# Presentation: 464119

## Metadata

***Metadata***

**Understanding the Value and Importance of Proper Data Documentation**
**	****Michael Moeller **
**Metadata Specialist**
**NOAA Coastal Services Center**

## What is    

***What is    ***
***Metadata?***

## Simply put, 

**metadata is **
**information **
**about your data.**

**What is Metadata?**

**Notes:**
When the word metadata is mentioned, what do you think of? Many people have heard of metadata, but are not really sure exactly what it is. Simply put, metadata is information about data. 

## This is the metadata for this.

**          ****Author(s)**   Boullosa, Carmen.
**              ****Title(s)**   They're cows, we're pigs /
-                              by Carmen Boullosa
-                 **Place**    New York : Grove Press, 1997.
-  **Physical Descr**   viii, 180 p ; 22 cm.
-          **Subject(s)**   Pirates Caribbean Area Fiction.
**             ****Format**    Fiction

_**This**_** is the metadata for **_**this**_**.**

**While the card-catalog entry is a form of metadata, it does not address topics such as quality, accuracy, or scale. **
**Well-written geospatial metadata describes these and many more aspects of the data.**

**Notes:**
When you go to a library, how do you find a book about a particular subject you’re interested in?
In the past, you would have searched manually through a card catalog system to find what you were looking for. Now, you probably use a computer-based search engine to more quickly find what you’re looking for.
In either case, your search consists of looking through a list of titles, publication dates, abstracts, and other pertinent information that you can use to decide whether the publications you find are the ones you need.
The information contained in these ‘card catalogs’ is perhaps the best and most recognizable example of metadata. Each book in the library has information associated with it that tells certain things about the book, such as:
 The title of the book 
 A brief description of the contents, in some cases
 The author’s name
 Publishing date
 Publisher’s name
 The total number of pages
 Where it can be found in the library’s collection
 What format it is in
Note, however, that the card catalog entry does not speak to the quality of the book.

## This is the metadata for this.

_**This**_** is the metadata for **_**this**_**.**

**What’s Missing?**

***Emily and Madison***

**Notes:**
How many of you have photographs at home with little or no information on the back to help you remember key information about the photo, such as date, place, and subject? Maybe you know this information, but will anyone else who happens to have possession of that photo in the future? In this example, the photograph can be thought of as a type of data, and the information you include that describes that photograph is essentially a metadata for that photograph. In this case, metadata provides legacy information that will help describe the photo for others who may come to possess it in the future. Without it, it’s just another pretty picture.

## A Common, Everyday Example

**Entity**

**Attributes**

**A Common, Everyday Example**

**Notes:**
The labels found on food containers contain information that may be of particular interest to some people. For example, if you were on a low sodium diet, you would be concerned how much sodium was contained in each serving of a particular item. In this case, the serving size is considered the “entity,” and the information that follows, such as calories, total fat, sodium, etc., are the “attributes” associated with that entity. Entity and attribute are examples of terms used to describe geospatial data, and will be discussed in greater detail later in the presentation.

## This is the metadata for this.

**Identification_Information**
**   ****Citation**
**   ****Citation_Information**
**      ****Originator: NOAA Coastal Services Center**
**      ****Publication_Date:  19971131**
**      ****Title: Hurricane Storm Surge    **
**      ****Geospatial_Data_Presentation_Form: Map**
**      ****Publication_Information**
**        ****Publication_Place: Charleston, SC**
**        ****Publisher: NOAA Coastal Services Center**
**      ****Larger_Work_Citation**
**        ****Citation_Information**
**      **

- a small part of

_**This**_** is the metadata for **_**this**_**.**

**Notes:**
At the NOAA Coastal Services Center, we write metadata in accordance with a standard put forth by the Federal Geographic Data Committee. This example is a small portion of one such document. 

Having metadata in a standardized form allows easier access through a searchable interface. This ability to be easily searched increases the value of the associated data, and helps cut down on costs associated with data duplication. 

## Metadata as

***Metadata as***
***a Component ***
***of Data***

## Properly documented data provides vital information to interested parties.

***Properly documented data provides vital information to interested parties.***

**A Component of Data**

**Notes:**
If your data is properly documented, it will provide vital information to individuals who are interested in your data. 

## Metadata is that component of data 

**Metadata is that component of data **
**which describes it.**

**Environmental Sensitivity **
**Index**** ****Data**

**Metadata**

**A Component of Data**

**Notes:**
Most often, metadata is described as “data about data.” This description can cause some confused looks from people, so a better way to describe metadata to someone is to say it is information about your data.
Metadata captures information about a data set or data product that describes certain characteristics of that data. It allows others to make certain determinations about its potential uses. It does not reproduce the data. It describes the data.

## It’s data about a data set.

***It’s data about a data set.***

**A Component of Data**

**Notes:**
Metadata is most commonly associated with digital spatial data; however, it can be used to describe any data, such as a report on the status of coral reefs in the eastern Caribbean or a collection of readings from a network of tidal gauges. 
When you write metadata, the important part is to associate the data to a geographic region or theme keyword within the metadata so that the metadata may be collected and searched by someone who may be unfamiliar with the information. 
Levels of metadata
Metadata can be organized into several levels ranging from a simple listing of basic information about available data to detailed documentation about an individual data set. 
At a fundamental level, metadata may support creating an inventory of the data holdings of a state or local government agency. 

## Characteristics 

***Metadata describes...***

**CONTENT**
**CONDITION**
**QUALITY**

***Characteristics ***
***of the data***

**A Component of Data**

**Notes:**
Metadata provides descriptive information such as a data set’s content, condition, and quality.

## Because metadata provides vital information about a dataset, it should never be viewed or treated as a separate entity. 

**A Component of Data**

**Because metadata provides vital information about a dataset, it should **_***never***_** be viewed or treated as a separate entity. **

**Notes:**
Metadata is a critical component of a complete data set.
In it’s most elemental form, metadata is simply descriptive information applied to a digital geospatial file. 
Without this descriptive information, the fitness for use of any given data set is unknown, and its usefulness is significantly impaired.
Metadata should be created and maintained as an integrated part of the data creation process. It should not be something that gets done at end of project, if time allows.

## Take Home Message

***Take Home Message***

**A Component of Data**

**Metadata is **
**a critical and**
** ****integral component **
**of any **_***complete***_** **
**data set.**

**Notes:**
Metadata should never be considered a separate entity. Metadata is a an integral component of any data or data set, just like a label is an integral component on a can of cat food. Without metadata, no data set can be considered complete. 

## The Value 

***The Value ***
***of Metadata***

## The Current Concept

**The Value of Metadata**

**The Current Concept**

**Primary external value**
** ****Discovery**
** ****Assessment**
** ****Access**
** ****Use**

**Notes:**
To date, the most traditional views of metadata speak to the external value it provides. To the person seeking data of a particular type, metadata is the key to the discovery process. It allows one to find data, assess it’s fitness for use within a particular application or project, how to then access that data, and how it should and should not be used.

## The Current Concept

**The Value of Metadata**

**The Current Concept**

**Primary internal value**
** “****Inheritance”**

***“******Properly documenting a data set is the key to preserving its usefulness ***
***through time.”***

**Notes:**
The primary internal value, traditionally, has been one of inheritance. Metadata can be thought of as a legacy document that will preserve a data set’s usefulness through time. This usefulness is important not only to the person seeking the data, but to the organization that created the data as a means of countering changes in personnel. Properly documented data will help new employees get up to speed much faster on a particular project. It helps to increase labor efficiency by reducing the amount of time other employees might have to spend helping a new employee gain the necessary information and skills required to perform their assigned tasks. 

## An Emerging Concept

**The Value of Metadata**

**An Emerging Concept**

**A data management tool**
**	****Internal value**
** ****Discovery**
** ****Assessment**
** ****Access**
** ****Use**

**Notes:**
Let’s look away from the external value for a moment, and focus instead on an emerging concept for metadata. Metadata can be a very powerful internal data management tool. Metadata can be used internally for data discovery, assessment, access, and use, similar to the external use previously described. However, the internal uses go even farther to help with data management issues.

## Benefits as a data management tool

***Benefits as a data management tool***

**The Value of Metadata**

**Data Currency**
** ****Date of last edit/update**
** ****Age of source files**
**Data Utility**
** ****Track source file usage**
** ****Track distribution frequency**

**Notes:**
Used as an internal data management tool, metadata offers several benefits. It aids in data currency by allowing tracking of edits and updates to the data. It offers a means of monitoring the age of source files. Metadata provided utility by allowing a means of tracking source file usage and the distribution frequency of data. 

## Benefits as a data management tool

**The Value of Metadata**

**Monitoring Data Development**
** ****Data processing steps**
** ****Status of development**
**Estimate Development Costs**
** ****Data processing – time and extent**
** ****Source file availability**

***Benefits as a data management tool***

**Notes:**
Throughout the data development cycle, metadata can help track the processing steps and the status of the development cycle. It assists in estimating the development costs associated with data development, which can be used for future projects in estimating the time and extent of the data development cycle.

## Obstacles to metadata production

**The Value of Metadata**

***Obstacles to metadata production***

**Examples include:**

** ****Metadata standards are too extensive**
**	****and difficult to implement.**
** ****Metadata production requires time **
**	****and other resources.**
** ****Few immediate and tangible benefits,**
**and few incentives to produce **
**metadata.**

**Notes:**
When it comes to metadata production, there seem to be some common excuses given why there has not been metadata produced. Often times, metadata production is usually the task that is added to the data production cycle after work has begun, and it is generally not accompanied by additional funding to accomplish the task. In addition to the lack of time and financial resources, metadata standards are perceived as too extensive and difficult to implement. There are few tangible benefits imagined and even fewer incentives given for producing metadata. 

## Make metadata part of the process

**The Value of Metadata**

**To realize the full potential of **
**metadata under this new concept,**
**metadata creation must become**
**integral to the data development**
**process.**
**	****The question is “How?”**

***Make metadata part of the process***

**Notes:**
The key to realizing the full potential of metadata, and to create a successful metadata program is to make it an integral part of the data development process. The question most often asked is “How?”

## Sell it!

**Approach metadata development from a business perspective.**

***Sell it!***

**The Value of Metadata**

** ****Preserves data investment**
** ****Limits liability**
** ****Helps manage data resources**
** ****Aids in external data acquisition**
** ****Facilitates data access and transfer**
** ****Provides for efficient data distribution**

**Notes:**
The key is to sell the idea of metadata production to the right people. The right people, of course, are those who control the funding and provide time and other resources to the task of metadata creation. To effectively sell the idea of metadata, there are some key points to focus on. These include:
Metadata helps preserve the investment in the data. 
	It is often said that up to 60% of the cost of a GIS is in the data, whether its acquiring the data or processing the data. Imagine 		losing an individual who has been working on a particular data set, either through retirement or a change of jobs. If that individual 		did not document process steps and other critical pieces of information about that data set, there is a good chance that the data 		will be rendered essentially useless. 
Metadata helps limit liability
	A well-written metadata record provides a possible legal layer of protection against misuse of your data. Metadata should be considered a 	possible legal document. To ensure this is effective, it is advised that the appropriate legal minds are consulted regarding use and access 	statements in the metadata record.
Metadata helps with resource management
	As mentioned previously, metadata aids in tracking the various stages of data development, allowing for a more accurate accounting of 	those resources, and as an aid in planning future projects.
Metadata is extremely helpful in finding external data
	This “data discovery” potential of metadata depends on others having well-written metadata about their products as well, and having that 	metadata posted to the clearinghouse system so that it can be discovered.
Metadata facilitates data access and transfer
	There are specific sections of a metadata record that detail how an individual can access a particular data set, and how that data can be 	transferred for use.
Metadata provides for efficient data distribution
	Having well-written metadata facilitates efficient distribution of data by eliminating most, if not all, of the uncertainty about a particular data 	set’s applicability to a specific use. It takes much of the guesswork out of acquiring data.

## Build administrative support

**The Value of Metadata**

***Build administrative support***

**Garner administrative support by stressing the organizational benefits**

** ****Data archive**
** ****Data assessment**
** ****Data management**
** ****Data discovery**
** ****Data transfer**
** ****Data distribution**

**Notes:**
As part of the selling process, one of the first things to do is build administrative support. This is best accomplished by stressing the organizational benefits metadata provides, such as:

Data Archive
	Data are the most expensive components of a GIS. Metadata is a means of
	preserving the value of data investments. This is of particular significance to local
	and regional governments that may experience frequent staff changes.
Data Assessment
	GIS data development has shifted from data producers to data consumers. From
	a consumer perspective, metadata is the truth in labeling required to assess
	available data products. From the producer’s perspective, metadata is a means
	of declaring data limitations and serves as a form of liability insurance.
Data Management
	Metadata enables organizations to retrieve in-house data resources by specific
	criteria for global edits and annual updates
Data Discovery
	Metadata is the primary means of locating available geospatial data resources
	via the Internet. Metadata is a primary public information resource as it is a nontechnical
	means of presenting technical information.
Data Transfer
	Metadata is increasingly used by software systems as a means of properly
	ingesting data and by analysts as a means of properly displaying data.
Data Distribution
	By building metadata in compliance with national standards, you can participate
	in the Global Spatial Data Clearinghouse. Participation promotes your agency
	and frees staff from answering data inquiries.

## Build technical support

**Stress the individual benefits of metadata**

***Build technical support***

**The Value of Metadata**

** ****Reduces workload over the long term**
** ****Field fewer data inquiries**
** ****Provides a means of documenting **
**    ****personal contributions **
** ****Facilitates sharing of reliable information**

**Notes:**
Next, it will be important to also build technical support by stressing the benefits to the individuals that will be most closely tied to metadata production. Key points to highlight include:

Reduced Data Management Workload
	Metadata contain information that can be used to quickly locate and retrieve
	data resources by specific criteria including: keywords, time period, contacts,
	data type, entities and attributes, etc.
Fewer Inquiries as to Data Availability and Content
	Most of the information required by data consumers to locate, evaluate,
	access, and ingest available data resources is contained within the metadata.
	As a result, data developers/managers are faced with fewer and more specific
	data inquiries.
Document Personal Contributions
	The initial metadata record produced for a given data set establishes the core
	content that will persist, with updates, for the life of the data set. This provides
	data developers an opportunity to document their efforts and contributions
	and serves as a tangible performance indicator that may be incorporated into
	organizational and individual evaluations.
Facilitates sharing of reliable information
	Metadata contain information that can be used to share information about data 
	within an organization that can lead to a more efficient 	work flow and can help 
	alleviate redundant data collection efforts.

## Build technical support

**Develop strong staff support**

**The Value of Metadata**

** ****Incorporate metadata expectations into**
**    ****job descriptions and performance standards**

***Build technical support***

** ****Provide staff development opportunities **
**           ****The three “T’s” **
** ****Training**
** ****Tools**
** ****Time**

**Notes:**
In order to win staff support, it is vital that expectations be clearly defined in job descriptions and performance standards. Staff should have clear guidance on what is expected of them, and then there should be an effort made to provide them with opportunities to acquire the appropriate skills. This is done by providing them training opportunities, outfitting them with the required tools, and then allowing them adequate time to use their training and skills to develop the metadata. 

## Build organizational support

**Develop templates to facilitate efficient and consistent metadata creation**

***Build organizational support***

**The Value of Metadata**

** ****Identify pertinent fields within the **
**      ****metadata structure**
** ****Populate fixed fields**
** ****Use standardized language**
** ****Define distribution methods**
** ****Cite standards used**
** ****Build source and contact libraries**

**Notes:**
At the organizational level, a key to efficient and consistent metadata creation is development of metadata templates. Most organizations deal with only a few data types, and therefore, a series of templates can be made to describe these different data types. Fixed fields can be populated, such as contact, distribution, processing, etc. using standardized language that provides consistency between records. Libraries can be built of contact and source information, and key word thesauri can be developed that are specific to the organization and data type. Once the templates are constructed, the actual time to create a metadata record is greatly reduced.  

## Distribute the effort

**Map metadata fields to the work flow**
**Establish and assign responsibilities**

***Distribute the effort***

**The Value of Metadata**

** ****Technicians - lineage**
** ****Analysts – process and methodology**
** ****Field Scientists – accuracy assessments**
** ****I.T. Managers – tools, automated collection**
**         ****methods, information management**

**Notes:**
Another way to make the metadata generation process more efficient is to distribute the effort. Map certain metadata fields to the work flow and establish and assign responsibilities to individuals within that workflow. 

## Establish standard policies

**Mandate the use of standards and templates.**
**Develop boilerplate metadata deliverable language for data contractors.**
**Require publication of metadata.**
**Create and publish a metadata SOP to document policies and procedures.**

***Establish standard policies***

**The Value of Metadata**

**Notes:**
Clearly defined standard policies can aid in the efficient creation of metadata. Establish protocols and standard operating procedures, and ensure that staff members are fully aware and understand these policies. 

## The FGDC 

***The FGDC ***
***Workbook ***

## FGDC’s Metadata 

**FGDC’s Metadata **
**Workbook**** **

**Defines the **
**334 **
**metadata elements.**

**Notes:**
The standard is designed to describe a wide range of geospatial data.
The first impression of the standard is its apparent complexity; in printed form it is about 75 pages long. This is necessary to convey the definitions of the 334 different metadata elements and their production rules. 
Do not let the length dismay you; the standard is meant to be a reference, not recreational reading.
The content standard is meant to be a framework to convey those things you need to know about a data set to evaluate its usability, to determine how to access it, and to use it effectively. 

## What do I use “The Workbook” for?

***What do I use “The Workbook” for?***

*** ******It is the definitive resource for applying ******	******the FGDC Content Standard.***

*** ******However, it does not define ***
***	******the production rules.***

*** ******It describes element domain values, ******	******which are valid values that can be ******	******assigned to the ******	******data element.***

*** ******It provides section and element definitions.***

**Notes:**
The workbook version of the standard is generally a more useful tool as it presents the standard in a somewhat more user-friendly format. However, the workbook version does not define production rules for the standard. 

## Use the “Graphical Representation”

**  ****It is a quick reference for production rules ****	****and structure.**

***Use the “Graphical Representation”***
***for quick access.***

**  ****You will still need to use the workbook ****	****	****to find the definition of a particular ****	****	****element and its domain.**

**Notes:**
To understand these production rules, a graphical representation was constructed by Susan Stitt of the National Biological Information Infrastructure (NBII), a component of the U.S. Geological Survey. This graphical representation is a quick reference for these rules, but you will still need to refer to the standard for the definitions of the elements and their corresponding domain values.

## Playing the Metadata Game

***Playing the ******Metadata Game***

## The Content Standard is organized using 

**The Content Standard is organized using **
**numbered chapters called “sections.” **
**There are 7 main sections and **
**3 supporting sections. **
**Each section is organized into series of **
**elements that define the information **
**content for metadata to document **
**a set of digital geospatial data. **

**Organization of the Content Standard**

## The Seven Main Sections 

***Data***
***Quality***
***Information***

***Spatial***
***Data***
***Organization***
***Information***

***Spatial***
***Reference***
***Information***

***Entity***
***and***
***Attribute***
***Information***

**4**

**5**

**2**

**6**

**7**

**3**

**1**

***Distribution***
***Information***

**Metadata**
**Reference**
**Information**

**Identification**
**Information**

**Organization of the Content Standard**

**The Seven Main Sections **

## Each section begins with the name and 

**Organization of the Content Standard**

**Each section begins with the name and **
**definition of the section. These are **
**followed by the component **
**elements of the section. **
**Each section provides the names and **
**definitions of its component elements, information about the types of values **
**that can be provided for the elements, **
**and information about the elements **
**that are mandatory or repeatable.**

## The workbook uses graphics to illustrate the production rules of the standard. These graphics include most of the information provided by the production rules, including:

**Interpreting the Graphical Production Rules**

**The workbook uses graphics to illustrate the production rules of the standard. These graphics include most of the information provided by the production rules, including:**
**	**
** ****How elements are grouped.**
** ****What is mandatory and what is not.**
** ****What elements can repeat and how many ****	****times they can repeat.**

## Interpreting the Graphical Production Rules

**Interpreting the Graphical Production Rules**

**Sections are depicted by this symbol.**

## Interpreting the Graphical Production Rules

**Interpreting the Graphical Production Rules**

**A data element is a logically primitive item**
**of data. Data elements are the things that**
**you “fill in.”**

**The form for the definition of a data element is:**

*Data element name -- definition.*
*	**Type:**	** (choice of “integer”, “real”, “text”, “date”, or “time”)*
*	**Domain: (describes valid values that can be assigned)*

**An example of the definition of a data element is:**

*Abstract -- a brief narrative summary of the data set.*
*	**Type:**	**   text*
*	**Domain:  free text*

_**Note:**_** Data element definitions are contained**
**in the text of the Content Standard, **
**not in the graphical production rules.**

## How Elements Are Grouped

**How Elements Are Grouped**

***Compound elements are composed of other compound and data elements. The composition is represented by nested boxes.***

***Compound Element 1 ***
***is composed of ***
***Compound Element 1.1 and ***
***Data Element 1.2.***

***Compound Element 1.1 ***
***is composed of ***
***Data Element 1.1.1 ***
***and ***
***Data Element 1.1.2.***

**Notes:**
Compound elements are composed of other compound or data elements.  The composition of compound elements is represented by nested boxes.

Compound Element 1 is composed of Compound Element 1.1 and Data Element 1.2.

Compound Element 1.1 is composed of Data Element 1.1.1 and Data Element 1.1.2.

## What’s Mandatory?  What’s Not?

**Mandatory - *****must be provided*****.**

_**Meaning**_

**What’s Mandatory?  What’s Not?**

**Notes:**
The standard defines sections, compound elements, and data elements as being mandatory, mandatory if applicable, or option.

Mandatory elements must be provided.  If the information is not know for a mandatory data element, the entry “Unknown” or a similar statement should be given.  An example is compound element 1.2, Description.  The element description must be provided for all data sets.  The boxes representing mandatory data elements are not shaded in the graphics.

Mandatory if applicable elements must be provided if the data set exhibits the characteristic defined by the element.  An example is compound element 4.2, Vertical Coordinate System Definition, from Section 4, Spatial Reference Information.  The element is mandatory if applicable.  So:

If a data set has vertical (altitude/elevation or depth) information, the element is applicable and must be provided.

If the data set does not have vertical information, the element is not applicable and is not provided. 

The boxes representing the mandatory if applicable elements are lightly shaded in the graphics.

Optional elements are provided at the discretion of the data set producer.  An example is data element 10.7, Contact Facsimile Telephone.  The producer may provide the telephone number of a contact’s facsimile machine if it wishes to do so; otherwise, the element is not provided.  The boxes representing optional elements are darkly shaded in the graphics.

## If an element can be repeated
independently from other elements, it
will be indicated as such below the
element name.

**If an element can be repeated**
**independently from other elements, it**
**will be indicated as such below the**
**element name*****.***

**Repeating Elements**

**This group of elements would repeat.**

**Compound Element 1**
**     ****Compound Element 1.1**
**         ****Data Element 1.1.1**
**         ****Data Element 1.1.2**
**     ****Data Element 1.2**

**Notes:**
The standard defines compound elements and data elements that can be repeated.

In the graphical representation, a label is placed below elements that can be repeated.  The label tells the limits (if any) on the number of times the element can be repeated.

If an element is not followed by a label, it cannot be repeated.

In the example, Compound Element 1 can be repeated an unlimited number of times.  
	Compound Element 1
		Compound Element 1.1
			Data Element 1.1.1
			Data Element 1.1.2
		Data Element 1.2
	Compound Element 1
		Compound Element 1.1
			Data Element 1.1.1
			Data Element 1.1.2
		Data Element 1.2

## Using the Graphics to Make Decisions

**Using the Graphics to Make Decisions**

**All elements are colored yellow, so all are mandatory and must be reported.**

**Compound**
**Element 1**

**Compound**
**Element 1.1**

**Data**
**Element 1.1.1**

**Data**
**Element 1.1.2**

**Data**
**Element 1.2**

**Notes:**
In this example, three bits of information must be provided:
	Data Element 1.1.1
	Data Element 1.1.2
	Data Element 1.2

## 	Compound Element 1 is mandatory.

	Compound Element 1.1 is optional. 

	 If yes, Data Elements 1.1.1 and 1.1.2 	        	are mandatory.
	If no, do not report Compound 	        	Element 1.1, Data Element 1.1.1 or     	1.1.2, and skip to Data Element 1.2.

	Data Element 1.2 is mandatory.

**	****Compound Element 1 is mandatory.**
**	**
**	****Compound Element 1.1 is optional. **
**	**
***	****** ******If ***_***yes***_***, Data Elements 1.1.1 and 1.1.2 ******	******        ******	******are mandatory.***
***	******If ***_***no***_***, do not report Compound ******	******        ******	******Element 1.1, Data Element 1.1.1 or     ******	******1.1.2, and skip to Data Element 1.2.***
***	***
***	***
***	***
***	*****Data Element 1.2 is mandatory.**

**Using the Graphics to Make Decisions**

**Notes:**
In this example, one bit of information is mandatory, Data Element 1.2.
Compound Element 1.1 is optional, but if the decision is made to use this element, then information must be supplied for both of the data elements within this compound element.

## 		Compound Element 1 is mandatory.

	 	 Compound Element 1.1 is mandatory.

	 	 Data Element 1.1.1 is mandatory.

		Data Element 1.1.2 is mandatory if   
         		 applicable. 

		Data Element 1.2 is optional.

**	****	****Compound Element 1 is mandatory.**
**	**** ****	**** ****Compound Element 1.1 is mandatory.**
**	**** ****	**** ****Data Element 1.1.1 is mandatory.**
**	**** ****	**** **
**	****	****Data Element 1.1.2 is mandatory if   **
**         ****	****	**** ****applicable. **
*	** **	**	*
**	****	**
**	****	****Data Element 1.2 is optional.**

**Using the Graphics to Make Decisions**

**Notes:**
This example shows one mandatory data element (Data Element 1.1.1). The second data element contained in Compound Element 1.1 is considered “Mandatory if Applicable,” which means that if your data displays characteristics as defined in this data element, then the metadata creator must provide this information. Data Element 1.2 is optional, and is provided at the discretion of the metadata creator. 

## Compound Element 1 is mandatory if applicable. If not applicable to the data set, do not report any elements. If applicable, it is mandatory and:

		Compound Element 1.1 is mandatory.

		Data Element 1.1.1 is mandatory if 
			applicable. If not applicable, do 
			not report it. If applicable, it is 
			mandatory.

		Data Element 1.1.2 is mandatory.

		Data Element 1.2 is optional.

**Compound Element 1 is mandatory if applicable. If not applicable to the data set, do not report any elements. If applicable, it is mandatory and:**
**	****	****Compound Element 1.1 is mandatory.**
**	****	****Data Element 1.1.1 is mandatory if **
**	****	****	****applicable. If not applicable, do **
**	****	****	****not report it. If applicable, it is **
**	****	****	****mandatory.**
**	****	****Data Element 1.1.2 is mandatory.**
**	**
**	****	****Data Element 1.2 is optional.**

**Using the Graphics to Make Decisions**

**Notes:**
This example shows the Compound Element 1 as “Mandatory if Applicable.” If it is determined that the data set exhibits characteristics that can be documented by this compound element, then at a minimum, the information associated with Data Element 1.1.2 must be provided. Information associated with Data Element 1.1.1 should be provided if applicable. Once again, Data Element 1.2 is optional.

## Slide 48

## Exercise 1

**Exercise 1**
***Using the Green Book***

## Data Discovery Tool 

***Metadata as a***
***Data Discovery Tool****** ***

## The FGDC metadata clearinghouse is a decentralized system of Internet servers you can use to search for available geospatial data.

***The FGDC metadata clearinghouse is a decentralized system of Internet servers you can use to search for available geospatial data.***

**Discovering Data Through Metadata**

**Client**

**FGDC**
**Gateway**

**Servers**
**housing**
**metadata**

## The descriptive information that fuels the 

**The descriptive information that fuels the **
**FGDC clearinghouse is **_**metadata**_**, **
**which is collected in a standard format **
**to facilitate query and consistent **
**presentation across the multiple **
**participating sites.**

**Discovering Data Through Metadata**

## A Brief Look at the FGDC Clearinghouse

**A Brief Look at the FGDC Clearinghouse**

**The FGDC has six gateways to its clearinghouse system, with access to over 250 spatial data servers.**

_***www.fgdc.gov/clearinghouse/clearinghouse.html***_

**Notes:**
The gateways into the FGDC Clearinghouse system are like doors into a room full of file cabinets. It doesn’t matter which door you enter through, because they all lead into the same room. The doors are analogous to the gateways. The file cabinets in the room are analogous to the nodes. Each of these nodes contain and serve up metadata records.  

## Searches can be performed by using the NSDI Search Wizard, or by using a map interface with place names, or by place names alone.

**Searches can be performed by using the NSDI Search Wizard, or by using a map interface with place names, or by place names alone.**

**A Brief Look at the FGDC Clearinghouse**

**Notes:**
You are given several ways to search for metadata via the Clearinghouse interface.
The “NSDI Search Wizard” allows you to select various topic categories into which the various nodes have been binned. You can also search using a map interface with place names, or by using place names alone.
Finally, you can check the status of any of the nodes to determine whether or not the particular server of interest is up and running. 

## The new NSDI “Smart Select” Search Wizard bins servers by the types of metadata they house.

**The new NSDI “Smart Select” Search Wizard bins servers by the types of metadata they house.**

**A Brief Look at the FGDC Clearinghouse**

## Searches can be performed

**Searches can be performed**
**using a map interface that allows the user to define an**
** ****area of interest.**

**An **_**area of interest**_** can be defined by**
**dragging an area of interest box**
**on the map interface. **

**A Brief Look at the FGDC Clearinghouse**

## The selected area defines the bounding coordinates 

**The selected area defines the bounding coordinates **
**that will be used**
**in the search.**

**A Brief Look at the FGDC Clearinghouse**

## You can search all the servers listed, or you can select only those that interest you. 

**You can search all the servers listed, or you can select only those that interest you. **

**A Brief Look at the FGDC Clearinghouse**

## Select individual servers of interest to your search.

**Select individual servers of interest to your search.**

**A Brief Look at the FGDC Clearinghouse**

## Search criteria can be further refined by time period of content and keywords.

**Search criteria can be further refined by time period of content and keywords.**

**A Brief Look at the FGDC Clearinghouse**

## The status of each selected node is displayed as the search

**The status of each selected node is displayed as the search**
** ****is conducted.**

**A Brief Look at the FGDC Clearinghouse**

## When the search is complete, the status window lets you know if you were successful

**When the search is complete, the status window lets you know if you were successful**
** ****in discovering **
**metadata that **
**matched your **
**search criteria.**

**A Brief Look at the FGDC Clearinghouse**

## Select a server to see what metadata is 

**Select a server to see what metadata is **
**available.**

**A Brief Look at the FGDC Clearinghouse**

## Metadata discovered by the search is 

**Metadata discovered by the search is **
**shown by **
**title.**

**A Brief Look at the FGDC Clearinghouse**

**Notes:**
Metadata found during the search is listed by the title. Later in the “Writing Metadata” portion of the workshop, we discuss the importance of a good title for your metadata. As you can see by this example, a descriptive title will help you filter through the selected records easier.

## Metadata record returned

**Metadata record returned**
**in HTML **
**format.**

**A Brief Look at the FGDC Clearinghouse**

## A Brief Look at the FGDC Clearinghouse

**A Brief Look at the FGDC Clearinghouse**

## A Brief Look at the FGDC Clearinghouse

**The Coastal Information**
**Directory (CID) at the NOAA Coastal Services Center is similar to the **
**FGDC gateway interface, **
**but the CID searches **
**only those spatial data **
**servers that house **
**metadata of a **
**coastal nature.**

_***www.csc.noaa.gov/CID/***_

**A Brief Look at the FGDC Clearinghouse**

## For more information on the clearinghouse system, 

**For more information on the clearinghouse system, **
**visit the FGDC Web site (**_***www.fgdc.gov***_**).**
**Here you can find information on how**
**to establish your own clearinghouse node**
**using free Isite**** software.**
**On-line tutorials provide assistance **
**for setting up and configuring this software.**

**A Brief Look at the FGDC Clearinghouse**

## Exercise 1

**  ****Perform a search using the keywords **
**from the exercise “*****Searching for Metadata.*****”**

**  ****Access the FGDC Website at www.fgdc.gov.**

**  ****Click on the “Clearinghouse” link, **
**	****and then click on “Search for Geospatial Data.”**

**  ****Choose a Clearinghouse Gateway.**

**  ****Decide how you are going to search.**

**Searching for Metadata**

**Exercise 1**

## Exercise 2

**Reading a Metadata File**

**Exercise 2**

## Writing

***Writing***
***Metadata***

## It’s not 

**It’s not **
**THAT **
**bad!**

***  ******First records are the hardest.***
***  ******Not all fields may need to be filled in.***
***  ******Tools are available.***
***  ******Training classes can be taken.***
***  ******Can often be produced automatically.***
***  ******Can (and should) be reviewed ***
***	******for updates.***

##   Before you begin writing,

**  ****Before you begin writing,**
**	****get organized.**

**Writing Metadata**

**Notes:**
To optimize your efforts, consider metadata from the very beginning of your project. If you make considerations for metadata in the initial planning stages, you’ll save yourself time, effort, and money in the long run. 

Establish a format or protocol for data documentation, and then stick to it. Document your efforts at all stages of your data development. It is much easier to do this as you go rather than come back months later and recreate this information. 

Write simply for an uninformed audience. 
Since you can’t predict who will need to use your data in the future, you need to remember to write for a novice audience. You cannot assume that your readers will understand your subject the way you do. Someone completely unfamiliar with your data should be able to understand your subject and quickly surmise why you created the data set.

Always review your document. You can either have someone else look over it, or if you are the only one available, put it aside and revisit a week or two later.

## Document your data 

**Document your data **
**as you go.**

**Writing Metadata**

**Notes:**
It’s much easier to document your data as you work with it, as opposed to waiting until the end of your project. 

## Write so others 

**Write so others **
**can understand.**

**Writing Metadata**

**Notes:**
It is important to remember that your audience may not be as familiar with your data as you are. Write your metadata so that the majority of your potential users will understand what you have done. 

## Always review 

**Always review **
**your document.**

**Writing Metadata**

**Notes:**
Reviewing what you have written is a vital part of the process. If you are the only one available for review, put the metadata away for a couple of days and then come back to it. You’ll be surprised at what you will find. If possible, allow someone else to review the record. Ideally, this would be someone who does not work closely with your data, someone who can give you an unbiased opinion.

## Sense of Humor!

**Items required**

_***Sense of Humor!***_

***Chocolate***

**FGDC**
**Workbook**

**Metadata **
**entry tool**

***Coffee***

**Notes:**
When you are ready to begin, you’ll need a copy of the FGDC Content Standard (and graphical representation of the production rules, if using the workbook version of the Content Standard), and some sort of tool to write the metadata. This may be as simple as a text editor, or it may be one of the many tools now available.
Coffee, chocolate, and a sense of humor are optional, although the ‘sense of humor’ is really quite crucial. Writing your first metadata record may be a frustrating task as first, but keep at it and maintain that sense of humor. 

## Keep your readers in mind.

***Document for a general audience.***
***Be consistent in style and  ******	******	******	******	******terminology.***

**Keep your readers in mind.**

**Writing Metadata**

**Notes:**
Write to meet the needs of your audience.
Write simply for an uninformed audience. Since you can’t predict who will need to use your data in the future, you need to remember to write for a novice audience. You can’t assume that your readers will understand your subject the way you do. Someone completely unfamiliar with your data should be able to understand your subject and quickly surmise why you created the data set.
Keep your writing simple. Use clear, familiar words. Although clear communication is simple, it is not simple-minded. It’s effective, normal language that we use every day. Don’t be afraid of using everyday words — people understand them more readily than long, multi-syllabic words.
Establish a style and use it consistently. Carefully consider the conventions that you will use and use them consistently throughout your document. In fact, consider creating a style sheet so that from file to file you cite similar items in the same way. For example, 
Always place similar references in the same spot in your metadata files, such as always putting a url in the last line of Supplemental Information. 
Make it a habit to give credit to anyone who worked on the project. 
Establish a style for presenting titles and use this style for all titles in your agency. 
Set your rules for capitalization and hyphenation and stick to them. 
Be consistent in your terminology throughout your documentation. Use the same word to mean the same thing throughout your entire document. Try to avoid using one word to mean two different things.

## Keep your readers in mind.

***  ******Define all acronyms.***

***  ******Avoid using jargon.***

***  ******Clearly state data limitations.***

**Writing Metadata**

**Keep your readers in mind.**

**Notes:**
When writing your metadata document, always define any acronyms you use. They may be things that are familiar to you, but someone else who is reading your document may not know what the acronyms mean.

Example: CD - Compact disc? Certificate of Deposit? Change Detection?
		Certified Dealer? 

At all times, avoid using jargon. It causes unnecessary confusion.

Try to maintain consistency in your style and in your terminology. This also helps to avoid confusion and misinterpretation.

Always state the limitations of your data or data set. A metadata record is used by others to determine compatibility of use when looking for data to supplement or compliment their own data.

## Write a complete title that includes:

***What***
***Where***
***When***
***Scale***
***Who***

**Writing Metadata**

**Notes:**
A title is the first item of the record that will be seen. A well-written title can answer many questions that a potential user may have. For example, if you were involved in research that focused on erosional effects of major storms, you would not want to title your metadata as such:
	“Storms” or “Erosion”
Instead, include information on what, where, when, scale, and who in your title. Now your metadata might be titled:
	“Analysis of erosional effects of major storms along the South Carolina coastline using 1:20000 aerial photography, 1990-1998, Federal Emergency Management Agency Disaster Preparedness Division.

## The title is critical in helping others find your data.

**The title is critical in helping others find your data.**

**Which is better?**

**Writing Metadata**

**Notes:**
Take a look at these two titles. 
“Greater Yellowstone Rivers from 1:126,700 Forest Visitor Maps (1961-1983)”

“Rivers”

Which one is better? Can the better title be improved any more? Think about how much more information is being conveyed in the first title. Now imagine searching for this information. Can you see how difficult it would be if all the metadata records were simply titled “Rivers?”

## Be specific. Quantify when you can.

***Be specific. Quantify when you can.***

**Vague:***  **	**	***We checked our work and it ****	****looks complete.**
**Specific:*** **	***We checked our work using 3                        ****	****separate sets of check plots ****	****reviewed by 2 different people. ****	****We determined our work to be ****	****95% complete based on these ****	****visual inspections.**

**Writing Metadata**

**Notes:**
Be specific. In sections of the documentation where you must evaluate how good or complete your data are, estimate using specific measures when possible. For example: 

	Vague:  	    We checked our work and it looks complete.

	Specific:   We checked our work using 3 separate sets of check  plots reviewed by 2 different people. 
                 We determined our work to be 95% complete based on these visual inspections.
The second example provides more information and addresses the issue of accuracy much better than the first example. 

## Select your key words wisely.

***Select your key words wisely.***

**Use unambiguous words.**
**Use descriptive words.**
**Fully qualify geographic locations.**

**Writing Metadata**

**Notes:**
Select your key words wisely. Since other people will use key words to find your file through a search engine, your key words play an important role in helping users find what they need. 
Make sure that your key words are clear and unambiguous. 
Use a variety of descriptive key words.
Fully qualify geographic locations.
Use standard references to determine proper usage.
Think broadly.
Then,  think narrowly. 
		For example, 
			Broad = hydrology, stream networks, rivers, environmental quality
			Narrow = (specific compounds measured), monitoring, water intakes

## Review your final product.

**Have someone else read it.**
**If you’re the only reviewer, put it ****	****	****away and read it again later.**
**Check for clarity and omissions.**

***Review your final product.***

**Writing Metadata**

**Notes:**
Double-check your work. Your metadata records will live for a long time.
Ideally, you should give your metadata to someone else to review, preferably someone who has neither worked on your project nor is very familiar with the subject matter. This type of peer review can be effective in helping you make sure that your documentation is clear, easy to understand, and meaningful to all types of users. If you use this system, however, be prepared to receive criticism that is sometimes pointed and direct. 
Check for state or regional compliance before you finalize your records. For instance, North Carolina State Public Records Law requires that certain elements be included within the abstract.
Have your manager review the record to ensure that your organization/authorship is properly recognized (perhaps for political reasons). Also, having your managers review your work will help them recognize the value of creating the metadata and will help them more fully value what you do.
It is critical that you review your final documentation to check for clarity and omissions. 
If you are also the only reviewer, it is best to let some time lapse before completing your final product. Often we find mistakes and omissions on a second reading.

## When you review your work, ask:

**Are your data properly ****	****	****	****documented for posterity?**

***When you review your work, ask:***

**Writing Metadata**

**Notes:**
Ask yourself these questions as you write your metadata record. 
Can anyone understand what you wrote?
Are your data properly documented for posterity?
It is important to remember that someone may be looking for your data, and they may not have the same level of knowledge about that data that you do. Try to write in generalized terms whenever possible.

## When you review your work, ask:

**Are any pieces missing?**

***When you review your work, ask:***

**Writing Metadata**

**Notes:**
 Does the documentation adequately present all the information needed to use or reuse the data represented?
 Are any pieces of information missing (such as projection information, source citations, and process steps)?
Remember, one of the main reasons for documenting your data is so that someone else can use it or continue where you left off. Whether it is someone outside of your organization, or a new staff member just getting started, a properly documented data set can save time, money, and frustration.

## Write so that others will understand.

**Write so that others will understand.**

**Writing Metadata**

## Metadata Creation
and Validation

**Metadata Creation**
**and Validation**

***Tool Time ***

## Tool Time

**Tool Time**

**A sample of some of the available tools for metadata creation, validation, and publication. **

**  **_**CNS**_** and **_**MP**_
- “Chew ‘n spit,” checks and corrects structural errors,
-   and “Metadata Parser”, which checks for errors in
-   element compliance.

-   _**NOAA CSC MetaScribe**_
- Allows you to create a template record that can be used to create large numbers of similar records.

**  **_**NOAA CSC ArcView Metadata Collector**_
-        Extension for ArcView 3.x.

**  **_**TKME**_
- Text editor used for metadata entry.

**  **_**Commercially available software**_

## Metadata Entry Tools

**Metadata Entry Tools**

_**TKME**_ - An editor for formal metadata, TKME is
- 	intended to simplify the process of
- 	creating metadata that conform to the standard.

## NOAA CSC ArcView ® Metadata Collector - The ArcView® Metadata Collection Tool was developed by the National Oceanic and Atmospheric Administration (NOAA) Coastal Services Center in ArcView using the Avenue® scripting language. This tool collects and compiles Federal Geographic Data Committee (FGDC)-compliant metadata for ARC/INFO coverage's, shapefiles, grids and supported image formats. 

**NOAA CSC ArcView ****®**** Metadata Collector**** - ****The ArcView® Metadata Collection Tool was developed by the National Oceanic and Atmospheric Administration (NOAA) Coastal Services Center in ArcView using the Avenue® scripting language. This tool collects and compiles Federal Geographic Data Committee (FGDC)-compliant metadata for ARC/INFO coverage's, shapefiles, grids and supported image formats. **

**Metadata Entry Tools**

## Metadata Entry Tools

**Metadata Entry Tools**

**NOAA CSC **
**MetaScribe**** **

## Tool Time

**Tool Time**

**ArcGIS and**
**Metadata**

## MP (Metadata Parser) - A compiler to parse formal metadata, checking the syntax against the FGDC Content Standard for Digital Geospatial Metadata and generating output suitable for viewing with a web browser or text editor.

_**MP**_ (Metadata Parser) - A compiler to parse formal metadata, checking the syntax against the FGDC Content Standard for Digital Geospatial Metadata and generating output suitable for viewing with a web browser or text editor.

**Tool Time**

_**CNS**_ (“Chew ‘n Spit”) - A pre-parser for formal metadata
- designed to assist metadata managers convert records
- that cannot be parsed by mp into records that can be
- parsed by mp.

## Tool Time

**Tool Time**

## Tool Time

**TKME, CNS, and MP are available as free downloads from the United States Geological Survey (USGS) Website*****.***** (**_***geology.usgs.gov/tools/metadata***_***)***
**TKME will run from a shortcut on the desktop, but both MP and CNS must be run from a command line in MS-DOS or UNIX.**

**Tool Time**

## Finally...

**Finally...**

**Remember, metadata is an integral component of your data, and can provide many benefits at various levels within an organization by making the metadata process more streamlined and efficient.**

**Notes:**
Remember, you are writing a document that is the legacy of your work. It concisely describes all the important aspects of your data, and is an integral component of your data. 

## Michael Moeller

**Michael Moeller**
_***Mike.Moeller@noaa.gov***_
_***www.csc.noaa.gov/metadata/***_

## Writing metadata

**Writing metadata**