Maintenance COD AB

Overview

Maintenance is an important step in the COD cycle as it ensures that the dataset is 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 COD-AB already in use so all are aware of the COD that is officially in use. It is important to remember the link between COD-AB and COD-PS as a change in one may require changes in the other. If changes are required or a new dataset is identified then the COD cycle starts again.

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-AB. 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.

Table 0: Initial Steps to identify if there is a new dataset available

Step	Step Details	Tips
Find out if there is a new dataset available	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.	Liaise with data sources 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 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
Next steps in tables below	If there are changes or a new dataset see Table 1 below. Otherwise see Table 3 below.

Table 1: Steps if there are changes to the COD or a new dataset is identified (yearly or ad-hoc)

Step	Step Details	Tips
1. Organize an IM network meeting	Communicate to partners that a new COD-AB is available and get feedback if a change is required	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
2. Start the COD cycle	Start the COD cycle: Plan, Collect, Process, Endorse. to get make the changes or process the dataset	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 affect the COD-PS
3. Version the data	Modify the old data set to indicate its time span	Update the former COD with dates to indicate its time span
4. Communicate that a new version of the COD is available	Share the new COD and metadata and archive the former COD's metadata on HDX	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
5. Archive COD in your office	Place the old COD (all formats) in the archive folder and follow archiving steps	See Table 4 below for details By keeping the file name the same, if you wanted to change bring it back in to ArcGis or other systems you can simply move the file to the correct path
5. HDX communicates to FIS	HDX notifies FIS of updates	Add the new COD to HDX (see HDX metadata below) Communicate to partners
6. FIS endorses COD	FIS uses the Yearly Quality Check to verify the data and endorse.	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

HDX metadata element	Former (old) COD (example)	Current (new) COD (example)
Tag	Remove COD tag	Add COD tag
Title	Include (validate from and to dates)	Include year it was endorsed
Description	•Say it is an “old” or “former” COD •Include the “retirement date: YYYY/MM”	•Include “COD was endorsed by IMWG YYYY/MM”
Caveats	•Link to new COD	•Link to old COD it is replacing •Details about the update

Table 3: Steps in there are NO known changes to the COD (yearly)

Step	Step Details	Tips
1. Organize an IM	Discuss continued endorsement of the same COD-AB for the next year or until a new dataset is found or changes identified.
2. Communicate that the COD has been endorsed again	Update metadata on HDX to reflect the new endorsement date	Provide partners with a timeline to have the new COD ready

Table 4: Steps To Archive In Your Office

1. In the \\COD\AdminBdy\COD_XXX folder create a new folder called ‘Archive’

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

3. Move the ENTIRE contents of the AdminBdy\COD_XXX folder to the “Archive_XXX_validTo_[Date]” folder

4 .Edit the old candidate datasets to populate the validTo date fields for the features and the metadata

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

Resources

Maintenance and Versioning Flow Chart for Core CODs
Yearly evaluation template for COD-AB add material from ITOS process for COD-AB COD services
Metadata section

Case Study