Registration Status Small Group Meeting 1: August 24, 2009

1. Registration Status Small GroupMeeting 1:August 24, 2009

2. Agenda • Reasons for changing registration statuses • Review of statuses approved by content administrators • Current Statuses Used • Steps in Conversion • Draft Timeline for Conversion • Action Items Summary Reference: ISO 11179 Standard: http://metadata-standards.org/11179/

3. Why Change? • Improve ability of community to find “good metadata” • Identify metadata not to be reused • Standardize criteria for metadata quality • More closely align registration Status with ISO/IEC 11179 Reference: ISO 11179 Standard: http://metadata-standards.org/11179/

4. ISO Registration Statuses approved for use • Lifecycle Statuses • Address improvement in quality the metadata item. • Define a progression towards metadata quality perfection. • There are eight statuses: • Incomplete, Candidate, Recorded, Qualified, Standard, Preferred Standard • Retired and Superceded • Documentation Statuses • Denote positions at which there will be no more progression in the quality of metadata. • There are two statuses: Historical and Application Reference: ISO 11179 Standard: http://metadata-standards.org/11179/

5. Strawman Mapping to Existing Statuses • What do we do with the existing “Suspended” status? {The administered component has been considered for “Preferred Standard” status in the past and was not selected for promotion.}

6. Guidance for Assigning Statuses • New Data Element • Created for Documentation Purpose? {DOCUMENTATION Registration Status} • If YES - Created to document a historical Use Case? • If YES - Assign HISTORICAL status • If NO - Application specific data element at a local level? • If YES - Assign APPLICATION status • If NO - Submitter should assess purpose of Data Element (DE) in MDR; consider deletion of DE. • If NO - Assign INCOMPLETE status • Context proposes DE for progression? {LIFECYCLE Registration Status} • If YES -Assign CANDIDATE status; Includes ALL Mandatory Attributes? • If YES - Assign RECORDED status; Passed Context Quality Requirements? • If YES - Assign QUALIFIED status; Broad Interest in MDR Community? NOTE: What is “Broad Interest”? • If YES - Assign STANDARD status; Candidate for caBIG Standard? • If YES - VCDE vetting process for caBIG Standard • If NO - Data Element remains at Current Status OR is Assigned RETIRED or SUPERCEDED as determined by Context • Passes as caBIG Data Standard – If YES - Assign PREFERRED STANDARD status; caBIG Data Standard. • If NO - Data Element remains at Current Status OR is Assigned RETIRED or SUPERCEDED as determined by Context • If NO - Data Element remains at Current Status OR is Assigned RETIRED or SUPERCEDED as determined by Context • If NO - Data Element remains at Current Status OR is Assigned RETIRED or SUPERCEDED as determined by Context

7. Life Cycle Registration Status

8. Next Steps…Things that need to be done… Target Dates? • Data/Content • Review existing content – Who needs to review it? What criteria should be used to determine status? How best to generate report of existing content? • What else??? • Software Changes • Update picklist in curation tool to include full set of registration statuses – Tommie? Date? • Can tool be updated to validate that certain required components exist as part of status validation? • Mouse over status to define them • Visual rating system (****** preferred; ***** standard; **** qualified, etc.) • Training Changes • Training courses, Boot Camp, • New meaning for “candidate” status • What else??? • Community Acceptance • Other Questions - - Changes • Coordination of updates to other documents/processes like compatibility reviews, VCDE data standard review process, etc. • When do we start using new set of status?

9. Implementation Plan • Need LOE • Change 38,000 to use registration status; 13,000 Qualified • Rule Changes • Training material changes • Manual vs automated change based on criteria • Browser • Hiding lower level statuses {Recorded, Candidate, Incomplete} like Retired currently • Mouse over – visual way to make understanding what that status means to me – a developer, mentor. • Other Semantic Requirements • Inventory of requirements that might be applicable to this status. {look for in G-Forge}

10. BACKUP SLIDES From July Content Meeting

11. ISO Registration Statuses Increasing quality and completeness • Lifecycle Statuses – Increasing quality and completeness: • Incomplete • Candidate • Recorded • Qualified • Standard • Preferred Standard (aka caBIG Data Standard) • Retired – Can occur at any point in lifecycle progression. • Supercseded – Can occur at any point in lifecycle progression. • 8 Lifecycle Statuses • Address improvement in quality perfection of the metadata item. • Denotes progression of a data element from inception to caBIG Data Standard. • Provides method to capture data elements that have been replaced (Superseded) or no longer used by a content area (Retired). • 2 Documentation Statuses • Historical - Acknowledge the existence of data elements used in the past but not currently being used. • Application - Used to advise the community of data elements associated with a particular application or local domain. The data element may be associated with an application under development so it should be considered unstable and subject to change without notice.

12. Comparison of ISO and caDSR Definitions ISO 11179 Term: Preferred Standard Registration Status ISO 11179 Definition: The Registration Authority confirms that the Administered Item is preferred for use within the community that uses this metadata register. caDSR Definition: The Item is approved by caBIG Leadership for preferred use in all caBIG context areas when a standardized function, concept etc. is needed. ISO 11179 Term: Standard Registration Status ISO 11179 Definition: The Registration Authority confirms that the Administered Item is of sufficient quality and of broad interest for use in the community that uses this metadata register. caDSR Definition: The Item is of sufficient quality and of broad interest for use in the caBIG community and is recommended by the caDSR Content Leadership for use in all contexts. There may be more than one “Certified” Administered Item that addresses the same function, concept etc. ISO 11179 Term: Qualified Registration Status ISO 11179 Definition: The Registration Authority has confirmed that the mandatory metadata attributes are complete and the mandatory metadata attributes conform to applicable quality requirements. caDSR Definition: The Item has all mandatory metadata attributes and conforms to applicable quality requirements as confirmed by the owning context for use by all contexts. ISO 11179 Term: Recorded Registration Status ISO 11179 Definition: The Registration Authority has confirmed that all mandatory metadata attributes have been completed. caDSR Definition: The Item may not conform to quality requirements and is subject to change by the owning context without notification. The Item may be shared across domains. ISO 11179 Term: Candidate Registration Status ISO 11179 Definition: The Administered Item has been proposed for progression through the registration levels. caDSR Definition: The item indicated has been recommend for progression through registration levels. ISO 11179 Term: Incomplete Registration Status ISO 11179 Definition: The Submitter wishes to make the community that uses this metadata register aware of the existence of an Administered Item in their local domain. caDSR Definition: The Item indicates new content in a local domain that may have been batch loaded and is not currently recommended for reuse.

13. Comparison of ISO and caDSR Definitions ISO 11179 Term: Retired Registration Status ISO 11179 Definition: The Registration Authority has approved the Administered Item as no longer recommended for use in the community that uses this metadata register and should no longer be used. caDSR Definition: The Item is no longer recommended for use by the caBIG community. ISO 11179 Term: Superseded Registration Status ISO 11179 Definition: The Registration Authority determined that the Administered Item is no longer recommended for use by the community that uses this metadata register and a successor Administered Item is now preferred for use. caDSR Definition: The Item is no longer recommended for use by the caBIG community because it has been replaced by another preferred Item or version. ISO 11179 Term: Historical Registration Status ISO 11179 Definition: The Submitter wishes to make the community that uses this metadata register aware of the existence of an Administered Item that was used in the past. caDSR Definition: The Administered Item was used in the past and the owning context wishes to make users of the register aware of its existence. ISO 11179 Term: Application Registration Status ISO 11179 Definition: The Registration Authority wishes to make the community that uses this metadata register aware of the existence of an Administered Item in their local domain that is in an application system and is not specified at the logical level. This item may be very well described. caDSR Definition: The Administered Item is used in an application system, database, or electronic form and is included in the register for informational purposes.

14. Lifecycle Registration StatusesListed by progression to caBIG Data Standard • “Incomplete” Status • caDSR Definition -The Item indicates new content in a local domain that may have been batch loaded and is not currently recommended for reuse. • Criteria - May not contain all mandatory and/or optional metadata; no version control • For example – cgMDR batch loaded CDEs prior to review by NMDP • “Candidate” Status • caDSR Definition - The item indicated has been recommend for progression through registration levels. • Criteria - Minimum metadata – not all mandatory attributes may be present; Version Control; Can be shared across contexts; No quality checking • For example – “Draft New” CDE intended to become a “released” CDE • “Recorded” Status • caDSR Definition - The Item may not conform to quality requirements and is subject to change by the owning context without notification. The Item may be shared across domains. • Criteria - All mandatory and/or optional Metadata; Version Control; Can be shared across contexts; No quality checking • For example – “Released” CDEs

15. Lifecycle Registration Statuses • “Qualified” Status • CaDSR Definition - The Item has all mandatory metadata attributes and conforms to applicable quality requirements as confirmed by the owning context for use by all contexts. • Criteria - All mandatory and/or optional Metadata; Version Control; Can be shared across context; and Context Administrator quality checking complete. • For example – CTEP CDEs with workflow status of Approved for Trial Use • “Standard” Status • caDSR Definition - The Item is of sufficient quality and of broad interest for use in the caBIG community and is recommended by the caDSR Content Leadership for use in all contexts. There may be more than one “Certified” Administered Item that addresses the same function, concept etc. • Criteria - All mandatory and/or optional Metadata; Version Control; Demonstrates broad use in caBIG community (is shared across multiple contexts or is used in XX number of Classification Scheme Items (forms, models, applications, databases)); and caDSR Content Leadership quality checking complete. • For example – High Impact CDEs, a CDE with multiple “used by” references or a CDE associated with multiple Classification Scheme references. • “Preferred Standard” Status – identifies a “caBIG Data Standard” • caDSR Definition - The Item is approved by caBIG Leadership for preferred use in all caBIG context areas when a standardized function, concept etc. is needed. • Criteria - All mandatory and/or optional Metadata; Version Control; Highly recommended for use across community; VCDE/caBIG community quality checking. • For example – a “caBIG Data Standard”

16. Lifecycle Registration Statuses – continuedFor Obsolete Data Elements • “Retired” Status • Definition - The Item is no longer recommended for use by the caBIG community. • Criteria - May not contain all mandatory and/or optional metadata; No longer versioned; and Not recommended for use in new or revised caBIG applications and tools • “Superseded” Status • Definition - The Item is no longer recommended for use by the caBIG community because it has been replaced by another preferred Item or version. • Criteria - Retained in the metadata register archival storage facility for historic reference purposes; Only editorial edits of “Superseded” Administered Items are permitted.

17. Documentation Registration Statuses • “Historical” Status • Definition - The Item was used in the past but not recently and is recorded so that related Items may be given additional perspective through knowledge of this Item. The Item has not passed through the dynamic registration levels. • Criteria - May not contain all mandatory and/or optional metadata; No version Control; May not conform to quality requirements; and is not recommended for use outside owning context. • “Application” Status • Definition - The Item is used by an application system within a local domain for which the owning context wishes to make the community that uses this metadata registry aware of its existence. These items may be from applications under development and subject to change. • Criteria - May not contain all mandatory and/or optional metadata; No version Control; and is not recommended for use outside owning context.

18. How did we get here? • Initiated caDSR metadata content clean up activity. (Spring 2008) • Surfaced requirement to identify “Pick Me” CDEs. (July 2008) • Discovered overuse of “Qualified” status and statuses no longer required. (July-September 2008) • Initiated activity to identify metadata criteria for “Qualified” Status to satisfy the “pick me” requirement. (October 2008) • Reviewed ISO standard. Content Administrators developed “user-friendly” definitions for statuses. • NCICB determined that we will use only the ISO Registration Status. (December 2008)