Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
OBJECTS IDENTIFICATION IN THE INFORMATION MODELS USED BY INFORMATION SYSTEMS
Maciej Kiedrowicz, Ph.D. Military University of Technology Cybernetics Faculty Warsaw, Poland e-mail:
[email protected] Abstract
Creation of uniform models for registration and recording of data used in IT systems has become a necessity of our time. It results, among other things, from a possibility of using a free flow of persons, goods, services, capita, e.g. within the territory of the European Union. Attempts to integrate the resources of the functional data and IT systems, where such resources function, show how complicated and costly this process is. Despite that, it seems justified to develop general data models (at least at the term and conceptual level) including both the scope and data flow. It is possible to obtain the desired result e.g. in the form of a uniform system at the level of data model. Thanks to the creation of specialist data meta-model, the methods used for data exploration may be applied. Another solution is to design and build from scratch the dedicated, specialist IT systems. Regardless of the approach, the point to integrate the systems by unifying the methods of identification of all objects, about which the information is collected, processed and made available. Without solving the identification issues, all further activities related to integration may be doomed to fail. Keywords: globalization, globalization trends, integration, interoperability. Introduction The review and analysis of data and information collected by various institutions and organizations allow to see them as a large database (often called data resources in the literature). The data resources are collected both in an electronic and paper manner (often called the "traditional manner"). When compare with modern technology, which is used for their analysis, the resources offer a possibility of obtaining vast knowledge of any object (item) or person (entity). Given the variety of technologies used for managing particular data resources, it is impossible to use universal tools that would be applicable to all data resources. Their size, variability and changeability cause that Big Data is the most known and used technology. However, even this technology has its limitations, in particular with respect to the data resources produced wholly or partially in a traditional manner. Due to the manner of management as well as formal and legal grounds related to the data resources, the selected registers and records, whose maintenance is required by law, were subject to further analysis. It mainly results from the fact that the information content of such resources will be the most complete (it refers to both the scope of the collected data for single objects as well as a group of objects, about which the data are used) and that the manner of management is governed by law. The regulations may refer, in particular, to the scope of collection, processing, access and archiving of data. Furthermore, the applied technologies make it possible to perform complex analyses. From the point of view of the geographic information systems (GIS), both the records and registers related to natural persons, legal entities and other units without legal personality, as well as those including the information on the objects or entities (e.g. register of land, buildings, immovables and movables) are significant. In the subsequent part, all these elements are called "objects". The presented analysis includes the information about the selected registers and records, which contain some data about this type of objects. According to various sources (KIEDROWICZ, 2014b) the number of registers, records, lists and other similar accounts fluctuates between 600 and 3000. However, it should be noted that the maintenance of such registers and records is formally required. Only a small number thereof refers to the entire population of objects. Another criterion used concerns the mandatory processing of data about the objects. I such case, only some part of them will be included in the aforesaid register, e.g. in the event when a given entity (person or company) does not consent for the processing of personal data it holds. An analogous situation 129
Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
may emerge if the scope of data collected in a given register or record is divided into two parts mandatory data and optional data (CIEŚLAK et al., 2015). Another issue which we need to tackle during the analysis of the aforementioned data recourses are problems related to the use of various methods for identifying the objects (KIEDROWICZ, 2015; KIEDROWICZ, 2011b). In practice, only recently the attention has been paid to the fact that the objects in different registers and records should be identified in the same manner. This conclusion results, among other things, from the fact that during the attempts of simultaneous analysis of the content of various registers and records some serious errors occurred. Even if identification of objects was correct within the framework of single register, then, in case of attempts of simultaneous use of a couple thereof, some serious problems occurred with respect to connecting the objects, about which the data were stored in many locations. Considering the above issues, it seems justified to analyze a larger number of registers to unify them and indicate the principles or rules that should be obeyed when next registers or records are created, or when working on implementation or modernization of the IT tools supporting the use of the already existing registers and records. Due to rapid development of IT technology and the necessity of modifying the already existing solutions, the introduction and implementation of some new rules in the process of creating uniform registers and records seems indispensable. The above-described registers and records are presented pursuant to Polish law, however, their generalization as resulting from the national or EU regulations produces analogous results (GOŁACZYŃSKI et al., 2008; KIEDROWICZ, 2011a). Registers and records of persons and entities (data on persons)
The principles of collecting data on persons (natural) and economic entities may be found in a number of legal provisions and regulations. The provisions on the obligation to create such data resources, their maintenance, manner of access to the data and their content cover practically all areas where a person functions. Considering only the laws, the following may be mentioned: ‒ Law on register of the population, ‒ Law on identity cards, ‒ Law on passport documents, ‒ Law on vital statistics, ‒ Law on National Court Register, ‒ Law on business activity, ‒ Law on social insurance scheme, ‒ Law on insurance activity, ‒ Law on health care services financed from public funds, ‒ Law on rules governing registration and identification of taxpayers, ‒ Law on civil law transactions tax, ‒ Law on on lump sum income tax on certain incomes earned by natural persons, ‒ Law on corporate income tax, ‒ Law on obligatory insurance, Insurance Guarantee Fund and Polish Motor Insurers’ Bureau, ‒ Law on social insurance of farmers, ‒ Law on civil status records, ‒ Law on the national system for keeping records of producers, records of farms and records of applications for the award of payments, ‒ Law on police, ‒ Law on participation of the Republic of Poland in the Schengen Information System and in the Visa Information System (VIS), ‒ Law on road traffic, ‒ Law on collecting, processing and transfer of criminal information, ‒ Law on the National Criminal Record. The result of the above-mentioned laws (also other lower-rank acts and regulations) is the requirement of keeping certain registers, records, lists, accounts etc., among which the following may be found: ‒ register of population, ‒ register of drivers, ‒ register of issued and lost passports, ‒ register of issued and lost ID cards, ‒ register of third party liability insurance of motor vehicle owners, ‒ registers of the Treasury, 130
Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
register of taxes and fees, register of taxes, national registers of health fund, registers of particular insurance institutions, registers of Social Insurance Institution, register of business activity, National Court Register, register of national economy entities, register of custodians of personal and salary files, register of hunting, register of nurse and midwife practices, register of medical practices, register of entrepreneurs running technical inspection centers, register of entrepreneurs running driver training centers, register of entrepreneurs running driving technique improvement centers, register of business activity related to the production or bottling of spirits, register of entrepreneurs running psychological consultation centers, register of tour operators and travel intermediaries, register of storage enterprises, register of organizers of horse races, register of investigation activities, register of currency exchange activities, register of entities running business activity related to the production and processing ethyl alcohol, ‒ register of entrepreneurs organizing skills improvement courses, ‒ register of entrepreneurs running training centers, ‒ register of entrepreneurs organizing training courses, ‒ register of postal operators, ‒ register of entrepreneurs marketing the seed, ‒ register of entities running employment agencies, ‒ register of entrepreneurs running business activity related to the packing and marketing of plant protection products, ‒ register of entrepreneurs running business activity related to the production or bottling of wine products, ‒ register of veterinary clinics, ‒ register of entrepreneurs producing and storing bio-components. Within the framework of the so-called regulated activity, the legislator obliged certain entities (at the government and local government level - e.g. ministries, marshals of voivodships, voivodes, starostas, and at the organization and office levels - e.g. presidents of offices, heads of chambers of crafts/professional chambers) to keep registers and records of persons, who run such business activity. The above include, among other things, the following: ‒ registers related to building law, ‒ register of authorized person in the field of geodesy and cartography, ‒ register of experts on establishing trade quality classes of agricultural and food products, ‒ registers of experts of quality of products or services, ‒ register of insurance intermediaries, ‒ register of actuaries, ‒ register of brokers and investment advisors, ‒ register of customs agents, ‒ register of attorneys-at-law and attorney-at-law trainees, ‒ register of legal advisers, ‒ register of statutory auditors, ‒ register of notaries public, ‒ register of debt collectors, ‒ register of sworn translators, ‒ register of official receivers, ‒ register of expert witnesses, ‒ register of court-appointed physicians, ‒ registers related to real estate management, ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒
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Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
register of tax advisors, register of OHS experts, register of experts of the Polish Information Processing Society (PTI), register of automotive experts, registers of the Central Office of Measures, register of pharmacists, register of physicians and dental practitioners, register of veterinary physicians, register of nurses and midwives. Apart from that, a number of commune registers are kept, which cover regulated business activities or business activities requiring the maintenance of the registers, which are not related in any manner. As a result, it is necessary to, for example, enter into different registers the same information about persons or entities if their business activities cover more than one commune or poviat (a given person or entity must be included in the register of every commune or poviat, within the territory of which it runs its business). ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒
Registers and records of objects (data on objects)
The provisions on the obligation to create specific data resources, their maintenance, manner of access to the data and their content cover practically all tangible and intangible assets, which concern a person's life and activities. The above may include the following: ‒ Law on freedom of economic activities, ‒ Law on the national archive resources and archives, ‒ Law on registered pledge and register of pledges, ‒ Law on land and mortgage registers and mortgages, ‒ Law on the acquisition of real estate by foreigners, ‒ Law on arms and ammunition, ‒ Law on banking, ‒ Law on livestock identification and registration system, ‒ Law on Civil Servants, ‒ Law on customs, ‒ Law on excise tax, ‒ Law on inheritance and donation tax, ‒ Law on VAT, ‒ Law on taxes and local charges, ‒ Law on agricultural tax, ‒ Law on forestry tax, ‒ Law on restructuring, ‒ Law on bankruptcy, ‒ Law on veterinary clinics, ‒ Law on road traffic, ‒ Law on geodesy and cartography, ‒ Law on tourist services, ‒ Law on collective warehouses, ‒ Law on horse races, ‒ Law on the production of ethyl alcohol and tobacco, ‒ Law on foreign exchange, ‒ Law on the production of spirits and registration and protection of geographical designations of spirits, ‒ Law on road transport, ‒ Law on postal service, ‒ Law on seed production, ‒ Law on plant protection, ‒ Law on the production and bottling of wine products, marketing of wine products and organization of wine market, ‒ Law on veterinary clinics, ‒ Law on bio-components used in liquid fuels and liquid biofuels. It should be noted that the above-mentioned laws are only some of the selected acts of law. In practice, each law is accompanied by implementing acts, e.g. in the form of regulations. The result of such regulations is numerous registers and records, where - in many cases - the same data are 132
Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
multiplied. On one hand, it makes it necessary to collect and process the same information (redundancy), and on the other - it causes a lack of data consistency. The persons who own or manage certain objects are obliged to update their data on such objects. Therefore, any changes to significant - from the point of view of records - parameter of the object require appropriate actions. Usually, it is necessary to notify the body responsible for keeping certain records about such change. The lack of notification or late notification often result in financial or penal consequences. The examples of registers, whose keeping results from the above-mentioned laws, are the following: ‒ registers of inland waterway vessels, ‒ register of fishing vessels, ‒ register of civil aircrafts, ‒ national register of forest basic material, ‒ land and mortgage registers, ‒ register of lands and buildings, ‒ register of monuments, ‒ register of benefits, ‒ register of representative offices of foreign entrepreneurs, ‒ register of securities admitted to trading, ‒ register of drugstores, ‒ register of pledges, ‒ register of universities, ‒ register of airports and civil landing fields, ‒ registers of patents. Another significant factor is the manner of keeping a certain register or record. The majority of them is kept in an electronic manner, but there are also records in a traditional, i.e. paper, form. It is also worth mentioning that the use of ICTs for registers does not necessarily mean that it will be possible to automatically use this register for further analysis (e.g. in connection with other registers). The advanced technology level has significant impact on it usability. The above refers to both the application of specific hardware (architecture of the used computers, producers, use of certain third party devices) and software solutions (data models, producers of system software and utility software). As illustrated by the example of third party devices for data storage, it is evident that technological progress is not going to slow down in the field of ICT solutions. Nowadays, the standard computer station does not contain any DVD/CD readers, not to mention those for 3,5 inch floppy disks. Nobody even remembers 5,25 floppy disks. Identification of objects (entities and objects)
According to various sources, the number of registers and records, whose maintenance is required by law, fluctuates between 600 and 3000, depending on the adopted classification criteria. On the basis of the above-mentioned lists, it may be stated that the scope of collected, stored, processed and made available data is very broad. All resources require that the objects - about which the information is processed - had their unique identifiers. It may be assumed that within the framework of a single record, this condition is met (KIEDROWICZ, 2015; KIEDROWICZ, 2011b). The problem occurs when we want to integrate two or more records and when one or more records require the use of data about the same objects. There are examples of registers, in which the identifiers are universal and hence used in all records, in which a given object is present. A good example thereof might be the vehicle identification number (VIN). It is used by many registers and in all of them it has the same structure. Furthermore, with the assumption that the data for actual vehicle are correct, the aforesaid identifier has the same value in all records. Additionally, the identifier is used not only by national systems, but also internationally. The situation is different when we consider the vehicle registration number. It may not be treated as an explicit identifier, since in case of a change in the ownership, the identifier will also change. When taking into account the record of people, the problem is solved within the framework of the national records (but not in all EU Member States), since every Polish citizen has a unique identification number, the so-called PESEL. The register of population contains data on all Polish citizens (they may also contain data on foreign citizens), whereas other records and registers, which use personal details, should use the resources from the register of population. Such register constitutes the so-called "reference register". Unfortunately, the issues related to the collection and processing of as well as access to the data, in compliance with the above-mentioned laws (together with the implementing acts), are in most cases inconsistent. The consequence of such inconsistency is the fact that the registers and records
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Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
created on the basis thereof include data on the same entities and objects, but without being interrelated in any way (KOSZELA, 2014; SLOAN, WARNER, 2013). Therefore, the same data are collected over and over again (redundancy), so it is impossible to re-use the already collected data and the information on the same actual objects differ, hence creates inconsistency. Then, we may talk about the lack of semantic concordance. Another type is technological inconsistency, which results from the application of many technologies or different design solutions. While a variety of the used ICTs is less burdensome (e.g. by applying automatic data conversion), a variety of the used design methodologies and techniques makes it impossible to integrate the systems. Due to the aforesaid semantic inconsistency, it is necessary for the purpose of system integration to completely re-build the system or create an additional system (systems), which would be the "broker" responsible for the communication process between such systems.
Fig. 1. Impact of legal policies on the integrity of IT systems. Source: own work.
It seems that the main condition, which should be satisfied in the context of the future system integration (regardless of whether the systems will be national or EU) is the development of a uniform approach to object identification. This approach will allow to re-build and adapt individual systems in terms of their future integration. Another aspect, which should be considered when trying to create the identifiers is the process of lawmaking, based on which the future systems will be designed. Unfortunately, current legislation in many cases is not coordinated, in particular as regards its impact on the future IT systems. It may be assumed that this lack of coordination at the legislative level results in even greater inability to coordinate and integrate the IT systems, which are used for collecting, processing and making available the data (figure 1) ( KIEDROWICZ, 2014b; KIEDROWICZ, 2012).
Fig. 2. Impact of legal policies on the integrity of IT systems - system approach. Source: own work.
The prerequisite is the system approach to lawmaking and issuance of appropriate implementing acts. It should be mentioned that this is the prerequisite, but not the only condition (figure 2). Another important element is the necessity of designing and building IT systems, which would 134
Geographic Information Systems Conference and Exhibition “GIS ODYSSEY 2016”, 5th to 9th of September 2016, Perugia, Italy Conference proceedings
"consume" the legal policies in an appropriate manner. One of the possible solutions, successfully applied in the legislative process, is to indicate the so-called "mother act", which constitutes grounds for creating further laws within a specified area. The result thereof is greater integrity of legal resources, which in turn contributes to better legal clarity. Unfortunately, this solution does not include future analysis related to law implementation by using ICT technologies. The development of IT technologies is so fast that the legal solutions hardly follow and they often do not refer to the details of the very technology itself. Nonetheless, the IT solutions, in particular those designed at the logical level, are not so much determined by technical solutions and could be, to a large extent, considered while proceeding the acts of law. The above refers to, among other things, the aforementioned issues related to identification of persons, entities and objects (KIEDROWICZ, 2014a; KIEDROWICZ, 2014d). Conclusions
The analysis of some of the IT solutions shows that the process of unifying object identifiers (persons, entities, objects or real estates) is very time-consuming and its implementation – costly. However, the subsequent benefits derived therefrom compensate for this effort to a large extent. The result of implementing and using the unified identifiers is better transparency and a possibility of designing and building systems, which constitute a significant improvement for the users (both for those who use the use and those who are registered therein). When creating new regulations by using the unified identifiers, it is important to consider not only the national needs and solutions, but also the international circumstances, at least at the EU level. The EU legislation, due to its location, may significantly accelerate the entire process (KIEDROWICZ, 2014c; BLIŹNIUK, DAWIDCZYK, 2011; CHMIELEWSKI, KOSZELA, 2012). The activities related to such projects should be performed not only in the field of law, but should also involve the participation of analysts and designers with appropriate knowledge and experience within the area of design and implementation of ICTs. Both the scope of data on various types of entities and the size of such data (often resulting from the number of entities, about which the data are collected and processed) make it difficult to find uniform methods and/or tools, which could be used during such analysis. Apart from legal and normative constraints, which make the whole issue more complicated, we also need to deal with a full spectrum of formal restrictions. They result from the acts of law regarding the protection of personal details and information on enterprises. This is both the issue of collecting and processing the data as well as making them available, considering relevant restrictions on the protection of personal details and information on enterprises (from the point of view of competitiveness). Additionally, the issues resulting from globalization and technology advancement, which may make it possible to collect and process the data in undefined environments (e.g. cloud computing), should be taken into account while developing new solutions. The presented formal and legal conditions mainly refer to the Polish legislation, however, it may be assumed that other countries have analogous or similar legal solutions. Therefore, it is necessary to find such solutions, which would concern similar or the same issues related to the "use "of data resources. Other issues that should be considered are the following: ‒ links between the acts of law corresponding to the links between the data concerning: ‒ language inaccuracies resulting, among other things, from the creation of new terms typical for modern technologies, which have no grounds in the present legal formulations; ‒ lack of explicit definition of the new terms, which makes them often misunderstood by recipients from different fields. Regardless of which area of data (and the information resulting therefrom) will be examined (personal, financial, medical, ownership data, etc.), the manner of their integration and use should include all formal and legal aspects as well as their consequences. References
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GOŁACZYŃSKI, J., KAUCZ, A. J., KIEDROWICZ, M., SIEKIERSKI, P., SIELICKI, D., SIWIK, Z. 2008. Odzyskiwanie mienia w wybranych krajach Unii Europejskiej - rozwiązania prawne i bazy danych (Recovery of property in selected countries of the European Union - legal solutions and databases). Main Police Station, Warsaw (Poland). KIEDROWICZ, M. 2015. Zarządzanie informacjami wrażliwymi. Wybrane aspekty organizacyjne, prawne i techniczne ochrony informacji niejawnych (Managing sensitive information. Selected aspects of organizational, legal and technical protection of classified information). WAT, Warsaw (Poland), ISBN: 978-83-7938-065-7. KIEDROWICZ, M. 2014a. Dostęp do publicznych zasobów danych - Big data czy Big brother (Access to public data resources - Big Data vs. Big Brother). In: Szpor, G. (Editor). INTERNET. Publiczne bazy danych i Big data (The Internet. Public databases and Big Data). C.H.Beck, Warsaw (Poland), pp. 15-39, ISBN: 978-83-255-6467-4. KIEDROWICZ, M. 2014b. Organizacja i dostęp do heterogenicznych, publicznych zasobów danych (Organization and access to heterogeneous public data resources). In: Nowicki, T., Tarapata, Z. (Editors). Projektowanie systemów informatycznych: modele i metody (Design of software systems: models and methods). WAT, Warsaw (Poland), pp. 47-68, ISBN: 978-83-7938-038-1. KIEDROWICZ, M. 2014c. The importance of an integration plattform within the organisation. Zeszyty naukowe Uczelni Warszawskiej im. Marii Skłodowskiej-Curie, vol. 4(46)/2014, pp. 83-94. ISSN: 1897-2500. KIEDROWICZ, M. 2014d. Uogólniony model danych w rozproszonych rejestrach ewidencyjnych (Generalized model of distributed data registration records). Roczniki Kolegium Analiz Ekonomicznych (Annals The Collegium of Economic Analysis), Warsaw School of Economics Printing House, vol. 33, pp. 209-234, ISSN: 1232-4671. KIEDROWICZ, M. 2012. Publiczne zasoby informacyjne jako podstawa tworzenia platform integracyjnych (Public informationresources as a basis for the creation of integrationplatforms). In: Szpor, G. (Editor). INTERNET Prawno-informatyczne problemy sieci, portali i e-usług (The Internet. Legal and computer network problems, portals and e-services). CH-Beck, Warsaw (Poland), pp. 231246, ISBN: 978-83-255-3908-5. KIEDROWICZ, M. 2011a. Wspomaganie zarządzania – zasoby publiczne w wybranych krajach unijnych (Power management - public resources in selected EU Members). Nowoczesne systemy zarządzania (Modern Management Systems), Military University of Technology, Warsaw (Poland), vol. 6/2011, ISSN: 1896-9380. KIEDROWICZ, M. 2011b. Bezpieczeństwo danych w dokumentach identyfikacyjnych (Data security in the identification documents). In: Szpor G. (Editor). Internet. Ochrona wolności, własności i bezpieczeństwa. Między wolnością informacyjną a ochroną danych w Internecie (The Internet. Protecting freedom, property or safety. Between freedom of information and data protection on the Internet). UKSW, Warsaw (Poland), pp. 246-257, ISBN: 978-83-255-2601-6, (KIEDROWICZ, 2011b). KOSZELA, J. 2014. Hurtownie procesów – systemy analitycznego przetwarzania procesów (Warehouse of processes - analytical processing systems of business processes). In: Nowicki, T., Tarapata, Z. (Editors). Projektowanie systemów informatycznych: modele i metody (Design of software systems: models and methods). WAT, Warsaw (Poland), pp. 47-68, ISBN: 978-83-7938-038-1. SLOAN, R.H., WARNER, R. 2013. Unauthorized access – The Crisis in Online Privacy and Security. CRC Press Taylor & Francis Group, Boca Raton, FL, ISBN-13: 978-1-4398-3013-0.
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