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Examples of Metadata Functionality, Application Profiles, and Records Metadata for Digital Collections: A How-to-Do-It Manual

Copyright © Steven J. Miller. All Rights Reserved of 21

Examples of Metadata Functionality, Application Profiles, and Records

1. Metadata Application Scenario Example 1: Bridges of Wisconsin Digital Image Collection

A) Functional Requirements:

The metadata scheme and retrieval system must allow users to: Search and browse by:

o Name of Bridge (fielded search and alphabetical title browse) o Date of Bridge Construction (search limit by single year or range of years) o Architect for Firm (fielded search and alphabetical name browse) o Type of Bridge (fielded search, drop-down term browse, and alphabetical term browse) o Wisconsin County Name (fielded search, drop-down term browse, and alphabetical name browse)

Identify image content by the elements above, and also by: o Bridge Dimensions o Photographer name o Date of Photograph o Original Photograph Size o Original Photograph Medium o Original Photograph ID Number o Original Photograph Collection name o Original Photograph Repository name o Digital Collection name o Digital Image Copyright o Digital Image Publisher name o Digital File Format

In addition all records must contain a Type of Resource element for cross-collection search limits

All records must also contain the following administrative information, which will be suppressed from public display and OAI harvesting: Digital File Number Date Digitized



B) Metadata Application Profile (MAP):

Element Name Mapped to Dublin Core Obligation

Vocabulary/Encoding Scheme

Input Guidelines Examples

Title/Name of Bridge Title Required Construct a title giving the name of the bridge first, when known, followed by the county, and the state. If the name of the bridge is not known, give the type of bridge in its place, followed by county and state.

Manchester Street Bridge, Sauk County, Wisconsin

Covered bridge, Door County, Wisconsin

Date of Construction Date Created Required if Available

W3CDTF when applicable

Give a certain date or date range whenever possible, including month and day if known. For uncertain but probable dates, add a question mark. Give the decade as in the example if known to be in that decade but exact year is unknown.

1896 1896? 1890s 1909-1911

Architect or Firm Creator Required if Available

Lassig Bridge and Iron Works

Type of Bridge Subject Required LCTGM Terms must be taken from the Library of Congress Thesaurus for Graphic Materials.

Truss bridges Covered bridges Railroad bridges

Bridge Dimensions Format Extent Required if Available

Include whatever dimensions are available from a reliable source

128.9 ft. long; 13.7 ft. deck width

County Coverage Spatial

Required Local authority file

Use the local list of Wisconsin county names. Sauk County Dane County

Resource Type Type Required DCMIType Use Still Image for all items in this collection Still Image Photographer Creator Required if

Available LCNAF when applicable

Use the form of name established in the LC Name Authority File when present. When not, follow the format of giving last name, first name, and add middle name or initial, date of birth and/or date of death, if known, as illustrated in the examples.

Bennett, H. H. (Henry Hamilton), 1843-1908

Novak, Katarina, 1956- Kramer, Paul Jacob

Date of Photograph Date Created Required if Available

W3CDTF when applicable

Follow the same guidelines as for Date of Construction. The examples here illustrate additional possible variants.

1955 1955-07 1955-07-23 1950s?

Original Photograph Size

Format Extent Required if Available

Give the dimensions of a slide in millimeters and of a photoprint in inches

35 mm 9.5 x 7.25 in.

Original Photograph Medium

Format Medium Required if Available

Sate whether a slide or a photoprint and optionally add black & white or color.

Black & white slide Color photograph

Original Photograph ID Number

Identifier Required Give the Hagenville University Archives ID number for individual photograph

171, 33b-765 KNSC-225907

Original Photograph Collection

Relation IsPartOf

Required Give the name of the collection as established within the Hagenville University Archives

Paul J. Kramer Archival Photograph Collection

The Katarina Novak Slide Collection

Original Photograph Contributor Required All images in this online collection reside in the “Hagenville Hagenville University



Repository University Archives.” Archives Digital Collection Relation

IsPartOf Required Use “Bridges of Wisconsin,” as in the example. Bridges of Wisconsin

Digital Image Copyright

Rights Required Always give the copyright information exactly as in the example.

Copyright © 2009 Hagenville University

Digital Image Publisher

Publisher Required Always give the name of the university exactly as in the example.

Hagenville University

Digital File Format Format Required IMT Terms must be taken from the IMT scheme and follow the format shown in the examples. Most of the images in this collection are jpeg, but a few are gif.

image/jpeg image/gif

Digital File Number Identifier Required Give the Hagenville digital file number WB0078736 Date Digitized Date Created Required W3CDTF Give the full date of digitization, including month and day,

following the W3CDTF scheme, as shown in the example. 2008-12-15

C) Metadata record based on the MAP above, as the metadata appears to users in the local system: Title/Name of Bridge Manchester Street Bridge, Sauk County, Wisconsin Date of Construction 1896 Architect or Firm Lassig Bridge and Iron Works Type of Bridge Truss bridges Bridge Dimensions 128.9 ft. long; 13.7 ft. deck width County Sauk County Resource Type Still Image Photographer Kramer, Paul Jacob Date of Photograph 1955 Original Photograph Size 35 mm Original Photograph Medium Black & white slide Original Photograph ID Number 171, 33b-765 Original Photograph Collection Paul J. Kramer Archival Photograph Collection Original Photograph Repository Hagenville University Archives Digital Collection Bridges of Wisconsin Digital Image Copyright Copyright © 2009 Hagenville University Digital Image Publisher Hagenville University Digital File Format image/jpeg



D) Metadata record after harvesting as Simple Dublin Core: Title Manchester Street Bridge, Sauk County, Wisconsin Date 1896 Creator Lassig Bridge and Iron Works Subject Truss bridges Format 128.9 ft. long; 13.7 ft. deck width Coverage Sauk County Type Still Image Creator Kramer, Paul Jacob Date 1955 Format 35 mm Format Black & white slide Identifier 171, 33b-765 Relation Paul J. Kramer Archival Photograph Collection Contributor Hagenville University Archives Relation Bridges of Wisconsin Rights Copyright © 2009 Hagenville University Publisher Hagenville University Format image/jpeg E) Fielded Searching and Search Limit Examples:

F) Drop-Down Browse Menu Selection Examples:



F) Questions for further thought, understanding, or discussion: Always keep in mind that decisions about functional requirements, local element/field names, specifications about required vocabularies and encoding schemes, and the like, are local design decisions and that these decisions impact user functionality as well as the interoperability of the metadata outside of its original context. What would be the results for user functionality and metadata interoperability if:

o Type of Bridge, County, or Resource Type were not present, were optional, or did not require a controlled vocabulary? o Photographer names did not require a consistent form from an authority file? o Dates were allowed to be entered in formats other than those specified in the application profile?

How interoperable will the County names be for user browsing or search limits if the metadata is harvested and aggregated with metadata from collections from many other states in the U.S.? How could this be addressed in the scheme design and Application Profile for this collection?

What is the value of including Resource Type in the metadata for this collection when all items are still images? How might the application profile for the fictional Bridges of Wisconsin collection be further modified to allow for additional information

and functionality that might be of interest to some end users? How might of Bridges of the World digital collection metadata scheme and application profile differ from this one for Bridges of

Wisconsin? When creating your own original metadata scheme and application profile, keep in mind the following questions: Which elements/fields/properties and their values enable what kind of functionality for users? Which help the user identify what is

depicted in the image? Which can be meaningfully used for fielded searching? For search limits? For browse categories? As drop-down lists from which a user selects? Why? Explain your thinking. Draw a quick sketch using pencil and paper to illustrate how this would appear to users. Also imagine what exactly the user would be searching for each of these. Does this help focus your thinking?

What would you establish as the functional requirements for your collection, requirements used as the basis for designing this metadata scheme? How might the scheme be modified (fields and/or specifications added, deleted, or changed) to add or enhance user functionality?



2. Metadata Application Scenario Example 2: North American Architecture Digital Image Collection

A) Application Scenario for the North American Architecture Collection

Context: Hagen Digital Library (HDL), a unit within Hagen University, a privately-funded, medium-sized university in the Midwestern United States. Two professors from Hagen University's Architecture Department have worked with HDL staff to create this collection, tailored for use in an upper-level undergraduate and lower-level graduate courses on the work of famous architects in North America.

Content: This collection will include a combination of digitized photographs and born-digital images taken with a digital camera. The focus is on famous buildings in the United States and Canada designed by famous architects. This collection is planned as an ongoing collection, with no definite end date.

Users: Primary users: professors and students in Hagen University's Architecture Department, for instructional purposes. Secondary users: potentially very diverse, including scholars, researchers, architects, university and K-12 students and educators, and the general public.

B) Functional requirements:

Browse by: Geographic location: (a) city or region; and (b) state or province Name of architect Type of building

Fielded Search by: Architect Name of building City/Region State/Province

Limit searches by: Date of building construction

Identify and obtain resources (in addition to the above) by: Rights information, including restrictions on use and reproduction; Name of collection Name of institution publishing the resources to the Web Additional description, if useful

For cross-collection and aggregated searching and identification, also include: Type of resource (i.e., still image); Digital format



c) Application Profile (or Data Dictionary): The following table documents the metadata scheme devised for this collection, including elements and their specifications. The decision was made to use local elements mapped to qualified Dublin Core and to also expose these for output as simple OAI-DC XML.

Element Name

Dublin Core Mapping

ValueScheme

Obligation

Occurrence

Input Guidelines Examples

Title Title M R Name of building, followed by location (city/region and state/province. Add brief descriptive information to distinguish one image of the same building from another if needed.

Dana-Thomas House, Springfield, Illinois Walt Disney Concert Hall, Los Angeles, California Le Clos Jordan Winery, Lincoln, Ontario, Canada

Architect Creator LCNAF MA NR Use LCNAF. If name not present, use common form of name found in reference sources, surname first for Western names

Wright, Frank Lloyd, 1867-1959 Pei, I. M., 1917- Calatrava, Santiago, 1951- Gehry, Frank O., 1929-

Building Name Subject LCNAF MA R Give name of building in controlled vocabulary form, even if the same as that used for the title. Use LCNAF. If name not present there, use common form of name found in reference sources.

Dana-Thomas House Le Clos Jordan Winery Indiana University Art Museum

Building Type Subject AAT MA NR Use terms from the Getty Art and Architecture Thesaurus (AAT)

apartment houses art museums (buildings) churches (buildings) concert halls dwellings theaters (buildings)

Date of Construction

Date W3CDTF MA NR Use date of completion of construction or dedication if available, Otherwise known or approximate date range. Use W3CDTF for single known dates. For date ranges, separate dates with hyphens. For uncertain or approximate dates, use question mark.

2005 1995-04 1855-1887 1748?

City/Region Coverage Spatial TGN MA R Use TGN vocabulary for all place names. Kansas City Toronto

State/Province Coverage Spatial TGN MA NR Use TGN vocabulary for all place names. Missouri Ontario

Description Description R R Compose a brief description of the content of the image if it contains aspects not represented in other metadata fields. Otherwise leave Description blank.

Type of Resource

Type DCMIType M NR Use DCMI Type Vocabulary terms. For this collection, all will be "StillImage."

StillImage

Rights Rights M NR Use: Copyright 2009 Hagen Digital Library Copyright 2009 Hagen Digital Library

Use and Reproduction

Rights M NR Use this text: " Images may be reproduced solely for personal and educational purposes and must include the



copyright statement. Any use for commercial purposes is prohibited."

Collection Relation isPartOf M NR Use: North American Architecture Collection North American Architecture Collection

Publisher Publisher M NR Use: Hagen Digital Library Hagen Digital Library Digital Format Format IMT R NR Use IMT terms; most images in this collection with be

jpeg's image/jpeg

C) DC Metadata Record 1: Create a Qualified Dublin Core metadata record using the application profile above for the following digital image:

Information about this image:

JPEG image Milwaukee Art Museum, Quadracci Pavilion, created by Spanish architect Santiago Calatrava, completed in 2001. For further research and information see:

o http://www.mam.org/info/details/quadracci.php o http://en.wikipedia.org/wiki/Milwaukee_Art_Museum



D) DC Metadata Record 2: Find your own example of a work of North American architecture by a famous architect. It may be one of the architects given as examples in the application profile or any other who is well-known. Create a qualified Dublin Core record for the image, following the application profile. You may include an actual image if you wish. E) MODS Metadata Record: An example of a fairly simple MODS record for the image in C above.

<mods>

<titleInfo> <title>Quadracci Pavilion, Milwaukee Art Museum, Milwaukee, Wisconsin</title>

</titleInfo>

<name type="personal> <namePart>Calatrava, Santiago</namePart> <namePart type="date>1951-</namePart> <role>

<roleTerm type="text">architect <roleTerm type="code">arc

</role> </name>

<subject authority="naf"> <name> <namePart>Milwaukee Art Museum</namePart> </name> </subject>

<subject authority="aat> <topic>art museums (buildings)</topic>

</subject>

<originInfo> <dateCreated>2001</dateCreated>

</originInfo>

<subject> <hierarchicalGeographic>

<state>Wisconsin</state> <city>Milwaukee</city>

</hierarchicalGeographic> </subject>



<abstract>View of the Quadracci Pavilion, pedestrian bridge, and the Burke Brise Soleil over Windhover

Hall</abstract>

<typeOfResource>still image</typeOfResource>

<accessCondition>Copyright 2009 Hagen Digital Library</accessCondition>

<accessCondition type="use and reproduction">Images may be reproduced solely for personal and educational purposes and must include the copyright statement. Any use for commercial purposes is prohibited.</accessCondition>

<relatedItem type="host> <titleInfo><title>North American Architecture Collection</title></titleInfo>

</relatedItem>

<originInfo> <publisher>Hagen Digital Library</publisher>

</originInfo>

<physicalDescription> <internetMediaType>image/jpeg</internetMediaType>

</physicalDescription>

<recordInfo> <recordContentSource>Hagen Digital Library</recordContentSource> <recordCreationDate>2007-07-07</recordCreationDate> <languageOfCataloging> <languageTerm authority="iso639-2b">eng</languageTerm> <languageOfCataloging>

</recordInfo>

</mods> Note: Building type term art museums (buildings) established in AAT Record ID 300264847



3. Metadata Application Scenario Example 3: World War II Memories Collection

A) Background Information: The following examples are based on a fictional application scenario of a Hagen Digital Library collection called World War II Memories. It is envisioned to be a collection of texts, sound recordings, moving images, still images, and maps documenting the war experiences of World War II veterans in HDL's state. In this scenario, different institutions of different types and sizes from around the state have contributed, and will continue to contribute, records to the shared metadata repository for this specific collection. A shared application profile / data dictionary was created, with certain fields designated as mandatory, others as required if applicable, and so forth. Many fields were left recommended or optional, because mandating them would have placed too great a burden on smaller contributing institutions. Below is a partial application profile for this invented collection, followed by a small set of records that were created by different institutions following this application profile. Imagine that this set of records is but an extremely small sample of a collection consisting of many thousands of digital resources and metadata records for each. Even using this small sample of 20 records we can get a feel for how users will retrieve resources and of some ways to detect metadata quality problems. Pay special attention to the parts of the application profile in shaded cells, especially Obligation and Comments/Examples. Note especially elements that are Mandatory or Required if Applicable versus those that are Recommended or Optional.

Metadata Functionality, Application Profiles, and Record Examples Metadata for Digital Collections: A How-to-Do-It Manual


B) Partial Consortial Application Profile for World War II Memories Collection: Field DC

Mapping Vocabulary Obligation Occur-

rence Comments and Examples

Title Title Free text Mandatory NR Title given by the creator of the object. If none, supply a constructed title; prefer putting the name of the veteran first, followed by their military rank, if known, and then followed by “interview,” “diary,” “letter dated …,” etc. Examples: Hank Reardon, Lieutenant, interview about the Battle of Normandy Sarah Wilder, Ensign, photograph in the infirmary at Pearl Harbor Naval Base

Veteran Subject Constrained text Required If Applicable

R Name of veteran, last name first; add the birth and death dates, when known. Examples: Fischer, Carl, 1923-. Costa, Gavin, 1918-2006.

Branch of Service

Subject Local vocabulary Recommended Branch of military service in which veteran served at time of object described. Examples: United States Army. United States Navy.

Military Unit Subject Local vocabulary Recommended NR Military unit in which veteran served at time of object described. Examples: 86th Battalion, 3rd Infantry. 12th Army.

Theater Coverage Spatial

Local vocabulary Recommended R Use either: “European Theater” or “Pacific Theater.” Repeat field if applicable.

Event Subject Local vocabulary based in part on LCSH

Recommended R Name of battle or other event. Examples: Bataan, Battle of, Philippines, 1942. Midway, Battle of, 1942. D-Day, 1944 (Normandy invasion). Liberation of Auschwitz (Concentration camp), 1945

Location Coverage - Spatial

TGN (modified) Recommended R Name of city or region depicted in image or discussed in interview, letter, etc. Give city or region followed by country, when applicable. Examples: Belgium. Bremerhaven, Germany.

Time Period Coverage - Temporal

W3CDTF or local guidelines

Recommended R For single, known dates use W3CDTF; example: 1944-12-25. For range of dates use hyphen; example: 1944-1945. For uncertain dates use question mark; examples: 1944? 1944?-1945.

Subject Subject Recommended: LCSH, LCTGM, LCNAF

Recommended Terms, phrases, names for persons and subject content depicted or discussed, not already covered by more specific field. Uncontrolled keywords are acceptable, but terms from a standard controlled vocabulary are strongly recommended.

Description Description Free Text Recommended NR Description of object. Recommend full, rich descriptions whenever possible. Prefer no more than one or two paragraphs. Example: British children huddled together in a makeshift bomb shelter experience a range of emotions as they endure an attack by Hitler's air force.

General Type of Resource

Type DCMI Type Mandatory NR Examples: Text. Sound. Still Image. Moving Image.

Specific Type of Resource

Format - Medium

Local Mandatory NR More specific type from local vocabulary. Examples: Letters. Diaries. Interviews, Audio. Interviews, Video. Photographs. Drawings. Maps.

Veteran's Role Subject Local vocabulary Optional R Examples: Pilot. Medic. Veteran's Home Town

Coverage Spatial

TGN (modified) Optional NR Name of city of town, followed by state; terms taken from TGN. Examples: Springfield, Illinois. Rockford, Illinois.

Ethnicity Subject Local vocabulary based on LCSH

Optional R Examples: Hispanic American. Asian American. Caucasian American.

Veteran's Rank

Subject LCSH and local Optional Rank at the time of the object described. If rank changed (e.g., during time of diary), repeat the element. Examples: Private First Class; Corporal; Lieutenant

Interviewer, Photographer, Cartographer

Creator Constrained text Recommended NR Name of interviewer, photographer, cartographer

Date Created / Recorded

Date - Created

W3CDTF or local guidelines

Recommended NR Date original photograph, interview, map, etc. was created or recorded

Language Language ISO-639 Optional R “eng” for vast majority Digital Format Format IMT Recommended NR Examples: image/jpeg; audio/mp3; video/mp4 Contributor [local] Mandatory NR The name of the institution contributing the metadata



C) Metadata Records Examples: Fields in blue font in the following table are either mandatory or required if applicable. Contributing institutions names are in different colored fonts. What can we detect about the completeness and quality of the metadata from the four contributing institutions in the table below?



D) Metadata for Searching, Browsing, and Navigation

Sorting on a column in an Excel table simulates exactly what happens when a user executes a fielded search, applies a search limit, clicks on a browse category, or makes a navigation menu selection. The system uses the metadata field and retrieves everything with the field value which matches what the user enters in Search or selects in Browse. Remember that in a spreadsheet layout, each column represents a metadata element or field and each row represents a metadata record. 1. Records sorted by Title field. This is the order in which they would appear to users.

Notice the way that the way that titles are constructed. Compare with the way that most online digital collections are presented to users: alphabetical arrangement by title is most often the primary order of results from user searches. Cells have been shaded different colors to show where there are meaningful groupings. The tan shaded cells show records that could be grouped together by title if the title were constructed in a different format.



Compare with the following screen capture from an actual online digital collection, which illustrates the result of a user’s keyword search on the term “buildings,” or their selection of the term “Buildings” from a browse category:



2. Records sorted by Veteran field If a user selected Wilder, Sarah, 1920- from a browse menu, s/he would retrieve only those records that contain that exact character string as the value in the Veteran field. If some other form of her name were entered into that field, the user would not retrieve that record. They would miss information of relevance to their research. In the table below, notice that there are three records about “Charlie Matthews.” Two have had the named entered in a consistent, controlled way, while one has the name entered in its natural language form. Notice also values such as “Colonel Rodriguez” and “Sergeant Paul Nakimura” and how these forms of entry might interfere with consist retrieval of everything about these veterans.

In this context you can also see the value of systems that allow for a display form versus a form used for indexing. It would be nice to be able to display to users the form “Charlie Matthews, 1925-“ while using “Matthews, Charlie, 1925-“ for indexing. If a user did a search by veteran, they would ideally retrieve an index of veterans names sorted in alphabetical order by veteran’s last name, through which they could browse. Such an index would sort in exactly the order of the Veteran column above.



Gray shading has been used to show where values are missing. In these two records, this is appropriate because this map and image are not associated with one particular veteran. 3. Records sorted by Theater of War If a user wants to retrieve everything in the collection pertaining to either the European or Pacific Theater, the only way s/he can do that is if the identical value has been entered consistently into the same metadata field in the underlying database. Among other uses, “Theater” would be a field we would likely want to use as a search limit or refinement choice for users. That way users could limit their searches on a term, or their selection of a browse term, to only one or the other theater of war, thus greatly reducing their result set. There are several things to notice here. We need to decide on the exact term to be used in this field. We could use simply Europe or European and Pacific. But in cross-collection

searching and an aggregated environment, those terms would become largely meaningless. Including the word Theater makes them potentially more meaningful once out of their original context.

Two records have a value of “pacific” entered into the Theater field (one beginning with a lowercase and one with an uppercase letter). These would not be retrieved by a search, browse, or search limit on “Pacific Theater.”

We have a set of minimal level records in our shared, aggregated repository. In this scenario we did not make “Theater” a required or mandatory field. Decker College Library, which contributed the minimal level records, did a good job following our application profile guidelines, and they chose to include only those fields which were strictly required. This means that none of their items will be retrieved by means of searching or browsing by Theater of War.



4. Records sorted by General Type of Resource Here we see the value of the Dublin Core Type element and the importance of consistent use of one of the values from the DCMI Type Vocabulary for user’s resource identification and retrieval needs. Type is valuable in a collection with multiple types of resources, and even more so for cross-collection searching within an institutions, and in metadata harvested and aggregated by an external service provider. Notice: The problem when using the term Image in addition to Still Image and Moving Image and its implications for retrieval of relevant items for users. Despite that fact that this element is required, two records do not have it. The consequence is that they would not be retrievable by this aspect.

One way in which something similar to this might appear to end-users:



Remember that the labels displayed to end users do not need to be the controlled vocabulary forms used in the underlying metadata. 5. Records sorted by Specific Type of Resource

In this scenario it was judged that users of our collection would want to be able to retrieve items not only by broad, general category of type of resource, but also by more specific categories, and that these would be established in a local controlled vocabulary. These are mapped to Dublin Core Format – Medium and would be in the <genre> element in MODS. Users can use this element to limit their retrieval results to diaries (including journals), letters, maps, photographs, interviews, and so on.

Interviews are further broken down into audio, text, and video. Notice the two values in tan shaded cells. Both are terms that do not conform to the local controlled vocabulary and so would be missed in

information retrieval. One of them also includes a typo or misspelling.



6. Metadata Quality Control Quality metadata is usable and shareable metadata. There are some expensive software packages out there that can analyze database data, including metadata, and produce various kinds of textual and visual reports. But it is amazing what you can do with a tool as basic as Microsoft Excel. Most metadata and database software allows for the export of the data in tab-delimited format. This is a format in which the values in each column in a database table are separated by tab characters, and each row by a paragraph break. This format can be easily converted into an Excel spreadsheet. Once in Excel, you can do all kinds of manipulations of the data, such as sorting by fields, shading of cells, coloring text, and more. By sorting and resorting and using different shades and colors you can get an overview of the metadata in your database for a collection. Imagine this now not for 20 records, as below, but for 20,000 records.

In the table below we can spot fields with missing values (shaded gray), fields with nonconforming values (shaded tan), contributing institutions (different colored fonts). We can see that Decker College Library has contributed minimal level records, but that their records have only one actual data value problem and are otherwise good quality in terms of conforming to the established MAP. We can see that Parker College and Turner Library are experiencing more serious quality control problems. This allows us to contact the metadata people at those institutions to talk about the issues and get them on the right track. This can be used to track metadata quality for individuals as well, in an institution which has multiple people inputting metadata.

1. metadata application scenario example 1: …...c) metadata record based on the map above, as the...

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