1. Safeguarding GIS Data through Metadata Christopher Cialek & Nancy Rader Minnesota Land Management Information Center UW River Falls Department of Geography December 15, 2003

2. What’s Metadata? If you had two cans without labels, which would you eat? Without a label, how would you know which was tuna and which was cat food? Cat Food? Tuna?

3. By the end of the Workshop... Understand what metadata is; appreciate its value Become familiar with metadata standards Create your own metadata records Use a search engine to find data Know where to go for help You will:

5. What’s Metadata? “the information that makes data sets understandable, usable and sharable.” International Standards Organization

6. FDA Food Label We often use metadata without knowing it -- even a food label is an example of metadata! What’s Metadata? Structured format Specific content Necessary information

7. What’s Metadata? Search metadata to find resources in the library Library community has developed metadata systems to describe books –Dublin Core Allows you to search by title, author, subject…

8. What are Metadata Used For? MANAGING DATABASES COMPARING DATA SETS FACILITATING DATA SHARING PROVIDING TECHNICAL SPECS FINDING DATA

9. Standards Content Standard for Digital Geospatial Metadata (CSDGM) –Established by the FGDC –v1.0 in 1994, v2.0 approved 1998 –Structured, thorough, complex –Foundation standard for the NSDI –“Mandatory” for federal agencies –Entire GIS data user community encouraged to use –www.fgdc.gov/metadata/contstan.html

10. Standards Minnesota Geographic Metadata Guidelines (MGMG) –Derived from the federal standard in 1998 –Simplified, but retains all required fields –Became state standard in 1999 –www.gis.state.mn.us/stds/metadata.htm

11. Standards ISO 19115 –International geospatial metadata standard –Conceptual design approved May 2003: ISO 19115 –Implementation schema draft under review: ISO 19139 –Quite complex, but only 30 core elements –Promises more guidance than CSDGM –Crosswalk to CSDGM: http://ogcengine.nima.mil/metadata/index.htm

12. Metadata Structure Examples mandatory mandatory, if applicable optional LINEAGE Source Information Source Citation Source Time Period of Content Citation Information Source Scale Type of Source Media Time Period Info Source Currentness Source Contribution Source Citation Abbrev Process Step Process Date & Time Source Used Citation Process Description Source Produced Process Contact Contact Information CSDGM LINEAGE MGMG LINEAGE Statement Process Step Description Rationale Processor Date & Time Source Description Scale Spatial Reference Sys Source Citation Source Extent Source Step ISO

13. The Minnesota Geographic Metadata Guidelines

14. The MGMG SUBSET OF A FEDERAL STANDARD MADE UP OF SEVEN SECTIONS DRIVES WEB SEARCH TOOLS USED BY OVER 75 ORGS IN MN MN STANDARD; FGDC RECOGNIZED

16. A Walk Through the Guidelines Originator: name of organization or individual that developed the data Title: name by which the data set is known

17. TITLE –Too cryptic: niclcpy3 –Too general: Landuse –Acronyms: Wisconsin DOPs –Too detailed: Wetland Polygon Coverage Overlay for St. Cloud (USGS Quad) –Just right (includes theme, area, date): Minnesota Telecommunications Service Area Boundaries, June 2002

19. A Walk Through the Guidelines Abstract: summary of what’s in the data set Purpose: why the data set was developed Time Period of Content: single date that best describes when the data are current Currentness: text describing what the Time Period date is referring to, e.g., range of dates of aerial photography

20. A Walk Through the Guidelines Abstract: This land cover data set was derived from 30 meter resolution LANDSAT Thematic Mapper (TM) satellite imagery. Classification is divided into 15 classes with source imagery dates ranging from September 1991 to August 1996. Both a raster and a vector version are available. Purpose: Land use planning, natural resource monitoring Time Period of Content: August 9, 2000 Currentness: Date of source imagery (LANDSAT-5 TM, bands 3, 4, and 5) ranges from September 20, 1991 to August 30, 1996.

21. A Walk Through the Guidelines Spatial Extent: description of the geographic area covered (Wisconsin, St. Croix County) Bounding Coordinates: the extreme north, south, east and west limits of coverage expressed in latitude and longitude values W -95.4 E -89.5 N 49.4 S 45.5

22. A Walk Through the Guidelines Keywords: words or phrases that summarize the theme and location of the data set, together with the name of any formal list of keywords (thesaurus) Too general: GIS, layer, survey Just right: Feedlot, animal agriculture,hog Constraints: any restrictions to the access or use of the data set Access: Due to increased security measures taken after 9/11/01, this data set is no longer available online. Use:... right to use these data for any internal purpose

23. A Walk Through the Guidelines Contact Information: the person who can answer questions about the content or development of the data set

24. A Walk Through the Guidelines Browse Graphic: a sample illustration of the data set

25. A Walk Through the Guidelines Associated Data Sets: information about other, related data sets that may be of interest If you’re interested in this data set, here are others that may also interest you. NOT a list of source materials. For information on other air photos available for Minnesota, see www.lmic.state.mn.us/chouse/airphoto

26. A Walk Through the Guidelines Attribute Accuracy: qualitative or quantitative explanation of how accurately features in the data set have been described, including procedures used to assess accuracy (examples: field-checking, checkplots, frequency counts to find invalid codes)

27. A Walk Through the Guidelines Completeness: information about selection criteria, omissions, generalization, etc. EXAMPLE: Geographic exclusion “Data was not available for Smith County.”

28. A Walk Through the Guidelines Completeness: information about selection criteria, omissions, generalization, etc. EXAMPLE: Categorical Exclusion “Municipalities with population under 2500 not included.”

29. A Walk Through the Guidelines Positional Accuracy: an explanation of what’s known about the horizontal and vertical accuracy of the data set (can be qualitative or quantitative) Qualitative example: Data was collected in the field and plotted on a variety of base maps. Archaeological properties visited in the past 30 years are located on USGS maps. Almost all site locations are accurate to the quarter section. Most site locations are accurate to within a quarter-quarter section. Site boundaries are poorly defined, as are site centroids. Minnesota State Historic Preservation Office Archaeological Inventory

30. A Walk Through the Guidelines Positional Accuracy: an explanation of what’s known about the horizontal and vertical accuracy of the data set Quantitative example: Using the National Standard for Spatial Data Accuracy, this data set tested 1 foot horizontal accuracy at 95% confidence level. City of Minneapolis (from Positional Accuracy Handbook)

31. A Walk Through the Guidelines Lineage: information about the sources of data used to construct the data set & processing steps applied

32. LINEAGE RECIPE 1. Source Information Data set reference Scale Media Time period of content Source contribution Source Metadata reference 2. Processing Step Process description software used organization doing the processing Process date 3. Miscellaneous Notes

33. A Walk Through the Guidelines

35. Entity & Attribute Overview: description of the information content of the data set: the features it represents (entities) and details about them (attributes). An entity might be road and the attributes that describe it might include interstate, 6 lanes, concrete. Entity & Attribute Detailed Citation: reference to other sources of detailed information on the content of the data set; pointer to a data dictionary 5 Entity and Attribute Entity and Attribute Overview Entity and Attribute Detailed Citation

36. A Walk Through the Guidelines Examples: Land Use Codes 5 Entity and Attribute Entity and Attribute Overview Entity and Attribute Detailed Citation Useless: 21 22 23 Slightly Better: AGRICULTURAL LAND 21 - Cultivated Land 22 - Pasture Land 23 - Transitional Agricultural Land

37. A Walk Through the Guidelines Much Better: AGRICULTURAL LAND 21 - Cultivated Land Cultivated land includes those areas under intensive cropping or rotation, including periods when a parcel may be fallow. It represents land planted to forage or cover crop. The units exhibit linear or other patterns associated with current or relatively recent tillage. 22 - Pasture Land Land in active pasture use. This class was discontinued and combined into 23. 23 - Transitional Agricultural Land This category includes areas that show evidence of past tillage but do not now appear to be continuously cropped or in a crop rotation. Parcels in this unit include fields that are idle or abandoned and may or may not have been planted to a cover crop. In addition to displaying some evidence of past tillage, they usually are relatively uniform in vegetation.

38. A Walk Through the Guidelines Publisher: organization or individual that distributes the data set Distributor Information: person who can answer questions about the distribution of the data set Distribution Liability: statement of any liability assumed by the distributor Limitations Warranty Liability Redistribution Conditions Data Delivery Terms

39. A Walk Through the Guidelines Ordering Instructions: instructions for obtaining the data set. If applicable, instructions for acquiring data through Online Linkage element below Online Linkage: (optional) when the data set is available online, this is the link to the Internet site where it can be downloaded

41. Purpose of a Metadata Entry Tool Organizes metadata content Provides help Formats results –printed reports –webpages –Clearinghouse searches Can it write the whole record for you? Can you send me a tool to generate metadata quickly?

42. Tools ArcCatalog –Part of ESRI’s ArcGIS software –FGDC version is built-in –MGMG version, download at: www.lmic.state.mn.us/chouse/arccatalog.html DataLogr –Software independent –Free! –FGDC version, download at: www.imagin.org/datalogr.htm –MGMG version, download at: www.lmic.state.mn.us/chouse/datalogr.html

43. ArcCatalog Editor –create a new record –change an existing metadata record Stylesheet –needed to view a metadata record

44. MGMG Editor 7 sections Help

45. FGDC Editor 7 sections Help many sub sections for each section

46. MGMG Editor

47. FGDC Editor Repeating screens Lineage

48. Converting formats ArcCatalog: stores records in XML format FGDC Editor –Use Export button to create HTML MGMG Editor –Use MGMG Converter to create HTML Creates hotlinks for web addresses DataLogr: stores records in LGR format Comes with FGDC or MGMG Converter

49. Hands-on Session with ArcCatalog Part 1: Get started –Become familiar with viewing and editing screens Part 2: Edit a record –Change the content of an existing metadata record Part 3: Display a record –Create an HTML version of your edited record –Compare different views of a record Part 4: Create a new record –Evaluate automatically created record –Create your own starter template

51. How to Make this Easier… Create metadata DURING your project When you create new data When you change existing data If you write metadata as you go along, at the end, it will be done! It’s getting to be part of my thought process – I’m starting to write things down when I do them

52. How to Make this Easier… Prioritize legacy data What is most critical? What are you asked about the most? What may be lost soonest? –Staff turnover –Stuff that only one person or organization knows –Information that you quickly forget

53. How to Make this Easier… Use existing resources Guidelines and tools Starter templates Existing documents Other peoples’ metadata

54. How to Make this Easier… Share the task Ask someone else to read your record

55. Psychology What is preventing you from getting this done? Think metadata is optional? Lack of resources? –Short term investment – long term payoff –Streamline process (templates, share the task, etc.) Don’t like to write? –Draft (can modify); fill out in any order; time of day –Use editor –Use interviews I don’t have time!

56. Part science, part art Some information is very defined Content –Fixed set of choices e.g., “Progress” has only three choices: Complete, In Work, Planned Format –e.g., “Source scale denominator”: no commas (e.g., 24000)

57. Part science, part art Use your judgment Defining data sets –not too fine or too broad Amount of detail – Answer the questions that you want answered Remember your audience –If online, anyone with an Internet connection could see it. Spell out acronyms, add “Minnesota” to your title, etc. Title and abstract are critical How much do I need to write?

58. Psychology Forgetting? –Ways to jog your memory Supporting documents, emails, other peoples’ memories Add later if you think of it Write something wrong in first draft Data or process not perfect? –Shortcuts, records not kept, … –Purpose field –“I don’t know” I forget what we did…

59. Psychology Carrots Sticks Quack!

60. How to Make this Easier… Something is better than nothing! Do Nothing Do Something Organize using a metadata standard Use a metadata tool

62. How do I prepare for ISO? NOW! Continue metadata creation using CSDGM v2 Use ISO-poised software –ESRI ArcCatalog –Intergraph / SMMS Add Topic Categories as theme keywords with ‘ISO 19115 Category’ as thesaurus Monitor FGDC website for news, materials, and training opportunities

63. How do I prepare for ISO? SOON! Participate in US Profile reviews Educate and inform your organization that a migration, with assistance is coming Develop a metadata conversion plan using crosswalks and conversion software Adopt CSDGM v3.0 when finalized

64. More Help LMIC FGDC ArcCatalog www.lmic.state.mn.us/ chouse/meta_help.html www.fgdc.gov/metadata/metadata.html

65. Contacts Wisconsin: State Cartographer’s Office Director: Ted Koch tkoch@facstaff.wisc.edu tkoch@facstaff.wisc.edu Outreach: A.J. Wortley lwortley@facstaff.wisc.edu lwortley@facstaff.wisc.edu FGDC Metadata Coordinator: Sharon Shin sharon_shin@fgdc.gov sharon_shin@fgdc.gov Contracted Assistance: Lynda Wayne lwayne@geomaxim.com Minnesota: LMIC Data Management: Chris Cialek chris.cialek@state.mn.us chris.cialek@state.mn.us GIS Data Coordination: Nancy Rader nancy.rader@state.mn.us nancy.rader@state.mn.us