What are the most effective strategies for GIS project documentation?

1 Why document GIS projects?

GIS project documentation has a number of uses, from providing a comprehensive overview of the project scope and objectives, to facilitating collaboration among stakeholders, to enabling the verification and validation of the project quality. It also supports the reuse, adaptation, and sharing of project data, tools, and outputs, as well as enhancing the learning and improvement of the project team and the GIS community.

2 What to document in GIS projects?

The content and format of GIS project documentation can vary depending on the project type, scale, and complexity. However, some common elements that should be included are project metadata, such as title, description, date, author, organization, contact, keywords; data sources like origin, format, quality, projection, license; data processing methods and tools; data outputs like maps, reports, dashboards and web applications; and data documentation standards such as ISO 19115 and FGDC.

3 How to document GIS projects?

When it comes to documenting GIS projects, there are a variety of methods and tools available, depending on the project needs and preferences. Embedded documentation, such as metadata editor and geoprocessing history, is integrated within the GIS software or platform. External documentation, such as text files or spreadsheets, is created and stored outside the GIS software or platform. Online documentation, like web pages or blogs, can be published and accessed on the web. And code documentation, like comments or docstrings, is written and formatted within the code or script used in the project.

4 When to document GIS projects?

GIS project documentation should be performed throughout the project lifecycle, not just at the end. This can help to avoid losing or forgetting important information, keep track of progress and changes, reduce errors and inconsistencies, save time and effort, and improve project quality and usability. At key stages in the process, documentation should include the project scope, objectives, requirements, and design; data sources, processing, and outputs; data products and services; dissemination and use; project performance; feedback; and lessons learned.

5 Who should document GIS projects?

GIS project documentation is a shared responsibility among all the project stakeholders, not just the GIS specialists. This can help to ensure the completeness and accuracy of the documentation, enhance communication and collaboration, increase awareness of project value and impact, and foster learning and improvement of project skills and knowledge. The roles and tasks for documenting GIS projects are varied; the project manager should define documentation standards, formats, and methods while coordinating and reviewing documentation activities and outputs. The GIS analyst is responsible for creating and maintaining data sources, processing, and output documentation; the GIS developer for code or script used in the project; the GIS designer for data products and services such as maps, reports, web applications; and the project client for providing and verifying requirements, feedback, and use cases.

6 How to improve GIS project documentation?

GIS project documentation is not a one-time or static activity, but a continuous and dynamic process. It is therefore essential to review and update the documentation regularly, especially when there are changes in the project data, methods, tools, or outputs. Consistent and clear documentation standards, formats, and methods should be used, following the best practices and guidelines of the GIS community. Appropriate and reliable documentation tools should be leveraged to automate and simplify the documentation process. Seeking feedback on the documentation quality and usability can help improve the documentation content and format. Finally, sharing and showcasing the documentation outputs and outcomes can demonstrate the project value and impact.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?