1. Metadata for Managers Metadata for Managers An overview of Metadata: Understanding the Value and Importance of Proper Data Documentation

2. Metadata for Managers Metadata for Managers Table of Contents Presentation Overview 1 – The Introduction 2 – What is Training? 3 – Instructional Objectives 4 – Instructional Methods 5 – Training Aids & Visuals 6 – Presentation Styles & Skills 7 – Lesson Plans 8 – Classroom Management 9 – Targeting Metadata Training 10 – Metadata Presentations 11 – Resources 12 – Bibliography 13 – Credits i 1-1 2-1 3-1 4-1 5-1 6-1 7-1 8-1 9-1 10-1 11-1 12-1 13-1 Section Name Page

3. Metadata for Managers Presentation Overview This presentation is targeted at mid and upper-level managers who are responsible for implementing and overseeing the management of a metadata program. It is an overview presentation that provides a look cursory look at metadata and its role in the National Spatial Data Infrastructure, as well as a part a robust geospatial data management system. i

4. Metadata for Managers The Introduction At the conclusion of this presentation, the participant will be able to: Define metadata, and provide at least two examples of common types of metadata. Provide at least two examples of common types of metadata. Describe how metadata is a component of data. Compare and contrast the ‘old model’ vs. the ‘new model’ for the value of metadata. Explain the importance of having a metadata standard. Find data of interest using the FGDC Clearinghouse system. Presentation Objectives 1-1

5. Metadata for Managers What is Metadata? First things first Before we begin, let’s make sure we are on the same page with some definitions. Metadata – When referring to metadata in this presentation, we make the assumption that the metadata is well-written and fully developed according to the rules of the Federal Geographic Data Committee’s (FGDC) Content Standard for Digital Geospatial Metadata (CSDGM). Geospatial – This term will be used to refer to any data set tied to a location on the Earth’s surface. 1-2

6. Metadata for Managers 1-3 Emily and Madison What is Metadata? So, what is metadata, anyway? Simply put, metadata is information about data. A plain and simple example of what we are talking about can be seen to the left. I’ll be willing to bet that you have a box of pictures at home with nothing written down about them. Why should you? You took the picture, you know what the picture shows. But imagine that your grandkids inherit that box of pictures. Do you think they will know? Look at the example. We are given a couple of names, written on the back of the photo, but what other information could we provide that would enhance the photo? ______________________________________________ Plain and simple

7. Metadata for Managers Finding geospatial data is just like finding books. More Examples Perhaps the best common example of metadata is the library card catalog. Imagine going to the library and trying to find a book without this system. The card catalog entry for a book contains information about that book, such as title, author, publish date, number of pages, etc. It also includes keywords that can be used by the search system to help you locate it. 1-5 What is Metadata? Rodale's illustrated encyclopedia of herbs ISBN:087596964x (pbk.) : $17.95 ISBN:0878576991 : $24.95 Title:Rodale's illustrated encyclopedia of herbs / Claire Kowalchik & William H. Hylton, editors ; writers, Anna Carr... [et al.]. Publication info: Emmaus, Pa. : Rodale Press, c1987. Physical descrip: vi, 545 p. : ill. (some col.) ; 24 cm. General Note: Includes index. Subject term: Herbs. Subject term: Herbs--Utilization. Subject term: Herb gardening. Subject term: Herbs--History. Subject term: Herbals. Added author: Kowalchik, Claire. Added author: Hylton, William H. Added author: Carr, Anna, 1955- Added author: Rodale Press. Rodale's illustrated encyclopedia of herbs ISBN:087596964x (pbk.) : $17.95 ISBN:0878576991 : $24.95 Title:Rodale's illustrated encyclopedia of herbs / Claire Kowalchik & William H. Hylton, editors ; writers, Anna Carr... [et al.]. Publication info: Emmaus, Pa. : Rodale Press, c1987. Physical descrip: vi, 545 p. : ill. (some col.) ; 24 cm. General Note: Includes index. Subject term: Herbs. Subject term: Herbs--Utilization. Subject term: Herb gardening. Subject term: Herbs--History. Subject term: Herbals. Added author: Kowalchik, Claire. Added author: Hylton, William H. Added author: Carr, Anna, 1955- Added author: Rodale Press. Geospatial metadata is very similar to the card catalog information, but it is much more robust. It includes information such as quality, accuracy, and scale.

8. Metadata for Managers Rethinking the relationship between data and metadata. Metadata as a Component of Data Properly documenting your data provides vital information to interested parties. These interested parties may be internal or external to your organization, but either way, well-written metadata is giving them the opportunity to find out details about the data that will help them decide whether they want the data, how to access the data, and how to use the data. Look at the example to the right. If you are a scientist that works with environmental sensitivity data on a regular basis, then you might understand what the columns in the data set represent. But if you have acquired this data set to include in a project and have never seen the data before, then you will need information that will help you understand the data, and more importantly, incorporate that data into your project. Metadata serves that function. Environmental Sensitivity Index Data RARNUM = unique combination of species, concentration, and seasonality CONC (concentration) = Density species is found at location SEASON_ID = seasonality code like to the seasonal table ELEMENT - Biology group Metadata What is Metadata? Metadata is that component of data which describes it. It documents characteristics of the data such as content, condition, and quality. This latter characteristic should not be overlooked. New federal regulations require federal agencies to document the quality of their data under the Data Quality Act (Public Law 106-554 Section 515). Metadata can help agencies meet the requirements of this new regulation by documenting their data quality within their metadata.

9. Metadata for Managers Metadata – It’s not just for GIS! When you write metadata, one important aspect to capture in the metadata is the geographic region. This is done by either describing a bounding coordinate box that encompasses the location where the data was collected, or by using place keywords within the metadata. Geographic locations and keywords are two of the most common ways metadata is searched. As you consider metadata for a project, a common question that often arises is “At what level of granularity should the metadata be written?” In other words, can one project level record suffice, or do each individual data elements need to be documented? The answer is that it depends. It may be possible to capture all the appropriate information in one project level record, but more often than not, additional records may have to be written to describe various components of the data set. Title Scale Source Content Location Publication Access Title Scale Source Content Location Publication Access MetadataMetadata GIS files Imagery Geospatial Databases GPS data Biological data In situ data GIS files Imagery Geospatial Databases GPS data Biological data In situ data Data set What is Metadata? Metadata is most commonly associated with digital spatial data; however, it can be used to describe any data, such as remotely-sensed imagery, GPS data, biological data, or in situ data. Use metadata to describe a wide variety of data types.

10. Metadata for Managers Metadata Non-spatial or attributes Spatial Without accompanying metadata, the fitness for use of any given data set is unknown, and its usefulness may be significantly impaired. Metadata is written and maintained as an integrated part of the data creation process as opposed to a process that might occur at end of project, if time allows. Metadata is a critical component of a complete data set. As such, it should never be viewed as a separate entity. It is and should remain an integral component of the data. No data set should be considered complete without a fully-developed, well- written metadata record or records. Metadata is an integral component of a data set. What is Metadata?

11. Metadata for Managers What is Training? The Value 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 simple 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 the some, if not all, of that data’s usefulness will be lost.

12. Metadata for Managers What is Training? The Value 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 as an aid to data management 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. 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?”

13. Metadata for Managers What is Training? Building support within your organization. To help sell metadata in your organization, focus on 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.

14. Metadata for Managers What is Training? 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 tend to 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.

15. Metadata for Managers What is Training? 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.

16. Metadata for Managers 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. What is Training? 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 a contributor to the metadata program, it’s important to make sure the do have the time to get training 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:

17. Metadata for Managers 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 Standards Organization (ISO) Metadata Standard for Geographic Information. 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 organization types. 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

18. Metadata for Managers 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: What is Training? 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

19. Metadata for Managers Collecting Metadata What is Training? 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?

20. Metadata for Managers Targeting Success What is Training? 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.

21. Metadata for Managers Standardized Metadata What is Training? It’s easier when we all play on the same field with the same rules. When you think about it, our we interact with standards on a daily basis. Think about putting gas in your car, measuring ingredients to bake bread, or plugging a lamp into a wall socket. Each of these is controlled by standards. Metadata should be no different. Standardized metadata ensures consistency. It serves as a uniform summary description of the data set. The agency responsible for developing the metadata standard is the Federal Geographic Data Committee, a 19 member interagency committee composed of representatives from the Executive Office of the President, Cabinet-level and independent agencies. The FGDC is responsible for developing the National Spatial Data Infrastructure (NSDI) in cooperation with organizations from State, local and tribal governments, the academic community, and the private sector. The NSDI encompasses policies, standards, and procedures for organizations to cooperatively produce and share geographic data.

22. Metadata for Managers The Content Standard for Digital Geospatial Metadata Whew! That’s a mouthful! Let’s just call it ‘The Standard.’ The FGDC was the organization tasked with developing a metadata standard. The controlling language was found in Executive Order 12906, and states “…each agency shall document all new geospatial data it collects or produces, either directly or indirectly, using the standard under development by the FGDC, and make that standardized documentation electronically accessible to the Clearinghouse network.” The resulting standard utilized common terms, common definitions, and a common language and structure. It established the names and definitions of the various elements in the standard. The primary objectives of the standard were to help users determine if a particular data set was available, if it was fit for their intended use, and if so, how they could access the data and transfer it to their location. The metadata, written in this standard format, can answer questions such as these: Who? Who collected the data? Who processed the data? Who wrote the metadata? Who to contact for questions? Who to contact to order? Who owns the data? Where? Where were the data collected? Where were the data processed? Where are the data located? What? What are the data about? What project were they collected under? What are the constraints on their use? What is the quality? What are appropriate uses? What parameters were measured? What format are the data in? When? When were the data collected? When were the data processed? How? How were the data collected? How were the data processed? How do I access the data? How do I order the data? How much do the data cost? How was the quality assessed? Why? Why were the data collected?

23. Metadata for Managers Discovering Data Through Metadata We’ve come full circle. User http FGDC Gateway Z39.50 Clearinghouse Servers Industry & NGO’s Universities State agencies Federal agencies Web user interface Gateway using standard protocols Multiple organizations providing metadata Remember discussing the external value of data discovery? That value, whether internal or external, is one of the most important functions of metadata. In the external world of metadata, the FGDC has established the Clearinghouse system to help users search for and find data of interest, much the way a library catalog helps you find a book you are interested in. “The Clearinghouse Activity, sponsored by the FGDC, is a decentralized system of servers located on the Internet which contain field-level descriptions of available digital spatial data. This descriptive information, known as metadata, are collected in a standard format to facilitate query and consistent presentation across multiple participating sites.” www.fgdc.gov/clearinghouse/background.html

24. Metadata for Managers Discovering Data Through Metadata Pick a door, any door. The Clearinghouse has six gateways that allow a user to access the entire collection of internet servers. Imagine a room with six doors. Inside that room is over 250 file cabinets, each containing a unique set of records. It doesn’t matter which door you choose to enter through. Each door leads to the same collection of information. This is exactly how the gateways are set up. The FGDC has six gateways to its clearinghouse system, with access to over 250 metadata servers. Once inside the system, a user can search any of the available servers on a number of criteria, including bounding coordinates, time, and keywords. Searches return a list of metadata records by title. The Clearinghouse system works well, as long as it is fueled by well-written and complete metadata!

25. Metadata for Managers The National Spatial Data Infrastructure Metadata is just one component of a much larger initiative. The concept behind the National Spatial Data Infrastructure (NSDI) was first advanced in 1993 by the Mapping Science Committee (MSC) of the National Academy of Sciences. In April of 1994, Presidential Executive Order 12906 was signed, calling for the development of the NSDI and the charter of the FGDC. The MSC put forth recommendations to the FGDC, which they drafted into a plan which set forth a vision for the NSDI. The articulated vision stated: “Current and accurate geospatial data will be readily available to contribute locally, nationally, and globally to economic growth, environmental quality and stability, and social progress.” In 1994, the first version of the FGDC’s Content Standard for Digital Geospatial Data was developed. This standard has achieved much recognition, both here and abroad, and the next iteration (version 3) will be harmonized with the International Organization for Standardization (ISO) metadata standard. Other parts of this plan detailed the development of standards, clearinghouse development and implementation, and metadata implementation and training. One other aspect of Executive Order 12906 was the requirement that non-federal sectors became fully engaged in this initiative. This involvement by the non-federal sectors took hold, and by 1999, and National GeoData Forum was held, with 460 participants from government, industry, tribal, and academia in attendance. These individuals explored critical issues in how geospatial data could be more effectively used to benefit the nation’s communities. This forum had a powerful affect on the geospatial community. It was during this forum that the first congressional hearing to focus on GIS and spatial data was held.

26. Metadata for Managers Building the Infrastructure with Framework Data Metadata is just one component of a much larger initiative. Elevation Geodetic Control Imagery Government Units Hydrography Transportation Cadastral Framework/Core Data Social Economic Biological Landcover Demographic Crime data Source KY Office of Geographic Information

27. Metadata for Managers