Understanding the Value and Importance of Proper Data Documentation 5-1 At the conclusion of this module the participant will be able to List the seven main and three supporting sections of the content standard Describe the difference between a compound element and a data element Describe the 3 levels of conditionality as defined in the content standard Given an element name, be able to use the graphical production rules to find the definition of that element within the structure of the content standard Objectives Using the FGDC Content Standard

Understanding the Value and Importance of Proper Data Documentation 5-2 Standardized Metadata It’s easier when we all play on the same field with the same rules. When you think about it, we interact with standards on a daily basis. Think about putting gas in your car, measuring ingredients to bake bread, or plugging a lamp into a wall socket. Each of these is controlled by standards. Metadata should be no different. Standardized metadata ensures consistency. It serves as a uniform summary description of the data set. The agency responsible for developing the metadata standard is the Federal Geographic Data Committee, a 19 member interagency committee composed of representatives from the Executive Office of the President, Cabinet-level and independent agencies. The FGDC is responsible for developing the National Spatial Data Infrastructure (NSDI) in cooperation with organizations from State, local and tribal governments, the academic community, and the private sector. The NSDI encompasses policies, standards, and procedures for organizations to cooperatively produce and share geographic data. Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-3 The Content Standard for Digital Geospatial Metadata Whew! That’s a mouthful! Let’s just call it ‘The Standard.’ The FGDC created the Content Standard for Digital Geospatial Metadata (CSDGM, or “the standard”) to address the requirements found in Executive Order This Presidential mandate states “…each agency shall document all new geospatial data it collects or produces, either directly or indirectly, using the standard under development by the FGDC, and make that standardized documentation electronically accessible to the Clearinghouse network.” To accomplish this, the CSDGM utilizes common terms, common definitions, and a common language and structure. It establishes the names and definitions of the various elements in the standard. The primary objectives of the standard are to help users determine if a particular data set is available, to assess the data for their intended use, access and transfer the data, and how to use the data. Who? Who collected the data? Who processed the data? Who wrote the metadata? Who to contact for questions? Who to contact to order? Who owns the data? Where? Where were the data collected? Where were the data processed? Where are the data located? What? What are the data about? What project were they collected under? What are the constraints on their use? What is the quality? What are appropriate uses? What parameters were measured? What format are the data in? When? When were the data collected? When were the data processed? How? How were the data collected? How were the data processed? How do I access the data? How do I order the data? How much do the data cost? How was the quality assessed? Why? Why were the data collected? Metadata, written in the CSDGM format, can answer questions such as these: Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-4 Using The CSDGM The FGDC’s Content Standard for Digital Geospatial Metadata is a collection of 334 compound and data elements. It is arranged into numbered chapters called “sections.” Each section is organized into a series of elements that define the information content for metadata to document a data set. Each section provides: Section name and definition Compound element names and definitions Data element names and definitions Production rules, or conditionality, for each element Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-5 The Structure of the Content Standard The FGDC has also produced a workbook version of the standard which presents the production rules in a graphical format. These graphics illustrate: The structure of the standard Element groupings Element conditionality Element repeatability Using the FGDC Standard Seven Main Sections 1 Identification Information Three Supporting Sections 7 Metadata Reference Information 6 Distribution Information 5 Entity & Attribute Information 4 Spatial Reference Information 3 Spatial Data Organization Information 2 Data Quality Information 8 Citation Information 10 Contact Information 9 Time Period Information Metadata

Understanding the Value and Importance of Proper Data Documentation 5-6 Section Compound Element Data Element Deciphering the Graphics The standard is organized using numbered chapters called "sections." 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 the 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. A compound element is a group of data elements and other compound elements. All compound elements are described by data elements, either directly or through intermediate compound elements. Compound elements represent higher-level concepts that cannot be represented by an individual data element. A data element is a logically primitive item of data. The entry for a data element includes the name of the data element, the definition of the data element, and a description of the values that can be assigned to the data element. Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-7 Data Elements – The Things You “Fill In” Data Element 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) The information about the values for that data elements include a description of the type of value, and a description of the domain of values. The type of the data element describes the kind of value to be provided. The choices are "integer" for integer numbers, "real" for real numbers, "text" for ASCII characters, "date" for day of the year, and "time" for time of the day. The domain describes valid values that can be assigned to the data element. The domain may specify a list of valid values, or restrictions on the range of values that can be assigned to a data element. An example of the definition of a data element is: Abstract -- a brief narrative summary of the data set. Type: text Domain: free text Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-8 Defining Conditionality The standard defines sections, compound elements, and data elements as being mandatory, mandatory if applicable, or optional. The graphical productions rules use colors to depict these different levels of conditionality. Mandatory Mandatory elements are colored yellow. Information for these elements must be provided. If the information is not known for a mandatory data element, the entry "Unknown" or a similar statement should be given. An example is compound element 1.2, Description, which is composed of the three data elements, Abstract, Purpose, and Supplemental Information. The first two, Abstract and Purpose, are mandatory and information must be provided for these elements. The third data element, Supplemental Information, is optional. Mandatory Mandatory elements are colored yellow. Information for these elements must be provided. If the information is not known for a mandatory data element, the entry "Unknown" or a similar statement should be given. An example is compound element 1.2, Description, which is composed of the three data elements, Abstract, Purpose, and Supplemental Information. The first two, Abstract and Purpose, are mandatory and information must be provided for these elements. The third data element, Supplemental Information, is optional. Mandatory Data Element Mandatory Compound Element Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-9 Mandatory if Applicable Mandatory if applicable elements are colored green. Information for these 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. This compound element becomes mandatory if a data set has vertical (altitude/elevation or depth) information. If the data set does not have vertical information, the element is not applicable and is not provided. Mandatory if Applicable Mandatory if applicable elements are colored green. Information for these 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. This compound element becomes mandatory if a data set has vertical (altitude/elevation or depth) information. If the data set does not have vertical information, the element is not applicable and is not provided. Defining Conditionality Mandatory if Applicable Data Element Mandatory if Applicable Compound Element Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-10 Optional Optional elements are colored blue. Information for these elements is provided at the discretion of the data set producer. An example is data element 1.2.3, Supplemental Information. This particular element can be used to provide a variety of information not otherwise captured in other elements of the standard. Users can provide a variety of Web site URL’s, lists, tables, or other information. Optional Optional elements are colored blue. Information for these elements is provided at the discretion of the data set producer. An example is data element 1.2.3, Supplemental Information. This particular element can be used to provide a variety of information not otherwise captured in other elements of the standard. Users can provide a variety of Web site URL’s, lists, tables, or other information. Defining Conditionality Optional Data Element Optional Compound Element Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-11 Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 Compound elements are composed of other compound and data elements. The composition is represented by nested boxes. In this example, Compound Element 1 is composed of Compound Element 1.1 and Data Element 1.2. Nested within Compound Element 1, Compound Element 1.1 is composed of Data Element and Data Element How Elements Are Grouped Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-12 Repeating Elements Compound Element 1 (can be repeated unlimited times) Compound Element 1.1 Data Element Data Element Data Element 1.2 If an element can be repeated independently from other elements, it will be indicated as such below the element name. Using the example to the left, this group of elements can be repeated unlimited times. If all elements were used, the structure of these elements would look like this: Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-13 Examples of Conditionality Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 Compound Element 1 Compound Element 1.1 Data Element Data Element Data Element 1.2 In example A, all elements are mandatory, so three pieces of information would be required. For example B, Data Element 1.2 is required. The other two data elements are found within the optional Compound Element 1.1. If it was decided these elements were important, data elements and would need to be included. Example AExample BExample CExample D Example C shows only Data Element being mandatory. However, if Data Element applies, then it must be provided. The remaining data element is optional, and is left to the discretion of the provider. In example D, the decision for inclusion occurs at the Compound Element 1 level. If the definition of Compound Element 1 does not apply, nothing is provided. However, if it is applicable then the rules apply as in Example C. Using the FGDC Standard

Understanding the Value and Importance of Proper Data Documentation 5-14 Exercise 3 – Using the Graphical Production Rules In this exercise, we will interpret a metadata file that you've found using the clearinghouse search system in exercise 1. Using the graphical representation of the production rules and the CSDGM workbook, locate the answers to the following questions. Where is the definition for the data element West Bounding Coordinate? Where is the definition for the compound element Description? What data elements make up the compound element Description? What is the domain for the data element Process Date? What is the domain for the data element Address Type? Name one compound element from Section 2 that can be repeated. Name one data element from Section 8 that can be repeated. Is the data element Abstract mandatory? Is the data element Ellipsoid Name mandatory? What is the short name for the compound element Direct Spatial Reference Method? What is the data type for the data element Abscissa Resolution? __________________________________________________ Using the FGDC Standard