Overview

Metadata is data about data or data that defines or describes other data. Metadata is additional information or documentation about your dataset that will make it easier for others to understand and put your data into context.  Good metadata is critical in humanitarian response as datasets are often incomplete or the “best available” and have limitations or discrepancies. Noting the issues related to the datasets allows others to understand how and if they can use the datasets.

When metadata is included with a dataset: 

• It improves understanding of the dataset (reduces questions and confusion of its use and history)

• Increases credibility/reliability of data

• Provides transparency about data that is not complete or not perfect (sets expectations and can provide the purpose of the dataset)

• It can increase interest by others who may have data you are missing

• It can improve the discoverability on HDX or other data sharing sites. For an explanation of HDX recommended metadata please read this guide.

Where Metadata can be found 

When developing metadata for Common Operational Datasets (or any dataset that is shared on HDX) consider where it will be located: 

on HDX	In / with the Dataset	in COD-AB web services
This is the most public version of metadata and has a direct impact on the credibility and discoverability of the dataset	It is downloaded with the dataset, ensure the client has the metadata for reference in the future Located in the geodatabase, on a worksheet in excel, as a text file that accompanies a csv.	This is information available with the web service
Consider impact metadata has on discoverability on HDX For COD-AB use as much material as possible from ITOS (can use it in the web services metadata)	Use the metadata that will be used for HDX to create information for Excel and text files (can copy/paste) For COD-AB use as much material as possible from ITOS (can copy/paste)	ITOS creates this with their process, it is reliant on metadata provided with the COD-AB

3 Tiered Process of Metadata

To balance the need for metadata against the burden of creating and maintaining it, OCHA recommends a 3-tiered system of metadata options:

Tier 1: Emergency Metadata
Tier 2: Basic Metadata
Tier 3: Full Metadata

Tier 1: Emergency Metadata

Emergency metadata recognizes the fact that during times of crisis, there is likely to be no metadata.  Production and sharing of datasets is happening too quickly to allow for detailed metadata.  In those cases, the best approach is to make sure that the dataset is, to the extent possible, self-explanatory. The Emergency Metadata approach requires:

• Dataset filenames are according to the naming convention

• Unnecessary attributes are removed

• Attribute names are clear

• If some attributes are too complex to be easily understood from the attribute name, add a simple text file to the dataset distribution explaining the attribute names.  This file should have the exact same name as the dataset with _METADATA.txt added at the end. The Basic Metadata Template can be used for this purpose, though in this case, only the Data Dictionary element is needed.

Tier 2: Basic Metadata

Basic metadata is for use when there is more time to properly document a dataset, but perhaps not enough resources to produce the full Tier 3 metadata.  Tier 2 is also useful when a dataset is too complex to be easily understood from the Tier 1 metadata.  Basic metadata requires attaching a simple text file, based on the Basic Metadata Template.  This template is based on the UNGIWG subset of the ISO 19115 metadata specification. This file should have the exact same name as the dataset with _METADATA.txt added at the end.

Tier 3: Full Metadata

During data preparedness activities, when there is time to fully document datasets, the UNGIWG subset of the ISO 19115 metadata standard metadata standard is the preferred standard.  These files should be produced as XML documents.  ArcCatalog has a metadata editor that will use the ISO 19115 standard, but you will need to use the document above to identify which components can be ignored. QGIS also offers a metadata reader/writer.

Creating and/or Updating Metadata in ArcCatalog using the ISO metadata editor

To set the metadata editor in ArcCatalog:

1. Open ArcCatalog

2. Go to Tools > Options

3. Go to the Metadata tab

4. Choose the Default Stylesheet as ISO

5. Chose the Metadata Editor as ISO Wizard

Overview of the metadata toolbar in ArcCatalog:

Metadata templates may be exported as an xml for use in other data catalogs or reloaded in ArcCatalog to populate metadata for data with like information (e.g. 5 different layers from the same datasets/source).  To export the metadata as an xml, use the Export metadata tool in the metadata toolbar and to import metadata from an xml use the Import metadata tool.

Outputs/Resources

• FAQ on HDX

• Metadata Guide which provides an outline of the metadata required for HDX.

• Be clear about the license type (see Data Agreements and Sharing)

• Metadata in the COD lifecycle (prezi created by ITOS)