1. DPC Collection Builder Support March 2004 Katy Ginger (ginger@ucar.edu) Metadata Architect DLESE Program Center (DPC) Univ. Corp. for Atmospheric Res. (UCAR)

2. Talk Organizer • Terminology • Metadata formats used by collection builders • How to contribute a collection • Support specifics and examples • Support to Collections Accessioning Taskforce • Collection development issues

3. Terminology • Crosswalk - to change metadata formats • Transform - code that performs the crosswalk • OAI - harvesting method by the Open Archives Initiative - Protocol for Metadata Harvesting • Validation - verify required metadata & vocabs • Native metadata - the metadata format of a collection builder’s records before transformation to a DLESE metadata format

4. DLESE/ DPC Frameworks/ Formats • ADN - online and offline resources • DLESE-IMS - online resources only • Annotation - resource reviews, comments, connecting additional resource content • Collection - collection characteristics • News-Opps - announcements, conferences • Object - FAQ’s, glossary terms • SMS - Strand Map Service for AAAS benchmarks

5. Native Metadata Formats Used by Collection Builders • FGDC - data (government agencies) • IMS - learning objects • Onix - book publishers format • NSDL-DC - NSDL’s version of Dublin Core; ADN records are transformed to this for NSDL • Other Native- particular to each collection • DPC helps collection builders change their metadata to a DLESE metadata format

6. Current Collections are Using

7. New Collections are Using

8. Contribute a Collection Process (1) • Determine if collection is within scope • Determine DLESE collection type and DLESE metadata format • Understand collection accessioning (adding) and deaccessioning (removing) • Determine membership for DRC • Create a collection scope statement

9. Contribute a Collection Process (2) • Determine DLESE required metadata fields • Create metadata records in the appropriate DLESE metadata format • Compile overarching collection information • Send metadata records to the DLESE Program Center (DPC) • support for sending to NSDL

10. Contribute a Collection Process (3) • Test the collection in DLESE systems • Obtain Collections Accessioning Taskforce approval to be a DLESE collection • Maintain the collection

11. Support & Maintenance Feedback • Provided at all steps in contribution process • Provided as maintenance after accessioning • Includes technical and non-technical issues • Done by: phone (40%); email (50%); face to face meetings (10%) • Received about 500 emails related to cataloging and collection support in 2003

12. Overarching Technical Support • Crosswalks to DLESE metadata formats (requires learning CB’s native metadata) • DLESE software training for the catalog system (DCS) and harvest system (OAI) • Database design (what information to capture) • Keep CB’s DLESE software upgraded • Create collection record for NSDL • Troubleshoot DLESE software installs & use

13. Technical Record Checks • URL links • Proper XML encoding • Syntax checks on email addresses • Duplication (on URLs and identification numbers) • Validation (has required metadata & vocabs) • Test in discovery system • Crosswalk records to NSDL format

14. Non-technical Support • Assist in writing scope statements • Assist in use of correct vocabularies • Provide examples of good descriptions • Suggest gathering or organizing strategies • Resource quality checks • Metadata quality checks • Catalog training • Explain policies and accessioning process

15. Collection Support Examples (1) • All records have the same URL or id number • Descriptions are cutoff in mid-sentence • Descriptions use 3 words or less • Every description is the same • Records use vocabs and required metadata but won’t index in the discovery system • Records don’t use controlled vocabularies & required metadata

16. Collection Support Examples (2) • Records use improper character encoding • 50% of the records have broken URLs • Records using almost every NSES standard • CB says go get new records but then there are no records to get • CB did not assign own record ids but rather used ids that already exist in DLESE • Metadata field is misinterpreted

17. Support to Collections Accessioning Taskforce • Records • Collection description • URL to scope statement • Summary of collection robustness in terms of metadata quality, link checking and resources • Provide the collection contact information • Stats of the collection (number of records, will it go on to NSDL, topics covered)

18. Collection Development Issues • Must now actively seek out collections • Must be very proactive to move collection builders through the contribution process • Must be very proactive with current collections in maintaining robustness (e.g. URLs) • Must propagate NSDL metadata changes down to DLESE collections