Getting Started - How You Can Publish Your Metadata

By now, you’re probably beginning to think about how metadataData about data. Metadata provides a context for research findings, ideally in a machine-readable format. It enables discovery of data via an electronic interface, and correct use and attribution of findings. Related Guide concepts apply to your project… That’s a very important first step! Unfortunately (or fortunately), there is no one-size-fits-all approach to metadata. However, here’s some practical advice on how to maneuver around the world of metadata. The MMIMarine Metadata Interoperability community exists to help you learn from our experience.

One quick piece of advice: if possible, establish a collaboration between the science professionals and the technical professionals in your organization. Both types of expertise will be combined in your metadata project, so initiating a collaboration early will definitely benefit you in the long run!

What follows is a very simplified step-by-step guide to getting started with your project. If you'd like more information, please take a look at the other guides, or let us know!

1. Think of metadata at the beginning

A common problem in writing metadata, is not having content required to actually create the metadata. For new projects, you should be thinking about the metadata before the project begins. To assure both thoroughness and relevance, a plan for metadata records should be developed before any type of data collection or instrument deployment occurs. The plan should include how the metadata will be created, updated, and disseminated. As an example, the metadata creation component should include a protocolA strategy for transmitting data between systems. A protocol can be used not only over the internet, between computers, but also between applications running anywhere. Examples: FTP, SNMP, SSH. for field metadata collection including media, methods and information to be collected (e.g., instrument settings, environmental conditions). Recording metadata as the project proceeds is much easier, and more accurate, than organizing it after the fact.

You are thinking about what you are going to describe with metadata, and how you will implement a well-thought out plan.

2. Get to know your data

As a practical next step, get to know your data (or get to know someone who knows your data). One really useful thing to do is keep track of the questions that form in your mind as you become acquainted with the data. If you’re asking the questions, chances are someone else will too.

You know what you’re going to describe with metadata.

3. Survey the standards

A standard can seem confusing, redundant, or even contradictory at first glance. However, metadata standards exist to help you determine which descriptive elements to include (content standardsA list or hierarchy of required metadata elements to be included in the metadata description. Related Guide) and how to technically present metadata (format standardsA description of the digital storage and structural requirements of metadata which assures that different software programs are able to read or query the data. Related Guide). Adopting an existing standard can make your job easier by presenting you with an established template for your metadata, and with tools that will make it easier to manage, share, and archive your data and metadata.

It is important to be aware of the standards that apply to metadata in general, and your project in particular.

Note: MMI has prepared a checklist for you to use in evaluating standards. See the standards section for more information.

You know accepted and established parameters for descriptive metadata in your domain.

4. Consider other users

By creating metadata, you help promote the long-term use of the data set you are describing. When selecting a metadata standard(s), think about how future users will see your metadata. For example, consider the situation 10 years from now, when a researcher is conducting a study that requires the blending of multiple oceanographic data sets. To do the study, the researcher must verify that your data was collected using appropriate instrumentation and that appropriate techniques were used for the post-processing (e.g., calibrations, screening, algorithms, and assumptions). Your metadata should be capable of supporting such a user.

You understand your user-group, and are ready to prepare a long-term metadata strategy.

5. Implement the standard for your data - Create a metadata template

At this point, you will probably have identified one or more standards that could be used to document your data. Use your available scientific expertise to determine how best to describe your data, using the standards as a general framework. Some of the elements included in the standard(s) might be mandatory, while others might be optional. Some of the optional elements included in the standard(s) might be appropriate, while others might not. You might have identified a way to describe your data that doesn’t necessarily fit into the standard. Your goal is to develop a list of metadata elementsIndividual instance of a metadata label and value pair. For example, "creator: John Doe" is a metadata element. Related Guide that, when completed and associated with a particular data resource, will completely describe your data, and put your data in context with similar projects.

As you were getting to know the data to archive, some natural questions arose. This is where your recording of those questions will come in handy!

The process of identifying what to include in your metadata can be daunting. Here are a few practical tips:

• Review the questions you asked when you were getting to know your data. Chances are, this information should be included in your metadata. Answers to those questions will help the scientific community find and use your data.
• Look at what other projects have done. Do a general search, to see if you can find the data. Once you find the data, take a look at the metadata. You can find things that are useful, and distracting in the metadata of existing projects.
• Review the documentation associated with the relevant standards. Some of the standards will include "sample templates", and other useful information.
• Need more help? Let us know!

As you are exploring the standards, you will want to develop a working list of metadata tags. Two of the tools that I've found useful are MicrosoftExcel and Freemind.

Excel provides a tabular approach to your metadata template. Notice, I've separated this very simple example template into two major metadata sections: Collection and Data. Your metadata will probably include more major sections.

Freemind provides a graphical approach to your metadata template. Notice, I've started to develop a controlled vocabularyA managed list of terms. In the context of vocabularies, management typically includes careful selection of terms, maintenance of terms over time (i.e. addition, deprecation, modification), and presentation of the vocabulary in an accessible format. Related Guide for a few of the metadata tags (i.e. filetype and data type).

There are a variety of other tools developed for metadata template development. See the Tools Section for additional information.

Ideally, your template will facilitate the creation of metadata that makes sense for your data, adequately allows for discoveryUse of metadata values or vocabularies to find metadata or data sets. Related Guide and reuse of the data, and appropriately satisfies reporting requirements. It is important to note that your set of metadata tags, or descriptive elements, may evolve over time. You might realize that you actually need another descriptor, or that you have used a tag that you probably don’t need. It is always easier to avoid modifications, but know that you can make changes if necessary.

You have a metadata plan for your project!

6. Get to know your technological infrastructure

The “big metadata picture” is an electronic system where the descriptive information (metadata) is linked to digital objects (data), in a way that can be searched by humans and computers. The template you've developed is in a workable format. It includes the metadata elements, and the beginnings of a vocabulary. This template needs to be deployed into the project's technological infrastructure.

There are two major aspects to this conversion: use the template to capture and store metadata for the data, and publish the metadata (and data, if appropriate) in a publicly accessible format/location.

One of the most versatile formats for your metadata is a comma separated value (CSVComma Separated Value) flat text file (ASCIIAmerican Standard Code for Information Interchange ). By storing your metadata in a CSV ASCII file, you ensure long-term accessibility, and deployment of the metadata into a variety of formats. Using our example, the metadata file might look something like:

"Collection_CollectionTitle","MMI Metadata Example"
"Collection_Curator","MMI"
"Collection_ContactInformation","http://marinemetadata.org"
"Data_Filename","NavFile.txt"
"Data_Filetype","Data"
"Data_Description","This is sample metadata for text-formatted navigation data"
"Data_DataType","Navigation"

In this example system, you would generate a single text-metadata file for each data document in the system.

You've now captured and stored the metadata. How do you publish?

There are a many ways to make this happen! A common method is to develop an electronic database, where you can link metadata with objects stored in a specific location. Since your metadata is stored in a CSV ASCII file, you can use database tools to ingestIn the context of metadata, the ingest process is the method by which metadata is read into a system (e.g. a database import). the metadata into the technical infrastructure. Use your available technological expertise to determine how best to store and publish your data (hosted by your organization, published in an external database, etc). If you have the capability and infrastructure, consider publishing your metadata into a database.

You have a technical plan for your project!

7. Check your metadata

Have you written good metadata? Have a look at our checklist to find out...

8. Ask for help

For all of these steps, if you are confused about something, seek help. There are online resources (such as these Guides) and experts (e.g., MMI members) that will try to help - but only if you ask.

9. Publish!

• You have dug deep into your data, and know how best to describe it.
• You have figured out what the rest of the community is doing.
• You have adapted the standards to your data, and developed a metadata template.
• You have figured out how to publish your data electronically…
• Now, you’re ready to publish your metadata.
• You have the scientific expertise, tools, and infrastructure – you’re good to go!

Now, deliver your metadata to a clearinghouseA service available via the internet that provides a catalog of resources. A clearinghouse usually emphasizes discovery of resources, particularly data sets. (e.g., one that is part of the National Spatial Data Infrastructure) thus permitting automatic searching. If not to a clearinghouse, make sure your metadata is available through some means to the audience you are focused on. Ideally, the metadata should be available to the international community. This will provide maximum exposure of the quality data sets that you and your organization produce.

After you have made your metadata accessible, check to make sure the process was a success. Check the search capabilities of the clearinghouse to convince yourself that your entry will be visible or discoverable in the way(s) you expect. If it isn't and you don't understand why, contact the clearinghouse for help and clarification.

Success!!

10. Participate in the MMI community, as an experienced metadata publisher

We’d love to hear about your success!

If you haven’t already contacted us, please do so…

You’re welcome to contribute your experience to help others go from novice to “MD” (MetaData Expert)