1. DPC Collection Builder Support March 2004 Katy Ginger (ginger@ucar.edu)ginger@ucar.edu Metadata Architect DLESE Program Center (DPC) Univ. Corp. for Atmospheric Res. (UCAR)

2. 2 Talk Organizer Terminology Metadata formats used by collection builders How to contribute a collection Support specifics and examples Support to Collections Accessioning Taskforce Collection development issues

3. 3 Terminology Crosswalk - to change metadata formats Transform - code that performs the crosswalk OAI - harvesting method by the Open Archives Initiative - Protocol for Metadata Harvesting Validation - verify required metadata & vocabs Native metadata - the metadata format of a collection builder’s records before transformation to a DLESE metadata format

4. 4 DLESE/ DPC Frameworks/ Formats ADN - online and offline resources DLESE-IMS - online resources only Annotation - resource reviews, comments, connecting additional resource content Collection - collection characteristics News-Opps - announcements, conferences Object - FAQ’s, glossary terms SMS - Strand Map Service for AAAS benchmarks

5. 5 Native Metadata Formats Used by Collection Builders FGDC - data (government agencies) IMS - learning objects Onix - book publishers format NSDL-DC - NSDL’s version of Dublin Core; ADN records are transformed to this for NSDL Other Native - particular to each collection DPC helps collection builders change their metadata to a DLESE metadata format

6. 6 Current Collections are Using Format arriving at DPCCollections DLESE-IMS (5)dcc, dwel, sercnagt, serceet, sercstrtpt ADN (7)edmall, eserev, avc, comet, ceis, adl, evaltlkt Annotation (3)jesse, crs, crstips Collection (3)collect, serc, essec News-opps (1)news

7. 7 New Collections are Using Format arriving at DPCCollections DLESE-IMS (1)esig ADN (9-10) with 8000-10,000 records from databases globe, scd, visearth, curl, earthobs, svs, nap, adept, visionlearn Annotation (0) Collection (1)napcollect News-opps (1)napnews

8. 8 Contribute a Collection Process (1) 1. Determine if collection is within scope 2. Determine DLESE collection type and DLESE metadata format 3. Understand collection accessioning (adding) and deaccessioning (removing) 4. Determine membership for DRC 5. Create a collection scope statement

9. 9 Contribute a Collection Process (2) 6. Determine DLESE required metadata fields 7. Create metadata records in the appropriate DLESE metadata format 8. Compile overarching collection information 9. Send metadata records to the DLESE Program Center (DPC) support for sending to NSDL

10. 10 Contribute a Collection Process (3) 10. Test the collection in DLESE systems 11. Obtain Collections Accessioning Taskforce approval to be a DLESE collection 12. Maintain the collection

11. 11 Support & Maintenance Feedback Provided at all steps in contribution process Provided as maintenance after accessioning Includes technical and non-technical issues Done by: phone (40%); email (50%); face to face meetings (10%) Received about 500 emails related to cataloging and collection support in 2003

12. 12 Overarching Technical Support Crosswalks to DLESE metadata formats (requires learning CB’s native metadata) DLESE software training for the catalog system (DCS) and harvest system (OAI) Database design (what information to capture) Keep CB’s DLESE software upgraded Create collection record for NSDL Troubleshoot DLESE software installs & use

13. 13 Technical Record Checks URL links Proper XML encoding Syntax checks on email addresses Duplication (on URLs and identification numbers) Validation (has required metadata & vocabs) Test in discovery system Crosswalk records to NSDL format

14. 14 Non-technical Support Assist in writing scope statements Assist in use of correct vocabularies Provide examples of good descriptions Suggest gathering or organizing strategies Resource quality checks Metadata quality checks Catalog training Explain policies and accessioning process

15. 15 Collection Support Examples (1) All records have the same URL or id number Descriptions are cutoff in mid-sentence Descriptions use 3 words or less Every description is the same Records use vocabs and required metadata but won’t index in the discovery system Records don’t use controlled vocabularies & required metadata

16. 16 Collection Support Examples (2) Records use improper character encoding 50% of the records have broken URLs Records using almost every NSES standard CB says go get new records but then there are no records to get CB did not assign own record ids but rather used ids that already exist in DLESE Metadata field is misinterpreted

17. 17 Support to Collections Accessioning Taskforce Records Collection description URL to scope statement Summary of collection robustness in terms of metadata quality, link checking and resources Provide the collection contact information Stats of the collection (number of records, will it go on to NSDL, topics covered)

18. 18 Collection Development Issues Must now actively seek out collections Must be very proactive to move collection builders through the contribution process Must be very proactive with current collections in maintaining robustness (e.g. URLs) Must propagate NSDL metadata changes down to DLESE collections