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Creating Shareable Metadata
Pre-Conference at WebWise 2006:
Inspiring Discovery: Unlocking Collections
Los Angeles, CA February 15, 2006

Jenn Riley, Indiana University
Sarah Shreeves, University of Illinois at Urbana-Champaign
Liz Milewicz, Emory University
What does this record describe?
identifier: http://name.university.edu/IC-FISH3ICX0802]1004_112
publisher: Museum of Zoology, Fish Field Notes
format:
jpeg
rights:
These pages may be freely searched and
displayed. Permission must be received for
subsequent distribution in print or electronically.
type:
image
subject: 1926-05-18; 1926; 0812; 18; Trib. to Sixteen Cr.
Trib. Pine River, Manistee R.; JAM26-460; 05;
1926/05/18; R10W; S26; S27; T21N
language: UND
source: Michigan 1926 Metzelaar, 1926--1926;
description: Flora and Fauna of the Great Lakes Region
February 15, 2006

Creating Shareable

Dublin Core record retrieved
via the OAI Protocol
February 15, 2006

Creating Shareable
And this one?
• Sample Record (adapted from an Illinois
database)

February 15, 2006

Creating Shareable
Agenda

Time for questions
between each section

1. Introduction
2. Why share metadata
anyway?
3. What is shareable
metadata?
4. How do you create
shareable metadata?
5. Communication and
documentation
6. Before you share…
February 15, 2006

Creating Shareable

Packets

Break around 2:45
We hope that you will leave today and…
• Understand the need for interoperable or
shareable metadata
• Understand the impact your metadata
has on larger aggregations
• Understand the key components of
shareable metadata
• Think critically about the shareability of
their own metadata.
February 15, 2006

Creating Shareable
What we aren’t covering…
• How to share metadata (whether via
the OAI Protocol, SRW/U, FTP, CD-ROM,
Cooperative Cataloging, Excel
Spreadsheet!)
• Details of technical aspects of
shareable metadata such as
XML schema & namespaces
• How to use specific metadata
O
formats ne Size Does Not Fit All!
February 15, 2006

Creating Shareable
Questions?

February 15, 2006

Creating Shareable
Why share metadata anyway?
• Benefits to users
– Single search of a variety of digital resources
– Aggregation of subject-specific resources
– Higher quality resources

• Benefits to institutions

― Increased user access to collection by
allowing metadata to appear in other
places
― Exposure to broader audience, new users
― Surfacing rare, unknown, or scattered
collections

February 15, 2006

Creating Shareable
Different shapes and sizes…
• Range of different aggregations:
– focused subject area v. comprehensive
– specialized audience v. general
audience

• Range of different displays

February 15, 2006

Creating Shareable
Metadata aggregators
• CIC Metadata Portal
http://cicharvest.grainger.uiuc.edu/
– Records and digital resources shared by consortium of
institutions, provided for
– Educators, researchers, and general public

Benefits:
Single comprehensive search of
multiple collections and a variety of disciplines
February 15, 2006

Creating Shareable

Next
CIC Metadata Portal

February 15, 2006

Creating Shareable
CIC Metadata Portal

February 15, 2006

Creating Shareable
CIC Metadata Portal

February 15, 2006

Creating Shareable
Metadata aggregators
• National Science Digital Library
http://nsdl.org
- Online resources and records pertaining to science &
math education and research, vetted for inclusion,
provided for
- Educators, researchers, policy makers, and the general
public

Benefits:
Single portal serving a range of resources on a
specialized topic to a diverse audience
February 15, 2006

Creating Shareable

Next
NSDL

February 15, 2006

Creating Shareable
NSDL

February 15, 2006

Creating Shareable
NSDL

February 15, 2006

Creating Shareable
Metadata aggregators
• Collaborative Digitization Program
http://www.cdpheritage.org/

- Records and digital resources from archives, museums,
and libraries, pertaining to cultural heritage of the
American West
provided for
- Educators, researchers, and the general public

Benefits:
Single portal serving a range of resources on a
specialized topic to a diverse audience
February 15, 2006

Creating Shareable

Next
Collaborative Digitization Program

February 15, 2006

Creating Shareable
Collaborative Digitization Program

February 15, 2006

Creating Shareable
Collaborative Digitization Program

February 15, 2006

Creating Shareable
Not only stand alone portals…
• http://www.a9.com/

February 15, 2006

Creating Shareable
February 15, 2006

Creating Shareable
Common Problems with Metadata in
Aggregation

• Consistency
• Sufficiency
• Compatibility

February 15, 2006

Creating Shareable
Consistency problems
•
•
•
•

Appearance of data
Application of format
Granularity of records
Vocabulary usage
Result:
Service Provider must normalize data
(if can determine what “normal” is)

February 15, 2006

Creating Shareable
Sufficiency problems
• Too little info for understanding what
resource is, especially outside of local
context

Result:
Users don’t know whether a resource is
relevant or not
February 15, 2006

Creating Shareable
Compatibility problems
Information in records is
– Erroneous
– Unnecessary
– Incompatible

Result:
Interferes with harvesting and indexing

February 15, 2006

Creating Shareable
Questions?

February 15, 2006

Creating Shareable
What is Shareable Metadata?

February 15, 2006

Creating Shareable
Shareable Metadata…
- Promotes search interoperability
“the ability to perform a search over
diverse sets of metadata records and
obtain meaningful results.” (Priscilla
Caplan)

- Is (at the least) human understandable
outside of its local context (the field note!)
- Is useful outside of its local context
(Can we build something off of it?)

- Preferably is machine processable!
February 15, 2006

Creating Shareable
The Four C’s (and lots of S’s) of Shareable
Metadata
Consistency
Coherence
Context
Conformance
Metadata standards
(and not just DC)
Vocabulary and encoding standards
Descriptive content standards
(AACR2, CCO, DACS)
Technical standards
(XML, Character encoding, etc)
February 15, 2006

Creating Shareable
Questions?

February 15, 2006

Creating Shareable
How do you create
shareable metadata?

February 15, 2006

Creating Shareable
Appropriate representation of the
resource through metadata
• Metadata as a view of the
resource
• Standards promote
interoperability
• Appropriate formats
• Appropriate content
• Appropriate context

February 15, 2006

Creating Shareable
Metadata as a view of the resource
• Metadata for the same thing is different
depending on use and audience
• Affected by format, content, and
context
• Harry Potter as represented by…
– a public library
– an online bookstore
– a fan site

February 15, 2006

Creating Shareable
Same Object,
Different Descriptions,
Different Metadata
Illinois Digital Archives (alt)

University of Minnesota Libraries
(alt)
Northwestern Poster Collection
(alt)
Teaching with Digital Content (alt)

World War II Poster
February 15, 2006

Creating Shareable
Choice of vocabularies as a view
• Names
– LCNAF: Michelangelo Buonarroti, 14751564
– ULAN: Buonarroti, Michelangelo

• Places
– LCSH: Jakarta (Indonesia)
– TGN: Jakarta

• Subjects
– LCSH: Neo-impressionism (Art)
– AAT: Pointillism

February 15, 2006

Creating Shareable
Standards promote interoperability

February 15, 2006

Creating Shareable
Types of standards to consider
• Data structure standards
– “Buckets” of information (fields)
– Both label and scope important
– e.g., MARC, MODS, Dublin Core

• Data content standards
– Selection, structure and formatting
of value within a field
– e.g., AACR2, DACS, CCO

February 15, 2006

Creating Shareable
Appropriate formats
• Depends upon:
–
–
–
–
–

nature of materials
nature of holding institution
depth of description needed
community practice
need for distinction between
versions
– need for repeating elements

• MARC, MODS, Dublin Core, EAD,
and TEI may all be appropriate
for a single item
February 15, 2006

Creating Shareable
Break

February 15, 2006

Creating Shareable
Appropriate content
•
•
•
•
•
•

Choose appropriate vocabularies
Choose appropriate granularity
Make it obvious what to display
Exclude unnecessary “filler”
Make it clear what links point to
Handout has some guidance for
“classes of metadata elements”

February 15, 2006

Creating Shareable
Common content mistakes
• No indication of vocabulary
used - Example
• Shared record for a single
page in a book
• Link goes to search interface
rather than item being
described
• “Unknown” or “N/A” in
metadata record
February 15, 2006

Creating Shareable
Appropriate context
• Thinking about shareability
– Include information not used locally
– Exclude information only used locally

• Current safe assumptions
– Users discover material through shared record
– User then delivered to your environment for full
context

• Context driven by intended use

February 15, 2006

Creating Shareable
Common context mistakes
• Leaving out information that
applies to an entire collection
(“On a horse”)
• Location information lacking
parent institution
• Geographic information
lacking higher-level
jurisdiction
• Inclusion of administrative
metadata
February 15, 2006

Creating Shareable
What are you describing?
Physical object w/
links to the digital?
(Digital surrogate
approach)

Both digital and physical
in the same flat record?

Both digital and physicalin the same record but ina hierarch
Content but not the carrier?

A record for theanalog and thedigital item withlinkage?
(one to one principle)

February 15, 2006

Creating Shareable
Questions?

February 15, 2006

Creating Shareable
Communication
• Metadata providers can
learn from aggregators
• Aggregators can learn
from metadata providers
• Providing supplemental
information to make
records more intelligible
February 15, 2006

Creating Shareable
Metadata providers can learn from
aggregators
• Crosswalking methods and rules
• Information to include and exclude
• Choice of standards
– Metadata formats
– Vocabularies

• Where to spend normalization effort
• Use can drive future priorities
Example from the CIC Portal… (alt)
February 15, 2006

Creating Shareable
Aggregators can learn from metadata
providers
• Where to spend normalization effort
• Context, importance, and primary uses of
resources shared
• Variety of resource types
and descriptive practices
encountered
• Local, robust
metadata formats
February 15, 2006

Creating Shareable
Providing supplemental information to
make records more intelligible
• Method for creating shared records
• Vocabularies and content standards
used in shared records
• Record updating practices & schedules
• Accrual practices and
schedules
• Existence of analytical or
supplementary materials
• Provenance of materials
February 15, 2006

Creating Shareable
Before you share…
• Check your metadata
–
–
–
–

Appropriate view?
Consistent?
Context provided?
Does the aggregator have
what they need?
– Documented?
Can a stranger tell you what
the record describes?
February 15, 2006

Creating Shareable
Questions?

February 15, 2006

Creating Shareable

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Creating Shareable Metadata

  • 1. Creating Shareable Metadata Pre-Conference at WebWise 2006: Inspiring Discovery: Unlocking Collections Los Angeles, CA February 15, 2006 Jenn Riley, Indiana University Sarah Shreeves, University of Illinois at Urbana-Champaign Liz Milewicz, Emory University
  • 2. What does this record describe? identifier: http://name.university.edu/IC-FISH3ICX0802]1004_112 publisher: Museum of Zoology, Fish Field Notes format: jpeg rights: These pages may be freely searched and displayed. Permission must be received for subsequent distribution in print or electronically. type: image subject: 1926-05-18; 1926; 0812; 18; Trib. to Sixteen Cr. Trib. Pine River, Manistee R.; JAM26-460; 05; 1926/05/18; R10W; S26; S27; T21N language: UND source: Michigan 1926 Metzelaar, 1926--1926; description: Flora and Fauna of the Great Lakes Region February 15, 2006 Creating Shareable Dublin Core record retrieved via the OAI Protocol
  • 4. And this one? • Sample Record (adapted from an Illinois database) February 15, 2006 Creating Shareable
  • 5. Agenda Time for questions between each section 1. Introduction 2. Why share metadata anyway? 3. What is shareable metadata? 4. How do you create shareable metadata? 5. Communication and documentation 6. Before you share… February 15, 2006 Creating Shareable Packets Break around 2:45
  • 6. We hope that you will leave today and… • Understand the need for interoperable or shareable metadata • Understand the impact your metadata has on larger aggregations • Understand the key components of shareable metadata • Think critically about the shareability of their own metadata. February 15, 2006 Creating Shareable
  • 7. What we aren’t covering… • How to share metadata (whether via the OAI Protocol, SRW/U, FTP, CD-ROM, Cooperative Cataloging, Excel Spreadsheet!) • Details of technical aspects of shareable metadata such as XML schema & namespaces • How to use specific metadata O formats ne Size Does Not Fit All! February 15, 2006 Creating Shareable
  • 9. Why share metadata anyway? • Benefits to users – Single search of a variety of digital resources – Aggregation of subject-specific resources – Higher quality resources • Benefits to institutions ― Increased user access to collection by allowing metadata to appear in other places ― Exposure to broader audience, new users ― Surfacing rare, unknown, or scattered collections February 15, 2006 Creating Shareable
  • 10. Different shapes and sizes… • Range of different aggregations: – focused subject area v. comprehensive – specialized audience v. general audience • Range of different displays February 15, 2006 Creating Shareable
  • 11. Metadata aggregators • CIC Metadata Portal http://cicharvest.grainger.uiuc.edu/ – Records and digital resources shared by consortium of institutions, provided for – Educators, researchers, and general public Benefits: Single comprehensive search of multiple collections and a variety of disciplines February 15, 2006 Creating Shareable Next
  • 12. CIC Metadata Portal February 15, 2006 Creating Shareable
  • 13. CIC Metadata Portal February 15, 2006 Creating Shareable
  • 14. CIC Metadata Portal February 15, 2006 Creating Shareable
  • 15. Metadata aggregators • National Science Digital Library http://nsdl.org - Online resources and records pertaining to science & math education and research, vetted for inclusion, provided for - Educators, researchers, policy makers, and the general public Benefits: Single portal serving a range of resources on a specialized topic to a diverse audience February 15, 2006 Creating Shareable Next
  • 19. Metadata aggregators • Collaborative Digitization Program http://www.cdpheritage.org/ - Records and digital resources from archives, museums, and libraries, pertaining to cultural heritage of the American West provided for - Educators, researchers, and the general public Benefits: Single portal serving a range of resources on a specialized topic to a diverse audience February 15, 2006 Creating Shareable Next
  • 20. Collaborative Digitization Program February 15, 2006 Creating Shareable
  • 21. Collaborative Digitization Program February 15, 2006 Creating Shareable
  • 22. Collaborative Digitization Program February 15, 2006 Creating Shareable
  • 23. Not only stand alone portals… • http://www.a9.com/ February 15, 2006 Creating Shareable
  • 25. Common Problems with Metadata in Aggregation • Consistency • Sufficiency • Compatibility February 15, 2006 Creating Shareable
  • 26. Consistency problems • • • • Appearance of data Application of format Granularity of records Vocabulary usage Result: Service Provider must normalize data (if can determine what “normal” is) February 15, 2006 Creating Shareable
  • 27. Sufficiency problems • Too little info for understanding what resource is, especially outside of local context Result: Users don’t know whether a resource is relevant or not February 15, 2006 Creating Shareable
  • 28. Compatibility problems Information in records is – Erroneous – Unnecessary – Incompatible Result: Interferes with harvesting and indexing February 15, 2006 Creating Shareable
  • 30. What is Shareable Metadata? February 15, 2006 Creating Shareable
  • 31. Shareable Metadata… - Promotes search interoperability “the ability to perform a search over diverse sets of metadata records and obtain meaningful results.” (Priscilla Caplan) - Is (at the least) human understandable outside of its local context (the field note!) - Is useful outside of its local context (Can we build something off of it?) - Preferably is machine processable! February 15, 2006 Creating Shareable
  • 32. The Four C’s (and lots of S’s) of Shareable Metadata Consistency Coherence Context Conformance Metadata standards (and not just DC) Vocabulary and encoding standards Descriptive content standards (AACR2, CCO, DACS) Technical standards (XML, Character encoding, etc) February 15, 2006 Creating Shareable
  • 34. How do you create shareable metadata? February 15, 2006 Creating Shareable
  • 35. Appropriate representation of the resource through metadata • Metadata as a view of the resource • Standards promote interoperability • Appropriate formats • Appropriate content • Appropriate context February 15, 2006 Creating Shareable
  • 36. Metadata as a view of the resource • Metadata for the same thing is different depending on use and audience • Affected by format, content, and context • Harry Potter as represented by… – a public library – an online bookstore – a fan site February 15, 2006 Creating Shareable
  • 37. Same Object, Different Descriptions, Different Metadata Illinois Digital Archives (alt) University of Minnesota Libraries (alt) Northwestern Poster Collection (alt) Teaching with Digital Content (alt) World War II Poster February 15, 2006 Creating Shareable
  • 38. Choice of vocabularies as a view • Names – LCNAF: Michelangelo Buonarroti, 14751564 – ULAN: Buonarroti, Michelangelo • Places – LCSH: Jakarta (Indonesia) – TGN: Jakarta • Subjects – LCSH: Neo-impressionism (Art) – AAT: Pointillism February 15, 2006 Creating Shareable
  • 39. Standards promote interoperability February 15, 2006 Creating Shareable
  • 40. Types of standards to consider • Data structure standards – “Buckets” of information (fields) – Both label and scope important – e.g., MARC, MODS, Dublin Core • Data content standards – Selection, structure and formatting of value within a field – e.g., AACR2, DACS, CCO February 15, 2006 Creating Shareable
  • 41. Appropriate formats • Depends upon: – – – – – nature of materials nature of holding institution depth of description needed community practice need for distinction between versions – need for repeating elements • MARC, MODS, Dublin Core, EAD, and TEI may all be appropriate for a single item February 15, 2006 Creating Shareable
  • 43. Appropriate content • • • • • • Choose appropriate vocabularies Choose appropriate granularity Make it obvious what to display Exclude unnecessary “filler” Make it clear what links point to Handout has some guidance for “classes of metadata elements” February 15, 2006 Creating Shareable
  • 44. Common content mistakes • No indication of vocabulary used - Example • Shared record for a single page in a book • Link goes to search interface rather than item being described • “Unknown” or “N/A” in metadata record February 15, 2006 Creating Shareable
  • 45. Appropriate context • Thinking about shareability – Include information not used locally – Exclude information only used locally • Current safe assumptions – Users discover material through shared record – User then delivered to your environment for full context • Context driven by intended use February 15, 2006 Creating Shareable
  • 46. Common context mistakes • Leaving out information that applies to an entire collection (“On a horse”) • Location information lacking parent institution • Geographic information lacking higher-level jurisdiction • Inclusion of administrative metadata February 15, 2006 Creating Shareable
  • 47. What are you describing? Physical object w/ links to the digital? (Digital surrogate approach) Both digital and physical in the same flat record? Both digital and physicalin the same record but ina hierarch Content but not the carrier? A record for theanalog and thedigital item withlinkage? (one to one principle) February 15, 2006 Creating Shareable
  • 49. Communication • Metadata providers can learn from aggregators • Aggregators can learn from metadata providers • Providing supplemental information to make records more intelligible February 15, 2006 Creating Shareable
  • 50. Metadata providers can learn from aggregators • Crosswalking methods and rules • Information to include and exclude • Choice of standards – Metadata formats – Vocabularies • Where to spend normalization effort • Use can drive future priorities Example from the CIC Portal… (alt) February 15, 2006 Creating Shareable
  • 51. Aggregators can learn from metadata providers • Where to spend normalization effort • Context, importance, and primary uses of resources shared • Variety of resource types and descriptive practices encountered • Local, robust metadata formats February 15, 2006 Creating Shareable
  • 52. Providing supplemental information to make records more intelligible • Method for creating shared records • Vocabularies and content standards used in shared records • Record updating practices & schedules • Accrual practices and schedules • Existence of analytical or supplementary materials • Provenance of materials February 15, 2006 Creating Shareable
  • 53. Before you share… • Check your metadata – – – – Appropriate view? Consistent? Context provided? Does the aggregator have what they need? – Documented? Can a stranger tell you what the record describes? February 15, 2006 Creating Shareable