Metadata Editor Tutorial

Introduction

The DIS is an Internet based data and information system with the following objectives in focus:

The system is composed of 3 mechanisms: DIS Metadata Editor, DIS Search Process and DIS Harvest Process . The first mechanism is the place where the metadata is created or edited for maintenance (this is a restrict area and is suppose to be used by the IAI PIs or projects representatives). The second is the place where the users search for metadata and the last is the core mechanism where metadata is harvested and index is created for search and retrieval. The first mechanism is installed at the IAI and the remaining two mechanisms are installed at the Oak Ridge National Laboratory, in the United States. The image below represents the three mechanisms and the “actors” of the process:

The objective of this tutorial is present in a concise way all the aspects of mechanism DIS Metadata Editor , including the practical procedures for the creation of metadata to document data created in the IAI scientific projects.

In our context, DATA is any kind of organized information that represents something relevant, usually formatted as a text, image, sound, video or any other format. In practical terms, the term can be used to represent different electronic files, like publications, posters, presentations or even raw information.

Also METADATA is information about data provided by a data supplier with includes a description of the content, format, quality, utility and origin of the data, electronic representation of the data, security and rights information and other appropriate characteristics.

Accessing the system in order to create or modify metadata

1) Request an ACCOUNT and PASSWORD to the DIS Manager, so your metadata can be created in the DIS server. Send a message to iaidis_AT_dir.iai.int , inform your wish to have an account and WHY you want to have an account created, specially emphasizing what is your relationship with the IAI and/or the scientific project you are representing.

2) With your account/password on hand, access this site, visualize the files Data Process Overview and Best Practices for Creating Metadata at the IAI before going ahead. These files (PDF format) will give you initial information to understand how the system works and how good metadata can be created. Notice that you should create one metadata for each real data you have, so if you have 100 scientific publications, it will be necessary to create 100 metadata where each one will represent one specific publication.

3) Access this site and select I am an investigator and want to document my data using the DIS Metadata Editor . When you observe the start screen, represented below, type your account and password in order to enter on the system.

4) After entering your account and password you will be directed to the first page of the DIS Metadata Editor, represented below. Notice that your browser must allow "pop-ups" and "cookies" to operate correctly, so if you can not visualize the first page, enable these features in your browser. If you don´t know how to do this, contact your system administrator or help desk.

The first page is divided in two areas: MENU Area and BODY Area.

The first area is where the commands are selected. Below File, you can create a new metadata, open one for edition, delete or visualize metadata, etc. Clicking over Information, the system will present some help documents, like a tutorial, a FAQ and a glossary list.

The second area is where all the real information is presented. If a metadata is opened for creation or edition, all the available metadata fields will be showed on that area.

Please, see the next sections in order to visualize the metadata creation or edition processes.

Creating a metadata

1) Select "File-New" from MENU Area in order to begin the creation process.

2) Click over the "CREATE" button in order to start working on a new metadata file. Notice that your are going to use the IAI Dataset template. This is a normal definition.

3) After step 2, you are going to visualize the page below. Observe that there are other components on the MENU Area. The Edit component is where you actually explore the metadata file, by collapsing or expanding fields, or even navigating back and forth to different fields. "Home” button directs you to the first page, so you can create or edit another metadata. "Preview as XML DIF" presents the metadata as a DIF (Directory Interchange Format) file and "Preview as Summary of Metadata" presents the metadata as a single HTML file.

The BODY Area shows the 4 divisions where information about your data is recorded. "Identification Information" is the place where you inform WHO is the data owner, title, edition, type of data, status, scientific keywords, etc. "Data Quality Information" is the place for completeness information. "Distribution Information" is where you inform the links to real data, including FTP or HTTP sites. "Metadata Reference Information" groups information about the metadata, including WHO created it, creation data, etc.

4) Should you want to expand one specific division for visualization, just click over the "+" character. The system will automatically expand it, as you can check in the image below. This same idea is valid for other sub-itens located inside each division.

5) Navigate throught all the available fields, use the "Edit-Expand All" or "Edit-Collapse All" to visualize all fields, and insert as many information as you can, so that metadata will be a rich source of information for different audience.

When inserting information about the scientific keywords (Parameter_Description Field from Identification Information), be informed that the system follows the "Global Change Master Directory Scientific Keywords", so its mandatory to follow this hierarchy. Please access http://gcmd.gsfc.nasa.gov/Resources/valids/gcmd_parameters.html to know what are your options in terms of scientific keywords. If you want to insert a keyword that is not present in the GCMD list, you can use the Keywords field, where you can insert a free list (one per line).

Notice that "show pick list" means that there are a group of pre-defined list of words for that fields, so you should use that list instead of inserting a new one.

Also notice that there is a "hidden" feature when clicking and pressing the green line on the left edge. If you move the mouse to the opposite direction, you are going to visualize the fields and each inclusion/modification will be presented on-the-fly, so you can have a better control of the information you are inserting or modifying. The next image shows exactly this feature.

If you have doubts about one specific field, click over the name of the field to open the glossary definition. If you still have questions after reading the definition, contact the DIS Manager at iaidis_AT_dir.iai.int . (see image below for an example of a glossary definition)

6) After inserting all pertinent information about your data, save the metadata by selecting "File-Save As". When running this command, the system will request a file name (see next image). Follow the Best Practices for Creating Metadata at the IAI in order to define a good file name.

Notice that you can create sub-directories to store your metadata, if you think this is a pertinent action. Also notice that all your metadata will be saved as XML file. This format is the base for the DIS Harvest Process.

7) Following the metadata saving process, you can close it by selecting "File-Close" or make it searchable by selecting "Yes" in front of the "Searchable?" question.

The images below show the entire process. Its important to observe that after setting a metadata as searchable, the system will present a confirmation page, which will be closed automatically and you should wait for the conclusion of this process.

Notice that a metadata can be made searchable in any time. So, if you want to block a metadata from the harvest process, simple answer "No" for the "Searchable?" question. The process is similar to the previous one and again the system will show a confirmation page (see below), which will be closed automatically.

Editing a metadata

The edition process is almost the same as the creation process. The only difference is that you should open a metadata by selecting "File-Open", instead of creating a new file. Then all the fields can be edit or modified for later saving and search liberation. The next image shows the file opening page.

Deleting a metadata

The deletion process should be used only when a certain metadata is to be deleted for any specific reason. This process will erase the metadata from the IAI server, so you should be really sure about what you are doing when deleting a metadata.

To delete a metadata, select "File-Delete" from the MENU and then click over the file you want to delete (see below). Observe that a warning message (Are you SURE you want to delete your selection?) will appear before the file deletion, and only after answering "Yes" the metadata will be deleted. You can delete more than one file at the same time, so be extremally aware during the process.