Worksheet for minimally-compliant FGDC metadata

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1 Metadata Worksheet P. 1 of 8 Worksheet for minimally-compliant FGDC metadata The purpose of this worksheet is to provide an outline for high level geospatial metadata information gathering. It should help you to pull together the information you need to fill out many of the required elements of the Federal Geographic Data Committee Content Standard for Digital Geospatial Metadata, and make your job easier when you actually sit down to write the metadata in FGDC-CSDGM compliant format. It is much easier to write good metadata if a Project Log has been kept during data development. The project log is also useful for other purposes. The accompanying Tips on Writing NJGIN-friendly Metadata document, Part IV, gives guidance on keeping a good project log. Not every item listed below is applicable to every data set. The metadata author has to decide what items are applicable to the data set at hand. However most of the items are either required or required-if-applicable, for FGDC-CSDGM compliant metadata. If you need more detail about the information required, try looking at the Content Standard for Digital Geospatial Metadata Workbook, published by the FGDC, at After each entry below, the item [in square brackets] gives the section in the metadata document (referring to the CSDGM) where that information belongs. An editable version of this worksheet is available in RTF format What is the Title of the data set? (This should be meaningful, so that if it is returned from a search, the reader will know what the data is about. Possible items to include in title: date, scale, coverage/database.) [1-Identification, Citation] Who is the Originator of the data set? (Organization/department/person) Is the data set most attributable to the organization, or to one individual? (Test for the latter: if the person who developed this data set left for a job somewhere else in mid-development, would someone in your organization keep working on this data set, or would the original developer do it in his/her new location?) [1-Identification, Citation] What is the Publication Date? (Must be in YYYYMMDD format. Only the YYYY is required.) [1-Identification, Citation]

2 Metadata Worksheet P. 2 of 8 What is the Publication Place? [1-Identification, Citation] Who is the Publisher? (usually an organization) [1-Identification, Citation] What edition is it? [1-Identification, Citation] What is the presentation form? (choose one if possible) atlas audio diagram document globe map model multimedia presentation profile raster digital data remote-sensing image section spreadsheet tabular digital data vector digital data video view [1-Identification, Citation] Is there an online linkage to the data set from which it can be downloaded or accessed? If not, is there an online linkage to find out more information about the data, or to order it? What is the URL? For map services, what is the server, service, and service type?[1- Identification, Citation] Provide an Abstract. (Brief description of the what of the data set. Items to consider including: digital? geospatial? georeferenced? map scale, source info, geographic area covered, important distinguishing characteristics from other similar data sets. The abstract should clue in the reader as to whether the data set is likely to meet the need at hand.) [1-Identification]

3 Metadata Worksheet P. 3 of 8 What is the Purpose of the data set? (i.e. why was it created, and for whom, if relevant) [1-Identification] What Sources were used to create the data set? (Gather the information you would need to create a bibliography entry for each source; Tips on Writing NJGIN-friendly Metadata, Part V, gives details.) [2-Data Quality] What Processing Steps were used to create the data set? (i.e. how could it be re-created from the sources by someone else) When was the processing done? [2-Data Quality]

4 Metadata Worksheet P. 4 of 8 How accurate are the spatial data? (What is your best {numerical} estimate of the accuracy, and how did you arrive at it? Has the data been tested by some generally-recognized methodology? If not, was it developed on a base of some particular scale? Can you draw any approximate conclusions about accuracy from your development process?) [2-Data Quality] For each attribute table, what entity does each record in the table describe (e.g. Roads all county, state and federal roads in NJ)? Who defined it? [5-Entity and Attribute] What are the attributes of the data set, and what does each one mean? Who established each definition? What are the possible entries (domain) for each attribute, and who established them? (This could be an existing data dictionary) [5-Entity and Attribute] How accurate are the attribute data? Briefly summarize attribute collection/development methods that will enable the user to assess attribute accuracy. [5-Entity and Attribute] Is there an indirect spatial reference in the attributes? (street address, block/lot entry, etc) [3- Spatial Data Organization] If spatial data, what type is it? Raster Point Line Polygon [3-Spatial Data Organization]

5 Metadata Worksheet P. 5 of 8 If you will be using a data-centric metadata tool such as the ArcCatalog metadata editor, don t worry about the next four, as they will be filled in automatically: What is the geographic area corresponding to the data set? (Give latitude/longitude coordinates of bounding box). [1-Identification] In what software/operating system does the data set reside? [1-Identification] SDTS or VPF description of vector data [3-Spatial Data Organization] OR Raster type, #rows, #columns [3-Spatial Data Organization] What geodetic reference, projection, grid coordinate system applies to the data? (e.g. North American Datum 1983 NJ State Plane coordinate system, feet; or WGS84, Geographic coordinates.) [4-Spatial Reference] What is the Time Period of Content, when the data were collected or current? (Single date or range of dates, YYYYMMDD.) Does this time reference apply to the ground condition on that date (usually only appropriate for photography/remote sensing, or data collected in the field by the originator), or just to publication? [1-Identification, Time Period] What describes the Progress status of the data set? (pick one) Complete In work Planned [1-Identification] Is any maintenance/update plan in place? At what frequency? [1-Identification]

6 Metadata Worksheet P. 6 of 8 What theme keywords describe your data set? What thesaurus did you use to obtain them, or some of them? (see the accompanying document Tips on writing metadata for information on keywords and thesauri.) In general, use as many keywords as seem helpful, but include at least one or two from an appropriate thesaurus, and at least one ISO code keyword (see Tips document). [1-Identification] What place keywords describe your data set? What thesaurus are they from? [1-Identification] Need entries for Stratum keywords and/or Temporal keywords? (If you don t know what these are, you probably don t need them. They generally apply to Geology, Soils, Archaeology, History, and the like.) [1-Identification] Are there any Access Constraints on the data? (E.g. are the data only available to people with certain organizational affiliations? Certain security clearances? If the latter, document also the clearance scheme and its source.) [1-Identification] What are the Use Constraints on the data? (For example, is redistribution prohibited? Some specific acknowledgement language required?) [1-Identification]

7 Metadata Worksheet P. 7 of 8 Who should be contacted with questions about the data set? [1-Identification, Contact] Name/title/organization: Is the person or the organization primary (see Originator on p. 1 for criteria)? Address: Is this a mailing address, a physical address, or both? Phone: Fax: Hours of service: Contact_instructions: If the contact for data distribution is different than for questions about the data, record all the entries for the Data Distribution contact below: [6-Distribution, Contact] What sort of resource is described by these metadata? (pick one): Live Data and Maps Downloadable Data Offline Data Static Map Images Other Documents Applications Geographic Services Clearinghouses [6-Distribution] Does anyone deserve special thanks for their contributions to the data set? [1-Identification] What is the distribution liability? (Legalese often required here. You might want to get started early on this one, unless your organization has a canned entry that is used for all your data.) [6- Distribution]

8 Metadata Worksheet P. 8 of 8 What is the ordering and/or download process for the data? (Be specific about file types, software and media) [6-Distribution] What fees, if any, are charged for the data? [6-Distribution] Thanks to Nina Savar of the Northeast Illinois Planning Commission, and to John Bocchino, of the New Jersey Department of Environmental Protection, on whose work this worksheet is based If you have comments about this document, please contact: Edith H. Konopka, GIS Specialist edith.konopka@oit.state.nj.us Mail: Office of GIS, NJ Office of Information Technology P.O. Box 212, Trenton, NJ Location: 200 Riverview (Route 29 & Cass Street) Voice: Fax:

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