Tuesday, January 9, 2001

Minutes

Michael Barton called the meeting to order at 1:30 p.m. See attached list of participants. Minutes from the October, 2000, meeting have not yet been prepared.

Database committee: Beth Grindell reported in Peter McCartney’s absence as follows:

A new standalone version of the data entry module is ready to distribute. The new feature of this version is the ability to digitize multi-part shapes. ASM should test it before it is widely distributed. This version is more flexible than earlier versions but that may allow for more errors, which should be watched for. A “site card” report feature is being added to the application this week.

Webpages have been created and are being tested for use by AZSITE users to submit new data and review the status of submissions. Eventually, they will also add pages for new users to provide user information.

All AZSITE services and data have been transferred to ASU’s Pinal server, the box paid for with Heritage Funds. This isn’t the most efficient use of resources in the CES lab but was necessary given the uncertain plans for long-term management of the project.

The web application is being rebuilt to include better GIS support and will use XML/XSL to generate reports. There should be sufficient funds to provide another student to help out with the GIS part of this project.

The remaining significant database work to be done is to revise the bibliographic section to use the more extensive format developed in CES’s biological database format. An XML schema has been defined which is compatible with NADB. A large portion of the existing records have been marked up for conversion to the new format but could benefit from extra student time to complete.

McCartney concluded by noting that the database needs a fulltime person to keep in touch with all aspects of the system, including the data entry module, the submission procedure, replication, backup, and general application development and support. Brett Hill has been the point person on this but is leaving the project. McCartney strongly encouraged discussions to get the project under one roof; the best strategy given current funding, is to train Rick Karl, at ASM, in data uploads and data security administration procedures so that he can oversee this from ASM, as he has been overseeing data entry at the several institutions. Internet connections between ASM and ASU should permit this. ASU will continue to finish out ADOT grant funds in developing software tools and database refinements and to host the server.

Management issues: Michael Barton noted that the use of the data entry module allows for faster easier data submission and we should encourage it’s use. Beth Grindell noted that it will be mandatory for ASM submissions in 2002.

The GIS lab at ASU is working to provide a web application of maps with on/off layers so that users can query, see maps, get text data. It uses Arc/IMS and should be ready later this spring.

· With respect to access and security, it is apparent that different types of users have different types of access needs. Land managers of public lands need access to large scale data management applications. Contractors generally are concerned with smaller areas for which the web application is suitable. Eventually, we would like to develop a public access site that provides sensitivity maps that allow users to see site information but not location information.

Future management needs include using up the last of the ADOT funds, a new version of the web site, development of remote uploads and management tools, move to increasingly web-based applications to avoid problems of conflicting operating systems, database programs, and program versions.

Tribal concerns: David Wilcox noted that there have been queries from Peter Noyes at Navajo Nation about AZSITE. He further mentioned that AZSITE is working on a plan to simply remove all tribal data from AZSITE and archive it unless and until such time as a tribe might ask to have the data returned to the database. Beth Grindell mentioned that if data are removed and archived there can be no guarantee that they can simply be returned to the database later. As the database is modified, those archived data stand a chance of becoming incompatible and would require programming expenses to return them to the database. Carol Griffith noted that Nina Swidler told her that Navajo Nation will ask for a meeting with AZSITE members. John Welch has previously noted that the White Mountain Apache will do the same.
Other issues:

Rick Karl noted that contractors should be using the data entry module and that the most current version requires that users have ACCESS 2000 installed. John Giacobbe noted that he had used the ACCESS 97 version and that it worked very well.
In response to a question, Barton noted that until the web site works to AZSITE’s satisfaction for site file searches, fees will not be implemented.
The discussion thread on the AZSITE web site is locked, although Barton monitors the azsite@asu.edu email site for issues of concern.

Next meeting: Wednesday, April 25, 1:30 to 3:30 p.m., at the ARI conference room.

Participants

Michael Barton, ASU, Chair

Beth Grindell, ASM, recording

Carol Griffith, SHPO

David R. Wilcox, Museum of Northern Arizona

Chad Smith, Ft Mohave Tribe

Steve Savage, ASP/SHPO

Shad Geller, Stantec

Lilly Aguilar, ACS

John Giacobbe, Stantec

Sharon Urban, ASM

Teresa Serrano, ASM

Rick Karl, ASM

Shannon Plummer, SWCA

Brian Zaglauer, Tierra

Chris Serara, Tierra

Karen Lominac, ASM

Liz Walter, ASM