Tools Menu

Define/Edit Metadata

Metadata entries can be added or edited using the Metadata item from the Tools Menu. Metadata entries must currently adhere to the UK's National Geospatial Data Framework (NGDF) guidelines (see www.ngdf.org.uk). The metadata forms guide you through the process of adding metadata into the database.

To add a new metadata entry click on the New button, or to edit an existing metadata entry select a metadata title from the drop-down list. You can then enter or modify any of the items which are used to define a NGDF metadata entry. If a new metadata entry is being added, there are a number of fields that are mandatory and a warning will be displayed if any of the mandatory fields are left empty. These are:

• Title
• Abstract
• Keyword
• Spatial Extent
• Spatial Reference System
• Supplier

The Copy button provides a short cut method for the entry of metadata similar to an existing metadata entry. To use this facility select a metadata title from the drop-down list and click on the Copy button. The selected entry will be duplicated with the metadata title changed to "New Metadata". A new metadata title can be entered and any other entry fields on any of the tabs may be altered. Press the OK button to complete the entry and save all fields under the new metadata title.

To delete a metadata entry first select the entry from the drop-down list and click on the Delete button.

To export metadata in XML format click on the Export to XML button.

The items that may be entered or modified are arranged under a series of tabs. These are:

Main, Keywords, Spatial, Associations, Temporal, Contacts, and Presentations

Main

• Title - name by which dataset is known.
• Alternative Title - Short name, other name, acronym or alternative language title.
• Data Originators - Person or organization having primary responsibility for the intellectual content of the data.
• Abstract - brief narrative summary of the dataset.
• Access Constraints - Restrictions and legal prerequisites for accessing the dataset (enumerated list).
• Use Constraints - Restrictions and legal prerequisites on using the data.

Keywords

• Selected NGDF Keywords - pre-defined list of words or phrases summarizing the subject of the dataset.
• Enter User Defined Keywords - Common-use words or phrases summarizing the subject of the dataset.

Spatial

Geographic Extent By Co-ordinates group

• System of spatial referencing by co-ordinates - Name or description of system or systems of spatial referencing by co-ordinates used for the geographic extent (enumerated list).
• West bounding co-ordinate - Westernmost co-ordinate of the limit of the area.
• East bounding co-ordinate - Easternmost co-ordinate of the limit of the area.
• North bounding co-ordinate - Northernmost co-ordinate of the limit of the area.
• South bounding co-ordinate - Southernmost co-ordinate of the limit of the area.

Geographic Extent By Geographic Identifiers group

• National extent - Geographic extent or occurrence of dataset by parts of the United Kingdom (enumerated list).
• Administrative area extent - Geographic extent or occurrence of dataset by administrative area.
• Postcode district extent - Geographic extent or occurrence of dataset by postcode district.

• Spatial reference system - Name or description of the system of spatial referencing, whether by co-ordinates or geographic identifiers, used in the dataset.
• Level of spatial detail - Description of the granularity of the data.

Temporal

• Frequency of update - Revision regime of dataset (enumerated list).
• Status of start date of capture - status of knowledge on start date of capture (one of known, not known or not applicable)
• Start date of capture - Date on which data was first collected.
• Status of end date of capture - status of knowledge on end date of capture (one of known, not known, not applicable or ongoing)
• End date of capture - Date on which data was last collected.

Contacts

• Supplier contact details - new information can be added in the white text boxes or previously entered values selected from the blue drop-down lists.

Associations

• Additional information source - Source of further information about the dataset.
• Associated metadata entries - Title of relevant dataset or description of data resource which may be used or be of value in association with the subject dataset.

Presentation

• Data format - Format in which digital data can be provided.
• Presentation type - Form in which the data resource is available (enumerated list).
• Supply media - Type of media in which the data can be supplied (enumerated list).
• Text Sample - A text sample of the dataset.
• Sample Image - A sample image from the dataset.

These items are available on the various tabs in the metadata form. Once you have completed the forms click on the OK button to enter or update the metadata entry. You will be warned if any of the mandatory items have not been completed.

Export to XML

The currently selected metadata entry can be exported in XML format by clicking on the Export to XML button, and then in the Output XML File dialog box selecting a sub-directory, entering a filename and clicking the Save button.