Chapter 9 Designing Metadata

1
Chapter 9Designing Metadata
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Metadata Definition

• Data about data, information about information
• Metadata is a structured description of a data
  object
• Metadata encodes all physical data (contained in
  software and other media) and knowledge-containing
  information (contained in employees and various
  media) from inside and outside an organization,
  including information about physical data,
  business and technical processes, rules and
  constraints of the data, and structures of the
  data, used by a corporation
• Metadata can be used to describe the datas
  behavior, processes, rules, and structure

3
Metadata and UCS

• In UCS, metadata can facilitate content search
  and retrieval, reuse, and dynamic content
  delivery, because you can determine not only what
  content is, but who uses it, how it will be used,
  how it will be delivered and when
• In UCS, metadata enables
• Effective retrieval
• Systematic reuse
• Automatic routing based on workflow status
• Tracking of status
• Reporting

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Benefits of Metadata to UCS

• Reduction of redundant content
• Authors can easily retrieve existing reusable
  content
• CM can use metadata to identify multiple versions
  of same content
• Systematic reuse
• Improved workflow
• Metadata for status (ready for review, ready
  for publication)
• Reduced costs

5
Metadata Examples
6
Card Catalog and Metadata

• Card catalog identifies what books are in the
  library and where they are physically located
• Can be searched by subject area, author, or title
  (resource discovery)
• By showing the author, number of pages,
  publication date, and revision history of each
  book, card catalog helps you determine which
  books will satisfy your needs (resource
  evaluation)
• Metadata does not need to be digital

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Data Dictionary and Metadata

• Metadata repository
• A centralized repository of information about
  data, such as definitions, relationships, origin,
  domain, usage, and format
• RDBMS schema

8
Bibliographic Metadata

• MARC
• A comprehensive, well-developed, carefully
  controlled scheme intended to be generated by
  professional catalogers for use in libraries
• Dublin Core
• An intentionally minimalist standard intended to
  be applied to a wide range of DL materials by
  people who are not trained in library cataloging
• Refer

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Metadata in Traditional Library

• Metadata refers to cataloging or indexing
  information that libraries create to arrange,
  describe, and enhance access to an information
  object
• Example
• MARC (MAchine-Readable Cataloging format)
• LCSH (Library of Congress Subject Headings)
• Descriptive metadata describe the properties of
  an information object

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MARC

• Developed in the late 1960s at the Library of
  Congress
• Promote the sharing of catalog entries among
  libraries
• A comprehensive and detailed standard whose use
  is carefully controlled
• Information includes author, type of material,
  information about the physical material itself,
  publishers, some notes, identifiers,
• Cataloging is governed by a detailed set of rules
  and guideline called AACR2(R)
• Internally MARC records are stored as a
  collection of tagged fields in a fairly complex
  format

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Library Catalog Record
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MARC Fields in the Record of the Previous Slide
13
Meaning of Some MARC Fields
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Refer

• Originally designed by computer scientists for
  use by mainly scientific and technical
  researchers
• Used in some bibliographic tool like EndNote
• Format
• Formatted line by line, and records are separated
  with a blank line
• Each line starts with a key character, introduced
  by a percent symbol, that signals the kind of
  information the line contains
• The rest of line contains the data itself
• No provision for type of bibliographic record
  (journal article) in the original Refer

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Bibliography Item in Refer Format
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Basic Keywords Used by Refer
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Types of Metadata

• UCS requires three types of metadata
• Categorization metadata
• Element metadata

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Categorization Metadata

• Information needs to be organized in a logical
  structure, categorized for effective retrieval
• Use the categories to add metadata to the
  information
• Metadata is like the old card catalog, presenting
  information to users in context, and enable them
  to quickly find relevant information
• Metadata hierarchies or metadata taxonomies are
  used to organize the content

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Metadata Hierarchies

• Represented as tree structures
• A hierarchy provides the content user with an
  understanding of how content is organized
• Content may be organized under multiple
  categories (multiple access points)
• Content users use hierarchies to retrieve content
  because hierarchies give them multiple paths to
  the same information

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Metadata Taxonomies

• Represented as tree structures
• Content may be categorized in only one place
• Taxonomies are used by authors to ensure that
  content is categorized in only one way
• Categorizing content in multiple ways makes it
  difficult to retrieve

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Categorization Metadata Creation

• Industry-specific taxonomies vertical taxonomies
• Industries may also create standards for the
  format, structure, and syntax of metadata to
  enable different organizations and even different
  departments within an organization to share
  metadata
• Create the categorization metadata yourself
• Include corporate librarians or information
  architects
• You need to understand your users ask the
  following questions
• Who is going to retrieve the content?
• What tasks are they trying to accomplish the
  content?
• What terms will they use when retrieving the
  content?

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Create the Categorization Metadata Yourself

• Grouping or clustering related content
• Company benefits
• Benefit policies
• Benefit forms
• Benefit frequently asked questions
• Company benefits (refined and simplified)
• Policies
• Forms
• Frequently asked questions

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Create the Categorization Metadata Yourself
(Cont.)

• Developing your taxonomy
• As you group content, categorize it, and define
  the terms to be used to identify your content,
  you are automatically creating your taxonomy
• Each term in your taxonomy becomes metadata
• Testing your taxonomy to ensure that it is
  appropriate and comprehensive
• Categorize some sample content and ask users
  (audiences) to perform a usability test

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Categorization Metadata Standards

• Dublin Core
• RDF
• XMP
• Crosswalks

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Element Metadata

• Element metadata identifies your content at the
  element level, based on the elements defined in
  the information model
• Authors use element metadata to help them manage
  content throughout the authoring process
• Three main types of element metadata
• Reuse metadata
• Retrieval metadata
• Tracking metadata

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Metadata for Reuse

• Identifies the components of content that can be
  reused in multiple areas
• Example content typeoverview, productABC
• Authors can search CM by metadata for reusable
  content
• CM can automatically search for appropriate
  reusable content (based on models and metadata)
  and deliver it (systematic reuse) to authors

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Design Metadata for Reuse

• Need to determine the business result you are
  trying to achieve and build metadata backward to
  achieve the result. Think about the following
• Where is content going to be reused?
• Across product? Across information product?
• You need to create metadata to identify each
  yes (reuse)
• Product ABC, EFG, HIJ
• Information product Brochure, Web, Help, User
  guide
• Metadata such as information product can be
  derived from the template type

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Design Metadata for Reuse (Cont.)

• What type of content is it?
• The element content type for which the content is
  valid
• Overview, caution, warning, troubleshooting,
  example
• Metadata such as content type can be derived from
  your model or semantic tags
• What else do you need to know about the content
  to ensure that the correct piece of content is
  reused?
• Version 1, 2, 2.5
• Region United States, Taiwan, Canada
• Audience consumer, decision maker, technical
  support

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Metadata for Retrieval

• Help authors retrieve content
• May include much or all of the metadata used for
  reuse
• More extensive than metadata for reuse, providing
  additional information about an element that
  facilitates retrieval
• Metadata for retrieval examples
• Title/Subject
• Author
• Date (creation, completion, modification)
• Keywords
• Security level (who can view the content)

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Design Metadata for Retrieval

• Need to determine the business result you are
  trying to achieve and build metadata backward to
  achieve the result. Think about the following
• Who is going to retrieve your content?
• Authors fine granularity
• Users whole documents
• In what form do they want to retrieve the
  content?
• Authors metadata that defines the source format
  and the desired format
• Users metadata that defines the appropriate
  format for the content

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Design Metadata for Retrieval (Cont.)

• What permissions should users have for retrieving
  content?
• Each element, container, and information product
  needs to have appropriate security permissions
  expressed through metadata
• How are they going to specifically identify the
  desired content?
• Analyze the terms your authors and users will
  use, then determine what metadata the content
  should carry to enable a match between the search
  and the content
• Consider adding keywords to metadata to
  facilitate retrieval

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Metadata for Tracking (status)

• Useful when you are implementing workflow in UCS
• Determine which elements are active
• Control what can be done to an element and who
  can do it
• Automatically or manually change status metadata
• Example
• Content status indicate status of the content
• Draft, Ready for review, In review, Final, In
  approval, Approved, Published
• Review status indicate status of the review
  content
• Accept, Reject

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Design Metadata for Tracking

• Need to determine the business result you are
  trying to achieve and build metadata backward to
  achieve the result
• Design your metadata for tracking after you have
  designed your workflow
• Identify other metadata that can help you to
  track content
• Who created the content (author)?
• When was it created/modified (date)?
• Who modified the content (editor)?
• Who reviewed/approved the content
  (reviewer/approver)?
• How long does it take to create/modify/review
  (time)?
• Where has it been reused (information product,
  product)?
• Has it been translated (content status)?

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Creating a Controlled Vocabulary

• Metadata needs to be consistent to facilitate
  reuse, retrieval, and tracking ? require a
  controlled vocabulary
• A controlled vocabulary reconciles all the
  various possible words that can be used to
  identify content and to differentiate among all
  the possible meanings that can be attached to
  certain words
• Using an unlimited or uncontrolled set of
  metadata terms leads to additional work for
  authors and reduce the percentage of content that
  can be effectively retrieved

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To Create A Controlled Vocabulary

• Identify your metadata categories (Content type,
  Product)
• Identify the terms that make up that metadata
  category
• Content status (metadata category)
• Draft, Ready for Review, In review, Final, In
  approval, Approved, Published (controlled terms)
• If possible, do not provide any metadata that can
  be defined by the author. If that is not
  possible, monitor the uncontrolled metadata terms
  to see whether patterns are emerging that could
  then be used to create a controlled vocabulary

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Ensuring Metadata Gets Used

• Whenever possible, automate the application of
  metadata (reduce author burden and inconsistency)
• Categorization metadata based on content
• Metadata based on the template and model
• Inheritance of metadata based on the parent
• Metadata based on position in the workflow
• If it is necessary for authors to add metadata,
  make it possible for them to add the metadata as
  they are authoring so that they dont have to
  wait until the content is checked into CM

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Metadata Sharing

• Industry-specific standards
• Consider using RDF to design your metadata
• Consider using a crosswalk (a table to map
  metadata from one structure to another) to
  provide a metadata interchange

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Another View of Types of Metadata
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Types of Metadata

• Structure metadata The ruling monarch of
  metadata. It precedes most other kinds of
  metadata by creating structural divisions in your
  content.
• Format metadata Applies to any level of
  structure that you define and marks how you
  intend to render that structure.
• Access metadata Organizes the structures that
  you create into hierarchies and other access
  structures.
• Management metadata The data that you attach to
  structures to administer and track it.
• Inclusion metadata Stands in for external
  content. It marks the place where the external
  content is to go.

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Structure Metadata

• Structure metadata says, "You call this stuff . .
  ."
• Before you can say anything more about something,
  you must name that something
• Basic structure metadata characters, words,
  paragraphs
• Elements
• Collections of characters, words, or paragraphs
  that you intend the reader to take as a unit
  (such as a title).
• it's the smallest structure that you intend to
  access separately in your system
• Components
• Collections of elements that you intend the user
  to take as a whole (such as a white paper).
• Components are the structures that you intend to
  manage.
• They're the structures to which you apply
  management and access metadata.

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Structure Metadata (Cont.)

• Nodes
• Collections of components that, after
  publication, you intend the reader to take as a
  unit.
• On Web sites, nodes are pages. In print
  materials, nodes are sections (headings,
  chapters, parts, and so on)
• Publications
• Collections of nodes that you intend readers to
  take as a unit (a single department's intranet
  site, for example).
• On the Web, you set off publications from each
  other mostly by using graphic conventions and the
  internal navigation conventions of the site. (A
  site may have one or more publications on it).
• In print, you most often delineate publications
  by using a file boundary.
• Publication groups
• Collections of publications that you intend the
  reader to take as a unit (the volumes in an
  encyclopedia, for example).
• set off on both the Web and in print by the
  formatting conventions and navigational
  structures that you provide for moving between
  publications in the group.

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Structure Metadata Example

• ltCOLLECTIONgt   ltPUBgt      ltSECTIONgt       
   ltNODEgt            ltHEADERgt...lt/HEADERgt       
      ltCOMPONENTSgt               ltCOMPONENTgt    
               ltELEMENTgt                   
   ltPARAgt                        ltCOMPONENTgt...lt/CO
  MPONENTgt                     ltPARAgt          
         lt/ELEMENTgt               lt/COMPONENTgt 
            lt/COMPONENTSgt          
   ltFOOTERgt...lt/FOOTERgt         lt/NODEgt    
   lt/SECTIONgt   lt/PUBgtlt/COLLECTIONgt

• ltELEMENTgt   ltPARAgt     ?This is my body text,
  and in it I'm embedding an image.      ltMEDIA
  ID"m1" URL"dabw.jpg"gt       
   ltSIZEgt100,300lt/Sizegt         ltCAPTIONgtThis is a
  separate componentlt/CAPTIONgt      lt/MEDIAgt 
   lt/PARAgt  ?Normal things seem strange if you
  really think about them!lt/ELEMENTgt

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Format Metadata

• Format metadata says, "Here's how to render the
  stuff that I surround."
• Format metadata can apply to any level of
  structure in your system.
• In many cases, the structural tags themselves are
  what you interpret and turn into
  platform-specific formatting metadata
• ltSECTION LEVEL"1"gtSome Sectionlt/SECTIONgt
  ?ltH1gtSome Sectionlt/H1gt

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Format Metadata Example

• ltCOLLECTIONgt   ltPUB DISPLAY"child"gt    
   ltSECTIONgt         ltNODEgt          
   ltHEADERgt...lt/HEADERgt            ltCOMPONENTS
  LAYOUT"table"gt               ltCOMPONENTgt    
               ltELEMENT TYPEFACE"Arial"gt       
               ltPARA STYLE"body"gt                
     ?Some ltFORMATTAGgttextlt/FORMATTAGgt          
               ltCOMPONENTgt...lt/COMPONENTgt       
               ltPARAgt                
   lt/ELEMENTgt               lt/COMPONENTgt       
      lt/COMPONENTSgt            ltFOOTERgt...lt/FOOTERgt
           lt/NODEgt      lt/SECTIONgt 
   lt/PUBgtlt/COLLECTIONgt

Usually in a template and nota content structure
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Access Metadata

• Access metadata says, "Here is how this structure
  fits in with the rest."
• you most often use it to gain access to the
  content.
• You can store access metadata within a component
  or outside it in a separate place.
• The types of access metadata correspond to the
  types of access structures hierarchy, index,
  associations, and sequences.

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Access Metadata Example

• ltCOLLECTIONgt   ltPUBgt      ltSECTIONgt       
   ltNODE KEYWORDS"rollup" gt          
   ltHEADERgt...lt/HEADERgt            ltCOMPONENTSgt 
               ltCOMPONENT INDEX"term1,term2,term3"
  gt                  ltELEMENTgt                   
   ltPARAgt                     ltCOMPONENTgt...lt/COMPO
  NENTgt                        ltLINK TARGET"C123"
  gtFor more info, seelt/LINKgt                   
   ltPARAgt                  lt/ELEMENTgt          
      lt/COMPONENTgt            lt/COMPONENTSgt    
         ltFOOTERgt...lt/FOOTERgt         lt/NODEgt    
   lt/SECTIONgt   lt/PUBgtlt/COLLECTIONgt

For more information, ltA HREFgtlt/Agt For more
information, see Links in Chap. 5
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Access Metadata (Cont.)

• Access metadata is as often outside the content
  structure as it is inside.
• Instead of typing the terms into the component,
  you want to type the component into the terms

ltINDEXgt   ltTERMgt      ltNAMEgtNOAAlt/NAMEgt    
 ltCOMPONENTSgtC123,C456,C789lt/COMPONENTSgt 
 lt/TERMgtlt/INDEXgt
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Management Metadata

• Management metadata is there to help you keep
  track of and administrate content.
• ID, Title, Author, Create data, Modify date,
  Status, Size, Owner, Publish date, Expire date
• Management metadata isn't always only for
  management.
• Any of the types listed here you can just as
  easily consider as content to publish as well as
  data to help manage the content to publish.
• Whether or not you show the values of these
  metadata elements to your audience, their use to
  you is the same, to help you keep track of and
  administrate your content.

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Management Metadata Example

• ltCOLLECTIONgt ltPUB ID"p1"gt      ltSECTION
  ID"s1"gt         ltNODE ID"n1"gt          
   ltHEADERgt...lt/HEADERgt            ltCOMPONENTSgt 
               ltCOMPONENT ID"C123"gt             
      ltTITLEgtlt/TITLEgt                  ltADMINgt 
                     ltOWNERgtO234lt/OWNERgt          
            ltCREATEgt9/23/01lt/CREATEgt             
         ltMODIFYgt9/30/01lt/MODIFYgt                
      ltSTATUSgtStatus1lt/STATUSgt                
   lt/ADMINgt                  ltELEMENT
  NAME"intro"gt                     ltPARA
  ID"p1"gt...lt/PARAgt                  lt/ELEMENTgt 
               lt/COMPONENTgt          
   lt/COMPONENTSgt            ltFOOTER...lt/FOOTERgt 
         lt/NODEgt      lt/SECTIONgt   lt/PUBgt
  lt/COLLECTIONgt

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Inclusion Metadata

• Inclusion metadata says, "Put the following
  external entity here."
• It enables you to reference content that isn't
  physically in the content structure.

ltELEMENTgt   ltPARAgt     ?This is my body text,
and in it I'm embedding an image.      ltMEDIA
ID"m1" URL"dabw.jpg"gt       
 ltSIZEgt100,300lt/SIZEgt         ltCAPTIONgtThis is a
separate componentlt/CAPTIONgt      lt/MEDIAgt 
 lt/PARAgt  ?Normal things seem strange if you
really think about them!lt/ELEMENTgt
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Inclusion Metadata Example
ltELEMENTgt   ltPARAgt     ?This is my body text,
and in it I'm embedding an image.      ltMEDIA
ID"m1" URL"dabw.jpg"gt       
 ltSIZEgt100,300lt/SIZEgt         ltCAPTIONgtThis is a
separate componentlt/CAPTIONgt      lt/MEDIAgt 
 lt/PARAgt  ?Normal things seem strange if you
really think about them!lt/ELEMENTgt

• Shortcomings
• This is HTML
• The image and its caption are locked in this
  location
• The reference may break
• You have no place to put other info that you may
  need

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Inclusion Metadata (Cont.)

• If you really intend to make the ltMEDIAgt element
  a separate component, you're better off not
  directly embedding it in another component by
  pointing to its URL but instead referencing it
  there based on its ID
• The m1 component is stored with the other "m"
  components where you can more easily find,
  manage, and include it in other places in the
  content structure

ltELEMENTgt    ltPARAgt      ?This is my body text,
and in it I'm embedding an image.       ltINCLUDE
REFID"m1"gt      ?Normal things seem strange if
you really think about them!   lt/PARAgt
lt/ELEMENTgt