1. Session Topics Understanding the Value and Importance of Proper Data Documentation Michael Moeller – Metadata Specialist, NOAA CSC Metadata Servers and Gateways John Ulmer – Senior Computer Analyst

2. Michael Moeller NOAA Coastal Services Center Metadata Understanding the Value and Importance of Proper Data Documentation

3. Metadata - Documentation of geospatial data written in a consistent manner Some Terms We Will Be Using FGDC - Federal Geographic Data Committee CSDGM - Content Standard for Digital Geospatial Metadata, referred to commonly as “The Standard” or “The Content Standard” Clearinghouse - A distributed catalog of metadata Geospatial - refers to a geographic location First Things First

4. What is Metadata?

5. Simply put, metadata is information about your data. What is Metadata?

6. This is the metadata for this. What’s Missing? Emily and Madison

7. Author(s) Boullosa, Carmen. Title(s) They're cows, we're pigs / by Carmen Boullosa Place New York : Grove Press, 1997. Physical Descr viii, 180 p ; 22 cm. Subject(s) Pirates Caribbean Area Fiction. Format Fiction Author(s) Boullosa, Carmen. Title(s) They're cows, we're pigs / by Carmen Boullosa Place New York : Grove Press, 1997. Physical Descr viii, 180 p ; 22 cm. Subject(s) Pirates Caribbean Area Fiction. Format Fiction This is the metadata for this. While the card-catalog entry is a form of metadata, it does not address topics such as quality, accuracy, or scale. Well-written geospatial metadata describes these and many more aspects of the data.

8. Identification_Information Citation Citation_Information Originator: NOAA Coastal Services Center Publication_Date: 19971131 Title: Hurricane Storm Surge Geospatial_Data_Presentation_Form: Map Publication_Information Publication_Place: Charleston, SC Publisher: NOAA Coastal Services Center Larger_Work_Citation Citation_Information Identification_Information Citation Citation_Information Originator: NOAA Coastal Services Center Publication_Date: 19971131 Title: Hurricane Storm Surge Geospatial_Data_Presentation_Form: Map Publication_Information Publication_Place: Charleston, SC Publisher: NOAA Coastal Services Center Larger_Work_Citation Citation_Information This is the metadata for this.

9. We often use metadata without even knowing it.

10. Metadata contains vital information. Imagine, if you will… You are given two identical cans without labels. One contains cat food, the other contains tuna (dolphin-safe, of course). You must choose one these cans, and then eat the contents.

11. Other Examples? What is Metadata?

12. Metadata as a Component of Data

13. Properly documented data provides vital information to interested parties. A Component of Data

14. Metadata is that component of data which describes it. Environmental Sensitivity Index Data Metadata RARNUM - unique combination of species, concentration, and seasonality CONC (concentration) = Density species is found at location Season_ID = seasonality code like to the seasonal table Element - Biology group A Component of Data

15. It’s data about a data set. Title Scale Source Content Location Publication Access Title Scale Source Content Location Publication Access MetadataMetadata GIS files Imagery Geospatial databases GPS data GIS files Imagery Geospatial databases GPS data Data set A Component of Data

16. Metadata describes… CONTENT CONDITION QUALITY Characteristics of the data Characteristics of the data A Component of Data

17. Metadata is a critical component of a complete data set. A Component of Data

18. Metadata Non-spatial or attributes Spatial Because metadata provides vital information about a dataset, it should never be viewed or treated as a separate entity. Take Home Message Metadata is a critical and integral component of any complete data set. Metadata is a critical and integral component of any complete data set. A Component of Data

19. The Value of Metadata

20. “It takes a lot less time, and most people won’t notice the difference until it’s too late.” The Predominant Attitude?

21. Properly documenting a data set is the key to preserving its usefulness through time. The Time Value of Metadata

22. Two similar paintings by Picasso up for auction sold for vastly different prices. Why? One had metadata......One didn’t. The Time Value of Metadata

23. Metadata should be updated to reflect changes in the data. 1980 HEW Teheran British Honduras Snow measurement Cape Hatteras Light Arpanet I-95 I-495 Mt. St. Helen West Germany 2000 HHS & HUD Tehran Belize Snow measurement Cape Hatteras Light Internet I-395 I-95 Mt. St. Helen Germany

24. The Value of Metadata Metadata has other value associated with it.

25. Avoid duplication Share reliable information Publicize efforts Reduce workload For data developers, metadata... The Value of Metadata

26. Facilitates understanding Focuses on key elements Enables discovery — inside and outside of organizations For data users, metadata... The Value of Metadata

27. For organizations, metadata... The Value of Metadata Protect investment in data Create an institutional memory Counter personnel changes Allow sharing of data with other agencies Reduce costs Limit potential liability Save time and money

28. Metadata as a “data discovery” tool This saves time and money. If it’s geospatial data you need, metadata helps Find data of interest Determine the usefulness of the data Determine how to access the data The Value of Metadata

29. This “data discovery” is all accomplished through the use of a clearinghouse, an on-line searchable catalog of standardized metadata records. The Value of Metadata

30. Standardized Metadata

31. Why Have a Standard? Think for a moment how hard it would be to… … bake a cake without standard units of measurement. … put gas into your car without standard nozzle sizes. … plug a lamp into a socket without standard electrical outlets.

32. Why Have a Standard? The standard for metadata ensures a level of consistency in data documentation. Standards ensure consistency.

33. Establishing a Standard The Federal Geographic Data Committee (FGDC) was organized in 1990 under the Office of Management and Budget to promote the coordinated use, sharing, and dissemination of geospatial data on a national basis. The FGDC was tasked with creating a metadata standard to meet these objectives. The Metadata Standard

34. "... each agency shall document all new geospatial data it collects or produces, either directly or indirectly, using the standard under development by the FGDC, and make that standardized documentation electronically accessible to the Clearinghouse network." The Content Standard for Digital Geospatial Metadata (CSDGM) Executive Order 12906, 1994 Establishing a Standard

35. This “Content Standard” serves as a uniform summary description of the data set. Establishing a Standard

36. The Content Standard utilizes... Common terms Common definitions Common language Common structure Access constraints Citation currentness entity attribute domain lineage Process step Establishing a Standard

37. The Content Standard… Establishes names of compound elements and data elements. Defines the information about the values that are to be provided for the data elements. Type=“free text” Domain=Real currentness entity attribute Citation lineage Establishing a Standard

38. The Content Standard helps the user determine... If a set of geospatial data is available and fit for a particular use. How to access and transfer the data set. Establishing a Standard

39. Who Who collected the data? Who processed the data? Who wrote the metadata? Who to contact for questions? Who to contact to order? Who owns the data? Where Where were the data collected? Where were the data processed? Where are the data located? What What are the data about? What project were they collected under? What are the constraints on their use? What is the quality? What are appropriate uses? What parameters were measured? What format are the data in? When When were the data collected? When were the data processed? How How were the data collected? How were the data processed? How do I access the data? How do I order the data? How much do the data cost? How was the quality assessed? Why Why were the data collected? Metadata written using the Content Standard answers these important questions: Establishing a Standard

40. The FGDC Workbook

41. FGDC’s Metadata Workbook Defines the 334 metadata elements.

42. What do I use “The Workbook” for? It is the definitive resource for applying the FGDC Content Standard. However, it does not define the production rules. It describes element domain values, which are valid values that can be assigned to the data element. It provides section and element definitions.

43. It is a quick reference for production rules and structure. Use the “Graphical Representation” for quick access. You will still need to use the workbook to find the definition of a particular element and its domain.

44. Playing the Metadata Game

45. The Content Standard is organized using numbered chapters called “sections.” There are 7 main sections and 3 supporting sections. Each section is organized into series of elements that define the information content for metadata to document a set of digital geospatial data. Organization of the Content Standard

46. Data Quality Information Spatial Data Organization Information Spatial Reference Information Entity and Attribute Information 4526731 Metadata The Three Supporting Sections 9 Time Period Information 10 Contact Information 8 Citation Information Distribution Information Metadata Reference Information Identification Information Organization of the Content Standard The Seven Main Sections

47. Organization of the Content Standard Each section begins with the name and definition of the section. These are followed by the component elements of the section. Each section provides the names and definitions of its component elements, information about the types of values that can be provided for the elements, and information about the elements that are mandatory or repeatable.

48. Interpreting the Graphical Production Rules The workbook uses graphics to illustrate the production rules of the standard. These graphics include most of the information provided by the production rules, including:  How elements are grouped.  What is mandatory and what is not.  What elements can repeat and how many times they can repeat.

49. Interpreting the Graphical Production Rules Section Sections are depicted by this symbol. Compound Element Compound elements are depicted using a 2-dimensional box. Data Element Data elements are depicted using a 3-dimensional box with shadow.

50. Interpreting the Graphical Production Rules Data Element A data element is a logically primitive item of data. Data elements are the things that you “fill in.” The form for the definition of a data element is: Data element name -- definition. Type: (choice of “integer”, “real”, “text”, “date”, or “time”) Domain: (describes valid values that can be assigned) An example of the definition of a data element is: Abstract -- a brief narrative summary of the data set. Type: text Domain: free text Note: Data element definitions are contained in the text of the Content Standard, not in the graphical production rules.

51. Compound Element 1 Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2 How Elements Are Grouped Compound elements are composed of other compound and data elements. The composition is represented by nested boxes. Compound Element 1 is composed of Compound Element 1.1 and Data Element 1.2. Compound Element 1.1 is composed of Data Element 1.1.1 and Data Element 1.1.2.

52. Mandatory - must be provided. Meaning Data Element Compound Element What’s Mandatory? What’s Not? Mandatory if Applicable - must be provided if the data set exhibits the defined characteristic. Optional - provided at the discretion of the data set producer.

53. If an element can be repeated independently from other elements, it will be indicated as such below the element name. Repeating Elements Compound Element 1 (can be repeated unlimited times) Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2 This group of elements would repeat. Compound Element 1 Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2

54. Using the Graphics to Make Decisions All elements are colored yellow, so all are mandatory and must be reported. Compound Element 1 Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2

55. Compound Element 1 is mandatory. Compound Element 1.1 is optional. If yes, Data Elements 1.1.1 and 1.1.2 are mandatory. If no, do not report Compound Element 1.1, Data Element 1.1.1 or 1.1.2, and skip to Data Element 1.2. Data Element 1.2 is mandatory. Compound Element 1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2 Compound Element 1.1 Using the Graphics to Make Decisions

56. Compound Element 1 is mandatory. Compound Element 1.1 is mandatory. Data Element 1.1.1 is mandatory. Data Element 1.1.2 is mandatory if applicable. Data Element 1.2 is optional. Compound Element 1 Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2 Using the Graphics to Make Decisions

57. Compound Element 1 is mandatory if applicable. If not applicable to the data set, do not report any elements. If applicable, it is mandatory and: Compound Element 1.1 is mandatory. Data Element 1.1.1 is mandatory if applicable. If not applicable, do not report it. If applicable, it is mandatory. Data Element 1.1.2 is mandatory. Data Element 1.2 is optional. Compound Element 1 Compound Element 1.1 Data Element 1.1.1 Data Element 1.1.2 Data Element 1.2 Using the Graphics to Make Decisions

59. Writing Metadata

60. It’s not THAT bad! First records are the hardest. Not all fields may need to be filled in. Tools are available. Training classes can be taken. Can often be produced automatically. Can (and should) be reviewed for updates.

61. Before you begin writing, get organized. Writing Metadata

62. Document your data as you go. Writing Metadata

63. Write so others can understand. Writing Metadata

64. Always review your document. Writing Metadata

65. Items required Sense of Humor! Chocolate FGDC Workbook Metadata entry tool Coffee

66. Write simply but completely. Document for a general audience. Be consistent in style and terminology. Keep your readers in mind. Writing Metadata

67. Define all acronyms. Avoid using jargon. Clearly state data limitations. Writing Metadata Keep your readers in mind.

68. Write a complete title that includes: What Where When Scale Who Writing Metadata

69. The title is critical in helping others find your data. Which is better? Greater Yellowstone Rivers from 1:126,700 Forest Visitor Maps (1961-1983) Writing Metadata

70. Be specific. Quantify when you can. Vague: We checked our work and it looks complete. Specific: We checked our work using 3 separate sets of check plots reviewed by 2 different people. We determined our work to be 95% complete based on these visual inspections. Writing Metadata

71. Select your key words wisely. Use unambiguous words. Use descriptive words. Fully qualify geographic locations. Writing Metadata

72. Have someone else read it. If you’re the only reviewer, put it away and read it again later. Check for clarity and omissions. Review your final product. Writing Metadata

73. Can a novice understand what you wrote? Are your data properly documented for posterity? When you review your work, ask: Writing Metadata

74. Does the documentation present all the information needed to use or reuse the data? Are any pieces missing? When you review your work, ask: Writing Metadata

75. Tool Time

76. A sample of some of the available tools for metadata creation, validation, and publication. CNS and MP “Chew ‘n spit,” checks and corrects structural errors, and “Metadata Parser”, which checks for errors in element compliance. NOAA CSC MetaScribe Allows you to create a template record that can be used to create large numbers of similar records. NOAA CSC ArcView Metadata Collector Extension for ArcView 3.x. TKME Text editor used for metadata entry. Commercially available software

77. Metadata Entry Tools TKME An editor for formal metadata, TKME is intended to simplify the process of creating metadata that conform to the standard.

78. NOAA CSC ArcView ® Metadata Collector The ArcView® Metadata Collection Tool was developed by the National Oceanic and Atmospheric Administration (NOAA) Coastal Services Center in ArcView using the Avenue® scripting language. This tool collects and compiles Federal Geographic Data Committee (FGDC)-compliant metadata for ARC/INFO coverage's, shapefiles, grids and supported image formats. Metadata Entry Tools

79. NOAA CSC MetaScribe MetaScribe is a template driven application designed to significantly reduce the labor required to produce a collection of FGDC-compliant metadata records with similar content. Metadata Entry Tools

80. TKME, along with CNS, and MP, are available as free downloads from the United States Geological Survey (USGS) Website. (geology.usgs.gov/tools/metadata) Tool Time The NOAA CSC Metadata Collector Extension for ArcView 3.x is downloadable from the NOAA CSC Web site. (www.csc.noaa.gov/metadata) The NOAA CSC MetaScribe is accessible from the NOAA CSC Web site. (www.csc.noaa.gov/metadata/)

81. Finally... Remember, metadata is a legacy document that concisely sums up your data or data set. Without metadata, your data set is incomplete.

82. Michael Moeller Mike.Moeller@noaa.gov www.csc.noaa.gov/metadata/