Local/State Data Sharing Partnership Proposed Action Plan (Winter 2007/2008)

Action Plan Intent  Action Plan produced by Data Sharing Task Force and is based on results of Round 1 & 2 Data Sharing Meetings  Plan reflects a revised coarse of action taken in response to lack of success at 2007 Legislature  Purpose is to continue to move the Data Sharing Partnership forward  Initial focus is on public sector data sharing

Action Plan Outcomes  Establishes the framework for development of the Partnership  Establishes the basic principles of the partnership  Defines initial partner commitments  Identifies development steps  Launches phased Data Sharing initiatives

Action Plan Considerations

Action Plan Considerations: a. Partnership Benefits b. Data Sharing Principles c. Development Approach d. Roles and Responsibilities e. Potential Data Sharing Partner Contributions f. State Data Stewardship g. Out Clause Opportunities h. Communications/Administration

a. Partnership Benefits  Promotes government efficiency and optimizes government services  Avoids unnecessary duplication of effort and cost, and improves government interactions  Supports government business processes and provides new strategic capabilities  Advances the timeframe for the availability of GIS data throughout the state

b. Data Sharing Principles  Voluntary participation, no unfunded mandate, and out- clauses  Benefits all parties, Quid pro quo  Statewide base of consistent, integrated, standardized, updated data  Formal agreement outlining roles, with periodic review  Phased development approach  Limit risk exposure of local government partners  Limited state funding for data development & updates (Reflects no major state funding package to date)

c. Development Approach  State is committed to working with local governments and key stakeholders in developing the partnership  State will not advance statutory measures related to data sharing  Local governments are committed to participating in discussions and actions leading to the development of the partnership

d. Roles and Responsibilities  The state is committed to conduct an inventory of existing, and needed, data and technology Based on key government business processes Based on previous Framework efforts  The state and local governments are committed to participate in an effort to define appropriate roles and responsibilities for developing and maintaining geographic data

e. Data Sharing Partner Contributions  State and Local governments are committed to working together to identify key partner contributions based on: A prioritization of “Key” Data and Map Layers Identified roles and responsibilities Ability to provide the contributions

Potential State Government Contributions may include:  Financial Resources Funds provided to local governments for data development to compensate for potential loss of revenues from reduced data sales Administrative mechanisms to enable collection and redistribution of local funds for specific purposes (e.g. ORMAP, FIT, E-911, TGM grants, Coastal grants)  Products/Services Standardized Emergency Management Maps & Applications Secure off-site storage/service provision for geospatial data Web-based GIS applications for use by jurisdictions that do not maintain their own interactive applications  Imagery Half meter color imagery statewide, three year cycles One foot or better resolution for urban areas No cost to local governments

Potential State Government Contributions may also include:  Data LIDAR data Road data including bridges, traffic counts, accident data, etc. Business license information for cities or zip codes Manufactured homes information (sales price, etc.) Hazardous materials locations and data Streams, rivers, lakes, wetlands, watersheds mapping and data Public drinking water source locations and data Elevation contours and models (slope, erosion, etc.) State-owned and federally managed lands information  Standards Continue to facilitate the development of data standards at the user level Provide an approval path and incentives to ensure use of the standards  Federal Coordination Ensure integration of local data in Census 2010 and FEMA flood maps Coordinate with federal agencies to integrate local data and make sure federal programs are useful for local purposes

 GIS Files Tax lots Streets/Roads Tax code boundaries Taxing district boundaries Survey control/PLSS Utility features Urban Growth Boundary Other base data  Data Situs Addresses Address ranges (for roads) Tax lot IDs Property Ownership Does NOT include all Assessment Data Potential Local Government Contributions may include:

f. State Data Stewardship  State is committed to collecting data and translating to standardized format – no added work for local governments unless funds are provided  State is committed to placing proper controls and practices in place to assure data is used in accordance with agreements, with no third party distribution or web access, unless allowed  State is committed to making efforts to prevent data from being misused or misapplied by its agencies

g. Partnership Out-Clause  State and Local Governments recognize the uncertainty of funding and changes in policies and priorities  State and Local Governments shall be provided the opportunity to withdraw from the Partnership

h. Communications/Administration  State is committed to: Establishing a hub of coordination and communication to enable the operation of the partnership Providing partnership information on a website Providing staff support for the partnership (dependent on availability of funds) Providing information on the legislative activities that affect the partnership Establishing a formal mechanism for resolving issues Holding an annual meeting dedicated to discussing issues pertinent to the partnership Producing an annual report regarding the status of the partnership including key accomplishments, partner contributions, issues, etc

Action Plan Implementation Steps

Program Phases  Phase 1: Initial focus is on State & Local Government data sharing  Phase 2: Data sharing with Federal agencies to be explored in the future Will local data be outside the public domain?  Phase 3: Future considerations will look into providing data to the private sector Possible extension of Metro Regional Land Information System (RLIS) data program with revenue re-distribution

Proposed Implementation Steps: Partnership Governance:  Establishment of a Data Sharing Governing Body  Equitable membership for all stakeholders  Co-chaired by a Local Government & State member  Local Governments include counties, cities, and regional agencies  May Include Federal, Tribal, Special Service Districts, Private, and Citizen ex-officio participants  Would establish a Sub-Committee to work on operational issues

Proposed Implementation Steps: Initial Data Priorities  Primary State Data Needs Cadastral  Taxlots  Taxcodes (Administrative Boundaries)  Property Ownership  Situs Information  Taxmap Images  Taxmap Index Roads Political Boundaries?  Primary Local Government Data Needs Imagery (2009) LIDAR Data Census Data (2010) Catalog of data available from the state

State Actions to Acquire/Develop Data: Cadastral  Coordinated by Oregon Department of Revenue Funds counties to develop and provide annual standardized data sets (Uses ORMAP and/or other state funding sources) Compensation equates to a licensing of local data for use by all State agencies Develops statewide map layers and data sets Establishes channels for use of the data by other state agencies

State Actions to Acquire/Develop Data: Road Related  Coordinated by ODOT & OEM Funds Counties/PSAPS/Cities to develop and provide annual standardized road data sets (Uses OEM, ODOT, and/or other state funding sources) Compensation equates to a licensing of local road data for use by all State agencies Develops statewide map layers and data sets Establishes channels for use of the data by other state agencies

State Actions to Acquire/Develop Data: Imagery, LIDAR, and Census data  Coordinated by Dept. of Administrative Services Coordinates acquisition of 2009 high resolution imagery Provides imagery on a timely basis at no cost to local governments and/or participates in local area imagery consortiums Participates in LIDAR consortiums Coordinates development of 2010 Census Data with the Census Bureau Provides Census Data at no cost to local governments

Action Plan Next Steps

Next Steps  Obtain review of proposed Action Plan by local governments and key stakeholders  Establish Data Partnership Governing Body  Continue to pursue through a Legislative Work Group or other means Liability Issue Privacy/Confidentiality Sustainable Funding  DOR initiate cadastral data sharing efforts  ODOT/OEM initiate road data sharing efforts