Strategies for the Reluctants:Strategies for the Reluctants: Enabling Metadata DevelopmentEnabling Metadata Development

Eric LandisEric Landis

Natural Resources Information ManagementNatural Resources Information Management

elandis@ix.netcom.comelandis@ix.netcom.com

Sharon ShinSharon Shin

Federal Geographic Data Committee SecretariatFederal Geographic Data Committee Secretariat

sharon_shin@usgs.govsharon_shin@usgs.gov

AgendaAgenda

About Us and Our Mission About Us and Our Mission Our World of Biological Data IssuesOur World of Biological Data Issues Our MetadataOur Metadata

Process, Training, Tools, Standards, Use and Users Process, Training, Tools, Standards, Use and Users Our 2005 FGDC/NBII Study Our 2005 FGDC/NBII Study

Process, Findings, Case StudiesProcess, Findings, Case Studies Recommended Strategies for Enabling Metadata Recommended Strategies for Enabling Metadata

DevelopmentDevelopment Unit levelUnit level Agency levelAgency level

Who We AreWho We Are

Eric LandisEric Landis Natural Resources Natural Resources

Information Management Information Management ClientsClients

• Federal Government Federal Government Agencies (unit, regional Agencies (unit, regional & national offices)& national offices)

• European UnionEuropean Union elandis@ix.netcom.comelandis@ix.netcom.com 651-275-0775651-275-0775

Sharon ShinSharon Shin Federal Geographic Data Federal Geographic Data

Committee Secretariat, Committee Secretariat, Metadata CoordinatorMetadata Coordinator

Federal government careerFederal government career• National Park ServiceNational Park Service

• National Biological ServiceNational Biological Service

• U.S. Geological Survey U.S. Geological Survey Sharon_shin@usgs.govSharon_shin@usgs.gov 303-202-4230303-202-4230

Our MissionOur Mission Preserving the nation’s biological legacy Preserving the nation’s biological legacy

through better metadata managementthrough better metadata management

Our WorldOur World ComplexityComplexity

Sociological variability for how data is collected, labeled, stored, Sociological variability for how data is collected, labeled, stored, retrieved and used retrieved and used

Constant change (such as extinction, migration, incursion) over time and Constant change (such as extinction, migration, incursion) over time and placeplace

BiodiversityBiodiversity Interactions between organisms within thousands of ecosystemsInteractions between organisms within thousands of ecosystems What we’ve come to recognize. No longer single-discipline decision-What we’ve come to recognize. No longer single-discipline decision-

makingmaking

HugeHuge data holdings data holdings Multiple standards, locations, formats and repositories dating back 250 Multiple standards, locations, formats and repositories dating back 250

yearsyears In the U.S alone over 750 million natural history specimens and their In the U.S alone over 750 million natural history specimens and their

metadata remain to be digitizedmetadata remain to be digitized

Metadata PoliciesMetadata Policies

Executive Order 12906 Executive Order 12906 U.S. Office Management and BudgetU.S. Office Management and Budget

Circular A-16Circular A-16 Circular A-130Circular A-130 Federal Enterprise Architecture (FEA)Federal Enterprise Architecture (FEA)

• Data Reference Model Data Reference Model

State PolicyState Policy Good Citizens Good Citizens

How We “Do” MetadataHow We “Do” Metadata

Metadata’s common practiceMetadata’s common practice TrainingTraining National / International Standards National / International Standards Tools Tools Roles in metadata Roles in metadata

Metadata: Common PracticeMetadata: Common Practice

• Omitted in the project planning processOmitted in the project planning process• Often cut from the budget when includedOften cut from the budget when included• Legacy datasets = orphaned Legacy datasets = orphaned • No metadata police to assure creationNo metadata police to assure creation• Until recently, no metadata police to Until recently, no metadata police to

assure contentassure content

Metadata: After the Fact ProcessMetadata: After the Fact Process

Compile information Field notesCompile information Field notes Maps/ GIS layersMaps/ GIS layers Data tablesData tables Reports Reports

Rely on grey matter to recall other Rely on grey matter to recall other informationinformation

Metadata TrainingMetadata Training

• FGDC Recommended Metadata CurriculumFGDC Recommended Metadata Curriculum• ClassroomClassroom• On-line training. On-line training. • Training TrainersTraining Trainers

FGDC Recommended Metadata CurriculumFGDC Recommended Metadata Curriculum

http://www.fgdc.gov/training/training-materials

Metadata ToolsMetadata ToolsIntegrated with GIS ApplicationsIntegrated with GIS Applications

www.esri.com

www.intergraph.com

Metadata Entry ToolsMetadata Entry ToolsOn-line (Free)On-line (Free)

http://www.ncddc.noaa.gov/Metadata/tools

http://www.csc.noaa.gov/metadata/

Metadata ToolsMetadata ToolsStandaloneStandalone

http://www.treesearch.fs.fed.us/pubs/12737

http://geology.usgs.gov/tools/metadata/tools/doc/tkme.html

Scientists into Metadata CreatorsScientists into Metadata Creators

Geospatial Metadata Geospatial Metadata StandardsStandards

U.S. and InternationalU.S. and International

FGDC Content Standard FGDC Content Standard for Digital Geospatial Metadatafor Digital Geospatial Metadata

Identification Information1 Identification Information -- basic information about the data set.

Type: compoundShort Name: idinfo

1.1 Citation -- information to be used to reference the data set.Type: compoundShort Name: citation

************FAQ: Where are the data elements for the "Citation" element?Because the "Citation" elements are required by another section, the elements were grouped in Section 8.***************1.2 Description -- a characterization of the data set, including its intended use and limitations.

Type: compoundShort Name: descript

1.2.1 Abstract -- a brief narrative summary of the data set.Type: textDomain: free textShort Name: abstract

1.2.2 Purpose -- a summary of the intentions with which the data set was developed.Type: textDomain: free textShort Name: purpose

FGDC-CSDGM- FGDC-CSDGM- Graphic Representation Graphic Representation

1.101.81.2

Security Information

Point of Contact

Cross Reference

(can be repeated unlimited

times)

Citation

IdentificationInformation

1.

1.1 1.3 1.4 1.5 1.141.13

Security Classification

System

Security Classification

Security Handling

Description

Access Constraints

1.12

Use Constraints

1.111.9

Browse Graphic(can be

repeated unlimited

times)

Browse Graphic

File Name

Browse Graphic

File Description

Browse Graphic

File Type

1.71.6

LEGEND

3-D Box Indicates

Data Entry Field

mandatorymandatory

if applicable

optional

Time Period of Content

Status

Native Data Set

Environment

Data Set

CreditCitation Information

(see section 8)

Citation Information

(see section 8)

Progress

Maintenance and Update Frequency

Contact Information

(see section 10)

Time Period Information(see section

9)

Spatial Domain

Bounding CoordinatesWest Bounding Coordinate

East Bounding Coordinate

North Bounding Coordinate

South Bounding Coordinate

Data Set G-Polygon(can be repeated unlimited

times)

Data Set G-Polygon Exclusion G-Ring

(can be repeated unlimited times)

G-Ring Point(4 to an unlimited number

of repetitions)

Data Set G-Polygon Outer G-Ring

G-Ring Point(4 to an unlimited number

of repetitions)G-Ring Latitude

G-Ring Longitude

Description

Abstract

Purpose

Supplemental Information

Keywords

Theme(can be repeated unlimited times)

Theme Keyword Thesaurus

Theme Keyword(can be repeated unlimited times)

Place(can be repeated unlimited times)Place Keyword

Thesaurus

Place Keyword(can be repeated unlimited times)

Stratum(can be repeated unlimited times)

Stratum Keyword(can be repeated unlimited times)

Temporal(can be repeated unlimited times)

Temporal Keyword Thesaurus

Temporal Keyword(can be repeated unlimited times)

Section 1

Identification Information

Currentness Reference

Stratum Keyword Thesaurus

orG-Ring

orG-Ring

G-Ring Latitude

G-Ring Longitude

CSDGM Version 2 - 1998 (FGDC-STD-001 June 1998)

http://biology.usgs.gov/fgdc.metadata/version2/

International StandardInternational Standard

www.iso.org

Our Patrons/ Our UsersOur Patrons/ Our Users

PolicymakersPolicymakers Decision makers Decision makers Private IndustriesPrivate Industries Environmental Environmental

OrganizationsOrganizations CuratorsCurators Amateur NaturalistsAmateur Naturalists

Land Use PlannersLand Use Planners ResearchersResearchers Resource ManagersResource Managers GeologistsGeologists EducatorsEducators PublishersPublishers Utility CompaniesUtility Companies Public AgenciesPublic Agencies

There is No Typical User

How is Metadata Used? How is Metadata Used?

Dynamic MetadataDynamic Metadata

Project PlanningProject Planning Project DevelopmentProject Development Project Roll-outProject Roll-out Project PublicationProject Publication Project Archive Project Archive

Metadata Uses and ViewsMetadata Uses and Views

Data Discovery:Data Discovery: TitleTitle Abstract: why the data was createdAbstract: why the data was created

Metadata Use- Data Assessment Metadata Use- Data Assessment

TitleTitle CreatorCreator DateDate PurposePurpose

AbstractAbstract CompletenessCompleteness Geographic coverageGeographic coverage KeywordsKeywords

Metadata View- Data Assessment

Metadata Use:Metadata Use:Data Access and IntegrationData Access and Integration

Metadata Content- All the preceding plus Metadata Content- All the preceding plus Data qualityData quality Data attributesData attributes Data format Data format ProjectionProjection Distribution Distribution

Metadata Use: Data Access and Integration- General

Metadata Use: Data Access and Integration- Data Quality

Protocol MetadataProtocol Metadata

http://biology.usgs.gov/status_trends/MonitoringCommunity/

What our Patrons WantWhat our Patrons Want

Infrastructure data to enable effective and efficient Infrastructure data to enable effective and efficient incident responseincident response

Biological data for managing public landsBiological data for managing public lands Boundary and ownership data for property rights issuesBoundary and ownership data for property rights issues Data for designing and directing scientific researchData for designing and directing scientific research Materials to motivate and stimulate studentsMaterials to motivate and stimulate students Unbiased information on regional and local trendsUnbiased information on regional and local trends The role of humans on the environmentThe role of humans on the environment Data for monitoring endangered and invasive speciesData for monitoring endangered and invasive species Information to understand the effects of metropolitan Information to understand the effects of metropolitan

growth on ecological resourcesgrowth on ecological resources

Data Discovery Data Discovery

FGDC CSDGM ExampleFGDC CSDGM Example

FGDC and NBII 2005 FGDC and NBII 2005 Enabling Metadata Enabling Metadata

Development and Use Development and Use StudiesStudies

Study SpecsStudy Specs Study objectivesStudy objectives

Document current metadata practices, inhibitors and Document current metadata practices, inhibitors and facilitators, and recommend strategies for enabling facilitators, and recommend strategies for enabling metadata development metadata development

60+ interviews, workshops, observations, 60+ interviews, workshops, observations, literature review, case studies in natural literature review, case studies in natural resource research and management agenciesresource research and management agencies

Included metadata stakeholdersIncluded metadata stakeholders Metadata developersMetadata developers - Clearinghouse managers- Clearinghouse managers FGDC TrainersFGDC Trainers - Educators- Educators Data managersData managers - Data archivists- Data archivists GIS specialistsGIS specialists - Metadata users- Metadata users LibrariansLibrarians - Cataloguers- Cataloguers

Study Specs (continued)Study Specs (continued) Developed targeted questions for each Developed targeted questions for each

group, but open dialogue dominated group, but open dialogue dominated discussions.discussions.

Initially, assumed obstacles to metadata Initially, assumed obstacles to metadata development included;development included; lack of time and money, lack of time and money, data security and ownership issues, data security and ownership issues, difficult to use tools, difficult to use tools, overly complex standard, and overly complex standard, and lack of agency directives.lack of agency directives.

Division of Study FindingsDivision of Study Findings

Education and TrainingEducation and Training For managers and metadata developersFor managers and metadata developers

Tools for Metadata Authoring and ViewingTools for Metadata Authoring and Viewing Organizational IssuesOrganizational Issues

At unit, regional and national levelsAt unit, regional and national levels The FGDC (Version 2) StandardThe FGDC (Version 2) Standard Metadata development and management Metadata development and management

processprocess

Some FindingsSome Findings Managers require education regarding the need, process, Managers require education regarding the need, process,

costs, benefits of metadatacosts, benefits of metadata Currently, metadata programs are initiated by data Currently, metadata programs are initiated by data

handlers, not managers or administratorshandlers, not managers or administrators Tying metadata development to organizational goals and Tying metadata development to organizational goals and

objectives facilitates success and avoids budget cutsobjectives facilitates success and avoids budget cuts• Metadata programs that rely on a single individual seldom Metadata programs that rely on a single individual seldom

succeedsucceed• Developing metadata throughout a project life cycle, from Developing metadata throughout a project life cycle, from

the planning phase on, eases the “metadata burden”the planning phase on, eases the “metadata burden”• On-site metadata training has the added benefit of On-site metadata training has the added benefit of

“broadcasting” the value and process to the trainees co-“broadcasting” the value and process to the trainees co-workers and supervisorsworkers and supervisors

More FindingsMore Findings

• Metadata development is seldom incorporated into higher Metadata development is seldom incorporated into higher education curriculumseducation curriculums

• Currently available commercial metadata authoring tools Currently available commercial metadata authoring tools are too complex for most metadata developersare too complex for most metadata developers

• Developers felt that their end product (the metadata record) Developers felt that their end product (the metadata record) is not presented in a clear and useful way to end-usersis not presented in a clear and useful way to end-users

• Definitions for some FGDC elements are unclear to even Definitions for some FGDC elements are unclear to even experienced metadata developersexperienced metadata developers

• First impression of standard appears onerous First impression of standard appears onerous • The lack of readily available controlled vocabularies The lack of readily available controlled vocabularies

contributes to mis-cataloguing datasetscontributes to mis-cataloguing datasets• Data and metadata are yet to be valued properlyData and metadata are yet to be valued properly

Images of FindingsImages of Findings

Resource Manager

Physical Resources Manager

Wildlife Resources Manager

Budget AssistantGS-6

Administrative Assistant

Vegetation ResourcesManager

Cultural ResourcesManager

GIS Specialist

Natural Resources Specialist

Data ArchivistGS-6

Wildlife Biologist

Fisheries Biologist

Biological Technician

Botanist

Resource Specialist

Biological Technician

Cultural Resource Specialist

Archeologist

Five Year Invasive Species Eradication Five Year Invasive Species Eradication Project BudgetProject Budget

ItemItem (000’s)(000’s)

PersonnelPersonnel 1,4421,442

EquipmentEquipment 4040

HerbicideHerbicide 220220

Office spaceOffice space 2727

TravelTravel 215215

Vehicle purchaseVehicle purchase 7070

Bobcat w/ shearBobcat w/ shear 5454

Storage facilityStorage facility 1515

FuelFuel 3636

TOTALTOTAL $2,083$2,083

Case StudiesCase Studies

Three case studies of successful metadata Three case studies of successful metadata programs programs Florida Fish and Wildlife Research Institute – Florida Fish and Wildlife Research Institute –

St. Petersburg, FLSt. Petersburg, FL USGS Forest and Rangeland Ecosystem USGS Forest and Rangeland Ecosystem

Science Center – Corvallis, ORScience Center – Corvallis, OR St. Croix National Scenic Riverway – St. Croix St. Croix National Scenic Riverway – St. Croix

Falls, WIFalls, WI

Case Study #1: Florida Fish and Wildlife Case Study #1: Florida Fish and Wildlife Research InstituteResearch Institute

Mission to provide “timely information and guidance to protect, Mission to provide “timely information and guidance to protect, conserve, and manage Florida’s marine and coastal resources.”conserve, and manage Florida’s marine and coastal resources.”

Florida Fish and Wildlife Research Florida Fish and Wildlife Research InstituteInstitute

Maintain Information Science & Management division Maintain Information Science & Management division with 29 employees and $3.3 million budgetwith 29 employees and $3.3 million budget

View spatial data as an asset that must be managedView spatial data as an asset that must be managed Utilizes FGDC and FWRI-specific metadata standardUtilizes FGDC and FWRI-specific metadata standard Developed written training materials and proceduresDeveloped written training materials and procedures Maintains metadata coordinator position to assure Maintains metadata coordinator position to assure

quality, consistency and currentnessquality, consistency and currentness Adopted intranet and extranet strategies for sharing dataAdopted intranet and extranet strategies for sharing data

Case Study #2: USGS Forest and Case Study #2: USGS Forest and Rangeland Ecosystem Science CenterRangeland Ecosystem Science CenterProvide research and technical assistance in support of sound Provide research and technical assistance in support of sound

management and conservation of biological systems in the western USmanagement and conservation of biological systems in the western US

USGS Forest and Rangeland USGS Forest and Rangeland Ecosystem Science CenterEcosystem Science Center

Strong management support for standardized Strong management support for standardized dataset documentationdataset documentation

Center-wide policy for FRESC-supported Center-wide policy for FRESC-supported projects to be documented (e.g. metadata)projects to be documented (e.g. metadata)

GIS specialist serves as metadata coordinatorGIS specialist serves as metadata coordinator Metadata development discussed with project Metadata development discussed with project

leader prior to data collectionleader prior to data collection Metadata interview process is utilized through 17 Metadata interview process is utilized through 17

questions.questions.

Case Study #3: NPS St. Croix National Case Study #3: NPS St. Croix National Scenic RiverwayScenic Riverway

NPS St. Croix National Scenic NPS St. Croix National Scenic RiverwayRiverway

GIS specialist serves as metadata developer for GIS specialist serves as metadata developer for most datasetsmost datasets

Sets aside full days to develop metadata recordsSets aside full days to develop metadata records Supervisor is “convinced” of importance of Supervisor is “convinced” of importance of

metadatametadata NPS Midwest office includes metadata NPS Midwest office includes metadata

development as criterion for evaluating future development as criterion for evaluating future funding proposalsfunding proposals

Cites on-site metadata training as important to Cites on-site metadata training as important to successsuccess

Three Case StudiesThree Case StudiesFour Common ElementsFour Common Elements

Strong metadata and data management Strong metadata and data management advocate within management ranksadvocate within management ranks

Maintaining a visible and active data Maintaining a visible and active data management or coordinator positionmanagement or coordinator position

Implementing metadata development at Implementing metadata development at the beginning of project cyclesthe beginning of project cycles

Conducting metadata development (and Conducting metadata development (and information management) training information management) training sessions for staffsessions for staff

Recommended Recommended Strategies for Enabling Strategies for Enabling Metadata DevelopmentMetadata Development

Unit Level Recommendations Unit Level Recommendations Planning and OrganizationPlanning and Organization

Establish a metadata development process Establish a metadata development process that corresponds with the project lifecyclethat corresponds with the project lifecycle

Re-define the organizational structure to Re-define the organizational structure to reflect the value of and support data reflect the value of and support data managementmanagement

Develop an information management planDevelop an information management plan Create and enforce policies and directives for Create and enforce policies and directives for

metadata developmentmetadata development Adopt existing and recognized controlled Adopt existing and recognized controlled

vocabulariesvocabularies

Unit Level Recommendations Unit Level Recommendations (continued)(continued)

Support from ManagementSupport from Management Educate managers about the what, why and Educate managers about the what, why and

how of metadata management how of metadata management Promotion and educationPromotion and education

Capitalize on metadata training opportunitiesCapitalize on metadata training opportunities Promote metadata development with Promote metadata development with

recognition and incentivesrecognition and incentives

Agency Level RecommendationsAgency Level RecommendationsAreas for Improvement Areas for Improvement

Education and Outreach- Education and Outreach- Increase available metadata training sessionsIncrease available metadata training sessions Develop agency metadata support websitesDevelop agency metadata support websites Promote follow-up activities to training Promote follow-up activities to training

workshopsworkshops

Increase Training Workshop Increase Training Workshop Availability Through PartnershipsAvailability Through Partnerships

Proactive Agency Metadata Proactive Agency Metadata Support Support

Agency Level Recommendations-Agency Level Recommendations-Unaddressed or Incomplete ActivitiesUnaddressed or Incomplete Activities

Education and Outreach Education and Outreach Implement academic curriculum and training Implement academic curriculum and training

materialsmaterials Establish an online metadata training programEstablish an online metadata training program Conduct “Metadata for Managers” workshopsConduct “Metadata for Managers” workshops Promoting metadata to all levels of resource Promoting metadata to all levels of resource

management agencies through personal management agencies through personal contact, posters, listserves, awards.contact, posters, listserves, awards.

Implement academic curriculum Implement academic curriculum and training materialsand training materials

On-line Metadata TrainingOn-line Metadata Training

ESRI Virtual CampusESRI Virtual Campus 2005 NSDI Cooperative Agreement 2005 NSDI Cooperative Agreement

Program GrantProgram Grant VirginiaVirginia Tech University, applicant Tech University, applicant National Biological Information Infrastructure- National Biological Information Infrastructure-

collaboratorcollaborator

Agency Level Recommendations Agency Level Recommendations (continued)(continued)

Tools and ProcessesTools and Processes Facilitate the development of metadata Facilitate the development of metadata

authoring tools designed for the occasional authoring tools designed for the occasional metadata developermetadata developer

Develop sample templates for use by Develop sample templates for use by metadata developersmetadata developers

Develop a generic business and strategic Develop a generic business and strategic plans for metadata development to be plans for metadata development to be modified and used within the agencymodified and used within the agency

Metadata for the Occasional Creator Metadata for the Occasional Creator

Sample templates for use by metadata Sample templates for use by metadata developersdevelopers

http://www.csc.noaa.gov/metadata/metascribe/

http://geology.usgs.gov/tools/metadata/tools/doc/tkme.html

Develop generic business and strategic Develop generic business and strategic plans for metadata development to be plans for metadata development to be modified and used within the agencymodified and used within the agency

Adopt metadata as a fiscal, project, and Adopt metadata as a fiscal, project, and data management tool data management tool

Develop internal/bureau-wide training Develop internal/bureau-wide training resourcesresources

Develop/adopt bureau-wide metadata Develop/adopt bureau-wide metadata curriculumcurriculum

Require metadata as a employment skillRequire metadata as a employment skill

Thank You!Thank You!

Questions? Comments? Questions? Comments? Experiences?Experiences?

Strategies for the Reluctants:Strategies for the Reluctants: Enabling Metadata DevelopmentEnabling Metadata Development

Eric LandisEric Landis

Natural Resources Information ManagementNatural Resources Information Management

elandis@ix.netcom.comelandis@ix.netcom.com

Sharon ShinSharon Shin

Federal Geographic Data Committee SecretariatFederal Geographic Data Committee Secretariat

sharon_shin@usgs.govsharon_shin@usgs.gov