1. 1 Collection Building Using the DLESE Catalog System 2 August, 2003 Holly Devaul, Katy Ginger, Mike Flanagan

2. 2 Today’s Goals Use the DLESE Catalog System (DCS) to create and manage metadata records Understand the DLESE metadata framework, cataloging protocol, vocabularies, best practices Introduction to record management tasks and processes Receive information on accessing and installing the tool

3. 3 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: Educational resources -> Contribute a resource Approx 3500 community-contributed object- level items from individuals and funded groups, additional from themed collections for 2.0 release

4. 4 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

5. 5 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 Used in the DCS cataloging tool

6. 6 ADN Metadata Framework A strongly data-typed, XML schema-based framework ADEPT, DLESE & NASA collaborative effort Error checking and vocabulary enforcement integrated into file validation processes Enhancement of educational fields and geospatial Records are transformed to this framework prior to accessioning Used for DLESE Discovery System

7. 7 DLESE 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)

8. 8 DLESE Catalog System (Specs) Structure: XML files in flat directories that indicate status (no database); currently uses DLESE-IMS metadata Assumption: unique mapping between library ID and URLs, e.g. no duplicates allowed Underlying Indexes: (what is discoverable) Metadata index Technical Specifications for Tool functions: Tomcat 4.0, Java 1.3, JDOM Beta 7. IBM JDK or Sun JDK

9. 9 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

10. 10 DLESE Catalog System Demonstration version available at: http://training.dlese.org/

11. 11 Contribute – Catalog a resource Produces XML records in the DLESE -IMS metadata framework Produces unique ID numbers Can be customized for stand-alone collections Choose your prefix DLESE-000-000-000-123; sequential

12. 12 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

13. 13 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

14. 14 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.

15. 15 Cataloging Process 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)

16. 16 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.

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18. 18 URL Field: The URL that resolves to the resource. Can only support http://, not ftp or https protocols ? = URL naming convention not currently supported Mirror sites can be entered under Suggested fields

19. 19 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.

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21. 21 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)".

22. 22 Save Options Save and Don’t Submit Recommended at least once to obtain ID number for records Need this number for subsequent editing sessions Save and Submit When fully completed, no longer editable in Contribute module Exit cleanly – do not use “X” in header

23. 23 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). Avoid special characters, ~, &, <>, curly quotes

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25. 25 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

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27. 27 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.

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29. 29 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

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31. 31 New Audience Fields in next release Tool for - an entity that mediates access to the resource (usually a teacher or trainer) Beneficiary - the target audience of the resource (e.g., learning disabled students). Age range Instructional goal Teaching methods Typical use time

32. 32 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.

33. 33 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

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35. 35 Cost Field Indicates whether there is a cost associated with accessing or using the resource Yes, No, Unknown

36. 36 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 !!

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38. 38 Resource Creator 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 and organization or publishing orgnaization) and email. If no email use “ Unknown” Avoid using Webmaster as sole creator information HIT SUBMIT

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40. 40 Resource Cataloger Your name, organization and email Date added automatically As the cataloger, your role is “Creator”, added automatically. Editing in Manage enables other Roles (Editor, Validator) Hit SUBMIT button

41. 41 Catalog a resource: http://www.uwsp.edu/geo/projects/virtdept/ipvft/start.html Indian Peaks Virtual Field Trip

42. 42 Geospatial or Coverage Information Latitude / Longitude as a bounding box (points included) Decimal degrees, use negative sign for West Longitude and South Latitude http://fat-albert.alexandria.ucsb.edu:8827/gazetteer http://www.getty.edu/research/tools/vocabulary/tgn/ http://www.topozone.com/ http://webclient.alexandria.ucsb.edu/ Place event name must be accompanied by coordinates

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44. 44 N= 46.33°, S= 42.00° E= -116.58°, W= -124.58° PLACE:Oregon, United States N= 41°, S= 37° E= -102°, W= -109° PLACE:Colorado, United States N=45.22, S= 45.22 E=-121.42, W= -121.42 PLACE:Mt. Hood PT: N = 46.33°, S= 37° E= -102°, W= -124.58° BB:

45. 45 Relation information Indicates relationships between resources. Choose a KIND ( IsPartOf, References…choose from the controlled vocab) DLESE ID number OR URL and title

46. 46 Indicate “Kind” and DLESE ID number OR Title and URL

47. 47 Educational standards National Science Education Standards- science content only National Geography Standards Check appropriate boxes indicating that the resource actively supports the learning of the concepts noted in the standard To support accurate discovery, assign to specific activities, or item-level resources, not portal level sites. E.g compiled lists not useful. Must have learning materials in the resource

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49. 49 Manage Module Directory structure supports workflow 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

50. 50 Browse records by ID number

51. 51 Keyword and fielded search

52. 52 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

53. 53 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 Spelling Chutes and ladders analogy

54. 54 Manage Module Tasks How many records are waiting for QA? How many are completed? A cataloger has submitted a record in error and wants it back to complete. He does not know the DLESE ID number but knows the url had “ecokids” in it. Jane asks you to add a mirror URL to record DLESE- 000-000-001-666 You discover that a URL in a “done” record has broken… what to do?

55. 55 Sharing your collection Open Archives Initiative – Protocol for Metadata Harvesting, v 2.0 http://www.dlese.org/libdev/interop/ Mechanism for exposing your collection for automatic, periodic harvesting by DLESE, NSDL, others Open source software, OAI workshop following will address the specifics

56. 56 Ongoing Support and Training New tool to be developed will support ADN framework Week long workshop planned for ‘04 for collection builders catalog.dlese.org, support@dlese.orgsupport@dlese.org Record validation, linkchecking, duplicate checks on incoming records Guidance on preparing required accessioning documents Provide support to get collections to NSDL