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United States Department of the Interior 
Montana State Office
5001 Southgate Drive
Billings, Montana 59101-4669
July 23, 2010
4000 (MT9320.KJ) P                                                                                                  
Instruction Memorandum No. MT-2010-063
Expires: 9/30/2011
To:             All MT/DAKs Employees
From:         Acting State Director
Subject:      Implementation of State Surface and Subsurface Management Data Standard DD: 7/30/10
Program Area: All Resource Programs
Purpose:  This Instruction Memorandum (IM) transmits the implementation strategy of the Montana/Dakotas (MT/DAKs) Surface and Subsurface Management Data Standard.
Policy/Action: The Montana State Office (MSO) has converted our existing surface and subsurface management information into the MT/DAKs Surface and Subsurface Management Data Standard. The MT/DAKs surface and subsurface management dataset resides at, and is accessible from, the central repository housed at the MSO. As of July 30, 2010, this dataset will serve as the MT/DAKs spatially enabled authoritative information source for surface and subsurface information and will be maintained as such. It will be the single source for this spatial information. The maintenance of this dataset will be completed by Corla DeBar, Division of Resources, Branch of Cadastral Survey. This data is maintained through the use of the record systems (case recordation, legal land description, and master title and oil/gas plats) and is not intended to be a replacement for these record systems.
All offices/employees are to archive and delete any surface and subsurface management datasets that reside on any state, district, or field office server or computer. This task is to be completed by July 30, 2010. No local or field office-level copies of the data will be maintained. Surface and subsurface ownership utilized in Resource Management Plans (RMPs) will be archived along with all other datasets generated to support the RMPs.
It will be this statewide surface and subsurface dataset, and only this dataset that each field office will use. The need to establish a statewide, corporate surface and subsurface management dataset supersedes any field office requirement to maintain a replica dataset.  All edits shall be completed as outlined in Attachment 1.
Timeframe: The MT/DAKs surface and subsurface management dataset will be available for statewide use as of July 30, 2010. Field office versions are to be archived, if warranted, and deleted by July 30, 2010. As of July 30, 2010, the Branch of Cadastral Survey assumes responsibility for maintaining the MT/DAKs surface and subsurface management dataset.
Budget Impact: There is minimal impact to the field offices. Once the corporate dataset is implemented, the cost of maintaining duplicate datasets will be eliminated. Risk to the Bureau of Land Management (BLM) will be reduced by having a centralized, common dataset to rely on for land management decisions and actions.
Background: In 2009, through the MT/DAKs GIS Steering Committee, a team was established to address Goal 2:  Business Processes, of the Strategic Plan. The goal is to ensure common, unified, geospatial processes are in place to improve decision making and meet the business needs of the MT/DAKs.
The MT/DAKs Ownership Management Workflow (Attachment 1) and the Data Standard Report (Attachment 2) are the products of the GIS Steering Committee. Once the data standards were completed, the field office datasets were merged and transitioned to the MT/DAKs Surface and Subsurface Management Data Standard.
This surface and subsurface management dataset, in combination with the National Spatial Data Infrastructure (NSDI) Public Land Survey System (PLSS) dataset, represents the foundation for our state data repository.
Manual/Handbook Sections Affected: None.
Coordination: The MT/DAKs adoption and implementation strategy was coordinated with the Branch of Information Resource Management (MT9320), the Branch of Planning and Biological Resources (MT9230), and the GIS Steering Committee.
Contact: If you have questions, please contact Corla DeBar, Cartographic Technician at (406) 896‑5146, Kevin Brooks, State Data Administrator at (406) 896‑5270; Shelley Johnson, Spatial Data Administrator at (406) 896‑5140; or Kathie Jewell, State GIS Manager at (406) 896‑5144.
Signed by:                                                                    Authenticated by:
Greg A. Bergum                                                           Aleta Zahorodny
Acting State Director                                                    Staff Assistant (MT9300)
2 Attachments
        2- Final Data Standard Report (20 pp)







Last updated: 03-18-2013