1

Cataloging Using the DLESE Catalog System

25 June 2003

Holly Devaul

GCCS Internship

2

Today’s Goals

Using the DLESE Catalog System (DCS) for creating and managing metadata records

The basics of metadata, cataloging protocol, vocabularies, best practices

Workflow

3

The DLESE Catalog System

The DCS is a distributable catalog management and

discovery system that enables collection builders to develop, manage, and share their collections.

4

DLESE Catalog System

Four Modules Discover – search over records

in the collection Contribute – initial cataloging Manage – edit and move records Share – Share records with other

collections

5

Contribute – Catalog a resource

Produces XML records in the DLESE -IMS metadata framework

Produces unique ID numbers Can be customized for stand-alone collectionsDLESE-000-000-000-123 Sequential

6

Metadata for DLESE“Data about data” in the library will help teachers & learners find what they need

Structured, descriptive information about a resource.What is it about? Who created it? Where do I find it? What do I need to use it? etc….

Information returned to user in search

Information shared with other libraries

The metadata record is what DLESE creates and holds, not the physical files of each resource.

7

DLESE Metadata Framework

Full framework is extensive; > 100 fieldsDeveloped to support the description and discovery of educational objectsGeospatial referencing (location, temporal data)We are transitioning to a new framework this year. Some fields will need additional coding to facilitate this transformation process (sorry).

8

Required Metadata

Minimal metadata set to to identify the resource

Provides descriptive, educational and computer information as well as subject assignment for browsing and assessment.

All records must contain this information

9

Required Metadata Fields

URL, TitleDescription, SubjectResource type, AudienceTechnical info, cost, copyrightResource creatorResource cataloger (you)

10

Suggested Fields

• Mirror URLS

• Educational standards

• Keywords

• Relation

• Coverage

11

Cataloging Process

Make informed decisions about content, pedagogy, and computer requirements based on best practices and cataloger expertise

From experience, spend 30 to 60 minutes to generate required metadata for unfamiliar resources

Manually catalog by copying, pasting, and typing while reviewing resource on-line

12

Decide what to catalog and how

DPC granularity recommendations:Create single records for resources as a whole- begin with overarching site.Create additional records if individual parts of resource differ substantially in technical requirements, descriptions and educational data.Strikes a balance between supporting resource discovery with reasonable user effort yet avoids potential user frustration with retrieving too many redundant records.

13

Consider user perspective

Think about end user, who will read your written description and vocabulary choices.

What search terms would you use, if you were looking for an item such as this?

What information would you need and want in the description as a potential user of the resource?

Your characterization will assist users in finding the resources they want.

14

DLESE Catalog System

15

Cataloger Navigation and Tech Tips

Only one instance open at a time

Navigation via side bar, no Back button

Exit using menu options only; e.g. do not close using the X in the upper right corner

Best practices for each field available

Several types of data input…. Some require a submit button action before leaving the page, others build lists.

16

DLESE Catalog System-Contribute

Click on “Contribute” then “Launch the DLESE Resource Cataloger”

Activities supported:Create new recordsEdit records you have created previously but not yet submittedView best practice guidelines and view vocabulary explanations for DLESE required metadata

17

18

Filters

Relevance Filter:Is the resource relevant to Earth System Science education?

Integrity Filter:Does it function reasonably; i.e., seem to be basically bug-free?

19

20

URL Field: The URL that resolves to the resource.

Can only support http:// , not ftp or https protocol

Cannot support = ? url’s

Mirror sites can be added under Suggested Fields

21

Duplicate checkingIf the URL is already in the DLESE collection you will not be allowed to catalog it.

If it is similar in domain name it you may decide to catalog it if:

It really is a different resource under a similar looking URL.If your URL is under a similar looking URL but differs substantially in description, educational components or computer requirements from the similar URL.

Don't catalog your URL ifIt is a component of another URL and is sufficiently described by that URL's catalog record.

22

Title Field: The name given to the resource by a creator, publisher or cataloger

Use the title displayed on screen to the user, not the title in a browser's title bar. Capitalize first letter of each word.

Specify subtitles within Title by inserting a colon and then including the supporting phrase. Do not insert the word “subtitle”.

Spell out acronyms in titles.

Do not include alphanumeric references (GEO 101) in title, put these in the description if appropriate.

If the creator or publisher does not supply a title, the cataloger can provide one. Do this by including the following in Title: "(title provided or enhanced by cataloger)".

23

Description Field: Narrative describing the

content, purpose, organization, or goal of a resource.

Critical free-text search field. Include information on scientific concepts covered, pedagogy, and implementation. Avoid too much redundancy with other fields, if possible.

Use tables of contents, abstracts, outlines, indices and descriptions to craft complete sentences that describe the resource (re-format to reduce white space).

24

Description, continued

Compose in word processing environment to facilitate spell-checking, formatting (delete white space from captured text) and character counts.Avoid non-text characters.. ~, &, <, > circle C and R, curly quotes.

25

26

Example Description This is an interactive distance learning web site designed to immerse you in the excitement of discovery and exploration of the deep seafloor. Dive and Discover brings you on board a series of research cruises to the Pacific and Indian Oceans, and gives you access to the latest oceanographic and deep submergence research as it happens. This site allows you to join scientists who are exploring the seafloor and making amazing deep sea discoveries. Current research cruises are investigating the biological communities of hydrothermal vents and the volcanic activity of the mid-ocean ridge. The cruises use a variety of submersibles, including Alvin, Jason and Argo.

27

Subject

Is used in the Browse histogram

Indicates distribution of resources across disciplines

Use the controlled vocabulary

Up to 8 but usually 1 to 3 will suffice

28

29

Resource Type Field: The educational type of the resource with regard to how the resource may be used in the classroom, professional development or in an informal educational setting.

Use Resource Type up to 8 times to specify multiple instructional types like activity, simulation, or answer key.

Resource Type has a controlled vocabulary to facilitate search & retrieval.

Categories are: Audio, Data, Learning Materials, Portal, Service, Text, Tool, VisualThen choose a specific corresponding resource type from the dialog box (e.g course, curriculum, scientific visualization, etc.)

Some Resource Types comprise others. Be careful not to overcatalog.

30

31

Audience: The typical kind of learner(s) or audience for whom the resource is intended. The beneficiaries of the resource.

Use the controlled vocabulary to facilitate search and retrieval, up to 8 items

Grouped grade levels

General public - Learners in the general population; no grade level- specificity applicable. Passes the 7-11, bedtime test.

Informal education - Learners in museum settings or community continuing education

32

33

Technical Information

Type of requirements (e.g. browser, operating system, plug-ins) and the names of the requirements (Netscape, Unix, QuickTime) needed to access, interact with or operate components of the resource.

Controlled vocabulary, with option for additional text-based information.

The technical information should refer to digital, not non-digital information.

34

Technical- Selected vocabulary choices

General:No specific technical requirements OR

Known:Browser, Operating system, Software or plug-in choices

Other:More specific technical requirementsthen -> Additional technical info as free-text

Unknown:Technical information not easily determined

HIT SUBMIT

35

36

Cost Field

Indicates whether there is a cost associated with accessing or using the resource.

Yes, No, Unknown

37

Copyright Field

Comments on conditions of use for the resource in a learning or educational setting.

Copy statement directly from the resource. Do not include a URL reference as this may change over time.

If none found, use the phrase ”Copyright and Other Restrictions Information is Unknown”

1024 characters max !!

38

39

Resource Creator

Persons or organizations contributing to content of a resource (includes author, contact, publisher, principal investigator, contributor roles.).At a minumum, include at least one entity (person or organization)Authors must have an email entered, or the word UnknownAvoid using Webmaster as sole creator information

HIT SUBMIT

40

41

Resource Cataloger

Your name and contact information- must have email included

Also add either Carl or Bob as a cataloger, for longer term contact info

Hit SUBMIT button

42

Suggested Fields

Geospatial or Coveragelatitude and longitudebounding box, point, place names Temporal (events)

National Science Standards, Geography stdsKeywords – words not present in description, title or subject, that might aid in dsicoveryRelation

43

Geospatial or Coverage Information

Latitude / Longitude as a bounding box (points included)

Decimal degrees, use negative sign for West Longitude and South Latitude

Place event name must be accompanied by coordinates and must correspond to the area designated – no subarea listings

44

Geospatial – some details

In PlaceEventName, indicate the type of data using these prefixes

PLACE:Southeastern United StatesEVENT:Hurricane Hugo

Indicate if a point in a separate line with PT:If is a single or an overarching bounding box, add BB: to a separate line

45

46

Temporal Information

Begin time, end time.

Must have both beg and end( even if single point in time )

Format is YYYY-MM-DD and HH-MM-SSMust be UTC time referenced – see chart in Best Practices for guidance

47

Relation information

Indicates relationships between resources.

Choose a KIND ( IsPartOf, References…choose from the controlled vocab) DLESE or DWEL ID number OR URL and title

48

Indicate “Kind”

and

DLESE ID number

OR

Title and URL

49

Educational standards

Choosing an educational standard and associating it with a resource signifies that the content of the resource supports the student learning and attainment of the specific ability noted. This can be through many different mechanisms and resource types, including access to background, text-based material.

Do not create compiled lists for large portal sites unless a search mechanism is provided at the site.

50

51

Save your work, submit your work

Incremental save enabled – Save and don’t submit

Editing allowed via DLESE ID number

Save and Submit - further access is denied via cataloging tool. Goes on to QA and accessioning

52

WorkflowFlesh out matrix of concepts and resource typesExcel or paper, fill in as you find specific resources for each cell. Use URL and DLESE ID to identifyCatalog the resources, noting ID number

Print out full recordNote the concept/cell to which it belongs

First 2-3 records, send Holly ID number for review and feedback before submittingBring current versions to Wed. meeting for group review, edit as necessary.Keep compiled list of CONTEXTS/GCCS record ID’s