DLESE Metadata and the Catalog System 29 June 2002 Holly Devaul, Katy Ginger

Today’s Goals Use the DLESE Catalog System (DCS) to create and manage metadata records Understand the DLESE-IMS metadata framework, cataloging protocol, vocabularies, best practices Introduction to record management tasks and processes Receive information on accessing and installing the tool

DLESE: Community-contributed metadata records DLESE is a collection of metadata records, not locally-held resources Web-based cataloging tool released Feb 2001 accessible from DLESE homepage: Contribute a resource -> Catalog a resource Approx 2000 community-contributed object-level items from individuals and funded groups

Metadata for DLESE “Data about data” in the library will help teachers & learners find what they need Structured, descriptive information about a resource. What is it about? Who created it? Where do I find it? What do I need to use it? etc…. Information returned to user in search Information shared with other libraries The metadata record is what DLESE creates and holds, not the physical files of each resource.

DLESE-IMS Metadata Framework Loosely based on IMS Uses an XML DTD, no data-typing Describes: REQUIRED: title, creator, cataloger, description, resource type, technical info., audience, copyright, cost, URL, topic OPTIONAL: geospatial, keywords, science & geography standards, relationships No vocabulary enforcement outside of the cataloging tool, some error checking required at ingest

ADN Metadata Framework A strongly data-typed XML schema-based framework for ADEPT, DLESE & NASA Error checking and vocabulary enforcement integrated into file validation processes Supports modular framework development – “plug and play” vocabularies Hybrid of IMS and DC but with specific community-driven fields. More educational fields Expanded geospatial fields

The DLESE Catalog System The DCS is a distributable catalog management and discovery system that enables collection builders to develop, manage, and share their collections.

Support for Collection Building Contribute individual resources via the public tool on home page (available since Feb. 2001) DCS released in March 2002 to expand services and support for collection building Create and contribute collections of resources DPC-hosted instance of the DCS (DWEL K-12 Water) Independent instances of the DCS, downloaded and locally configured and managed Register collection name with DLESE if plan to submit to DLESE (ensures unique ID prefix and update notification)

DLESE Catalog System (Specs) Structure: XML files in flat directories that indicate status (no database); uses DLESE-IMS metadata Assumption: unique mapping between library ID and URLs, e.g. no duplicates allowed Underlying Indexes: (what is discoverable) Metadata index Resource content index – separate function but can be integrated Technical Specifications for Tool functions: Tomcat 4.0, Java 1.3, JDOM Beta 7. IBM JDK or Sun JDK

User Access and Installation Instructions Installation and Registration instructions at http://www.dlese.org/Metadata/tool/index.htm Operating systems supported: Red Hat Linux 7.1 Windows 2000 MacOS X Browsers supported: IE 5.x or higher Netscape 6.0

http://training.dlese.org/catalog/index.jsp

DLESE Catalog System Four Modules Contribute – initial cataloging Manage – edit and move records Discover – search over records in the collection Share – Share records using the DPC OAI- PMH software.

Contribute – Catalog a resource Produces XML records in the DLESE -IMS metadata framework Produces unique ID numbers Can be customized for stand-alone collections DLESE-000-000-000-123; sequential

DLESE Catalog System-Contribute Click on “Contribute” then “Launch the DLESE Resource Cataloger” Activities supported: Create new records Edit records you have created previously but not yet submitted View best practice guidelines and view vocabulary explanations for DLESE required metadata

Cataloger Navigation and Tech Tips Only one instance open at a time Navigation via side bar, no Back button Exit using menu options only; e.g. do not close using the X in the upper right corner

Cataloger Navigation and Tech Tips- continued Best practices for each field available Several types of data input…. Some require a submit button action before leaving the page, others build lists. Controlled vocabulary for some fields, others are free text.

Cataloging Process- Contribute module Manually catalog by copying, pasting, and typing while reviewing resource on-line Make informed decisions about content, pedagogy, and computer requirements based on best practices and cataloger expertise From experience, spend 30 to 60 minutes to generate required metadata for unfamiliar resources (10 fields)

DPC granularity recommendations Create single records for resources as a whole - begin with overarching site. Exception: if assigning educational standards Create additional records if individual parts of resource differ substantially in technical requirements, descriptions and educational data. Strikes a balance between supporting resource discovery with reasonable user effort, yet avoids potential user frustration with retrieving too many redundant records.

Consider user perspective Think about end user, who will read your written description and vocabulary choices to support comprehension *prior* to visiting the resource. What search terms would you use, if you were looking for an item such as this? What information would you need and want in the description as a potential user of the resource? Your characterization will assist users in finding the resources they want.

Demonstration version available at: DLESE Catalog System Demonstration version available at: http://training.dlese.org/catalog/

Indian Peaks Virtual Field Trip Catalog a resource: http://www.uwsp.edu/geo/projects/virtdept/ipvft/start.html Indian Peaks Virtual Field Trip

URL Field: The URL that resolves to the resource. Can only support http:// , not ftp or https protocols Indicate the URL down to a file name like index.htm, if you cannot determine the file name then include a trailing slash at the end ( e.g. http://www.dlese.org/ ) Mirror sites can be entered under Suggested fields

Find the file name Tricks to finding the filename extension index, welcome, main, default, home htm, html, asp, cfm Open in new window, follow links View ->Page Info in Netscape

Duplicate and Similarity Checking If the URL is already in the collection you will not be allowed to catalog it. If the URL’s domain name is similar to another, it you may decide to catalog it if: It really is a different resource, not described by the similar resource’s record. E.g it differs substantially in description, educational components or computer requirements. Don't catalog your URL if It is a component of another URL and is sufficiently described by that URL's catalog record.

Title Field: The name given to the resource by a creator, publisher or cataloger Use the title displayed on screen to the user, not the title in a browser's title bar. Capitalize first letter of each word. Specify subtitles within Title by inserting a colon and then including the supporting phrase. Do not insert the word “subtitle”. Spell out acronyms in titles. Do not include course numbers (GEO 101) in the title, put these in the description if appropriate. If the creator or publisher does not supply a title, the cataloger can provide one. Do this by including the following in Title: "(title provided or enhanced by cataloger)".

Save Options Save and Don’t Submit Save and Submit Recommended at least once to obtain DLESE ID number for records Need this number for subsequent editing sessions 30 day period allowed Save and Submit When fully completed, no longer editable in Contribute module Exit cleanly – do not use “X” in header

Description Field: Narrative describing the content, purpose, organization, or goal of a resource. Critical free-text search field. Include information on scientific concepts covered, pedagogy, and implementation. Avoid too much redundancy with other fields, if possible. Use tables of contents, abstracts, outlines, indices and descriptions to craft complete sentences that describe the resource (re-format to reduce white space).

Description, continued Do not need to include lists of housekeeping links (Site Map, Contact Us), but rather summarize the substantive materials that links point to. When you are describing a model or simulation, include information about the input and output variables of the model or simulation. Description is limited to 2048 characters max., including white space.

Description, continued Compose in word processing environment to facilitate spell-checking, formatting (delete white space from captured text) and character counts.

Subject Indicates distribution of resources across disciplines Use the controlled vocabulary Is one of the organizing structures in the Browse histogram Is included in free-text keyword search Up to 8 but usually 1 to 3 will suffice

Resource Type Field Use Resource Type up to 8 times to specify multiple instructional types like activity, simulation, or answer key. Resource Type has a controlled vocabulary to facilitate search & retrieval. Categories are: Audio, Data, Learning Materials, Portal, Service, Text, Tool, Visual Then choose a specific corresponding resource type from the dialog box (e.g course, curriculum, scientific visualization, etc.) Some Resource Types comprise others. Be careful not to overcatalog.

Audience: The appropriate grade range or context for users of the resource Use the controlled vocabulary to facilitate search and retrieval, up to 8 items Grouped grade levels General public - Learners in the general population; no grade level- specificity applicable. Passes the 7-11, bedtime test. Informal education - Learners in museum settings or community continuing education

Technical Information Type of requirements (e.g. browser, operating system, plug-ins) and the names of the requirements (Netscape, Unix. QuickTime) needed to access, interact with or operate components of the resource. Controlled vocabulary, with option for additional text-based information. The technical information should refer to digital, not non-digital information.

Technical- Selected vocabulary choices General:No specific technical requirements OR Known:Browser, Operating system, Software or plug-in choices Other:More specific technical requirements then -> Additional technical info as free-text Unknown:Technical information not easily determined HIT SUBMIT

Cost Field Indicates whether there is a cost associated with accessing or using the resource Yes, No, Unknown

Copyright Field Comments on conditions of use for the resource in a learning or educational setting. Copy statement directly from the resource. Do not include a URL reference as this may change over time. If none found, use the phrase ”Copyright and Other Restrictions Information is Unknown” 1024 characters max !!

Resource Creator HIT SUBMIT Persons or organizations contributing to content of a resource (includes author, contact, publisher, principal investigator, contributor roles.). At a minimum, include at least one entity (person or organization) and one contact mechanism (address, email) Avoid using Webmaster as sole creator information HIT SUBMIT

Resource Cataloger Your name and contact information Date added automatically As the cataloger, your role is “Creator”, added automatically. Editing in Manage enables other Roles (Editor, Validator) Hit SUBMIT button

Geospatial or Coverage Information Latitude / Longitude as a bounding box (points included) Decimal degrees, use negative sign for West Longitude and South Latitude Currently, place event name must be accompanied by coordinates

Temporal Information Begin time, end time. Must have both begin and end ( even if single point in time ) Format is YYYY-MM-DD and HH-MM-SS Must be UTC time referenced – see chart in Best Practices for guidance

Relation information Indicates relationships between resources. Choose a KIND ( IsPartOf, References…choose from the controlled vocab) DLESE ID number OR URL and title

Indicate “Kind” and DLESE ID number OR Title and URL

Educational standards National Science Education Standards- science content only National Geography Standards Check appropriate boxes To support accurate discovery, assign to specific activities, or item-level resources, not portal level sites. E.g compiled lists not useful.

Consistency/Variability Print out your record and compare it to the one in the library Goal of best practices guidelines is to minimize variability, ensure consistency Use Browse histogram to look at examples of how resource type has been used by others.

Manage Module Access to records in all directories – unsubmitted, submitted, working, done, holding Edit and move is password-protected (guest guest), simultaneous edit sessions disallowed Free-text search and fielded search options Browse through ID numbers Export for XML editing

DPC QA Process Review every record for completeness URL is functioning, links work All required fields are complete Adherence to best practice in controlled vocabulary choices Character count and spelling Chutes and ladders analogy

Data field vocabulary nuances There are some differences in vocabulary used to identify metadata fields between the modules Contribute  Manage (searching function) Resource type  Learning resource type Audience  Learning context URL  URI Subject  Topic

Manage Module Tasks How many records are waiting for QA? How many are in the entire collection? How many records has Jane Doe cataloged? John Car has submitted his record in error and wants it back. He does not know the DLESE ID number but knows it was about the Arctic. Jane asks you to add a mirror URL to record DLESE-000-000-001-666

Discover Module Discovery over completed records only Iterative browse enabled Can be integrated with content indexing available in demo but not in downloadable version Can set search preferences to weight metadata relative to content index

Search interface

Set search criteria to choose relative importance of metadata versus content index and fields to include in the search. High – No Means metadata only

Explore search preference settings Catalog data (metadata) versus Resource content ( high, medium, no ) Results display choices are alterable Content pages always displayed, but resources returned are restricted to, and ordered by, the Search Logic settings NOTE: Content indexing is a separate function, available in demo but not in download.

BROWSE High school (840) Ecology (67)  Learning materials (30) Field activity (3)