metadata for managers metadata for managers an overview of metadata: understanding the value and...

Metadata for Managers

Metadatafor

Managers

An overview of Metadata: Understanding

the Value and Importance of Proper Data Documentation

Metadata for ManagersTable of Contents

Presentation Overview

1 – The Introduction

2 – What is Training?

3 – Instructional Objectives

4 – Instructional Methods

5 – Training Aids & Visuals

6 – Presentation Styles & Skills

7 – Lesson Plans

8 – Classroom Management

9 – Targeting Metadata Training

10 – Metadata Presentations

11 – Resources

12 – Bibliography

13 – Credits

Section Name Page

Presentation Overview

This presentation is targeted at mid and upper-level

managers who are responsible for implementing and

overseeing the management of a metadata program. It is

an overview presentation that provides a look cursory

look at metadata and its role in the National Spatial Data

Infrastructure, as well as a part a robust geospatial data

management system.

The Introduction

At the conclusion of this presentation, the participant will be able to:

• Define metadata, and provide at least two examples of common types of metadata.

• Provide at least two examples of common types of metadata.

• Describe how metadata is a component of data.

• Compare and contrast the ‘old model’ vs. the ‘new model’ for the value of metadata.

• Explain the importance of having a metadata standard.

• Find data of interest using the FGDC Clearinghouse system.

Presentation Objectives

What is Metadata?

First things first

Before we begin, let’s make sure we are on the same page with some definitions.

Metadata – When referring to metadata in this presentation, we make the assumption that the metadata is well-written and fully developed according to the rules of the Federal Geographic Data Committee’s (FGDC) Content Standard for Digital Geospatial Metadata (CSDGM).

Geospatial – This term will be used to refer to any data set tied to a location on the Earth’s surface.

Metadata for Managers 1-3

Emily and Madison

What is Metadata?

So, what is metadata, anyway?

Simply put, metadata is information about data.

A plain and simple example of what we are talking about

can be seen to the left. I’ll be willing to bet that you have a

box of pictures at home with nothing written down about

them. Why should you? You took the picture, you know

what the picture shows. But imagine that your grandkids

inherit that box of pictures. Do you think they will know?

Look at the example. We are given a couple of names,

written on the back of the photo, but what other

information could we provide that would enhance the

photo?

______________________________________________

Plain and simple

Finding geospatial data is just like finding books.

More Examples

Perhaps the best common example of metadata is the

library card catalog. Imagine going to the library and

trying to find a book without this system. The card catalog

entry for a book contains information about that book,

such as title, author, publish date, number of pages,

etc. It also includes keywords that can be used by the

search system to help you locate it.

What is Metadata?

Rodale's illustrated encyclopedia of herbs

ISBN: 087596964x (pbk.) : $17.95ISBN: 0878576991 : $24.95Title: 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.) : $17.95ISBN: 0878576991 : $24.95Title: 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.

Geospatial metadata is very similar to the card catalog information, but it is much more robust. It includes information such as quality, accuracy, and scale.

Rethinking the relationship between data and metadata.

Metadata as a Component of Data

Properly documenting your data provides vital information to interested parties. These interested parties may be

internal or external to your organization, but either way, well-written metadata is giving them the opportunity to find out

details about the data that will help them decide whether they want the data, how to access the data, and how to use

the data.

Look at the example to the right. If you are a scientist that

works with environmental sensitivity data on a regular

basis, then you might understand what the columns in the

data set represent. But if you have acquired this data set to

include in a project and have never seen the data before,

then you will need information that will help you understand

the data, and more importantly, incorporate that data into

your project. Metadata serves that function.

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

What is Metadata?

Metadata is that component of data which describes it. It documents characteristics of

the data such as content, condition, and quality. 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.

Metadata – It’s not just for GIS!

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.

As you consider metadata for a project, a common question that often arises is “At what level of granularity

should the metadata be written?” In other words, can one project level record suffice, or do each individual

data elements need to be documented? The answer is that it depends. It may be possible to capture all the

appropriate information in one project level record, but more often than not, additional records may have to be

written to describe various components of the data set.

Source

Content

Location

Publication

Access

Source

Content

Location

Publication

Access

MetadataMetadataMetadataMetadata

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 setData setData setData set

What is Metadata?

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.

Use metadata to describe a wide variety of data types.

Metadata

Non-spatial orattributes

Spatial

Without accompanying metadata, the fitness for use of any

given data set is unknown, and its usefulness may be

significantly impaired.

Metadata is written and maintained as an integrated part of

the data creation process as opposed to a process that might

occur at end of project, if time allows.

Metadata is a critical component of a complete data

set. 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 fully-developed, well-

written metadata record or records.

Metadata is an integral component of a data set.

What is Metadata?

What is Training?

The Value of Metadata.

The Primary External Value

One of the main traditional 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.

The Current Model

The Primary Internal Value

Within an organization, the traditional 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.

What is Training?

The Value of Metadata.

The New Internal Value

As an organization’s data holdings increase, data management becomes critical. Metadata can assist in building an

efficient data management program. Now, what was once an external value of metadata 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.

An Emerging Concept as an aid to data management

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.

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?”

What is Training?

Building support within your organization.

To help sell metadata in your organization, focus on these key functions of metadata:

Shift the focus on the primary value from external to internal.

• Data ArchiveData are the most expensive components of a GIS. Metadata is a means of preserving the value of data

investments. This is of particular significance to local and regional governments experiencing rapid staff changes.• Data Assessment

GIS data development has shifted from data producers to data consumers. From a consumer perspective, metadata is the truth in labeling required to assess available data products. From the producer’s perspective, metadata is a means of declaring data limitations and serves as a form of liability insurance.• Data Management

Metadata enables organizations to retrieve in-house data resources by specific criteria for global edits and annual updates• Data Discovery Metadata is the primary means of locating available geospatial data resources via the Internet. Metadata is a

primary public information resource as it is a non-technical means of presenting technical information.• Data Transfer

Metadata is increasingly used by software systems as a means of properly ingesting data and by analysts as a means of properly displaying data.

• Data DistributionBy building metadata in compliance with national standards, you can participate in the Global Spatial Data

Clearinghouse. Participation promotes your agency and frees staff from answering data inquiries.

What is Training?

• 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.

• 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

• 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.

• 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.

To build administrative support, focus on these ideas:

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.

Build support from within.

What is Training?

Making the Business Case – Technical Support

The primary responsibility for metadata creation will most likely fall to your technical staff. As such, it is vital that you are

able to stress the individual benefits of metadata creation along with the institutional benefits.

• Reduces the workload over the long term - Metadata contains information that can aid in quickly locating and

retrieving data resources. The metadata does this through the use of specific criteria such as keywords,

bounding coordinates, time period, data type, entities and attributes, etc.

• Field fewer data inquiries - Well-written metadata contains within it the information most people will need to evaluate,

access, and use your data. Providing this information will help cut down on staff response time to data

inquiries.

• Document individual contributions - The initial metadata record produced for a given data set establishes the core

content that will persist, with updates, for the life of the data set. This provides data developers an

opportunity to document their efforts and contributions and serves as a tangible performance indicator that

may be incorporated into organizational and individual evaluations.

To build technical support, stress the individual benefits of metadata.

It’s also important to include your technical staff in the decision-making process as it pertains to metadata program

design and feasibility analysis. They may bring unique insight into this process, and it will foster a spirit of ownership in

your metadata program, thereby increasing the chances it will be successful.

Building Technical Support

• Incorporate metadata expectations into job descriptions and performance standards. By establishing the ground rules

up front, you’ll avoid ambiguities later on. This works well for new hires, but existing staff will have to be approached a

bit differently.

What is Training?

Training

• Provide staff development opportunities by providing the three ‘T’s’ – training, tools, and time. In most situations, your staff

will be carrying a full workload. To ensure that they will be able to become a contributor to the metadata program, it’s

important to make sure the do have the time to get training in metadata creation, as well as time to become familiar

with the metadata tools available.

There are several other things to consider when it comes to building strong staff support, including:

Develop Metadata TemplatesOrganizational templates facilitate consistent and efficient metadata creation.

Much of the angst regarding metadata is associated with related standards including the Content Standard for Digital Geospatial Metadata (CSDGM) and the forthcoming International Standards Organization (ISO) Metadata Standard for Geographic Information. The standards are extensive and somewhat overwhelming because they are written to address a wide range of geospatial data types (imagery, GIS files, GPS data, geocoded databases) developed by a wide range of organization types. Individual organizations can address the problem by building custom metadata templates. Templates are built by extracting those metadata fields pertinent to the organization and the specific data types and geographies of the organization. In addition, libraries can be built to provide information about contacts, sources, and methodologies common to the organization.

A suggested method for building such templates includes:1. Adopt all mandatory fields specified by the national metadata standard2. Adopt all ‘mandatory if applicable fields’ pertinent to the data type or organization3. Identify ‘optional fields’ of interest to the organization4. Create a pilot record from the draft template5. Have the pilot reviewed and revised by administrators, analysts, technicians, and contributing scientists6. Identify those fields that tend to remain consistent. This may include:

• access and use constraint statements

• data distribution methods and contacts

• contact information

• north, south, west, east bounding coordinates

• coordinate system and datum

• place keywords

• native data set environment

• source citations

After the template or templates have been designed, map those fields included in the template to the individuals or

groups within your organization that are responsible for that information. This mapping has the effect of destroying the

perception that metadata is a huge, onerous task, and turns it into a series of manageable steps within the data

development process. These smaller steps are also easier to incorporate into the process as it proceeds, writing as you

go if you will, and eliminates the need for a much larger and more involved effort at the end of the project.

Here is an example of how this mapping might occur:

What is Training?

Distribute the effortMap metadata fields to the existing data development workflow.

Data Development Stage Metadata Information

Data Planning Identification InformationTitle, Originator, Abstract, Purpose, Keywords, Time Period

Data OrganizationPoint, Raster, Vector

Spatial ReferencingCoordinate System and Datum

Entity and Attributes (planned)

Data Processing Data QualityCompleteness, Positional Accuracy, geoprocessing steps

Data Analysis Data QualityAttribute Accuracy, analysis stepsEntity and Attributes (results)Metadata Reference

Collecting Metadata

What is Training?

Develop/Integrate Metadata Collection Tools

To effectively implement your metadata program, you will need to use a tool or tools to collect the metadata. In its

simplest form, metadata can be collected using a pencil and pad of paper. In fact, some of your metadata may be sitting

on your desk in just such format. However, it is much more likely that you will employ something a bit higher on the

technology ladder. Let’s take a look at some options.

• Form Documents – Whether hardcopy or digital, these are perhaps the most versatile means of capturing information at various stages of the data development process. These

forms can be customized in such a way as to facilitate an efficient collection effort, and may even be done in such a way that limits the exposure of most personnel to the

metadata standard. Customized forms give you control over content, and allows you to guide the contributor through the information collection process.

• Database / Spreadsheets - These tools allow you to store metadata information in data tables. Column headings relate to specific metadata fields, and you can develop records

for each data set. Within the relational database realm, you can build in the relationship between the workflow discussed earlier to specific data tables. One big advantage

of working with a database is the ability to integrate production rules such as population of mandatory fields, the use of ‘pick lists’ for sources and contacts, and automated

QA/QC routines.

• Shareware Metadata Products - In order to comply with Executive Order 12906, government agencies began developing in-house tools for metadata creation. Most of these are

available to the public. Some were developed for very specific data, others were more broad in their approach. For a description of several that are available, see the

section on metadata tools.

• Commercial Metadata Products - Commercial metadata products fall into two categories: stand-alone and GIS-internal. Stand-alone products generally allow the user to ‘harvest’

some metadata information directly from the geospatial data set and provide a user-interface for additional data entry. These programs are typically robust production tools

that facilitate the building of templates and libraries and enable interaction with a range of data types. As such, they are particularly useful to organizations that produce

and manage data using multiple data development software. GIS-internal products also provide a data entry interface but, due to their proprietary nature, are able to

harvest more information directly from the data set.

When considering the purchase of metadata production software, some things to consider include:

- Is the software easy to understand and use? - Is it built to existing and applicable metadata standards?

- Does it automatically capture and update metadata from the data set? - Does it allow for the use of digital forms for customized data entry?

- Does it support global updates and edits? - Does it provide a means for optional and/or custom viewing formats?

- Does it package the metadata with the data? - Does it support required metadata import and export formats?

Targeting Success

What is Training?

Develop Metadata Policies and Procedures

Success should be the ultimate goal of your metadata program. To help reach that goal, consider putting in place procedures and policies that will

help guide participation, streamline operations, and encourage compliance. Develop these policies and procedures with the following in mind:

Assign Responsibilities – Once you have your workflow mapped and you have decided on a toolset, begin assigning responsibilities for collection and management of the metadata.

• Managers can be responsible for documenting metadata information mapped to the data planning stage, coordinating overall collection efforts, and enforcing policies.

• Technicians can be responsible for documenting metadata information mapped to the data processing stage, and can build data source citations and contact information libraries.

• Scientists and field staff can be responsible for reviewing and revising metadata information pertinent to data collection methods and findings.

• Analysts can be responsible for documenting metadata information mapped to the data analysis stage and assisting technicians in metadata documentation.

• Information technology / system managers can be responsible for developing and maintaining the metadata collection ‘tool’, managing and updating metadata records, and

within and external to the organization.

Assign Priorities - Trying to decide which data set to document first? If possible, start with current products, and then work back through historical data sets. Develop a plan that considers:

• What is the core, or framework, value of the data set to the organization?

• What is the utility of the data set within the organization?

• How many external requests do you receive for the data set?

• What historical significance is the data set to your organization?

Establish Administrative Guidelines - Guidelines assist in understanding and implementing the program objectives. Some options for these guidelines include:

• Organizational compliance is defined by the use standards and templates.

• Standardized language should be established for metadata distribution liability and access/use constraint statements. (Check with your legal staff on this one.)

• When using contractors, develop boilerplate language with respect to metadata creation as a criteria for contract deliverables of external data development.

• Develop job descriptions for remote sensing/GIS positions that include metadata skills.

• Require units within your organization to publish their metadata holdings.

• Publish a metadata ‘Standard Operating Procedure’ (SOP) document that outlines and specifies the policies and procedures your organization adopts.

Implement and Advocate - Advocating participation will help integrate metadata into the data development process. Here are some suggestions to help increase participation:

• Provide your staff with appropriate metadata training and time to learn how to use the metadata tools you’ve decided on.

• Encourage your staff to publish their efforts in professional and research journals.

• Provide incentives such as prizes and awards.

• Utilize project ‘punch lists’ that indicate that the work is not complete until the metadata is done.

• Present metadata as a management priority during staff and management meetings, memo’s, and presentations.

Standardized Metadata

What is Training?

It’s easier when we all play on the same field with the same rules.

When you think about it, our we interact with standards on a daily basis. Think

about putting gas in your car, measuring ingredients to bake bread, or plugging a

lamp into a wall socket. Each of these is controlled by standards. Metadata

should be no different. Standardized metadata ensures consistency.

It serves as a uniform summary description of the data set.

The agency responsible for developing the metadata standard is the Federal

Geographic Data Committee, a 19 member interagency committee

composed of representatives from the Executive Office of the President,

Cabinet-level and independent agencies. The FGDC is responsible for

developing the National Spatial Data Infrastructure (NSDI) in cooperation

with organizations from State, local and tribal governments, the academic

community, and the private sector. The NSDI encompasses policies,

standards, and procedures for organizations to cooperatively produce and

share geographic data.

The Content Standard for Digital Geospatial MetadataWhew! That’s a mouthful! Let’s just call it ‘The Standard.’

The FGDC was the organization tasked with developing a metadata standard. The controlling language was found in

Executive Order 12906, and states “…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 resulting standard utilized common terms, common definitions, and a common language and structure. It established

the names and definitions of the various elements in the standard. The primary objectives of the standard were to help

users determine if a particular data set was available, if it was fit for their intended use, and if so, how they could access

the data and transfer it to their location.

The metadata, written in this standard format, can answer questions such as these:

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?

Discovering Data Through MetadataWe’ve come full circle.

FGDCGateway

Z39.50

ClearinghouseServers

Industry & NGO’s

Universities

State agencies

Federal agencies

Web userinterface

Gateway usingstandard protocols

Multiple organizationsproviding metadata

Remember discussing the external value of data discovery? That value, whether internal or external, is one of the most

important functions of metadata. In the external world of metadata, the FGDC has established the Clearinghouse system

to help users search for and find data of interest, much the way a library catalog helps you find a book you are interested

“The Clearinghouse Activity,

metadata for managers metadata for managers an overview of metadata: understanding the value and...

metadata standard

value of metadata

metadata presentations

metadata program

targeting metadata training

simplefinding geospatial

overview presentation

data set

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