1. Estimated Length: 2.5 hours Introduction to Metadata Lecture Introduction to Metadata Exercise B Using Metadata to Determine Suitability Introduction History of federal metadata Exercise B Using Metadata to Determine Suitability

2. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-2 Module Introduction ArcGIS Components ArcMap ArcCatalog ArcToolbox Supporting Software: PKZIP ® Microsoft ® Internet Explorer Tools and TechnologyOverview Skills Learned Understand the coastal setting and how a GIS can be used to manage the resources Find and Locate Geographic Data Develop Metadata The coast is a dynamic setting rich in natural resources. A geographic information system (GIS) is the perfect tool for managing those resources. An important part of any GIS is the creation of metadata that describe the data. Metadata records document geospatial data in a consistent form and help you find data of interest, determine the usefulness of the data, and determine how to access the data. In this exercise you will first locate spatial data of interest on the Internet. Once you have the spatial data, you will then develop the metadata. Finally, you will incorporate all of the information into a geodatabase and gain an understanding of basic geodatabase functionality.

3. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-3 Simply put, metadata is information about data. Introduction: What is Metadata? When the word metadata is mentioned, what do you think of? Many people have heard of metadata, but are not really sure exactly what it is. Simply put, metadata is information about data. It is a document that describes data in such a way that others can understand the data. In this discussion, when we discuss metadata, we are making the assumption that the metadata is well- written and fully developed. Also, the term geospatial when used in this workshop refers to any data set tied to a location on the Earth’s surface.

4. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-4 Introduction: What is Metadata? How many of you have photos at home with little or no information on the back to help you remember key things about the photo, such as date, place, and subject? Maybe you remember, but will anyone else who happens to have possession of that photo in the future? A photograph is an example of a type of data, and the information you include that describes that photograph is essentially a form of metadata. In this case, metadata provides legacy information that will help describe the photo for others who may come to possess it in the future. Without it, it’s just another pretty picture. Take a moment and consider how this photo could be better documented. What’s Missing? Emily and Madison

5. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-5 Introduction: What is Metadata? Perhaps the best and most recognizable form of metadata is the card catalog system at the library. Each book in the library has information associated with it that tells certain things about the book, such as: the title of the book a brief description who the author is when it was published who published it how many pages where it can be found what format it is in Note that the card catalog entry does not speak to the quality of the book. Rodale's illustrated encyclopedia of herbs ISBN: 087596964x (pbk.) : $17.95 ISBN: 0878576991 : $24.95 Title: Rodale's illustrated encyclopedia of herbs / Claire Kowalchik & William H. Hylton, editors ; writers, Anna Carr... [et al.]. Publication info: Emmaus, Pa. : Rodale Press, c1987. Physical descrip: vi, 545 p. : ill. (some col.) ; 24 cm. General Note: Includes index. Subject term: Herbs. Subject term: Herbs--Utilization. Subject term: Herb gardening. Subject term: Herbs--History. Subject term: Herbals. Added author: Kowalchik, Claire. Added author: Hylton, William H. Added author: Carr, Anna, 1955- Added author: Rodale Press. Rodale's illustrated encyclopedia of herbs ISBN: 087596964x (pbk.) : $17.95 ISBN: 0878576991 : $24.95 Title: Rodale's illustrated encyclopedia of herbs / Claire Kowalchik & William H. Hylton, editors ; writers, Anna Carr... [et al.]. Publication info: Emmaus, Pa. : Rodale Press, c1987. Physical descrip: vi, 545 p. : ill. (some col.) ; 24 cm. General Note: Includes index. Subject term: Herbs. Subject term: Herbs--Utilization. Subject term: Herb gardening. Subject term: Herbs--History. Subject term: Herbals. Added author: Kowalchik, Claire. Added author: Hylton, William H. Added author: Carr, Anna, 1955- Added author: Rodale Press.

6. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-6 Introduction: What is Metadata? At the NOAA Coastal Services Center, we write metadata in accordance with a standard put forth by the Federal Geographic Data Committee. This example is a small portion of one such document. Having metadata in a standardized form allows easier access through a searchable interface. This ability to be easily searched increases the value of the associated data, and helps cut down on costs associated with data duplication. Note the hierarchal structure to the record. This structure helps the user scan the document to more efficiently find the information of interest.

7. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-7 Metadata as a Component of Data Metadata provides vital information to interested parties. It captures information about a data set or data product that describes certain characteristics of that data. It allows others to make certain determinations about its potential uses. It does not reproduce the data. It describes the data.

8. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-8 Metadata as a Component of Data This is an example from a portion of an Environmental Sensitivity Index (ESI) Data set. If you have ever worked with ESI data, you know that it is enormously complex. If you have not worked with it before, but imagine that it might be a good addition to your project, you will need the descriptive information about the data. If you got just the spreadsheet, as pictured here, you wouldn’t know what these column headings represented, what the appropriate units of measurement were, or the correct definitions for each. The corresponding metadata describes these features of the data. Once again, it is a description of the data set, not data itself. Environmental Sensitivity Index Data 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 Metadata

9. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-9 Metadata as a Component of Data Metadata will describe the characteristics of a data set, such as the condition of the data, the content of the data set, and perhaps most important, the quality of the data. This latter characteristic should not be overlooked. New federal regulations require federal agencies to document the quality of their data under the Data Quality Act (Public Law 106-554 Section 515). Metadata can help agencies meet the requirements of this new regulation by documenting their data quality within their metadata. CONTENT CONDITION QUALITY Characteristics of the data Characteristics of the data Metadata describes…

10. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-10 Metadata as a Component of Data Metadata is most commonly associated with digital spatial data; however, it can be used to describe any data, such as remotely-sensed imagery, GPS data, biological data, or in situ data. When you write metadata, one important aspect to capture in the metadata is the geographic region. This is done by either describing a bounding coordinate box that encompasses the location where the data was collected, or by using place keywords within the metadata. Geographic locations and keywords are two of the most common ways metadata is searched. Title Scale Source Content Location Publication Access Title Scale Source Content Location Publication Access Metadata GIS files Imagery Geospatial Databases GPS data Biological data In situ data GIS files Imagery Geospatial Databases GPS data Biological data In situ data Data set Metadata can describe a variety of data.

11. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-11 Metadata as a Component of Data As such, it should never be viewed as a separate entity. It is and should remain an integral component of the data. No data set should be considered complete without a complete, well-written metadata record or records. Without accompanying metadata, the fitness for use of any given data set is unknown, and its usefulness is significantly impaired. Metadata should be created and maintained as an integrated part of the data creation process. Whenever possible, it is best to document your data as you go instead of leaving it until the end of the project. Metadata is a critical component of a complete data set. Metadata Non-spatial or attributes Spatial 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.

12. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-12 The Value of Metadata One of the primary traditional external roles of metadata is it’s use in data discovery. Much like the card catalog system at the library, metadata can be searched to find data of interest. In addition, the metadata contains other information that can be helpful for a seeker to determine whether or not the data is fit for their particular use, and if so, how the data can be accessed and used. Within an organization, the traditional internal role of metadata was one of ‘inheritance.’ This simple refers to metadata’s ability to help preserve a data set’s usefulness through time. Imagine an individual who has worked with a particular type of data for years, and then suddenly leaves that organization. If that individual did not adequately document the data, then it’s possible the some, if not all, of that data’s usefulness will be lost. “Properly documenting a data set is the key to preserving its usefulness through time.”

13. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-13 The Value of Metadata As an organization’s data holdings increase, data management becomes critical. Metadata can assist in building an efficient data management program. What was once an external value of metadata now becomes an internal value. Organizations can use metadata to document their data holdings and then use this metadata internally for data discovery, assessment, access, and use. This has several benefits, including a reduction in labor and/or data duplication. These types of benefits translate to more economic efficiency. The ability to maintain a record of a data set’s currency will help ensure that project source data is not out of date. Metadata can aid in tracking editing and update frequencies, as well as the usage for a data set’s source files, along with where and how often a data set is being distributed. Metadata as an aid to data management Benefits… Data Currency Date of last edit/update Age of source files Data Utility Track source file usage Track distribution frequency

14. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-14 The Value of Metadata Recognizing that the cost of data development is consuming larger chunks of an organization’s budget, data managers want the ability to track the progress of individual projects. Metadata can assist in that by allowing a manager to monitor the development process. In addition to keeping tabs on the status of the development process, metadata may also be used as an aid in developing and tracking data processing steps. This carries the benefit of potentially standardizing and streamlining a data development process. As new projects come online, these process can be employed to help reduce production time. Metadata can also be utilized to help determine data development costs for new projects. Examining previous projects can shed light on processing time, source data requirements, problem areas, and other aspects of data development that can be tweaked to increase production efficiency and lead to a reduction in costs. Metadata as an aid to data management …and more benefits Monitoring Data Development Data processing steps Status of development Estimating Development Costs Data processing – time and extent Source file availability

15. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-15 The Value of Metadata Data managers are always looking for help in managing costs and resources. Metadata can be used as an aid to monitoring the data development process. In addition, metadata can be a resource that data managers use to make more accurate cost predictions for future projects based on past experiences. To realize the full potential of metadata under this new concept, metadata creation must become integral to the data development process. The question is “How?”

16. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-16 The Value of Metadata Incorporating metadata into the data development process begins with a fundamental shift in the way an organization looks at life. Given the reality that government agencies tend to operate differently than private industry, the operational paradigm shift that must occur within these agencies is often difficult. To make this shift, begin by building administrative, technical, and organizational support. Metadata preserves data investment. The cost of data acquisition and processing is a large portion of a project’s budget. It would be a shame to lose that investment because the data were not properly documented.

17. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-17 The Value of Metadata Metadata limits liability. One of the most often overlooked features of a well-written metadata record is it’s use as a legal document. The various constraints of a data set should be clearly defined within a metadata record. This does not mean it will keep an organization out of court, but it does add one more layer of documentation to support its case. Metadata helps manage data resources. We’ve touched on a few ways metadata can help with data management, such as data currency, data utility, monitoring of the development process, and estimating development costs.

18. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-18 The Value of Metadata Metadata aids in external data acquisition. Metadata can be searched from existing external and/or internal clearinghouse systems to find data of interest. Metadata facilitates data access and transfer. Once a data set is found, metadata should contain information on access and transferring that data. Metadata provides for efficient data distribution. Writing metadata in accordance with current federal standards allows organizations to participate in the National and Global Spatial Data Clearinghouse.

19. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-19 The Value of Metadata One

20. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-20 The Value of Metadata One

21. Understanding the Value and Importance of Proper Data Documentation Introduction to Metadata 1-21 The Value of Metadata One