Software

Although GIS software such as that sold by ESRI or the free open source GIS software, QGIS would be an ideal solution for record keeping in the arboretum, for the time being we have decided to use the free software provided by Google. The data attributes and geographical location data are saved in Google Sheets spreadsheets on Google Drive and are displayed in the different versions of Google Maps (My Maps, Maps and Earth). This choice makes the arboretum information available to anyone with a web browser and/or an Internet connected mobile device.

These are the desired features of software for Collecting and Checking data in the field using iPhone/iPad with GPS:

  1. Ability to locate tree on high quality, up-to-date satellite map (such as Google Maps or Earth), including the ability to zoom to level 20.
  2. Ability to edit the location of the waypoint, in order to place it on top of the tree in the satellite image. (Rather than depending on GPS derived location).
  3. Ability to see Grid information (Medford Leas has developed a grid system covering the Medford campus).
  4. Ability to enter information about the tree.
  5. Ability to import categories from the database to be filled in individually.
  6. Ability to attach or link to one or more photos.
  7. Ability to transfer the collected data to a spreadsheet or data base.
  8. The software should be inexpensive and easy to use.

These are the desired features for Displaying and Sharing data on a computer or mobile devices:

  1. Should be available in a spreadsheet or data base.
  2. Should be able to display data and a map.
  3. Should be available on a computer or smart/mobile device, e.g. in a web browser.
  4. If an app is required, it should be free or inexpensive and easy to learn and use, Should be able to search and filter data (e.g find all oak trees)
  5. Should be interactive - clicking on an item shows more information, e.g. clicking on a place mark shows all or selected data for that tree or item.
  6. Should be easily able to share with anyone for viewing, but should be able to restrict editing.

This is the software that is being used to manage the Arboretum database.

The drawing below shows the relationship between most of the software described below.

This drawing, "Ins and Outs for Map Software" shows the relationships between most of the software descrbed below,

Google Software

Google makes available a large variety of software applications. They are especially attractive to the Arboretum at Medford Leas for two reasons. First, because Medford Leas has a non-profit Google G Suite license, all residents automatically have a Google account (residentname@medfordleas.net). The second great thing about Google applications is that many of them are geographically aware and can be used to map and display information about geo-located items like trees. Following is information about the Google software that the arboretum is using.

Maps created in Google Maps are often referred to as "custom" maps by Goolge. These "custom" maps, containing items of interest in the arboretum (e.g. trees), can be shared and viewed with users who do not have or are not logged into a Google account. The link to the custom map will be opened in the My Maps Viewer. The My Maps Viewer interface appears like the Google Maps page, but is more likely part of My Maps. If the user opens the link while logged in to a Google account, the map will be displayed in the My Maps Viewer and will also be available in the Google Maps >Your Places > Maps, and will also be available in the Google user's My Maps page.

The information in the paragraph above appears to be fairly consistent when using a computer. When using a mobile device it is much less predictable what will happen, especiall if the device has the Google Drive and Maps apps installed. If Google Maps is not installed a link from My Maps (a lik to a "custom" map) seems to open in the My Maps web page in Safari (web browser). If the Google Maps app is installed it's undredictable where the map will open, most likely it will be in the Google Maps app. There also appear to be differences when the same link is opened in an iPhone or iPad. Android devices may be more consistent, but the writer does not have enough experience with them to be sure.

One thing that is certain - to get the most out of the Google software, it is best to be logged into a Google account, either through gmail or with medfordleas.net.

Google Drive

Google Drive is a "cloud" based file storage and synchronization service which allows users to store files on Google's servers. Users can synchronize these files across their devices as well as share them with others. Google Drive is accessed through a website, https://drive.google.com/ . Google Drive also has software for offline use with Windows, MacOS, Android and iOS devices. Google Drive users have 15 gigabytes of free storage (Medford Leas useres have 30 gigabytes). Users can change privacy settings to enable sharing with other users or making files public.

Google Drive includes Google Docs, Google Sheets and Google Slides, whose files are created, edited and stored on Google Drive.

All of the Arboratum's data is stored on a Google Drive owned by arboretum@medfordles.net.

Google My Maps

My Maps is a feature in Google Maps that enables users to create custom maps for personal use or sharing. Users can manually add points, lines, shapes, notes and images on top of Google Maps. A spreadsheet containing information including location data for the points can also be imported into Google My Maps.

Google My Maps can be shared by sharing the Internet link, or by exporting a KML file. The KML file can be used to generate a map in Google Earth.

My Maps are primarily used to create maps. While the My Maps interface can be used to view the map on a computer or mobile device, it appears that Goole intends maps to be viewed in either a My Maps Viewer or in Google Maps either on a computer or on the Google Maps App on mobile devices. The Google My Maps website is at https://www.google.com/maps/d/u/0/. As of August 2019, there is no My Maps app for Apple iOS devices (iPhone and iPad), however My Maps can be use in the device's web browser (i.e. Safari, Firefox, etc.). There is a My Maps app for Android.

Google My Maps are used in the arboretum to:

  • Create tables containing information and geographic location about items like trees and benches. My Maps can be used for data collection in the field with mobile devices like iPhones or in the home or office with a browser on any computer that has an Internet connection.
  • A My Map can be used on a mobile device or a computer to view the location of items geographically and in relation to other geographical items. For example to see what grid a particular tree is in. In other words My Maps can contain more than one layer.
  • A My Map map will show the GPS location of the mobile device in the field if it has GPS functionality. This is helpful if you are unfamiliar with the area and are trying to find a particular item or to orient yourself in relation to the items on the map.
  • If you have editing privileges for the My Map you can use it to update or add information in the field or in the office.

Google Maps

Google Maps are available on any web browser and as an app on most mobile devices. Google Maps do not enable you to edit or create maps in the same way that My Maps do, however they are very handy for field or office use when you just want to see where things are. If you are on a mobile device with GPS capability, you can see where you are in relation to items on the map.

Google Maps are like Google My Maps in that you can view more than one layer, e.g. trees and grids. The legend for Maps works slightly differently than in My Maps. If you have previously viewed a map in Google Maps or someone has shared a map with you, it can be found by opening Maps (either the mobile App or the web page at https://www.google.com/maps/) then,

    • Clicking on the three horizontal bars at the left end of the search field
    • Clicking on "Your places"
    • Clicking on "Maps"
    • Click on the Map you want to open

Google Sheets

Google Sheets is a spreadsheet program that is compatible with Microsoft Excel, and is part of the free web-basesd office suite within Google Drive. Google Sheets is available as a web application which can be accessed through a web browser (online at https://docs.google.com/spreadsheets/ or through Google Drive) on most Windows, MacOS and Linux computers. There is also a mobile App for Android, iOS and other mobile devices. Google Sheets allows users to create and edit files while collaborating with other users in real-time.

Google Sheets is the primary record keeping tool for the arboretum. Data collected from My Maps or other inputs will be stored in a Google Sheets spreadsheet. Google Maps and KML files for use in Google Earth will be created from the spreadsheets (or if the data was collected with My Maps, then the spreadsheet will be created from the My Map). Thus, if data is changed or updated in a spreadsheet, the maps associated with that information (e.g. Medford Trees) must be recreated from the spreadsheet (and vice veresa).

Using the "Filter" feature in Sheets, you can

    • Search for all matches for text in a column containing items of type text (e.g. "Eastern White PIne" or just "Pine").
    • Search for a range of numerical values in a column containing items of type number (e.g. Height from 20 to 40)
    • Search for a range of dates in a column containing items of the type date (e.g. trees planed between 1990 and 2008).
    • Any or all of the above together.

Google Forms

Google Forms (https://docs.google.com/forms/) is a tool within Google Drive that allows collecting information via a survey or quiz. The information that is collected is automatically connected to a spreadsheet that is populated with the survey and quiz responses. Google Forms are used by the aboretum to get information about items that have been added to or subracted from existing databases, or to create a new database.

One advantage of using Forms is that the person providing the information doesn't have to worry about the integrity of the database, they only have to fill in the information requested by the form. Whoever is managing the database, can then later integrate the new information into the primary database.

Google Fusion Tables

Google Fusion Tables are essentially spreadsheets with special functions. The special function that we are interested in is the ability to take geographic data like street address or latitude and longitude and plot it on a map. Since Google has announced that they are discontinuing Fusion Tables the arboretum will no longer be using them. They are mentioned here, because for a while Google Fusion Tables were the main record keeping and display vehicle for the arboretum database. That is because they provided the function of a spreadsheet or database along with the ability to show a map in the same application. Now we need two applications to do this, a spreadsheet and a map.

Unfortunately, Google has announced that they will discontinue Fusion Table on December 3, 2019, so we are no longer updating the Fusion Table entries.

Google Earth

Google Earth renders a 3D representation of the Earth primarily based on satellite imagery and aerial photography. Google Earth is available in a desktop program for PC, Mac or Linux computers. An App is also available on Apple iOS and Android movile devices. A version of Google Earth is available in the Chrome web browser on computers (not mobile devices).

Maps of the arboretum can be saved as a KML file and then imported to Google Earth. Changes or additions that are made in Google Earth can be exported as a KML file.

Google Photos

Google Photos provides users free, unlimited storage for photos up to 16 megapixels and videos up to 1080 resolution. Google Photos can analyze photos identifying items in three mahor categories: People, Places and Things. Google Photos are accessible from a website, https://photos.google.com, and has Apps for Android and iOS operating systems. Google Photos users can select "Original quality" storage but this storage is not free and uses the storage quantity in the user's Google account.

Google Photos has several features that are useful for the arboretum. Photos taken in the arboretum@medfordleas.net account are automatically uploaded to Google Photos. They can then be organized into albums and links to individual photos can be used in the database and shared via the website.

MotionX GPS

MotionX GPS is an iPhone and iPad App that allows the user to record tracks and waypoints, embeding the functionality of an advanced handheld GPS unit into a simple iPhone application. It costs $1.99.

The biggest advantage of MotionX GPS for the arboretum is the ability to move the map behind the dropped waypoint to get it to visually match the item you are trying to mark. Another possible advantage is that it will record a track, so you can see where you have been and if you missed an area or not. It is lacking in other ways, including saving data and photos and exporting them to a spreadsheet or database.

ArcGIS Online

As it's name implies, ArcGIS is a cloud based GIS (Geographic Information System) application. It is provided by ESRI which is the world's leading GIS software company. There is a free version, and the arboretum does have an account and has used it in the past. However, at the present time we are not using it.

MyGeodata Converter

MyGeodata Converter is an on-line tool to convert KML and KMZ files to Comma Separated Values (CSV) in order to create a spreadsheet from a KML file. This is necessary if the map has been created or modified in Google Earth or Google My Maps, because the only output from these two applications is a KML or KMZ (zipped KML) file. In the past, we used Google Fusion Tables to convert KML files to CSV files, but since Fusion Tables are being discontinues, we found another way to do it. MyGeodata Converter is not free, but requires either a subscription or a per job fee.