"The Family Jewels
[In-House, Proprietary Data Bases]"
The following text is Gil Castle's final draft of the real estate
column appearing in Business Geographics, January 1995
Copyright © 1995 GIS
World, Inc.
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The availability, cost, quality and timeliness of data are salient
concerns to all business geographics professionals-but especially to those
in the real estate industry. The reason is that real estate is essentially
a game of information arbitrage. Unlike other asset classes (e.g., stocks,
bonds, gold), each property is unique. The more one knows about everything
that is on, under, above, and around a given site, the greater the likelihood
of a sound investment decision.
Accordingly, this year my real estate columns in Business Geographics
will focus on data. (During 1993 and 1994, my real estate columns focused
on business geographics applications in brokerage, appraisal, mortgage
underwriting, asset management, and various other segments of commercial
and residential real estate.) Real estate data falls into four broad categories,
each of which will be the subject of a column: internal attribute tables,
external attribute tables, digital maps, and imagery. We begin with internal
attribute tables.
A fundamental characteristic of Geographic Information Systems (GIS)
is the linking of attribute tables to digital maps. In attribute tables,
the rows correspond to geographic features on the digital maps; the columns
are variables, i.e., what is known about each geographic feature. For example,
if a digital map contains census tracts, then each row of the attribute
table would be a different census tract and the columns would be the number
of households, per capita income, etc., of the census tracts. Similarly,
the digital map could depict the locations of several properties, and the
attribute table could encompass each property's size, current ownership,
year built, and so on.
"Internal" attribute tables, as used here, are a real estate
organization's proprietary, geographically-specific data. Such information
typically includes the following:
- Market data on historic, current and projected trends in vacancy
rates, asking rents, absorption, etc., summarized at the metropolitan,
city, and/or submarket levels;
- Descriptive data on individual properties, including the street
address, number of stories, floor area ratio, type of construction, number
of parking spaces, and so on;
- Transactions data on individual properties, such as when
the property last sold, the buyer, seller, selling price, cap rate, and
financing terms; and
- Transactions data on individual leases, encompassing the lessor
and leasee, square footage, number of years, concessions, improvements
allowance, sharing of costs (e.g., a triple net lease), revenues (e.g.,
an overage rent clause), etc.
Internal attribute tables can build upon data acquired from private
sector vendors and government agencies; these sources will be discussed
in the later column on "external" attribute tables. Internal
attribute tables derive mainly, however, from a real estate organization's
own primary data collection efforts and business operations. Examples include:
appraisers keeping files on every property that they have valued; brokers
tracking the terms and expiration dates of every lease they have been involved
in; bankers monitoring the pro formas of past mortgage commitments as well
as new mortgage applications, and so on. The bottom line is that a real
estate organization's internal attribute tables are its family jewels,
its trade secrets, the key to its competitive position; again, real estate
is a game of information arbitrage.
How does a real estate organization input its internal attribute
tables into a GIS? Three general possibilities exist:
- If the organization is enhancing data from a third party source, the
information might already be in GIS format , i.e., attribute tables are
already linked to digital maps. For example, the organization might have
purchased a digital census block group map of a city and corresponding
socioeconomic data in an attribute table. Depending upon the GIS software,
the real estate organization can most likely expand the number of columns
in the attribute table and input additional data, such as the total number
of commercial properties in each block group; the attribute table can either
be expanded electronically by importing the data from whatever non-GIS
software currently contains the information (e.g., Lotus 1-2-3, dBase,
Oracle), or might have to be expanded manually by editing individual cells
in the attribute table. This process will be constrained, of course, by
the types of geographic units on the digital map; attribute data for block
groups can only be linked to a digital map of block groups, attribute data
on individual buildings can only be linked to a digital map of individual
buildings, and so on.
- The most likely family jewels will be descriptive and transactions
data on individual buildings or leases. If (a) the information is already
computerized, (b) the data can be manipulated into attribute table format
-the rows are individual buildings and the columns are variables, and (c)
one of the columns contains the street address, then the attribute file
can be geocoded (made GIS-compatible) by a computerized process called
"address matching." Though explaining address matching is beyond
the scope of this column, essentially the computer automatically finds
the location of each property on the digital map, places a dot or other
symbol at that location, and saves the longitude-latitude coordinate in
the attribute table. If the street address in not available, address matching
can also be used with zip code zones (five or nine digit ), but the dot
will be placed at the center of the zone rather than at each property's
true site. Many GIS software packages contain address matching modules;
address matching is also available from service bureaus.
- The worst-but not prohibitive-situation is if a real estate organization's
internal attribute information is only available in hardcopy form, e.g.,
an appraiser only has paper copies of past appraisals, a broker keeps track
of all leases on index cards, etc. This information will have to be input
manually into an attribute table by the real estate organization or by
a service bureau. Depending upon the available software and the user's
expertise, the most efficient method might be to use a module in the GIS
software directly to build the attribute table, or indirectly to build
the table in a non-GIS software package (again, Lotus 1-2-3, dBase, Oracle,
or other widely used package) and then import the table into the GIS. Once
the information is in format of an attribute table, it is address matched
in the same manner as #2 above.
As soon as the family jewels have been geocoded, they can be leveraged
via GIS tools for analyzing and presenting the real estate information
by itself and/or integrated with other "data layers" (e.g., zoning,
toxic waste sites, flood zones, and on and on). If software is the engine,
data is the fuel. The greater the quality and quantity, the faster and
further you can go.