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					HOW TO SUBMIT SPATIAL DATA TO TNC LANDS:
Updated as of 3/18/11
Each Operating Unit (OU) can continue to maintain its local tracts / managed areas dataset to meet their
local CLS, Regional and Science needs. Each OU will have a dedicated TNC Lands contact person to work
with when submitting tracts / managed areas information:
Central US Division              Dan Mahoney (dmahoney@tnc.org)
Eastern US Division              Melissa Clark (melissa_clark@tnc.org)
Western US Division / non-US Dave Smetana (dsmetana@tnc.org)

Each OU needs to ensure that their local tracts / managed areas data set includes two fields at a
minimum (see “Required Fields” section below); including the IFMS_ID for each record provides a
crucial link back to CLS. If other recommended fields are being tracked locally, each OU should let their
TNC lands contact person know which of their local fields corresponds to the TNC lands recommended
field (i.e. if you have different field names for the same data). Also, note that some OUs may have
additional requirements imposed by state or regional managers, check with your TNC Lands contact
person to see if this is the case.

Each quarter, the TNC Lands Contact will provide each OU with a report showing which CLS records do
not yet have spatial data associated with them (via IFMS_ID), highlighting easements and deed
restrictions as these records are all required to have spatial data associated with them (and the correct
IFMS_ID assigned to the polygon). Once the features have been added and the required fields
attributed for these records, the OU editor will submit their local dataset to their TNC Lands Contact. In
Eastern Division this process currently occurs on an annual basis (Mar 1st). In Central Division this is
done on a monthly basis. In Western Division, and International Programs that choose to participate,
this will be completed on a quarterly basis, however all OUs will receive monthly CLS reports.

Each TNC Lands Contact will then combine the new features into the master TNC Lands dataset using
their regional data node, and the Conservation Information Management (CIM) team and Conservation
Data & Information Systems Team (CDIS) will work to fill in missing data and correct errors where
possible. The updated data will then be published via map services and web maps both internally and
publicly with partners such as PADUS and USGS (note: partners and the public will not be able to see
data marked as sensitive).


REQUIRED FIELDS:
The Conservation Information Management department will follow up on records that do not meet
these requirements. See more about any of the fields (including field type, precision, and scale),
requirements, and valid values at http://maps.tnc.org/datadictionary/ in a flash format or at
http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb in Microsoft Access. The fields are listed by
their alias, with actual field name in parentheses, and are in alphabetical order.

    1) CLS ID field: Either one of these two fields must be filled out for every record. It is only
       absolutely required for easements and deed restrictions (deed restrictions only require the ID if
       they are after January 1, 2006), but is highly encouraged for all records.
           1. Managed Area IFMS ID (MA_IFMS_ID): This is the IFMS_ID for the Managed Area
                record in the Conservation Land System (CLS). Without this ID or a Tract IFMS_ID it is
                very difficult to find out more about a property in CLS. Note that as of summer 2010 we
                have replaced the single IFMS_ID field with two (MA_IFMS_ID and TR_IFMS_ID).
                There are no restrictions on the values for this field.
           2. Tract IFMS ID (TR_IFMS_ID): This is the IFMS_ID for the Tracts record in the
                Conservation Land System (CLS). Without this ID or a Managed Area IFMS_ID it is very
                difficult to find out more about a property in CLS. Note that as of summer 2010 we have
                replaced the single IFMS_ID field with two (MA_IFMS_ID and TR_IFMS_ID).
                There are no restrictions on the values for this field.
    2) Sensitive Data (SENSDATA): Sensitivity of property information. Any records where this field is
       set to “No” will be publicly available. Records with a value of “Yes”, “Pending”, or NULL will be
       only viewable by TNC staff.
       Valid values for this field are: “Yes” (data is sensitive), “No” (data is not sensitive), or “Pending”
       (data is under review for sensitivity, but will be treated as sensitive until value is changed)


RECOMMENDED FIELDS:
These fields are considered extremely useful for a variety of reasons, and should be filled out wherever
possible, especially as they serve as a double-check that the correct IFMS_ID has been entered . Where
left blank, these fields will be automatically populated (existing data will not be overwritten) as part of
our quarterly quality control (QC) process. This is noted with the text Automatically Populated followed
with a description of what values will be used to fill in the blank fields.
     1. Area Name (AREANAM): The primary name of the property. Since this field will be publicly
         available for records not marked as sensitive, it is recommended that if the area name includes
         sensitive information (such as a donor name) it be replaced instead with a proxy like combining
         the conservation area name field with the protection mechanism field.
              a. There are no restrictions on the values for this field.
              b. Automatically Populated: If left blank, this field will be populated with Conservation
                 Area Name + Protection Mechanism from CLS during quarterly QC.
     2. CMS: Intent (CMS_INTENT), Duration (CMS_DURATN), and Effective Management Potential
         (CMS_EMP): These fields all relate to Conservation Management Status (CMS). The North
         America regional science team has requested that all US operating units populate these fields.
         Note that these are new fields which replace old CMS fields which used different values; the
         new values were determined by the North American regional science team in conjunction with
         the Methods & Learning team.
         Automatically Populated: If left blank, these fields will be populated based on Protection
         Mechanism according to this chart during quarterly QC:
         http://maps.tnc.org/datadictionary/CMS_GAP_Chart.doc
              a. Duration tracks whether the property is permanently protected, under long-term
                 protection, or only temporarily protected.
                       i. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
                          http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
              b. Intent: The degree that a given action or suite of actions is/are focused on securing
                 biodiversity.
                       i. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
                          http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
          c. Effective Management Potential (EMP): T he apparent capability of a managing entity
               (e.g. agency, owner, manager) to implement the actions necessary to achieve the stated
               intent based on governance, planning, and resource levels.
                     i. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
                        http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
3.   Country (COUNTRY): The country where the property exists.
          a. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
               http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
          b. Automatically Populated: If left blank, this field will be populated based on a spatial join
               during quarterly QC.
4.   Designation (DESGNTN): This refers to the type of protected area; TNC lands and easements
     should generally be marked as “Conservation Preserve”.
          a. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
               http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
          b. Automatically Populated: If left blank, this field will be populated with “Conservation
               Preserve” during quarterly QC.
5.   GAP Category (GAPCAT): Gap Analysis Program code indicating level of protection for each
     management unit under the GAP criteria. The North America regional science team has
     requested that all US operating units populate this field.
          a. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
               http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
          b. Automatically Populated: If left blank, this field will be populated based on Protection
               Mechanism according to this chart during quarterly QC:
               http://maps.tnc.org/datadictionary/CMS_GAP_Chart.doc
6.   Modification Date (MOD_DATE): Date that this record was added or updated to the spatial TNC
     Lands database. This field helps us focus quality control efforts on newer edits.
          a. There are no restrictions on the values for this field.
          b. Automatically Populated: If left blank, this field will be populated with the date when
               the spatial data is received by the person editing the TNC lands data set during quarterly
               QC.
7.   Protection Holder (PROTHOLD): Organization that holds the protection option. In most cases
     this will be "The Nature Conservancy".
          a. There are no restrictions on the values for this field.
          b. Automatically Populated: If left blank, this field will be populated with “The Nature
               Conservancy” during quarterly QC.
8.   Sector (OWNER): This refers to the general ownership category (e.g. federal, private, etc.).
          a. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
               http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
          b. Automatically Populated: If left blank, this field will be populated with “Private” during
               quarterly QC.
9.   Source (SOURCE): This field is helpful for quality control, and should at least list the name of the
     person (and their office) that made the edits. If the boundaries were received from another
     agency (e.g. a county) list the original source of the data.
          a. There are no restrictions on the values for this field.
          b. Automatically Populated: If left blank, this field will be populated with the person who
               sent in the spatial data along with their office during quarterly QC.
    10. State (STATE): All US states must include the state (as a two-letter abbreviation) where the
        property exists (if it covers multiple states, list the primary state). International properties are
        exempt from this requirement.
            a. See the valid values for this field at: http://maps.tnc.org/datadictionary/ or
                http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb
            b. Automatically Populated: If left blank, this field will be populated based on a spatial join
                during quarterly QC.

NOT RECOMMENDED FIELDS:
CLS will be used as the authoritative source for these 5 fields wherever a valid IFMS_ID exists. Any data
you input into these fields will be overwritten with data from CLS during our quarterly QC process, and
thus you shouldn’t bother entering data into them.
    1. CLS Managed Area Name (MABR_NAME): The Name field from the current CLS Managed Area
         record (MABR), if applicable.
    2. CLS Tract Name (TRACT_NAME): The Name field from the current CLS Tract record, if applicable.
    3. CLS Transaction Date (CLSTRANSDA): The date of the property transaction as recorded in CLS.
    4. CLS Protected Acres (CLS_ACRES): The acreage as recorded in CLS, distinct from the acreage as
         calculated from the spatial data.
    5. Protection Mechanism (PROTMECH): The type of protection for the property, also used for the
         default symbology for the TNC lands layer.

OPTIONAL FIELDS:
There are many more fields that not required or recommended, but are available for your use if you
think that they would be helpful. To review the full list of fields and what they mean, please see:
http://maps.tnc.org/datadictionary/ or at http://maps.tnc.org/datadictionary/TNCLandsDomains.mdb in
Microsoft Access.

				
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posted:11/27/2011
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