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Permanent Link: http://ufdc.ufl.edu/IR00000925/00001
 Material Information
Title: Training: Introduction to Metadata & Creating Metadata Online Using the Self‐Submittal Tool
Physical Description: Presentation Slides (PPT)
Language: English
Creator: Taylor, Laurie N.
Publisher: George A. Smathers Libraries
Place of Publication: Gainesville, FL
Publication Date: 5/2012
 Subjects
Subjects / Keywords: Competencies
 Notes
Abstract: Metadata training slides for use with the guide for the recommended core elements for items in the UF Digital Collections (UFDC) and Digital Library of the Caribbean (dLOC). The slides cover the core metadata fields, how to create metadata using the online self-submittal tool, and how to create metadata using the spreadsheet template. The learning objectives for this training are: 1. Define metadata; 2. Define good metadata; 3. Identify existing metadata sources; 4. Identify Core Elements; 5. Create metadata using the online self‐submittal form; 6. Create metadata using the spreadsheet template; 7. Identify where to find additional information
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: Applicable rights reserved.
System ID: IR00000925:00001


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Training: Introduction to Metadata & Creating Metadata Online Using the Self Submittal Tool

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Learning Objectives1.Define metadata 2.Define good metadata 3.Identify existing metadata sources 4.Identify Core Elements 5.Create metadata using the online self submittal form 6.Create metadata using the spreadsheet template 7.Identify where to find additional information

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1. What is Metadata?Metadata is data about data or defined information about a particular thing

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1. What is Metadata?Format: Greek Vase Date: 470 460 BC Height: 35 centimeters Title: [Greek Vase of Odysseus and EumaiostheSwineherd] Notes: from Homer’s story of the Odyssey Library and museum metadata may look something like this:

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2. What is Good Metadata?• Good metadata is: "constructed, constructive, and actionable." • Good metadata creates intellectual access. • Good metadata is interoperable. • Good metadata draws on and builds upon existing metadata sources.

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2. What is Good Metadata?Good metadata supports imperfect information seeking behavior and works in a web scale world.

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2. Creating Good Metadata• Assistance from specialists (Subject Matter Experts, Curators, Collection Managers, Archivists, Catalogers, Registrars, etc.) to locate or create traditional metadata forms, which can then be imported • Creating metadata using the online self submittal form

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3. Existing Metadata Sources• Catalog records • Finding aids • Museum object records

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4. Creating Metadata: Core Elements1.Title 2.Other titles (where available) 3.Type 4.Physical description 5.Language 6.Identifier (where available; unique identifier will be created through this process) 7.Holding location 8.Source 9.Creator 10.Publisher 11.Place of publication 12.Date of publication 13.Subject 14.Spatial subject 15.Coordinates 16.Abstract 17.Note

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4. Core Elements TitleThe title is the name given to the resource. All items should include information in the Title field. Title information may come from the cover or title page of a book or document or may come from a description of a map or image. For an existing title or caption, transcribe it as it is: Ex: Crisis of the West Indian family Ex: Public policy2 The system looks for identifiable leading articles in English, Spanish, and French and removes them for sorting purposes.In some systems you would need to remove the initial articles (e.g.; a, an, the). Thus, the initial articles should be included when entering titles. Ex: The Arawak girl For items where there is not a clear title, the most important or unique keywords (who, what, where, when) should come first.

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“Other titles” refers to title information after the title proper. Each cataloguer can decide how many fields should be informed by adding as many lines as necessary. The sub fields that can be added are the following: • Subtitle • Abbreviated title • Alternate title • Series title • Translated title • Uniform title4. Core Elements –Other Titles

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4. Core Elements –Other TitlesThe subtitle is a word, phrase, character, or group of characters that contains the remainder of the title information after the title proper.

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4. Core Elements –Other TitlesThe abbreviated title is a shorter version of the main title Ex: in the case of a map with a very long title such as the following map ( http://dloc.com/UF00029173 ), the abbreviated title could be “L'isleSt. DomingueouEspagnole”

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4. Core Elements –Other TitlesThe alternative title is a variation of the main title.

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4. Core Elements –Other TitlesThe series title is the title of a series to which the item belongs: Ex: the individual item has its own title and is also part of a series that contains various titles. For instance, the All Jamaica Library series includes: • One Brown Girl and a Jamaica Story • Maguerite: a Story of the Earthquake • Maroon Medicine • Becka'sBukraBaby: Being an Episode in the Life of Noel

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4. Core Elements –Other TitlesThe translated title is the original or translated title of a foreign language item. It should be informed only if it mentioned on the document. Ex: the document http://dloc.com/UF00073879 mentions the title in German and Latin

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4. Core Elements –Other TitlesThe uniform title is the title chosen to represent a work that has appeared under varying titles: Ex: a newspaper that has remained with the same publisher and publication place, but where the name has varied over time

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4. Core Elements –Type• Aerial for large scale overhead photographs, generally taken from an airplane • Archival is selected for materials that may not be individually cataloged. This type can also be applied to digitally born documents, such as slide show presentations. Individual archival items, like letters are also archival. Diaries and manuscripts are often listed under archival or book, with further information provided in the physical description and genre. Archival encompasses more variety and is one of the most commonly seen types. • Artifact refers to three dimensional objects, like ephemera items, such as cigar labels • Audio for a resource which is predominantly a sound recording in nature • Book for single volume textual materials or any monograph, including bound theses. Diaries and manuscripts are often listed under archival or book, with further information provided in the physical description and genre. • Map for cartographic materials or a non photographic image of a specified area • Newspaper for digitized newspapers • Photograph for any non aerial photography • Serial for multi volume, non newspaper material • Video for a resource which is predominantly a video recording in nature

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4. Core Elements –Physical DescriptionThe physical description contains information relating to the physical characteristics of the resource described. For best results, the physical description information should be entered as [Page Number Information] : [Illustration Information] ; [Size or Dimensions Information] The actual physical description may not be this complete; there is no minimum requirement for physical description information. If no information is entered in the Physical Description field, the Resource Type information will display as the Physical Description in the citation information. Any physical description information that is known can be entered here. Ex: 12 p.: ill. ; 23 cm. 141 p. : illus. ; 19 cm120 p., 2 leaves of plates : ill. (some col.) ; 17 cm. 128 p., 16 leaves of plates : col. ill. ; 13 p. : col. ill. ; 15 cm.

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4. Core Elements –LanguageThe language field is a designation of the language in which the intellectual content of a resource is expressed. For language material (i.e., books and continuing resources), the language code is based on the text of the item. The term “text” refers to the principle work(s) included within the publication, excluding the preface, introduction, foreword, appendices, etc. For maps, the language of names and text associated with the map or globe determines the code used. For original or historical graphic material, opaque graphic material, and three dimensional materials, the language content is that associated with the material (i.e., captions or other text associated with the item or collection) that are part of the chief source of information. For mixed materials, the language code is based on the predominant language of an item or materials in a collection. The language field is repeatable and represents each of the major languages used in the resource being described. Languages should be entered either by the text of the language, the ISO code, or by the term from the MARC Code List of Languages

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4. Core Elements –Language TextofthelanguageISOcode6392 BMARCCodelist Arawak arw Carib car CreolesandPidgins,English based cpe CreolesandPidgins,French based cpf CreolesandPidgins,Portuguese based cpp CreolesandPidgins(Other) crp Dutch dutdut English engeng French frefre HaitianFrenchCreole hathat Latin latlat Portuguese porpor Spanish spaspa

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4. Core Elements –IdentifierThe identifier is an unambiguous reference to the resource within a given context (e.g. LCCN, ISBN, ISSN). It distinctively identifies a resource. This code is given/decided by the reference system(s) in use. For instance, for museum objects the identifiers are the local accession numbers. These are given by the individual museums and reference their own internal system. Similarly, libraries can give their call numbers. If a national or international identifier is available, like an ISBN or ISSN, then the number is in relation to those systems. Permanent URLs are also identifiers. All items in dLOC have permanent URLs and these map to the 856 in MARC. Other permanent URLs in MARC can also be included.

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4. Core Elements –Holding LocationIn this field must be indicated where the original resource is held. A menu allows the user to enter the holding location's controlled code and (optionally) enter a description for the holding location. If no description is entered, the default will be used. The best practice for entering the holding location is to select the institution code from the controlled list. There is no need to type the institution's name in the provided field, as the standard form of the institution's name will be stored when your update is saved. If you wish to use a non standard for of the institution's name for any reason, you can type that into the provided field and it will be used instead. If the code for an institution is not present, contact a system administrator to add that institution to the system.

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4. Core Elements –SourceThis field indicates the institution or sub institutional source for the digital instance of the resource. It may be different from the Holding location, which usually represents the institution that houses the original item from which this digital resource is derived. For born digital objects, both fields will be identical. In case the source institution and holding location are the same entity, the source institution usually holds the highest level information about the institution: Ex: University of Florida Meanwhile, the holding location may hold more specific information: Ex: Latin American Collections, University of Florida

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4. Core Elements –CreatorThe creator is an entity (person, group, corporation, institution) primarily responsible for making the content of the resource available or associated with the item in some way. For example, it could be the authors, illustrators, binders, publishers, or conferences. This field is repeatable as many times as necessary to include all relevant mentions (Use the plus sign to the right of the field to add any additional authors of this material). Enter names as “LastName, FirstName MiddleInitial.” Optionally, add birth year according to the following format.

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4. Core Elements –CreatorIn entering names, the goal is to be able to locate materials by the same creator easily. The examples below show a typical standard name format. This may vary, however, because the reason to enter the names in a particular form is to support the overall goal of findability and disambiguation. Findability is supported by being consistent in the way the name is entered, which allows people to find materials by the same creator. Creators with the same or similar names can be disambiguated with middle initials and birth dates, or other information. The goals of findability and disambiguation should guide the entry of names. Example of standard form: Williams, Eric E., 1911 1981 Examples of possibly non standard forms: Williams, Eric Eustace, 1911 1981 Williams, Eric, 1911 1981 Williams, E.E., 1911 1981 Most items should include information about at least one creator. All persons, corporations, or conferences related to the item should be included in the metadata.

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4. Core Elements –CreatorA role can be added between parentheses if necessary. When setting roles, you can use any appropriate role name. Some standard role names linked to examples appear in the table on the next slide.

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4. Core Elements –Creator Actor Animator Architect Artist Author,primary Author,secondary Binder Calligrapher Cartographer Choreographer Cinematographer Compiler Composer Conductor Conference Consultant Contributor Curator DegreeGrantor Director Dissertant Designer Editor Engraver Engineer Illustrator Interviewee Interviewer LandscapeArchitect Lithographer Manufacturer Musician Narrator Papermaker Performer Photographer Printmaker Printer Programmer Producer Publisher Puppeteer Recipient Researcher Researchteamhead Researchteammember Reviewer Scientificadvisor Sculptor Signer Singer Speaker Sponsor Surveyor Stereotyper Thesisadvisor Transcriber Translator Woodcutter Wood engraver

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4. Core Elements –CreatorEx: http://dloc.com/UF00003801 Bonheur, Raymond (Illustrator) Levasseur, Victor (Cartographer) Laguillermie, Frdric (Engraver) The specified role(s) are listed in a separate subfield so that all of the names can be easily cross searched under “Creator”. This facilitates searching, especially given that a single “Creator” may have many roles in different texts.

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4. Core Elements –PublisherThe publisher is the entity responsible for making the original resource available to the public.

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4. Core Elements –Place of PublicationThis field refers to the geographic location of the publisher or the location where the material was created. The place of publication information is generally found with publisher information on the title page of physical items. For large cities, only the city name is necessary; for smaller, less well known cities, or for cities that may be mixed up with others, state or country information should be included as well.Ex: New York Ex: Gainesville, Fla. Ex: Kingstown, Saint Vincent and the Grenadines

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4. Core Elements –Date of PublicationThis field is dedicated to the publication date of the resource. The best practice for entering the publication date for monographs is to enter the full 4 digit year. If the publication date is uncertain, this can be indicated by using the abbreviation “ca.” for circa, or by entering a likely range of dates; other abbreviations, brackets, or question marks should not be used. Ex: 2011 Ex: ca. 1677 For items like newspapers or other frequently published materials, a more specific publication date may be provided in “Month Date, Year” format. Ex: May 10, 2011

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4. Core Elements –SubjectThis field informs the topic(s) of the content of the resource. It can be repeated. The subject terms or phrases must represent the primary topic(s) on which a work is focused.

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4. Core Elements –SubjectSubject will be expressed as keywords, key phrases or classification codes that describe a topic of the resource. Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. A classification scheme is the descriptive information for the arrangement of objects into groups based on shared characteristics. Formal classification schemes include the BibliothqueNationalede France’s RAMEAU and the Library of Congress Subject Headings (LCSH), which allows items with shared subject matter to be arrange together. Subject added entries are assigned to a bibliographic record to provide access according to generally accepted thesaurus building rules (e.g., Library of Congress Subject Headings (LCSH), Medical Subject Headings (MeSH)). http://id.loc.gov/authorities/subjects.html

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4. Core Elements –SubjectSubjects are complex elements and include the following sub elements: • Topical subject terms which consist of general subject terms, including names of events or objects • Chronological subject terms • Geographic subject terms which consist of jurisdiction names and subject subdivisions • Form/Genre subject terms indicating the genre, form, and/or physical characteristics of the materials being described. A genre term designates the style or technique of the intellectual content of textual materials or, for graphic materials, aspects such as vantage point, intended purpose, characteristics of the creator, publication status, or method of representation. A form term designates historically and functionally specific kinds of materials distinguished by their physical character, the subject of their intellectual content, or the order of information within them. Physical characteristic terms designate historically and functionally specific kinds of materials as distinguished by an examination of their physical character, subject of their intellectual content, or the order of information with them. • Occupational subject terms • Name of the Authority the term comes from. A list of authority sources is maintained: http://www.loc.gov/marc/sourcecode/subject/subjectsource.html

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4. Core Elements –Spatial SubjectThis field refers to the spatial characteristics of the intellectual content of the resource. Spatial coverage refers to a physical region (e.g., celestial sector) using place names. Enter as much detailed information about the spatial information as possible, down to the actual area or address if possible. The area can generally be entered as commonly referenced.Ex: Martinique Ex: Caracas, Venezuela Ex: Miami, Florida

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4. Core Elements –Spatial SubjectThe sub elements of the hierarchical spatial data are: • Continent • Country • Province • Region • State (or the equivalent first level political divisions under country) • Territory • County (or the equivalent second level political divisions under country) • City • CitySection(neighborhood, parks, or streets) • Island • Area (Non jurisdictional geographic region/feature; e.g.; Nile River) • Name of the Authority the term comes from • The Language of the term may also be included To enter a deeper hierarchy for the spatial subject, you can use two dashes between the different levels of hierarchy: Ex: United States Florida Miami Dade County Miami Beach South Beach South Pointe Park

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4. Core Elements –CoordinatesCoordinate points contain the spatial characteristics of the intellectual content of the resource, referring to a physical region using coordinates. Multiple coordinates can be entered, but none are required. Adding them will allow the item to appear on a map. In the near future, a new method for entering them (perhaps by placing a marker on a map) will be available. Currently, coordinates can be entered as decimal degrees. They should not be entered in notation with degrees, minutes, and seconds; the degree symbol should not be entered.

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4. Core Elements –AbstractThe abstract provides a summary of the content of the resource. This field should be used for unformatted information that describes the scope and general contents of the materials. This could be a summary, abstract, annotation, review, or only a phrase describing the material.

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4. Core Elements –AbstractBest practices for the specific case of oral histories: in the abstract should be included: a)interviewer’s name; b)interviewee’s name; c)address of the interview; d)date of the interview; and, e)project name or reason for the interview.

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4. Core Elements –NoteMany kinds of information can be included in this field, as for instance (but not limited to): • Edition or expression (translation, abridgement and arrangement information) • Information about the immediate source of acquisition of the described materials (used primarily with original or historical items, or other archival collections) • Biographical information about an individual or historical information about an institution or event used as the main entry for the item being cataloged • Information about the current and former issuing bodies of a continuing resource (a journal, for example) • Unformatted note giving irregularities and peculiarities in numbering or publishing patterns, report year coverage, revised editions, and/or issuance in parts • Copy specific field that contains information concerning the ownership and custodial history of the described materials from the time of their creation to the time of their accessioning, including the time at which individual items or groups of items were first brought together in their current arrangement or collation. • General note about the donation of the source documents. • Designation of an academic dissertation or thesis and the institution to which it was presented • Contract, grant, and project numbers when the material results from a funded project. Information concerning the sponsor or funding agency also may be included.

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4. Core Elements –NoteExample of a funding note: Publication of this article was funded in part by the University of Florida Open Access Publishing Fund.

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4. Creating Metadata: Core Elements1.Title 2.Other titles (where available) 3.Type 4.Physical description 5.Language 6.Identifier (where available; unique identifier will be created through this process) 7.Holding location 8.Source 9.Creator 10.Publisher 11.Place of publication 12.Date of publication 13.Subject 14.Spatial subject 15.Coordinates 16.Abstract 17.Note

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5. Creating Metadata OnlineOverview of Complete Steps: 1.Create an account (if needed) 2.Login 3.Edit your preferences (if needed) 4.Start a new item 5.Read and accept the permissions agreement 6.Enter metadata 7.Load files 8.Review and edit metadata

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5. Creating Metadata OnlineCreate an account (if needed)• Go to: www.dloc.com or ufdc.ufl.edu • Click the “myDLOC” or “myUFDC” link in the top left • Click on “Register now”

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5. Creating Metadata OnlineLog in • Go to: www.dloc.com or ufdc.ufl.edu • Click the “ myDLOC ” or “ mySobekCM ” link in the top left. • Log in

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5. Creating Metadata OnlineEdit your preferences

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5. Creating Metadata OnlineStart a new item

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5. Creating Metadata OnlineRead and accept the permissions agreement

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5. Creating Metadata OnlineEnter metadata

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5. Creating Metadata OnlineLoad files

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5. Creating Metadata OnlineReview and edit metadata

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5. Creating Metadata OnlineEditing metadata for other items

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6. Creating Metadata Using a SpreadsheetFor many items with similar metadata, metadata can be created by inputting the metadata into a spreadsheet in the appropriate format which can then be imported. The spreadsheet method is particularly useful for archival materials.

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6. Creating Metadata Using a SpreadsheetSpreadsheet template, full: http://digital.uflib.ufl.edu/technologies/documentation/spreadsheettemplate.xls

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6. Creating Metadata Using a SpreadsheetSpreadsheet template:

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6. Creating Metadata Using a SpreadsheetExample Completed Spreadsheet:

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6. Creating Metadata Using a SpreadsheetExample Completed Spreadsheet:

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6. Additional Resources• For additional information on the core metadata elements and more on metadata, see the thorough online guide: http://dloc.com/help/metadata • To locate or create traditional metadata forms, which can then be imported, assistance is often available from specialists (Subject Matter Experts, Curators, Collection Managers, Archivists, Catalogers, Registrars, etc.)

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Review of Learning Objectives1.Define metadata 2.Define good metadata 3.Identify existing metadata sources 4.Identify Core Elements 5.Create metadata using the online self submittal form 6.Create metadata using the spreadsheet template 7.Identify where to find additional information

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Training: Introduction to Metadata & Creating Metadata Online Using the Self Submittal Tool