1. Module 3b: Metadata IMT530: Organization of Information Resources Winter 2007 Michael Crandall

2. IMT530A- Organization of Information Resources2 Recap Information systems have two inputs –User needs –Information objects Representing those inputs effectively inside the system enables the output of objects (or pointers to objects) matching user needs Representation is accomplished through developing a model that describes the needs and the objects This is expressed through metadata and controlled vocabularies, which are applied to the user needs and information objects So what is metadata anyway, and how is it created and used?

3. IMT530A- Organization of Information Resources3 Ways to Express Meaning: for people & machines General Logic Glossaries / Controlled VocabulariesData and Document Metamodels Formal Knowledge Bases & InferenceInformal Taxonomies and Thesauri Terms Thesauri formal Taxonomies Frames (OKBC) Data Models (UML, STEP) Restricted Logics (OWL, Flogic) Principled, informal taxonomies ad hoc Hierarchies (Yahoo!) structured Glossaries XML DTDs Data Dictionaries (EDI) ‘ordinary’ Glossaries XML Schema DB Schema Michael Uschold | The Boeing Company

4. IMT530A- Organization of Information Resources4 Module 3b Outline Metadata defined Origins of metadata theory Types of metadata Metadata schemas Objectives of metadata Using metadata Encoding metadata Creating metadata Metadata issues

5. IMT530A- Organization of Information Resources5 What is Metadata? Data about data Definitional data that provides information about or documentation of other data managed within an application or environment… metadata may include descriptive information about the context, quality and condition, or characteristics of the data (FOLDOC) Levels of complexity –Simple (embedded in object; e.g., a hyperlink) –Structured (Dublin Core, content management) –Rich (library MARC records, Encoded Archival Description)

6. IMT530A- Organization of Information Resources6 Origins Library science –Focus is on entities as containers for information –Emphasis is on resource discovery –Tight focus resulted in widespread standards Data management –Focus is on the information itself –Much more complex information spaces (e.g., NASA satellite data) –Much more varied types of information and use –Emphasis is on data use (authenticity, authority) –Standards tend to be associated with data types

7. IMT530A- Organization of Information Resources7 Types of Metadata Administrative –Object management –Rights and access management –Maintenance and preservation –Meta-metadata for managing metadata Structural or technical –Describes relationships between parts –Enables recognition and use of objects by systems Descriptive –Describes characteristics of object –Physical and aboutness (subject)

8. IMT530A- Organization of Information Resources8 Metadata Schemas Sets of metadata elements designed to meet the needs of a community The elements are the fields that hold values authorized for use in the schema Many different needs, so many different schemas are available Three primary components –Structure: the model used to derive the schema (e.g., RDF) –Semantics: the meaning of the elements Values are specified through rules or vocabularies (“encoding schemes” or authority control) –Syntax: the method for encoding the schema (e.g., XML, XHTML)

9. IMT530A- Organization of Information Resources9 Schema Characteristics Interoperability –Structural (same model) –Semantic (same meaning for elements) –Syntactic (same encoding format) Flexibility –Ability to use parts or all of elements and values Extensibility –Allows addition or qualification of elements to meet local needs –Tradeoff with interoperability

10. IMT530A- Organization of Information Resources10 Objectives of Metadata Find –Through search engines, catalogs, etc. Identify –Distinguishing between items for purposes of use Select –By attributes such as language, format, genre, etc. Obtain –Either directly or through location/ordering metadata Navigate –For example, categories on web sites Manage –Content management systems –Document repositories

11. IMT530A- Organization of Information Resources11 Using Metadata Application profiles –Collection of elements from multiple schemas used to meet local needs –May extend or refine if allowed by rules in schema namespace –Can’t add new elements or you’re creating a new schema Registries –Machine-accessible repositories of schemas –Allow reuse and sometimes interoperability Crosswalks –Manual equivalence tables across schemas –Often used to provide partial interoperability across systems –Difficult to achieve 1:1 correspondence, however Roll your own –Most common approach in business applications

12. IMT530A- Organization of Information Resources12 Encoding Metadata (Syntax) Translating a metadata schema to syntax is essential –For machines to be able to access the metadata record –For display of metadata elements/values –For record transmission The standard in the library world is MARC (Machine- Readable Cataloging) –Current version is MARC 21 Current standard in most other worlds is XML and its various flavors created for specific applications –Controlled by DTD (Document Type Descriptions) or XML schemas –Advantage of schema is that it is also expressed in XML, so can be referred to easily by other XML applications

13. IMT530A- Organization of Information Resources13 Example of MARC Record 01187nam 2200337 a 45000010012000000030006000120050017000180080041000350350015000760 400018000910490009001090740014001180740023001320860015001550990019 00170100003000189245007800219260010600297300001900403440003000422 50000190045250000340047150000200050553000920052561000340061765000 2600651700002500677710007600702856006000778949001100838tmp96303807 OCoLC19970728102440.0971114s1996 dcu f000 0 eng d a1258-02760 dGPOdDLCdMvI aVPII a0378-H-12 a0378-H-12 (online)0 aD 5.417:84 aDocs D5.417:841 aOakley, Robert B.,d1931-10aPolicing the new world disorder /cby Robert Oakley and Michael Dziedzic. a[Washington, D.C.?] :bNational Defense University, Institute for National Strategic Studies,c[1996] a4 p. ;c28 cm. 0aStrategic forum ;vno. 84 aCaption title. aShipping list no.: 97-0045-P. a"October 1996." aAlso available via Internet from the Institute for National Strategic Studies web site.20aUnited NationsxArmed Forces. 0aInternational police.1 aDziedzic, Michael J.2 aNational Defense University.bInstitute for National Strategic Studies.7 uhttp://www.ndu.edu/ndu/inss/strforum/forum84.html2http

14. IMT530A- Organization of Information Resources14 XML Version of MARC Record - "tmp96303807" "OCoLC" "19970728102440.0" "971114s1996 dcu f000 0 eng d" - 1258-02760 - GPO DLC MvI - VPII - 0378-H-12 - 0378-H-12 (online) - D 5.417:84

15. IMT530A- Organization of Information Resources15 XML Version of MARC Record -- Docs D5.417:84 Oakley, Robert B., 1931- - Policing the new world disorder / by Robert Oakley and Michael Dziedzic. - [Washington, D.C.?] : National Defense University, Institute for National Strategic Studies, [1996] - 4 p. ; 28 cm. - Strategic forum ; no. 84 - Caption title. - Shipping list no.: 97-0045-P.

16. IMT530A- Organization of Information Resources16 XML Version of MARC Record - "October 1996." - Also available via Internet from the Institute for National Strategic Studies web site. - United Nations Armed Forces. - International police. - Dziedzic, Michael J. - National Defense University. Institute for National Strategic Studies. - http://www.ndu.edu/ndu/inss/strforum/forum84.html http - 000103

17. IMT530A- Organization of Information Resources17 MARC Record in Text Call Number: Docs D5.417:84 Authors: Oakley, Robert B., 1931- Dziedzic, Michael J. National Defense University. Institute for National Strategic Studies. Titles: Policing the new world disorder / / by Robert Oakley and Michael Dziedzic. Strategic forum ; / no. 84 Imprint: [Washington, D.C.?] : / National Defense University, Institute for National Strategic Studies, / [1996] Description: 4 p. ; 28 cm. Notes: Caption title. Shipping list no.: 97-0045-P. "October 1996." Access: URL: http://www.ndu.edu/ndu/inss/strforum/forum84.html |2|: http Subjects: United Nations — Armed Forces. International police.Oakley, Robert B.,Dziedzic, Michael J.National Defense University.Policing the new world disorder /Strategic forum ;http://www.ndu.edu/ndu/inss/strforum/forum84.htmlUnited Nations — Armed Forces.International police.

18. IMT530A- Organization of Information Resources18 Creating Metadata We’ve focused on building metadata structures, but someone has to actually create the metadata values used in a system Structural and administrative metadata values are often applied when information is created, or generated automatically by authoring tools Descriptive metadata is harder to create –In libraries, traditionally has been done by trained professionals –Some automated tools have shown limited success in narrow domains –End users have not generally been a good source unless forced to as part of document creation –Quality often suffers when trained indexers are not used

19. IMT530A- Organization of Information Resources19 Metadata Issues Make sure you can measure results Don’t assume one size fits all Choose user access points wisely Provide user tools and education for effective use of your metadata Make sure you’re adding value Balance theory with practical needs Trust and provenance

20. IMT530A- Organization of Information Resources20 Questions? If not, take a break!!!

21. IMT530A- Organization of Information Resources21 Exercise 3 Find your groups Spend the next 30 minutes exploring the examples in Exercise 3 Ask questions and talk!!! Be sure to hand in completed work at the end of class for credit!!!

22. IMT530A- Organization of Information Resources22 Next Week We’ll look at application profiles and selection of metadata elements for description and access (Part 1 of your assignment) Remember to read assignments BEFORE class Have a great weekend!!