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

2. 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

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:
Contribute a resource -> Catalog a resource
Approx 2000 community-contributed object-level items from individuals and funded groups

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
The metadata record is what DLESE creates and holds, not the physical files of each resource.

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
No vocabulary enforcement outside of the cataloging tool, some error checking required at ingest

6. 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

7. 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.

8. 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)

9. 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

10. User Access and Installation Instructions
Installation and Registration instructions at
Operating systems supported:
Red Hat Linux 7.1
Windows 2000
MacOS X
Browsers supported:
IE 5.x or higher
Netscape 6.0

12. 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.

13. 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 ; sequential

14. 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

15. 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

16. 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.

17. 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)

18. 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.

19. 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.

20. Demonstration version available at:
DLESE Catalog System
Demonstration version available at:

21. Indian Peaks Virtual Field Trip
Catalog a resource:
Indian Peaks Virtual Field Trip

23. URL Field: The URL that resolves to the resource.
Can only support , 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. )
Mirror sites can be entered under Suggested fields

24. 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

25. 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.

27. 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)".

28. 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

29. 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).

31. 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.

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

33. 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

35. 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.

37. 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

39. 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.

40. 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

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

43. 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 !!

45. 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

47. 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

48. 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

50. 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

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

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

53. 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.

55. 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.

56. 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

57. 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

59. 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

61. 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

62. 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

63. Search interface

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

65. 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.

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