1. Metadata and Documentation Iain Wallace Performing Arts Data Service

2. Metadata & documentation Information which allows the resource to make sense and gives it context An integral part of any successful digitisation project, not at the end as an add-on Responsibility of the resource creator Should presuppose no knowledge on the part of future users

3. What is Metadata? Describes, explains, helps to locate, retrieve & manage an information resource Structured data about an information object Consistent information adhering to established standards Can be separate from or embedded in the object it describes

4. Why is Metadata Important? Enriches the resource by adding contextual information Extends usefulness of resource by widening access to it Facilitates resource discovery & enhances ability of researchers to make informed decisions during the research process Allows the resource to be managed effectively, increasing its long-term viability

5. Types of metadata Collection level – a description embracing a number of items Item level – a description confined to an individual item Resource discovery metadata - To facilitate search – primarily related to content

6. Preservation metadata –Technical metadata – information related to the technical management of the resource – e.g. file format, file size, associated software, version etc. –Administrative metadata Associated with managing the usage of a resource by answering questions related to e.g. rights associated with it, when it was last updated, who was responsible for it

7. Metadata Standards Impose a consistency in description which allows users to cross-search effectively by promoting interoperability Accuracy and reliability of information retrieval Some standards associated with different types of materials and levels of aggregation TEI (Text) EAD (Finding Aids) VRA Core Categories (Visual materials) Spectrum (Museum objects) RSLP Collection description Standards for catalogue entry e.g. MARC & AACR2 Mapping between standards - crosswalks

8. General Metadata Standards: Dublin Core Objectives : To define a “minimalist” interoperable metadata schema to describe proliferation of electronic resources To comprise a range of elements broad enough to accommodate many resource types and disciplines To be simple enough to be used by individuals who are not information professionals Schema can be used for broad description within its core 15 elements Qualifiers can refine this description All Dublin Core elements are optional and repeatable They can be displayed in any order

9. Dublin Core Element Set 1. Title 2. Creator 3. Subject 4. Description 5. Publisher 6. Contributor 7. Date 8. Type 9. Format 10. Identifier 11. Source 12. Language 13. Relation 14. Coverage 15. Rights

10. Dublin Core Example Creator:Donald Cooper Role=Photographer Subject: Shakespeare, William, 1564-1616, Antony and Cleopatra [LC] Description:Vanessa Redgrave as Cleopatra Date: 1973-08-09 Type:Image Format:JPEG Identifier:4150 [catalogue no] Source: negative no 235 Relation: Antony and Cleopatra: Thompson/73-8 IsPartOf Coverage:Bankside Globe Role=Spatial Rights:Donald Cooper

11. Controlled Vocabularies & Thesauri Not required by DC but recommended For use in the Subject, Coverage elements etc. From authoritative lists Universal Subject Lists such as LC Subject Headings Controlled vocabularies and thesauri for particular subject areas

12. Specialist Thesauri Art & Architecture Thesaurus (AAT) http://www.getty.edu/research/tools/vocabulary/aat/ National Monuments Record Type (NMR) http://www.rchme.gov.uk/thesaurus/frequentuser.ht m Thesaurus of Geographic Names (TGN) http://www.getty.edu/research/tools/vocabulary/tgn/ Humanities & Social Science Electronic Thesaurus (HASSET) http://www.data- archive.ac.uk/search/hassetSearch.asp

13. Controlled Values in other elements Date – ISO 8601 – YYYY-MM-DD Names – e.g. Union List of Artists Names (ULAN) http://www.getty.edu/research/tools/vocabulary/ulan/ Multi-purpose Internet Mail Extensions (MIME) Types –Image examples = JPEG, GIF, TIFF –Video examples = MPEG, Quicktime –Model example = VRML Language – ISO 639 Language Codes

14. Focus on Preservation Metadata To inform ongoing preservation of digital objects For both “born digital” and “digital surrogate” resources Several initiatives developing a framework for Preservation Metadata –OCLC/RLG http://www.oclc.org/research/pmwg/pm_framework.pdf –CEDARS (Leeds University) http://www.leeds.ac.uk/cedars/ –PADI (National Library of Australia) http://www.nla.gov.au/padi/ –NEDLIB http://www.kb.nl/coop/nedlib/results/D4.2/D4.2.htm

15. Preservation Description Information Reference Information –Unique identifier for the object e.g. ISBN, URN Context Information –Clarifies relationship of the object to its environment : why it was created/how it relates to other objects

16. Preservation Description Information Provenance Information –Origin, chain of custody, preservation actions and effects Fixity Information – Authenticates/validates the object e.g. digital signature

17. Preservation Metadata can: Store technical information that supports preservation decisions and action Document preservation action taken (e.g. migration or emulation) Record effects of preservation strategies Ensure authenticity of digital resources over time Note information on Collection and Rights Management

18. Example of preservation metadata

19. Summary Metadata an integral part of the digitisation process – documentation should be an ongoing part of any project Other types of documentation e.g. metadata relating to audience Ensuring that your resource is meaningful and accessible both now and in the future