1. Creating Records for the Digital Library for Earth System Education 11-12 February 2002

2. Today’s Goals
The basics of metadata, cataloging protocol, vocabularies, best practices
Using the DLESE Resource Cataloger to a create record

3. Metadata for DLESE “Data about data” in the library will help instructors & 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 a search
Information shared with other libraries
DLESE creates and holds metadata records, not the physical files of resources

4. DLESE Metadata Framework
Full framework is extensive; > 100 fields
Some fields still under development
Currently, loosely based on IMS Standard
Collaboration in progress with NASA and Alexandria Digital Library will evolve into a joint XML schema-based framework (ADN).
Is saved as XML files; similar to HTML; but has user defined tags

5. Required Metadata Minimal metadata set to to identify the resource
Provides descriptive, educational and computer information as well as subject assignment for browsing and assessment.
All records must contain this information

6. Required Metadata Fields
URL, Title
Description, Subject
Resource type, Audience
Technical info, Cost, Copyright
Resource creator
Resource cataloger (you)

7. Additional Optional Fields
Geospatial coverage
Relation
Annotation
Keywords
Science standards
Geography standards

8. Cataloging Process
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
Manually catalog by copying, pasting, and typing while reviewing resource on-line

9. Decide what to catalog and how
DPC granularity recommendations:
Create single records for resources as a whole - begin with overarching site.
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 – proposed hybrid discovery system will help with this.

10. Consider user perspective
Think about end user, who will read your written description and vocabulary choices.
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.

11. Contribute a Resource
Click on “Catalog a Resource” 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 metadata

12. Navigation and Tech Tips
Only one instance open at a time
Navigation via side bar, no Back button; re-sizing windows not recommended in Netscape 4.x
Best practices for each field available as link
Several types of data input…. Some require a submit before leaving the page, others build lists.

13. Filters Relevance Filter: Integrity Filter:
Is the resource relevant to Earth System Science education?
Integrity Filter:
Does it function reasonably; i.e., seem to be basically bug-free?

14. URL Field: The URL that resolves to the resource.
Can only support , not ftp or https protocol
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. )
URL is a string of 1024 characters max
Mirror sites can be indicated in the “ Additional Information” entry field and added using XML

15. Find the file name Tricks to finding the filename extension
index, welcome, main, default, home
htm, html
Open in new window, follow links noting address in lower left of window
View ->Page Info in Netscape

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

17. Title: 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 alphanumeric references (GEO 101) in 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)".

18. Description: 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).
Metatags may also offer starting points for crafting a description

19. 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.

20. Description, continued
Compose in word processing environment to facilitate spell-checking, formatting (delete white space from captured text) and character counts.
Avoid using & < > “ ‘ because these are special characters in XML

21. Example Description
This is an interactive distance learning web site designed to immerse you in the excitement of discovery and exploration of the deep seafloor. Dive and Discover brings you on board a series of research cruises to the Pacific and Indian Oceans, and gives you access to the latest oceanographic and deep submergence research as it happens. This site allows you to join scientists who are exploring the seafloor and making amazing deep sea discoveries. Current research cruises are investigating the biological communities of hydrothermal vents and the volcanic activity of the mid-ocean ridge. The cruises use a variety of submersibles, including Alvin, Jason and Argo.

22. Subject: The content area(s) of science and learning addressed by the resource
Is used in the Browse histogram
Indicates distribution of resources across disciplines
Use a controlled vocabulary
Up to 8 but usually 1 to 3 will suffice

23. Resource Type: The educational type of the resource with regard to how the resource may be used in the classroom, professional development or in an informal educational setting.
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.

24. Audience: The typical kind of learner(s) or audience for whom the resource is intended. The beneficiaries 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

25. 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.

26. Technical- choose a type name
General:No specific technical requirements
Other:More specific technical requirements
Complete Additional technical info as free-text
Unknown:Technical information not easily determined
Browser info
Operating system info
Software or plug-in choices
HIT SUBMIT

27. 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

28. Old / New Technical

29. Cost Field: Whether use or access of the resource requires payment.
If there is a substantial cost to access or use the resource, the resource may not become part of the library.
If there is a nominal cost to access part of the resource but most of the resource is freely available, then select No.
Vocabulary: Yes, No, Unknown

30. Copyright: 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 !!

31. 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, )
Avoid using Webmaster as sole creator information
HIT SUBMIT

32. Resource Cataloger: You
Your name and contact information
Date added automatically
As the cataloger, your role is “Creator”; added automatically.
Hit SUBMIT button

33. Additional Info:soon to be available!
Geospatial coverage
Temporal (dates and times)
Bounding boxes or points
Place or event names
Relation
Annotation
Keywords
Science standards
Geography standards

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

35. Temporal Information Must have both begin and end times
(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
Can include descriptions like “Jurassic Period”

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

37. Annotation
User comments on the educational use of the resource. Not testimonials or web awards
Includes:
Contact information for source of annotation (name or organization)
Date,
Description
Create separate records for formal evaluation documents that are web-accessible.

38. Educational standards
National Science Education Standards-
science content only
National Geography Standards
Use proper format (as indicated in Best Practices) and place in Additional Information (until tool is updated)

39. Save your work, submit your work
Incremental save enabled
Editing allowed via DLESE ID number
Once submitted, further access is denied. Contact if you need further edits or assistance

40. Save Cleanly to preserve record
Never use the X in the upper right hand corner to end your cataloging session.
Always use the menus to exit or cancel.