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FOREST SERVICE MANUAL
ROLLA , MO
FSM 6600 – SYSTEMS MANAGEMENT
CHAPTER 6610 – COMPUTER TECHNOLOGY MANAGEMENT
Supplement No.: 6610-2001-1.
Effective Date: January 25, 2001
Duration: Effective until superseded or removed.
Approved: RANDY MOORE
Forest Supervisor
Date Approved: 01/25/2001
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document name. Remove entire document and replace with this supplement. Retain this
transmittal as the first page of this document.
New Document(s):
Digest: Insert digest information here
12 Pages
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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CHAPTER 6610 – COMPUTER TECHNOLOGY MANAGEMENT
6619 – GEOGRAPHIC INFORMATION SYSTEM TECHNOLOGY
6619.01 - AUTHORITY
The authority to sell maps and reimburse the appropriation(s) which bear the cost of reproduction
is contained in 7 U.S.C. 1387, as described in FSM 6512.12a, item #4 and FSM 6532.7 provide
the basis for providing electronic map data in the form of a magnetic tape or hard copy GIS
products. Accordingly, the Forest may treat the sale of the map information in digital format in
the same manner as currently applied to the sale of the paper maps. Collections will be handled
like other map sales. Further, 7 U.S.C. 2242a allows fees to be assessed for furnishing the public
with "copies of software programs, pamphlets, reports or other publications...including electronic
publications." It also allows that monies thus received may be used to pay for the costs of such
work and that they may be credited to appropriations or funds that incur such costs. All written
requests for existing geographic information are still subject to the provisions of the Freedom of
Information Act (5 U.S.C. 552) including the requirement for the agency to respond within
certain timeframes. However, the Freedom of Information Act (FOIA) specifically defers to
other statutes which empower an agency to set fees for particular types of records (5 U.S.C. 552
(a)(4)(A)(vi)). Since authority to set fees exists in this case, requests for fee waivers under the
FOIA do not apply.
6619.02 – OBJECTIVES
To provide guidance on managing the release of geographic data from our information systems,
both in digital and in hard-copy form and establish a fee schedule for Geographic Information
Systems (GIS) products. This directive also:
1. Provides a defensible and consistent strategy for managing the release of geographic
data from geographic information systems, which is compliant with the Freedom of Information
Act (FOIA).
2. Ensures a timely response to geographic data requests and maintains a positive public
relationship with minimal impacts on our ability to carry out the agency mission.
3. Provides a means to recover the costs associated with filling requests and assure
consistency across the Mark Twain National Forest.
4. Provides guidance on which geographic data will be available for public release.
5. Assures that the geographic information released to the public is adequately described
and that its release is well documented.
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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FSM 6600 – SYSTEMS MANAGEMENT
CHAPTER 6610 – COMPUTER TECHNOLOGY MANAGEMENT
6619.03 - POLICY
The geographic data collected, managed, and used by the Mark Twain National Forest for
resource management decision-making are public information. This information will be made
available to the public upon request. Units providing such information will recover the costs
associated with materials and labor needed to provide that information.
Data Availability
1. Submissions of Requests for Geographic Data: All external requests for geographic
data will be directed to the Forest GIS Coordinator for review and distribution. Requests must be
submitted in writing or directed to the Forest GIS Coordinator's Internet address to provide a
basis for tracking and filling requests. An order form will be made available to assist the public
with documenting the information necessary to process the request. (See Appendix B for a
sample order form). Requests will be processed in the Supervisor's Office, or in some cases may
be forwarded to the identified District contact for processing. Each unit will identify a GIS
contact to manage local requests.
2. Data Available for Public Release: In general, geographic data as described below
which are used, maintained, or stored by the agency will be considered available for public
release. These include:
a. Layers composed of Primary Base Series data including vegetation, hydrography,
transportation, political and adminstrative boundaries, public land survey system,
federally owned land administered by the Forest Service (land status) and, cultural
feature.
b. Layers of data previously published or released to public information media and
currently maintained by the agency (e.g. in Forest Plans, Environmental Assessments,
etc.)
c. Layers of data developed by the Forest that have been deemed releasable by the
Forest.
3. Data Not Available for Public Release: Generally, the agency can exempt from public
disclosure certain types of information as specified under the FOIA. Only the Regional Forester
has the authority to deny FOIA information requests.
Geographic data, which will generally NOT be available for release, includes:
a. Any layers which contain information on the location of sensitive data such as
archaeological sites (FOIA exemption #3), or other resources where the release of
locational information would be contrary to the agency's statutory duties.
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DURATION: Effective until superseded or removed
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b. Data layers obtained by the Forest Service under a license or agreement that
restricts the further release of that data (FOIA exemption #4).
c. Data prepared for litigation subject to a privilege in civil discovery (FOIA
exemption #5).
d. Layers, which are currently in development and not yet ready for agency use
(FOIA exemption #5).
4. Data Obtained From External Sources: Requests for geographic data obtained from
sources outside the Forest Service will generally be referred to the organization or individual
which initially produced that information. Restrictions on sharing of data obtained from external
sources should be clearly defined within a Memorandum of Understanding or other agreement
between the Forest Service and the agency. However, in cases where a unit has modified data
originally obtained from an external source for its own use, it may be more appropriate for the
unit to provide the information directly, if not restricted through an agreement.
5. Release of Existing Geographic Information:
a. Digital Spatial Data will be released by map files as they are organized and
maintained by the unit receiving the request. In some cases, however, a unit may
have to remove material which can be exempted from disclosure under the FOIA
from a data set prior to its release. (Note: if the data were requested under FOIA, this
would be a partial denial and would require Regional Forester signature). Fees will
be assessed according to the fees and charges schedule.
Spatial data will be released in ARC export format, with corresponding tabular data,
and a copy of the data dictionary that explains the Forest’s data element codes and
descriptions. Generally, data will be provided on CD-rom. It is also possible to
distribute this data via email in Arc export format with the files compressed using the
gzip protocol.
Requests to provide data in a manner other than that specified above (e.g. providing
digital information involving a different set or combination of data than that currently
existing, performing analysis and providing information according to the requester’s
specified parameters) will be considered requests for special data processing services.
Such data may be provided at the discretion of individual units, based on time and
resource availability. Additional fees for special processing services will be assessed
according to the fees and charges schedule. FOIA does not require that we create
records or products to meet FOIA requests, even when the base data is available.
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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b. Hard-Copy Maps and Associated Reports: Spatial data and associated reports
may be released in hard-copy map and/or tabular form provided that either of the
following conditions exists:
(1) The data already exists in hard-copy form as a map or report, or
(2) The plot files, or macros, needed to generate the requested map (and/or associated
reports) currently exist in digital form.
In some cases a unit may have to remove material, which is exempted from disclosure
under the FOIA from a map or report prior to its release. Hard-copy data will be
duplicated for requesters either by photocopying an original map or report, by
generating a product from a digital file through use of an output device, or by manual
reproduction, whichever is appropriate given the nature of the data in question. Fees
will be assessed according to the fees and charges schedule.
Requests to provide data in forms other than those specified above (e.g. producing
hard copy maps at scales different from existing map plot scales, providing
information involving a different set or combination of data than that currently
existing, providing information according to requester specified parameters) will be
considered requests for special data processing services and such data may be
provided at the discretion of individual units, based on time and resource availability.
(An exception to this is requests, which require a unit to perform data processing for
the sole purpose of removing data that is exempted from disclosure under the FOIA
from a data set prior to its release. Responses to such requests should be
accomplished within timeframes specified under FOIA. Additional fees for special
processing services will be assessed according to the fees and charges schedule.
6. Attribute Data Associated with Spatial Data: Additional attribute data which are tied
to spatial data and stored in a separate database will be provided with the spatial data in digital or
hard copy form, as appropriate. If additional attribute data is requested, such requests will be
considered ‘Special Data Processing’ and additional fees will be assessed according to the fee
and charges schedule .
7. Providing Special Data Processing Services: Decisions to provide special data
processing services should be made judiciously so as not to impede the progress of GIS
implementation and/or the ability of a unit to carry out its mission. Especially in cases where
special processing services are available elsewhere, units are encouraged to refer requests for
these types of services to external providers.
8. Provision of Media: For purposes of system security, the Forest Service will provide
the media rather than accepting media from requesters.
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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9. Fees and Charges: The Forest Budget and Finance Officer will (1) establish one
reimbursable code to buy initial paper and supplies; (2) collect the moneys received for the sale
of maps into a pre-structured map code (BCBC code); (3) Transfer money from this code into
the reimbursable code quarterly to clean the reimbursable code out; and, (4) use the prestructured map code on the Bill for Collection when depositing map proceeds through Lockbox.
Fees are intended only to cover the costs of furnishing requested information which
includes the personnel, material and administrative costs of duplicating requested data and
providing it to the requester. These fees are not intended to cover any other portion of costs
associated with collecting inventory data, or building and managing GIS and spatial databases.
Fees as identified in the fees and charges schedule, will apply to all product requests
unless superseded by a data sharing, exchange, or other agreement. Fees will be periodically
reviewed and updated to reflect current costs.
In order to keep costs to the public low and minimize impacts on GIS personnel, standard
data sets will be routinely packaged by land area. This data set will include vegetation, roads,
hydrography, landownership, and public land survey. Generally, digital data will be provided on
cd-rom. Spatial and associated tabular data will be released by theme or layer.
a. Hard Copy Maps: Plots of existing map plot files on pen plotters or photocopies
of existing products will be available for the cost of labor and materials needed to
process the request.
b. Special Data Processing Services:
Fees charged for processing special data requests will be based on: 1) cost of labor
involved in providing the data and, 2) cost of media on which the data is provided (if
additional media is required).
c. Removal of FOIA-exempted material: Fees to cover labor involved in removing
material which can be exempted from disclosure under the FOIA from a data set prior
to its release at the rate identified in the fees and charges schedule.
d. Special Shipping and Handling: Special handling or shipping arrangements will
be assessed at actual cost.
e. Payment of Fees and Related Accounting: Payment must be made in advance by
the general public, before any requests for the information covered in this directive
can be filled. Payment should be made in advance from states or local governments,
unless they are prohibited from doing so, in which case it can be done after the order
is filled. Requests from other federal agencies can also be filled prior to the receipt of
collections. When payment is not received in advance, Form FS-6500-89, Bill for
Collection, will be sent to the requesting office for payment.
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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Payment may be in the form of cash, checks, or money orders. Checks and money
orders should be made out to the USDA, FOREST SERVICE. Any payments received
are to be handled by a designated collection officer. Each designated collection officer
will also have properly approved and secured safekeeping facilities made available to
them.
The Forest Budget and Financial Officer will ensure that appropriate procedures are
established and implemented for the collection and accounting of GIS product monies.
10. Supporting Documentation: Documentation necessary for requesters to understand
and interpret the provided data, (see Section V - Definitions for an example of appropriate data
definition) whether it be in digital or hard copy form, should accompany the data, usually in the
form of the Mark Twain GIS Data Dictionary. A transmittal letter will serve as a record of
information release that can be referenced, if necessary, in the future. Supporting documentation
should include, but not necessarily be limited to, the following information.
a. A definition/description of the data
b. Definition of subject and attribute codes (e.g. as documented in a data dictionary)
c. The source of the data
d. The date and scale at which the data was collected
e. The coordinate system used to reference spatial information.
f. A statement on data accuracy that may include information about appropriate uses
for the data and/or the intended use of data by the Forest Service
g. A statement disclaiming
(1) Any warranty on the content or accuracy of data provided
(2) Liability for any activity involving use of the data provided.
If data is being released as hard copy maps, the following information should be on the map:
1. Map Title
2. Map legend explaining all information displayed on map including explanation of
shading, patterning, linework and other map features
3. Scale (scale bar and representative fraction),
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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4. North arrow
5. Forest Service logo
6. Mark Twain National Forest logo
7. Date of map production
8. Coordinate system used
9. Disclaimer statement containing at least the following information:
The Forest Service cannot assure the reliability or suitability of this information
for a particular purpose. Original data was compiled from various sources. Spatial
information may not meet National Map Accuracy Standards. This information may
be updated without notification. For additional information about this data contact
Mark Twain National Forest, 401 Fairgrounds Road, Rolla, Missouri 65401. Attn:
GIS Coordinator. [Date of release to requester].
6619.04 - RESPONSIBILITY
6619.04c – Forest Supervisors, District Rangers, and Project Leaders
1. Forest Supervisor: It is the responsibility of the Forest Supervisor to ensure the
efficient and timely release of geographic information, upon request, on all units within the
framework of this policy, and to ensure procedures necessary to implement the provisions of this
direction are in place.
2. Planning Team Leader: It is the responsibility of the Planning Team Leader to
provide staff support concerning interpretation of this policy in coordination with the Resources,
Public Affairs and Technical Services program areas.
3. Public Affairs Officer: It is the responsibility of the Public Affairs Officer to provide
staff support concerning interpretation of matters pertaining to information requested under the
Freedom of Information Act.
4. Staff Officers: It is the responsibility of the Staff Officers to provide staff support and
guidance in matters pertaining to requests for information within their respective resource areas.
5. Forest GIS Coordinator: It is the responsibility of the Forest GIS Coordinator to
review each external request for data, provide staff support concerning appropriateness of the
request; serve as liaison between the public and forest resource specialists concerning data
requests; establish timelines, prioritize, and distribute work to appropriate Forest personnel,
assess the cost of local information requests; and follow appropriate collection procedures
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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through a designated collection officer. The Forest GIS Coordinator will also maintain a log of
all digital information requests, including requester, product requested, format, cost, date
requested, and date delivered.
6. District Rangers: It is the responsibility of the District Rangers to identify a local
contact and to ensure that information requests to the unit are turned over to the Forest GIS
Coordinator and the PAO in an efficient and timely manner within the framework of this policy.
7. Forest Budget and Finance Officer: It is the responsibility of the Forest Budget and
Finance Officer to establish procedures and provide direction to forest personnel regarding
collections and accounting of monies associated with GIS products.
6619.05 - DEFINITIONS
Attribute Data. Data that qualitatively or quantitatively describe the characteristics of a map
feature. For purposes of this directive, labels identifying geographic features are not considered
attributes.
Digital Data. Data represented by numerical digits in machine-readable form.
Geographic Data. Data describing characteristics of the earth, including the characteristics and
location of natural and human constructed features thereon. For purposes of this directive
geographic data are considered to have two components: spatial (or location) data and attribute
(or descriptive) data.
Geographic Information Systems (GIS). An automated information processing technology to
input, store, manipulate, analyze, and display spatial resource data to support the decisionmaking and management processes of an organization.
Layer. A physical or digital separation of spatial data according to a theme.
commonly referred to as "themes" or “coverage’s”.
Layers are
Maps. A representation (usually on a flat surface) that shows the whole or part of an area and
indicates the nature and relative position and size, according to a chosen scale or projection, of
selected features or details.
Spatial Data. Data describing location of a geographic feature along with a label identifying that
feature.
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Exhibit 01 – Mark Twain NF GIS Product Order Form
Mark Twain National Forest
GIS Product Order Form
Product Description
Product ID (if available)
Product Cost
Subtotal
Media Charge (add $5.00 per CD; $1.50 per 3.5 diskette)
Postage (add $6.50 per map tube, $2.50 per tape, CD, or diskette)
$
$
$
Order Total
$
Mail To:
Name:
Address:
Your Phone:
(
Date of Request:
Date Desired By:
)
Date Shipped:
Send this form with payment (payable to "USDA Forest Service") to: Mark TwainNational Forest,
401 Fairgrounds Road, Rolla, Missouri 65401. Attention: GIS Coordinator.
Please direct questions regarding GIS product availability to Mike Schanta, Forest GIS Coordinator,
at the above address. Telephone: (573) 364-4621 ext. 447. Fax: (573) 364-6844.
Via Internet: mschanta@fs.fed.us
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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FEES AND CHARGES
MARK TWAIN NATIONAL FOREST GIS DATA
Fee rates have been set in order to cover the cost of furnishing requested information including the personnel,
material, and administrative costs of filling requests. These fees do not include any portion of costs associated with collecting the
inventory data or building and managing spatial and tabular databases. FOIA requirements to consider fee waivers are superseded
and will not be considered, as the agency has separate statutory authority to set a fee schedule for these particular types of records.
The following fees will apply to all requestors unless superseded by a cooperative data sharing agreement, data exchange agreement,
or other agreement or memorandum of understanding with the requestor.
1. Digital Spatial Data: Individual layers which are available will be provided to any requestor. However, in order to keep costs to
the public low and minimize impacts on GIS staff, standard data sets will be routinely packaged by units based on conterminous
boundaries regardless of administrative boundaries. This data set will include vegetation, roads, hydrography, miscellaneous
boundaries, and land ownership/public land survey (as they are developed and available). Generally, digital data will be provided on
CD. Spatial and associated tabular data will be released by theme or layer. Spatial data will be released in ARC/INFO export
format. Requests for other formats will be considered to be ‘Special Data Processing’ requests and will be charged accordingly.
Data may be obtained in coverage format (ie, on CD), if requested.
**Standard data set ................................................ $ 20.00
Each unit layer or additional layer .......................... $ 10.00
** Standard data set units are Cedar Creek; Rolla/Houston; Salem/Potosi; Fredericktown; Poplar Bluff; Doniphan/Elevenpoint; Ava;
Cassville; Willow Springs.
2. Hard Copy Maps: Plots (copies) of existing map plot files (electronic) larger than 11”x17” will be made at the following rates:
On paper/vellum, as available ...............$ 10.00/map sheet
For maps that must be created or re-created to the requestor's specifications, the cost of the media needed to prepare the map plus
an @cost labor charge of $ 21.00 per hour will be assessed.
Photocopies of existing hardcopy maps and reports:
8-1/2" X 14" or smaller per individual sheet ........... . $ 0.20
11" x 17" per individual sheet ................................... $ 0.50
3. Special Data Processing Services: Fees charged for processing special data requests will be based on: 1) cost of labor involved
in providing the data and, 2) cost of media on which the data is provided (if additional media is required).
Labor .................................................................. $ 21.00/hr
Media (digital or hard copy) .................................... @ Cost
4. Removal of FOIA-exempted material (redacting): Fees to cover labor involved in removing material which can/must be
exempted from disclosure under the FOIA from a data set prior to its release will be charged at the following rate:
Labor .................................................................. $ 21.00/hr
MARK TWAIN NF SUPPLEMENT
EFFECTIVE DATE: January 25, 2001
DURATION: Effective until superseded or removed
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5. Special Shipping and Handling: Shipping and handling arrangements will be provided at cost
6. Payment of Fees and Related Accounting: Payment must be made in advance, by the general public before any requests for
data or products covered in this directive can be filled. Advance payment is also expected from states and local governments, or other
Federal agencies unless they are prohibited from doing so. When payment is not received in advance, Form FS-6500-89, Bill For
Collection, will be sent to the requesting office for payment. Payments may be made in the form of cash, check, or money order.
Check or money order should be made out to: USDA, Forest Service. For additional information about Mark Twain National Forest
data contact Mike Schanta, Forest GIS Coordinator, 401 Fairgrounds Road Rolla, MO 65401. Telephone: (573) 364-4621 ext. 447.
Fax: (573) 364-6844. Via Internet: mschanta@fs.fed.us