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Maintenance is an important step in the COD cycle as it ensures that the datasets are still relevant and accurate for humanitarian use. It is required once a year. The IM network should be asked if there are changes or new datasets they are aware of. If there are no changes, the IM Network should endorse the CODs already in use so all are aware that there is no change and update HDX metadata to reflect the decision. If new datasets are identified they should be processed, endorsed, and shared as described in the other phases of the COD cycle.
Process
Versioning occurs if there are changes to the dataset. It is a data management process that informs that a change has been made to the COD. Versioning requires changes in the old dataset and its metadata (by providing language to indicate a new version of the dataset it available and timeline of the dataset). A new version of the dataset and metadata should be created when changes are made so clients can still access the former version of the COD. The four tables below describe: 1) Initial Steps to identify if there is a new dataset available; 2) Steps if there are changes to the COD or a new dataset is identified (yearly or ad-hoc); 3) HDX metadata changes when there is a new version; 4) Steps when there are NO known changes to the COD (yearly review); 5) Steps To Archive In Your Office,
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Table 0: Initial Steps to identify if there is a new dataset available
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Step
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Step Details
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Tips
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Organize an IM network meeting to check if anyone has identified changes that need to be made or a new dataset that is available or better than what is currently in use OR if you have found a new dataset or changes required.
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Liaise with data sources/guardian/contributor regularly to find out about changes to datasets
A new COD-PS may require changes to the COD-AB
Yearly data maintenance is based on the last endorsement or can be tied to the HPC (looked at before the HNO)
Consider the impact on internal on (e.g., HPC) and external processes and tools and products of P-codes / name changes
An archive of former CODs should be maintained in a country and if an office is closed copies of these datasets should be provided to the OCHA regional office and OCHA Field Information Services in Geneva
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Table 1: Steps, if there are changes to the COD or a new dataset, is identified (yearly or ad-hoc)
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Step
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Step Details
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Tips
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1. Organize an IM network meeting
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Communicate to partners that a new COD-AB is available and get feedback if a change is required
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Consider if the changes are operationally relevant; check with partners before assuming the data needs to be changed
Communicate known changes to the dataset so partners are aware of the details (e.g., polygon split, new names, new boundaries, etc.)
Get agreement to either adopt the changes or the new dataset
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2. Start the COD cycle
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Start the COD cycle:
Plan, Collect, Process, Endorse.
to get make the changes or process the dataset
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Provide partners with a timeline to have the new COD ready
Update HDX metadata to let partners know a new COD-AB is being processed. Include an end date if possible.
Check if it impacts the effect of the COD-PS
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3. Version the data
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Modify the old data set to indicate its time span
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Update the former COD with dates to indicate its time span
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4. Communicate that a new version of the COD is available
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Share the new COD and metadata and archive the former COD's metadata on HDX
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Archive in HDX means - Updating the metadata of the former COD to indicate it has been replaced by a new dataset (see HDX metadata Table 3)
Add the new COD to HDX (see HDX metadata Table 3)
Communicate to partners
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5. Archive COD in your office
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Place the old COD (all formats) in the archive folder and follow archiving steps
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See Table 4 below for details
By keeping the file name the same, if you wanted to change bring it back into ArcGis or other systems you can simply move the file to the correct path
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5. HDX communicates to FIS
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HDX notifies FIS of updates
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Add the new COD to HDX (see HDX metadata below)
Communicate to partners
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6. FIS endorses COD
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FIS uses the Yearly Quality Check to verify the data and endorse.
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FIS endorsement means that the COD tag is placed on the dataset on HDX
Table 2: HDX metadata changes when there is a new version
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HDX metadata element
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Former (old) COD (example)
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Current (new) COD (example)
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Tag
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Remove COD tag
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Add COD tag
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Title
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Include (validate from and to dates)
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Include year it was endorsed
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Description
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Say it is an “old” or “former” COD
Include the “retirement date: YYYY/MM”
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Include “COD was endorsed by IMWG YYYY/MM”
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Caveats
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Link to new COD
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Link to old COD it is replacing
Details about the update
Table 3: Steps when there are NO known changes to the COD (yearly review)
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Step
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Step Details
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1. Organize an IM Network meeting
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Discuss continued endorsement of the same CODs for the next year or until new datasets are found or changes identified.
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2. Communicate that the CODs have been endorsed again
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Update metadata on HDX to reflect the new endorsement dates
Table 4: Steps To Archive In Your Office
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Steps
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1. In the \\COD\AdminBdy\COD_XXX folder create a new folder called ‘Archive’
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2. Within the ‘Archive’ folder, create a new folder called “Archive_XXX_validTo_[Date]” Replace the [Date] with the actual validTo date, which will be the same as the validOn date for the new candidate
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3. Move the ENTIRE contents of the AdminBdy\COD_XXX folder to the “Archive_XXX_validTo_[Date]” folder
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4. Edit the old candidate datasets to populate the validTo date fields for the features and the metadata
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6. Rename the XXX_Evaluation_Checklist to Archive_XXX_Evaluation_validTo_[Date]” - as above replace the [Date] with the actual validTo date, which will be the same as the validOn date for the new candidate
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Yearly evaluation template for COD-AB add material from ITOS process for COD-AB COD services
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