The Virginia Metadata Training Workshop Summer, 2006 Lyle Hornbaker Integrated Services Program

1. Virginia Metadata Training The Virginia Metadata Training Workshop Summer, 2006 Lyle Hornbaker Integrated Services Program lyle.hornbaker@vgin.virginia.gov (804) 371-0210

2. TEAMWORK Tell us what’s important to your success!

3. Agenda • Emphasize the reasons to maintain metadata. • Discuss Metadata in Virginia. • Helping you create a metadata program. • Helping us create a statewide repository. • Conclusion

4. Reasons to Maintain Metadata • Metadata helps people who usespatial data find the data they need and determine how best to use it. • Metadata supports data producers in locating and using their own data. • As personnel change in an organization, undocumented data can lose it’s value. • Lack of knowledge about other organizations' data can lead to duplication of effort.

5. Reasons to Maintain Metadata Metadata also supportsData Management requirements to: • preserve the data history so that it can be re-used or adapted, • assess the age and character of data holdings to determine which data should be maintained, updated, or deleted, • instill data accountability by requiring you to state what you know about the data and realizing what you don’t, but should, know about your data • limit data liability by explicitly designating the effective and administrative limits of use of the data.

6. Reasons to Maintain Metadata Metadata also supportsProject Management requirements to: • plan and document the data types and content needed to support the project • monitor data development by regular review of the process steps completed and recorded within the metadata • provide all project participants a common language of attributes and process methods and a place to record and share their progress • access the lineage and content of outsourced data production by requiring robust metadata as a contract deliverable.

7. Status of Metadata in Virginia • The VBMP data is, by default, shareable and thus requires satisfactory metadata maintenance. • The quality of metadata varies greatly across the Commonwealth. • Most producers are willing to share what they have. • Facilities to share metadata vary • There is some duplication of efforts

8. Integrated Services Program’s Role • Coordinate the GIS efforts Statewide. • To develop data where there are significant economies of scale and a statewide interest. (VBMP and RCL) • Encourage cooperation between data producers and users. • Promulgate standards to support data sharing. • VGIN is mandated to operate and maintain a statewide metadata repository. • Provide assistance in developing local level data. • VGIN is developing tools to manage the metadata repository.

9. FGDC Standard • FGDC Standard • “Standards facilitate the development, sharing, and use of geospatial data. The FGDC develops geospatial data standards for implementing the NSDI, in consultation and cooperation with State, local, and tribal governments, the private sector and academic community, and, to the extent feasible, the international community.” • This results in a standard that can be used by everyone. Promulgate standards to support sharing

10. FGDC Standard - Virginia “Lite” • Adoption of a Subset • The standard does not require that all fields be completed. • Every FGDC field is defined as either: • Mandatory - These elements must be provided. • Mandatory if applicable - These elements must be provided if the data set exhibits the characteristic defined by the element. • Optional - These elements provided at the discretion of the data set producer. • The Virginia “Lite” standard contains all of the “Mandatory”, the “Mandatory if Applicable” and some of the “Optional” fields • This is a minimum standard. You may have reason to maintain other fields. • The handout contains all of the fields. Promulgate standards to support sharing

11. Implementing a Metadata Program • Get support and “buy-in” from your supervisors and policy makers. • Decide on your own processes and standards. • Write it done • Adopt it as policy • Make it a formal duty of a position • Give every user the proper training. • Hold occasional refresher courses • Use the proper tools. Provide assistance in developing metadata

12. Choosing Tools for Your Shop • ESRI ArcCatalog contains functions to maintain the metadata for our ESRI format data. • There are a variety of free and commercial software tools available to support metadata development. • These tools offer a range of features and capabilities. Provide assistance in developing metadata

13. Choosing Tools for Your Shop When evaluating the right tool consider the following: • Does your GIS software provide an internal data/metadata management utility that captures properties like extent, projection, attribute labels, etc.? • Do you need a tool that supports one or more CSDGM Profiles or Extensions? • Do you need to document data resource beyond those managed within your GIS? • Do you need a tool that is easily distributed to partners? • What features are most important to you? • auto-capture of information • bundling of metadata with data • creation and use of templates • easy to use interface • robust help systems and tutorials Provide assistance in developing metadata

14. Options for VGIN Tools VGIN must consider several things when designing common use tools: • Many, but not all, agencies already use ESRI based software. • Any need for CSDGM profiles or extensions? • We must consider data beyond those databases managed within a GIS. • The tool must be easy to use and available. • It must be robust and easy to manage. Developing a Statewide metadata repository

15. Two Options for VGIN Tools • ESRI Based • Custom Metadata Repository Developing a Statewide metadata repository

16. ESRI Based (ArcIMS Metadata Server) • Advantages • Metadata can be created in ArcCatalog and published to the ArcIMS Metadata Server with a simple drag and drop in ArcCatalog • ArcIMS Metadata Server supports Z39.50 searches across different catalogs (such as NSDI Clearinghouse) • A new web tool would not need to be developed—just deploy what ESRI has made • Disadvantages • Publishing metadata requires ESRI ArcCatalog • It is difficult to publish metadata for data that is not maintained in ArcCatalog Developing a Statewide metadata repository

17. ESRI Based • Maryland Mapping Resource Guide

18. ESRI Based

19. Custom Metadata Repository Web Site • Advantages • It doesn’t require ESRI ArcCatalog • Metadata for any dataset can be published, not just data accessed in ArcCatalog • Standard FGDC XML/HTML metadata files can be uploaded • Could accommodate ESRI metadata via an export from ArcCatalog • Disadvantages • Will require a manual export process from ArcCatalog to publish ESRI metadata Developing a Statewide metadata repository

20. A Sample Custom Metadata Repository • Virginia Geospatial Data Mart

21. Custom Metadata Repository Web Site

22. Custom Metadata Repository Web Site

23. We Need Your Help • ArcIMS Metadata Server or Custom Metadata Repository? Or both? • Questions for discussion. • What software do you use to create/edit/maintain spatial data? • Do you have “business data” to share? • Do you support other offices who might want to present metadata (i.e. registrars, COR, etc.) • Would you want an online tool to maintain metadata? • Any other comments? Developing a Statewide metadata repository

24. TEAMWORK Tell us what’s important to your success!