Considerations for Establishing and Managing A Metadata Registry Phong Ngo (SAIC) February, 1999 Metadata Registration Open Forum Washington, D.C., USA Metadata Registration Open Forum Washington, D.C., USA

So You want to build a Metadata Registry ?

WHY do you want a registry ? n Organize n Standardize… n SHARE…

WHY … in Standards Prose n "To give concrete guidance on the formulation and maintenance of discrete data element descriptions and semantic content... for the open exchange of data throughout the international communities by global electronic information interchanges and for easy acquisition of desired data."[ISO/IEC ] n ISO/IEC emphasizes, among other features, the use of non intelligent identifiers (RE: ISO/IEC and ) for data elements specified for sharing. To each identifier multiple name-context pairs are allowed. This strategy not only allows each country, nation, organization to choose a name or names for a data element, but also provides a vehicle for cross- cultural, cross-organizational information interchange.

WHAT to register and share ? n Metadata of Data Elements: ISO/IEC “defines: –the type of information that shall be specified, –the conditions that shall be met, and –the procedure(s) that shall be followed for the registration of shareable Data Elements.” n Metadata of other Objects: “ The procedure prescribed herein, however, may be extended to register other shared objects, such as object classes, data element concepts, and permissible data element values.”

So You want to SHARE ?

HOW to Share: Rules of Engagement. n Non exclusive registration: Every organization may be a Registration Authority. n Data sharing registration: Data may be shared intra- or inter-organizationally. n Economically enforced registration: Utility determines longevity. n Flexible Registration: Metadata may be registered at different levels of quality.

Registration Authority Identifier (RAI) * Data Identifier (DI) Version Identifier (VI) ** Optional Are you ready to go Global ? * Same as ISO 6523 IRDI is an internationally unique Identifier International Code Desiginator (ICD) Organization Identifier Organization Part Identifier (OPI) OPI Source (OPIS) **

n Each data element shall be unique within a registration authority n The combination of identifier, registration authority (and version) shall make an internationally unique identification for a data element n To be assigned an identifier, a data element shall satisfy all conditions specified in all parts of the standard Identify yourselves Locally and Globally

Recorded Certified Standardized Retired Incomplete Registration Status Are you ready to follow the Rules ?

How Serious Are You ? n Incomplete: DE does not contain all Mandatory Attribute values. n Recorded: DE’s contents do not meet the quality requirements specified in other parts of ISO/IEC n Certified: The recorded DE has met the quality requirements specified in this and other parts of ISO/IEC n Standardized (within a registry): The certified DE that is established by the Registration Authority as a data element preferred for use in data interchange and in new or updated applications. n Retired: A recorded, certified, or standardized data element is no longer used after having been marked as "phased out" for a period of time as prescribed by the appropriate RA.

So You STILL want to become a Registration Authority ?

Do you know the Players ? n Submitting Organization (SO) n Responsible Organization (RO) n Registration Authority (RA) n User Community

Responsibilities of Submitting Organizations (SO) n Provide the information specified in Annex A in the form required by the RA. n Provide any additional information that may reasonably be required by the RA to enable it to perform its responsibilities. n Ensure that when a data element has been registered, specification of the attribute values of the data element is not changed without first advising the RA.

Responsibilities of Responsible Organizations (RO) n At the RA's request, advise on the semantics, name, and permissible value of data elements submitted for registration. n Notify the RA of any amendments to the data elements assigned to the RO. n Decide, in case of confusion and/or conflict, on the attribute values of the assigned data elements.

Responsibilities of Registration Authorities (RA) n Receive and process applications for the registration of data elements, assign IRDI values, and maintain a Data Element Register in accordance with the following provisions. n Consult the appropriate ROs when requests affect the mandatory attributes of the data elements being registered. n Handle all aspects of the registration process in accordance with good business practice and, in particular, take all reasonable precautions to safeguard the Register. Specifically, the responsibilities of an RA are as follows: n Receive applications for the registration of data elements from its SOs. n Review and facilitate the progression of the applications through the registration cycle. n Assign appropriate Registration Status. n Notify SOs of its decisions according to the procedure of this standard.

n Secure an RA Identifier (RAI). n Prescribe, amend, and interpret the procedures n Determine any additional conditions specifically required by its domain of registration. n Specify the format for each attribute listed in Annex A of ISO/IEC and for any additional attributes. n Determine the format and media in which applications shall be submitted. Are you ready to go ? Please let us know after a few months. Your First Assignment.

Several Months Later... So, You Are Still Alive ?

Points (just a sample) to Ponder... n There are not enough attributes to satisfy the submitters. (See B.1) n How can I keep up with these versions ? (See B.2) n We really want to share data with THAT organization. But it seems that neither of us wants to use the other guy’s specification of data (See B.3) n Wouldn’t it be nice to have only one single RA for the entire world ? (See C.2) n The set of statuses provided by the standard seem not to be adequate. (See C.7)

But you are NOT alone. n Reference Implementation: –US EPA’s Environmental Data Registry (EDR): –Australian Institute of Health and Welfare’s National Health Information Knowledgebase (NIHK): –In Progress: HCFA’s Registry Census Bureau’s data registry. DoD Health Affairs DoD Environmental Security DoT

Are these standards being used ? n Active Participants: –DoJ –BLS –DOE