1. 3-1Understanding the Value and Importance of Proper Data Documentation At the conclusion of this module the participant will be able to Describe the current idea of internal and external value of metadata List 3 types of data that can benefit from metadata List at least 3 key functions of metadata Objectives The Value of Metadata

2. 3-2Understanding the Value and Importance of Proper Data Documentation The Value of Metadata The Traditional View 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 simply 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 that some, if not all, of that data’s usefulness will be lost.

3. 3-3Understanding the Value and Importance of Proper Data Documentation The New View 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 – An Aid to Data Management 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?” The Value of Metadata The ability to maintain a record of a data set’s currency will help ensure that project source data is not out of date.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

4. 3-4Understanding the Value and Importance of Proper Data Documentation Building support within your organization To help sell metadata in your organization, pitch these key functions of metadata: Shift the focus on the primary value from external to internal. Data Archive Data 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 Distribution By 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. The Value of Metadata

5. 3-5Understanding the Value and Importance of Proper Data Documentation 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 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. 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 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 The Value of Metadata

6. 3-6Understanding the Value and Importance of Proper Data Documentation 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. The Value of Metadata

7. 3-7Understanding the Value and Importance of Proper Data Documentation 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. 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 contributors to the metadata program, it’s important to make sure they have the time to get trained 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: The Value of Metadata

8. 3-8Understanding the Value and Importance of Proper Data Documentation Develop Metadata Templates Organizational 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 Organization for Standardization (ISO) Geographic Information – Metadata standard. 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 organizations. 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 standard 2. Adopt all ‘mandatory if applicable fields’ pertinent to the data type or organization 3. Identify ‘optional fields’ of interest to the organization 4. Create a pilot record from the draft template 5. Have the pilot reviewed and revised by administrators, analysts, technicians, and contributing scientists 6. 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 The Value of Metadata

9. 3-9Understanding the Value and Importance of Proper Data Documentation 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: Distribute the effort Map metadata fields to the existing data development workflow. Data Development StageMetadata Information Data Planning Identification Information Title, Originator, Abstract, Purpose, Keywords, Time Period Data Organization Point, Raster, Vector Spatial Referencing Coordinate System and Datum Entity and Attributes (planned) Data Processing Data Quality Completeness, Positional Accuracy, geoprocessing steps Data Analysis Data Quality Attribute Accuracy, analysis steps Entity and Attributes (results) Metadata Reference The Value of Metadata

10. 3-10Understanding the Value and Importance of Proper Data Documentation Collecting Metadata 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? The Value of Metadata

11. 3-11Understanding the Value and Importance of Proper Data Documentation Targeting Success 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. The Value of Metadata