Data Storage and Access

Document No:  D12#434790
Revision:  3A
Date amended:  14-May-2015
The information below is intended to reflect the preferred practice of Main Roads Western Australia ("Main Roads"). Main Roads reserves the right to update this information at any time without notice. If you have any questions or comments please contact Haydn Bufton by e-mail or on (08) 9323-4655.

To the extent permitted by law, Main Roads, its employees, agents, authors and contributors are not liable for any loss resulting from any action taken or reliance made by you on the information herein displayed.


Revision Register


Ed/Version Number Clause Number Description of Revision Date
​2 ​All ​Content Cleanup ​5-Feb-2013
​3 ​Header ​Document Number Changed ​16-Jun-2014
​3A​Header​Guideline Introduction Amended​14-May-2015

Table of Content


The information detailed below is an overview of each topic and will be developed further.

Once completed it will contain information covering the following areas.

Why store the data?

What digital data (design, detail survey and photogrammetric mapping) is to be stored to maintain its security and integrity?

How is the data to be stored?

What information is currently available?

Data storage and access has obvious corporate impacts and it is envisaged that a number of the issues addressed in the following information will be formulated into policy statements and presented to Corporate Executive for endorsement.


With the outsourcing of routine technical services and the movement of experienced technical staff to other responsibility areas, it is becoming apparent that some regions and metropolitan RA's are finding it difficult to manage digital data for design and survey projects.

The ability to effectively manage the data is being further pressured by the development of Term Consultancy Contracts, where there is a need not only to access existing data but also be able to store and manage captured information, developed and lodged as part of the contract deliverable's.

To address these issues a review is being undertaken by personnel from the Road & Traffic Engineering Branch who will liaise with each Region  to review the data the Region currently holds and restructure the way that this data is stored and accessed.

This expected outcomes of this review will see:

Data stored on a PC based system, enabling the optimising of computing resources (E.g. decommissioning of UNIX workstations).

Moving data to a centralised server enabling uniform access across regions, TNCs and TCCs (E.g. Pilbara accessing Gascoyne information online) and ensuring a secure backup system is in place.

Uniformity in Metadata (indexes) for data, assisting in accessing required data.

User friendly system for lodging data from contractors.

It is hoped that this review and recommended approach to the management of digital design and survey data will be completed by July 2001. On completion of the review the recommendation will be forwarded to Corporate Executive for endorsement.


There are two important reasons as to why digital data should be stored. Under the Financial Administration and Audit Act all contract documentation is required under law to be retained for a minimum of seven years. After consultation with the Supply and Transport Branch this is deemed to also apply to all digital information that is supplied to or produced by Main Roads contracts. Data is stored to ensure that where litigation or contract disputes occur, that background information relevant to the dispute is available.

The notion that data captured as part of a Main Roads contract is only relevant to the individual contract is incorrect. Digital information is continually reused for a variety of reasons, ranging from possible extensions to an original contract to the use of the data in other post construction activities such as drainage, electric and traffic monitoring activities. Without the availability of digital data produced via contracts, additional costs may be incurred by Main Roads due to the requirement to recapture digital information for use in other projects.


Digital data is a valuable and costly (to capture) asset that needs to be stored and effectively managed. To maintain the currency of this asset all digital data related to the design and survey process of road and bridge construction shall be stored. This includes:

  • Survey & Mapping information
  • All pre construction topographical surveys
  • Photogrammetric Mapping
  • Orthophotos/Mosaics
  • Aerial Photography
  • As constructed surveys
  • Stripped ground surveys
  • All geodetic control surveys
  • Verified cadastral
  • Land requirements
  • Service utilities
  • Road & Bridge design

All design models and input files including:

  • design
  • contours
  • vegetation
  • sections
  • drainage
  • triangulation
  • all related electronic drawings

To facilitate the management of this stored data, all data shall have a related Metadata Statement. For further details refer to Metadata Requirements.

Depending on the type of contract being undertaken, there are varying requirements as to the type of digital data to be stored. For further details refer to Data Lodgement.


Because of the review of the management of digital data that is currently being undertaken, the methodology of how data is to be stored is still being developed.

In essence a simple user interface will be available where the Main Roads officer lodging  the information will place the internal or consultant supplied data in a designated directory on a shared server. That officer will then be requested to complete an easy to use windows based Metadata tool, which will require particular information to be entered so that the data can be stored and registered in a logical and consistent manner. The type of information that will be required is:

  • Project Name
  • Location (Road number)
  • SLK
  • Data type
  • Source of capture
  • Date of capture

Once placed in this designated directory a notification will be sent to the Data Manager (Road and Traffic Engineering Branch) who will verify the Metadata and place the fully indexed data on a server to allow online access and backup.

Because of time and delivery constraints placed on projects an important aspect of the development of the methodology of storing digital data is to make it as user friendly as possible thus encouraging Project Mangers to ensure digital design and survey is lodged and stored in accordance with contract obligations.

Until the completion of the review any design or survey information that needs to be lodged and stored in accordance with contract requirements can be lodged with the

Data Manager - Road & Traffic Engineering

When supplying the information the minimum Metadata as described above is required.


Online indexes are currently being developed detailing what digital data is available from survey, mapping and design projects undertaken by Main Roads. These indexes will assist Project Managers to determine if any relevant information is available (via Metadata Statement) for their projects.

Although these indexes are not yet complete, a summary of what digital information is available is detailed below.


Map the following network share \\dacsrv01\spatialsrv

IMAGES - The following digital images are found under the directory "images"

  • Images of the 2000 and 2001 Street Smart street directory. These images are georeferenced.
  • Images of the Second and Third edition of the Travellers Atlas
              Directory "travellersatlas_ed2" are georeferenced images
              Directory "travellersatlas_ed3" are not georeferenced as yet
  • Directory "AerialPhotography97" contains georeferenced photography 
         of the metropolitan area. No index is available as yet. If you wish to
         use these images please notify the Data Manager - Road & Traffic
         Engineering and you will be notified as soon as the index is available.

NOTE : Georeferenced images are images that are spatially correct and any coordinated information can be overlayed on the image by using an appropriate software package. For example Arcview. All images are in Zone 50 AMG coordinates. Street Smart touring maps are expected to be online shortly

MAPPING - in the directory "mapping indexes" the following Arcview project files are available: 

  • 25000.apr provides the grid reference for ordering 1:100000, 1:50000, 1:25000 map sheets
  • 2000_age.apr provides the age of the 1:2000 mapping series that is available digitally for the Perth metropolitan area.


Available Data is an index which details what existing digital data (Land Information) is currently stored within Main Roads and is available to users. The index detailing individual survey, mapping and design projects have not been completed as yet.

Until the indexes are completed, for any queries as to what data is available or queries on the above guideline please contact the Data Manager - Road & Traffic Engineering.

The information is a small subset of what is available from State Government Agencies and selected private industry companies through the Western Australian Land Information System (WALIS).

To review the types of Land Information available through WALIS the data can be sourced from Interrogator On-line. Interrogator On-line is an index of over 9,500 datasets. It contains information on digital mapping, spatial databases, environmental impact statements, remotely sensed information and aerial photography, held by government and private organisations.