC and the Primary Custodian shall inform the MRCS of receiving and taking action on the request.

Once the data has been requested, technical matters may be communicated directly between the MRCS and Primary Custodian.

Data Delivery/Transfer

Requested data and information shall be transferred or delivered to the MRCS by the respective Primary Custodian. The Primary Custodians shall keep the respective NMC informed of the status of each request.

In order to keep track of and evaluate these activities, the MRCS shall inform the respective NMC of any delivery completion and/or problems in data delivery.

Administrative Arrangements

National laws and regulations

As stated in the PDIES, data exchange and sharing shall take place in conformity with national laws and regulations. Therefore, the Primary Custodians must inform the MRCS of any data use restrictions or policies for each dataset, which the MRCS shall take into account.

Operational costs

Operational cost for compilation and transfer/exchange of existing data and information as per the Schedule shall be set up on an annual basis and agreed between the NMC, Primary Custodian and the MRCS, and may be revised yearly. Operational costs will be reimbursed upon timely delivery of data. Costs for collecting additional or new data and information shall be borne by the requesting party.

Schedule for data delivery

Datasets shall be delivered to the MRCS within the agreed time frame. The Primary Custodian shall inform the MRCS in advance of any expected delays in delivery.

Data quality assurance

The Primary Custodian shall inform the MRCS of the quality of each dataset delivered. A description of the data quality shall be included in the metadata accompanying each dataset delivered to the MRCS.

The Primary Custodian should be responsible for Quality Assurance of the data. MRC Quality Assurance procedures may be applied.

Format

Data and information should be delivered in formats that are compatible with technology in use by the involved parties. The following types of data and information can be distinguished:

• text document
• tabular data
• relational database
• spatial data (Remote Sensing or GIS)
• metadata

Since there is no universally accepted standard format for the above data types, de-facto standards, which are market or technology driven, are proposed. The following table lists preferred formats, which are compatible with technology available at the MRCS:

Table 1 - Preferred data and information formats

Metadata

The Primary Custodian shall provide a full description of the data and its attributes with each dataset delivered to the MRCS. Metadata shall follow the ISO 19115 standard and contain at least the basic elements outlined in the MRC-IS Metadata Standard.

Means of delivery/transfer

Data shall be delivered using the means agreed between the MRCS and the Primary Custodian. The following means can be used:

- CD / DVD / diskette (hand delivered or by air mail)

- E-mail (as attachment)

- Online transfer

Evaluation and Review

The implementation of the Schedule and effectiveness of these Procedures shall be evaluated annually by the TACT. The Procedures may be reviewed and revised as seen appropriate.

Operational Procedures for Data Delivery Version B5 Nov. 2004

Document revision history

Operational Procedures for Data Delivery Version B5 Nov 2004