Effective Metadata Management: An Introduction to the BiblioShare Webform


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This webinar was sponsored by eBOUND Canada.

A robust and consistently-refreshed ONIX feed is essential for publishers to remain effective in a book market that's splintered by product formats (so many!) and retailer formats (so many!). Traditional methods of ONIX creation that veer between dreaded hand-coding and expensive large-scale solutions are simply not ideal for small publishers. This Fall, with publishers of smaller numbers of titles in mind, BookNet Canada introduced a simple web-based tool for ONIX creation called the BiblioShare Webform.

This webinar will show you how the use of a web-based metadata management tool can help you:
- reach as many potential readers as possible;
- eliminate redundant data-entry;
- easily cater to retailer-specific requirements; and
- make your workflow fall in love with metadata so that they may live together in harmony forever and ever.

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  • hi everyone, thank you for coming! and thank you to ebound for having me.
  • My name’s Neha... BookNet is a not-for-profit agency that most of you are familiar with. If you’re not then, we’re mandated to drive tech innovation to the industry. We do this by creating software and providing services that deal in metadata and sales data.
  • Metadata is often defined as “data about data”. While that’s technically true, it’s quite a bit more personal that that. We look to metadata to define our books, our authors, our business...we look to it to define ourselves in many ways. It’s information, yes, but it’s also the most critical success factor in making our content sharable and cost-effective to produce and distribute. We use metadata to facilitate the usage and distribution of our content. So take it personally!
  • Metadata in the publishing supply chain is expressed as ONIX-formatted XML. Most of you are probably already familiar with ONIX, but for those who aren’t: ONIX is simply a standard set of XML rules developed for the publishing industry that is used to transmit book data through the web.
  • To transmit data to our partners: retailers, distributors, aggregators, our own websites, we need to format it correctly so that it is understandable. In the end, data has to look like this. To get there we need to gather all our metadata (from editorial, marketing, sales, operations) > translate it to ONIX-formatted XML > schema validate the resulting record to ensure that it adheres to the ONIX schema > distribute it to our partners. That’s four steps, often completed using a variety of applications (like XML validators) and organizations (like distributors and ONIX creation services).
  • What does bad metadata look like? Bad metadata is incomplete, incorrect. Poorly formatted ONIX can lead to bad metadata. The impact of bad metadata is frustrating for data creators and receivers. Missing or incorrect data, like wrong prices or authorship, can have frustrating consequences. And in the world of online retail, it can mean the loss of a potential sale.
  • Ultimately, the goal is to use the wonderful flexibility of XML to describe our products from end to end. For book data, a complete description is a moving target. As titles undergo price changes or changes to marketing details, like reviews, their metadata must also change. Titles also get published in new formats, and as the standard goes, a new ONIX record with a unique ISBN must be created for each new format. This leads to several records per title, and you need to be able to manage data in each record independently of the others. Feeds need to be continually refreshed. This brings me to metadata management...
  • Metadata management is the process of managing your metadata assets according to how those assets are used.
  • This is what effective data management looks like: 1. It has a central repository. This helps to simply data discovery within an organization. We talk a lot about the troubles with book discovery in the marketplace, but we’re also facing similar discoverability issues with the metadata that describes our books. If you want to know who wrote a title, how much it is, what sales rights it has, what its dimensions or extents are, then it’s far quicker to look all this stuff up in one place, rather than 3 different systems. It also much easier this way to have more than one contributor of metadata. This means that different departments can pitch in their expertise. 2. A central repository also helps in discovering the reusable metadata for each title that can be used across multiple records for that title. This clears up any redundancy issues because you’re not having to repeatedly enter the same data in multiple places. For example, using a title’s print book record to create an EPUB record is far quicker if you can easily duplicate the author bio data because that doesn’t change across formats. 3. We see a lot of cases where valuable information about where is stored and what it means resides with certain employees. When such key people leave an organization, this knowledge disappears, which can spell disaster for the rest of the organization and a complete drain of time spent in getting back to speed. It’s a case of running to stand still, and it can be averted preserving metadata in a single space.
  • For most publishers that we work with at BookNet, their metadata is ultimately converted to ONIX to be used to trade with retail and aggregation partners. This process from gathering data to converting to ONIX to transmitting to partners is often completed using a variety of applications and organizations. If you’re brave (and have a looooot of time), you can code the XML by hand and use XML validation tools like Oxygen to validate it according to the ONIX schema, and then send the records out. Or you can use ONIX creation services or have distributors create records for you and send them out. Or you can use software solutions like ONIXEDIT and HiPoint that give you a user-friendly interface in which to enter your data and export an ONIX record. There isn’t a right answer that works for everyone. It depends on the size and production schedule of your organization.
  • What we used to do to get our publishers from having zero ONIX to hero ONIX. We give them our Bronze level Excel template, which they fill out and run through the converter on our site, they take the resulting XML file and validate it against schema, and then send it onwards... This took a great deal of explaining for small publishers, especially those who were completely new to ONIX and really just needed a simple solution for their handful of titles.
  • So, we decided it was high time we created a simple solution for publishers who are looking to control their own metadata. Not only the managing of it but also its export in standard ONIX format.
  • When we began to develop the idea, we were put in touch with the makers of ONIXEDIT who were testing out a web-based version of a tool that would allow people to enter data and export in ONIX. It was perfect place for us to start and indeed, we used their base as a jumping off point and added the functionality that we though was necessary for our potential users. Some of the things we added: 1. We extended to cover images so that you can have those in the same place as well. 2. We added an export to BiblioShare, because a lot of our publishers were asking for an easy way to do this. 3. Finally, and most importantly, we added a easy ability to validate records according to ONIX schema so our publishers wouldn’t have to download external software to do this.
  • BiblioShare Webform covers the most common sales and marketing metadata elements required by retailers and other trading partners, but in the interest of being easy to use, uncluttered, and precise, Webform doesn't provide all possible ONIX fields. If you need to specify elements that aren't present in the Webform, you can export your records as an XML file and build on it in an XML editor for a more robust record.
  • A lot of the publishers we work with use BiblioShare to transfer data to our online cataloguing tool, CataList, and to 49th Shelf, which is a Canadian book discovery site that uses BiblioShare data to market Canadian titles. So the Webform provides an easy first step for those who don’t have access to large-scale ONIX solutions but still want to use free services like BiblioShare and 49th Shelf.
  • The Webform does have a cost. The price is billed annually and is dependent on the number of records you’d like to manage. There are no contracts and you can download a full ONIX file of all your records to take with you if you choose to cancel. We’re offering a discount of 25% off the annual price for our CataList users.
  • The Webform handles all management and export functions on two simple screens. Here’s what they look like.
  • Catalogue view: - this eg. > a bunch of records that have been imported from an XML file, imported from BiblioShare, or have been newly created. - a user only has access to see records they have added and to catalogues that we have assigned to them. - handy column shows whether a record is schema valid or not. We are only testing for schema validation, not for certification levels.
  • This is a screenshot of the metadata entry screen at the record level. It also allows for entry of ebook records. This is an example of a valid title.
  • This is an example of an invalid title. The webform shows a summary of what you need to enter or what you need to fix in order for a record to pass schema validation.
  • hi everyone, thank you for coming! and thank you to ebound for having me.
  • Effective Metadata Management: An Introduction to the BiblioShare Webform

    1. 1. effective metadata managementan introduction to the BiblioShare Webformpresented in cooperation with eBOUND Canada November 20, 2012
    2. 2. WHO? Neha Thanki #project manager
    4. 4. 1metadata
    5. 5. metadata METADATA IS EVERYWHERE take it *personally*
    6. 6. metadata ONLINE INFORMATION EXCHANGE grammar for XML
    7. 7. [metadataWHAT’S THE GOAL?
    8. 8. metadataTHE HORROR, THE HORROR title: COOL BOOK author: BookNet Kanada price: N/A
    9. 9. metadataWHAT’S THE GOAL? a *complete* description
    10. 10. 2metadatamanagement
    11. 11. metadata managementONE RING TO RULE THEMALL a *central* repository with *reusable* records that *reduces* knowledge drain
    12. 12. metadata management MANAGE + ONIX a *central* repository a *schema* validator an ONIX *exporter*
    13. 13. metadata management THE TRADITIONAL PROCESS BNC *Excel* template BNC *converter* schema validation supplied by *you* *transfer* to BiblioShare, CataList
    14. 14. 3bibliosharewebform
    15. 15. {biblioshare webform Add/edit records Validate schema BIBLIOSHARE Export to ONIX.xml WEBFORM Export to BiblioShare Import from BiblioShare Add cover image
    16. 16. biblioshare webform CAN’T DO support all ONIX elements export to retailers directly
    17. 17. biblioshare webform BIBLIOSHARE WEBFORM BiblioShare CataList 49th Shelf
    18. 18. biblioshare webform PRICING
    19. 19. 4SHOW & TELL
    20. 20. show & tell
    21. 21. show & tell
    22. 22. show & tell
    23. 23. THANKS!nthanki@booknetcanada.ca@nehathankiwww.booknetcanada.cafacebook.com/BookNetCanada@booknet_canada