6.1 Policy
GTOS data and information should be made available in timely and unrestricted fashion at zero (or minimum) cost
GTOS data and information should be easily accessible in a variety of forms to meet the requirements of the user community.
6.2 Discussion
Existing organisations and institutions who enter into partnership with GTOS can be regarded as a loosely coupled distribution system through which GTOS data and information can be made available to the user community. At the first level, users must be able to find out what data are available. This can be done using metadatabases and/or data catalogues accessed either electronically, for example through the GOS Information Centre, or using hard-copy publications. The next level involves finding out more detail of potentially useful datasets through examination of the associated metadata. Finally, if a dataset appears to be suitable for intended use, then a simple order-and-delivery process should be available for use. All the steps may be done electronically, either on-line or off-line, or through catalogues and conventional communications. The methods used are likely to be dictated by the user's facilities, i.e. GTOS should ensure that the services can be provided to meet a spectrum of user needs.
Ideally GTOS aims to provide data and information to potential users in an unrestricted fashion. It is not difficult to imagine situations when a data provider may restrict access - for instance, a national government may wish to limit access to data on renewable natural resources. GTOS should then enter into discussion to develop appropriate control mechanisms for data release.
Similarly, GTOS aims to provide data and information free of charge to the user community. It is common practice for data providers to charge the marginal cost of supply - often the cost of generating the copy for the user. This is not unreasonable and such amounts will not usually restrict access. However, data owners may also see their data as a major asset from which they can generate substantial revenue i.e. the price may be high and access would be restricted. In such cases, GTOS will need to enter into negotiations with data owners and the possibility of bi-lateral agreements in some situations (when the dataset in question is clearly a priority) may have to be considered.
Users should, as a matter of course, routinely acknowledge the source of data and information. GTOS should strongly encourage this practice.
6.3 Actions
Finalise and publicise GTOS data access and release policy
Build pro-forma agreements to use as a starting point for any necessary bi-lateral negotiations
Develop guidelines for metadata requirements to enable user browsing and ordering
Define user needs for mechanisms and tools for browsing and ordering
Ensure DCs meet user needs for browsing and ordering
