Village street map approval process

Each year the Village of Deerfield creates an official Street Guide
of the village. This product is developed and consumed by both village
staff and the general pubic. Each year the GIS Department and other
village departments go through a two month review and update cycle of
this product. During the 2009 review and update cycle it was determined
that the village would move this historically black and white product
into a color format. In addition to the color format it was also
decided that a black and white version of the map would still be
maintained for map reproduction using outside sources.

This annual project cycle can be broken down in four phases which
include: Phase 1: Review Phase Phase 2: Pre-Final Review Phase
Phase 3: Final Review Phase 4: Map production and reproduction

Phase 1: The review phase starts with the updating the previous years
map with all known changes collected throughout the year. Secondly, a
memorandum is delivered via e-mail or manually to all of proper village
recipients along a map for review purposes and checklist as what to look
for when conducting the review process. Community staff members that
are typically involved with the map update process include department
heads or managers, GIS Coordinators and GIS ​Consortium board members.
During this phase the village staff will review and provide comments to
the GIS office by a date that is outlined in the title of the
memorandum.

Phase 2: Pre-Final review phase begins after the GIS Department makes
the appropriate changes to the street guide map from the initial review
process and then redistributes new packets with an updated memorandum.
These packets are then sent out a second time to the same village
recipients with comments form previous responses. This is done so that
all village staff employees are able to confirm the changes that were
updated in the initial review. Any additional comments are again
provided to the GIS office by a date that was included in the second
delivered memorandum.

Phase 3: The final review phase is completed when all updates have
been completed and all comments from the village staff have been
addressed. The GIS Department then reviews the map product one final
time for overall map layout clarity and data content accuracy. At this
time, a PDF versions or printed maps are provided to the selected
village staff employees for one final review and authorization. If
there are no further comments at that time the map product becomes
official and moves into the final phase of production.

Phase 4: The map production and reproduction phase begins immediately
after approval is received in Phase 3. The first sets of maps are
printed in-house using the village plotter and distributed to the
village’s staff. After initial distribution, additional maps are
printed and delivered to the Community Development Department and
Village Hall staff for distribution to the public. The final
distribution cycle is then delivered to an outside vendor for product
reproduction and map folding. These maps are then made available to the
public through multiple outlets.

Overall the annual review process ensures the street guide product is
reviewed and updated to reflect the community at the time of
publication. The product involves multiple village departments and
staff members to ensure the end result meets the needs of those who will
eventually be using it. Moreover, community collaboration between the
village employees and the GIS Department help to make a successful end
product good for internal use as well as public distribution.