REPORT ON THE SEMINAR

The following is by way of a report, questions and useful pointers for nof-digi projects.

1. Paul Miller directed projects to the following sites:

http://www.ordsvy.gov.uk/

• key point - when storing map data a full numeric National Grid reference should be used. This potentially locates places to within one metre and takes the form of six digits for the x coordinate followed by six digits for the y coordinate. Alternative notations, including the use of leading letter codes to denote the 100km square of the national grid (SE 44444 55555 instead of 444444 455555, say), and truncated grid references that do not specify all of the necessary 12 digits should be avoided. Where such detailed information does not exist, pad with zeroes and note somewhere in your database that the original data was not sufficiently precise (eg turn SE 44 55 into 444000 455000 and note that data were orginally stored to locate things to within 1km).

2. Lucy Wood, R&D, Ordnance Survey (website www.ordsvy.gov.uk)

The following were also noted for nof projects to check out:

• The principal contact within OS for local authorities is:

Wendy Jones – tel 02380 792 709

• Projects to keep OS informed of how they develop their GIS as OS may be interested in developing new approaches to licensing to reflect a more open approach.

17. Will Ordnance Survey allow a ‘free’ extension to an organisation’s existing OS licence, to cover the data needed for the nof-digi projects?

1. OS have now confirmed that organisations will need to obtain an addition to any existing licence required for the nof-digi programme. Local authorities and universities should already have licences in place and projects should discuss the additional requirements with the OS Liaison Officer within their authority or institution.

3. Humphrey Southall- Portsmouth University

• Use the ‘nof-gis’ list to exchange information on licence requirements/to explore possibilities of working together to share costs, and to share information on conferences/seminars etc relating to GIS.
• Projects that are planning to use a GIS should make sure the costs are included in the overall project budget. NOF is prepared to allow reasonable costs for obtaining an OS licence – on approval from your NOF Case Manager.
• Check the Digitisation email regularly and the People’s Network for FAQs.
• Use of common standards: NOF projects should adopt the National Grid Reference standard and should always record a full numeric GR in their metadata and address British Standard - BS7776.

17. Is it possible to use maps in your project without the need for a GIS system or OS mapping?

1. Yes, alternative approaches include client-side image maps. Also, Portsmouth is intending to digitise all the first edition OS maps. All other projects that were intending to digitise early OS maps should consult with the Portsmouth project.

17. Is it permitted to include the costs of obtaining a licence (or extending an existing licence) for the use of map data, for example from OS/the Ordinance Survey, in my NOF grant?

1. Yes. Licenses for map data will be treated separately to the costs of obtaining IPRs for content. The Fund considers this an appropriate use of grant where it is being used as a ‘finding tool’ application that will facilitate improved accessibility for the content being digitised. Please address any queries on this matter or requests for resulting changes within your budget to your case manager.

17. Is it possible for the Fund to provide a central GIS licence to cover all projects within the programme?

1. The Fund is currently in contact with OS and is aiming to explore the possible options regarding this licensing issue for the duration of the programme. We would like to find a way of assisting the projects concerned and will advise accordingly as soon as we have reached a conclusion.