Re: Cemetery Mapping Project Update Jan 2023
Significant Accomplishments:
- Cemetery Map
- Sal passed along the file for the map he developed a few years ago using free mapping software (project stalled due to time constraints when he became Regional Director for SLRD). This map included cemetery plots which were measured and placed using GPS coordinates. This was a dramatic improvement from the hand-drawn map that was presenting administrative challenges because it was not reflective of the irregularities in plot sizes and placement.
- BRVCA signed up for a free one-month trial of the mapping software (DraftSight) and then purchased a one-year license to allow us to view and update the map. Sal provided basic training on the software so that office staff could update the map to include names and dates (where available) for each plot.
- We also added reservations to the map, although these plots have not been inserted with specific GPS coordinates as the previous plots were entered. These plots will be entered more accurately in the map in the spring when the snow melts and individual plot borders are again visible.
- Using this software, we have also created layers in the map so that we can display different types of information for different purposes. The base layer shows the cemetery divided into six sections (A-F) and includes the outline of each plot. A second layer includes plot numbers, which are defined by section (e.g. A5, C15). A third layer includes information that is available to the public about the cemetery’s ‘occupants’ including the names and dates identified on memorial markers. The final layer includes additional information (for administrative use only) such as the names associated with reserved plots and the names and other information associated with plots that do not have memorial markers with names or dates.
2. Cemetery Database and Files
- We have been working to update and expand the cemetery database that was built a few years ago to store basic information about each occupant. This will serve as a directory for administrative purposes as well as for information requested by the public. We are currently working on defining what is public information and what is private based on a review of relevant legislation (Vital Statistics Act; Cemetery, Interment, and Funeral Services Act; and Personal Information Protection Act), and we have identified each entry by plot number so that we can easily cross-reference between the directory and the map.
- We conducted an audit of all reservation files and found a number of older reservations that were not accounted for in the database and/or in the map. This led to some reservation conflicts, where the same plot had been reserved by more than one individual. To address this, we developed a tentative reservation map using the new (more accurate) map – plotting each reservation as near as possible to their original reservation. We reached out to contacts for each reservation file to explain the issue we had identified and review the proposed plot location for their reservation on the new map. This was time-consuming work, but we have now confirmed the new reservation plots for each reservation where we identified a conflict. Note: BRVCA’s updated policy and procedures now address this scenario. Having this clearly defined process was very helpful. We expect that further conflicts of this nature will be rare to non-existent now that we have one digital mapping file and database.
Going Forward:
- Cemetery Map
- We reached out to the Village of Ashcroft to ask about their impressive online mapping program, which includes an interactive map of the cemetery. Their CFO built the program and said that it would require some significant technical knowledge and (although it is open source) it is not intended to operate solely as a cemetery mapping program, so it would not likely work for us.
- We have also met with Peak Geospatial to explain our project and where we want to go in terms of a public and searchable map that can also be used and modified for the purpose of cemetery administration. They will be providing us with a basic scope of work and quote that includes front-end work as well as maintenance so that we can determine what resources we have to support next steps and what resources we may need to proceed with this project. We expect to have this quote around the middle of January.
2. Public Information Sharing
- With Ashcroft’s CFO, we also discussed privacy given the extent of information they have available for each cemetery plot. Based on this and other information we have gathered on privacy, we are tentatively planning to make basic information on all occupants deceased for 20+ years public (and will draft a policy update to reflect that). We will also build procedures and a consent section into the new Interment Plan so that (going forward) families can opt in or out of information sharing. Depending on time (and the availability of up-to-date contact information) we may try to reach out to the remaining occupants’ families to obtain consent to share the basic information of their loved ones.