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Cataloging Using the DLESE Catalog System
25 June 2003
Holly Devaul
GCCS Internship
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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
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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.
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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
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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
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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.
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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).
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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
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Required Metadata Fields
URL, TitleDescription, SubjectResource type, AudienceTechnical info, cost, copyrightResource creatorResource cataloger (you)
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Suggested Fields
• Mirror URLS
• Educational standards
• Keywords
• Relation
• Coverage
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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
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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.
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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.
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DLESE Catalog System
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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.
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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
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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?
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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
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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.
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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)".
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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).
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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.
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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.
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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
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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.
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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
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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.
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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
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Cost Field
Indicates whether there is a cost associated with accessing or using the resource.
Yes, No, Unknown
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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 !!
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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
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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
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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
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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
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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
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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
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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
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Indicate “Kind”
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DLESE ID number
OR
Title and URL
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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.
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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
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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