Date: Fri, 29 Mar 2024 03:27:23 -0400 (EDT)
Message-ID: <377509924.582.1711697243374@spatlassian.scholarsportal.info>
Subject: Exported From Confluence
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The Best Practices Guide Subset for GeoPortal metadata is a Word=
document that can be downloaded via this link.
Below are some instructions and best practices for creating metadata in =
the Scholars GeoPortal. This list includes general 'how-to' explanations; f=
or a detailed list of metadata fields used in SP's instance of NAP, and how=
to complete them, see the guide to NAP metadata fields on Spotdocs. A list of common errors caused by me=
tadata, and how to troubleshoot these, is also available on Spotdocs.
Understanding Record Status
Metadata records in the GISEditor will be in one of four different place=
s. The location, or status, of the record can be viewed or changed by selec=
ting Record Status from the metadata record menu=
in the GISEditor. These statuses are:
- In Process: a record that is "in process" is in development, and cannot=
be found in either the staging or production instances of the GeoPortal. W=
hen you create a new record, this is the default status of that record. Whe=
n viewing the record in the GISEditor, the record will show IN PROCESS at the e=
nd of its name in the search tab.
- Dev Test: a record that is in "dev test" has been pushed to the staging=
instance of the GeoPortal. It cannot be found by searching in production. =
The record will not have any tags at the end of its name in the search tab =
that indicate status .
- Production: a record that is "in production" has been pushed to the pro=
duction instance of the GeoPortal. The record will not have any tags at the=
end of its name in the search tab that indicate status.
- Aggregated: a record that is "aggregated" has been grouped into a large=
r series record. The record may be in either staging or production, depending on where the series record it belongs to is located. =
The record cannot be found by searching in either the staging or produ=
ction instances of the GeoPortal, rather the series record will display ins=
tead. When viewing the record in the GISEditor, the record will show&n=
bsp;AGGREGATED <=
/span>at the end of its name in the search tab.
Creating a New Record
Currently, the =E2=80=9CCreate New Re=
cord=E2=80=9D function in the GISEditor is not working. To create a new rec=
ord, either:
- If the record is similar to an existing record, duplicate it and then m=
ake any necessary changes to the new record. To do this:
Find the record you want to duplicate by searching in the GISEditor<=
/p>
Go to the Record Status section of the me=
tadata and select the Duplicate Record butt=
on
Re-do the search for the record. You should now see two records - th=
e duplicate will have IN =
PROCESS at the end of its name.
=
Select the Metadata Record Information se=
ction of the metadata for the duplicate. The file URI should have&n=
bsp;_dup at the end of the name. Change the file URI to the U=
RI for the new record you are looking to create (see: Naming Convention=
s: file URI).
=
Once you=E2=80=99ve changed =
the URI, the system will refresh, leaving only the new record in your searc=
h results
Make remaining changes to th=
e record as necessary
- If the record is not similar to anything already in the system, follow =
the steps in #1, but using the Template record in the GISEditor (this can b=
e found by searching Template or 3284498)
Creating a Series Record
When creating a series record, it=E2=80=99s easiest to start by duplicat=
ing the most recent dataset record. This is because, as a rule, we use the =
naming convention (title), extent and thumbnail of the most recent data pro=
duct for the series record. After duplicating this record, there are severa=
l changes you will need to make.
Find the record you want to duplicate (the most recent dataset recor=
d in the series) by searching in the GISEditor
Go to the Record Status section of the me=
tadata and select the Duplicate Record button
Re-do the search for the record. You should now see two records - th=
e duplicate will have IN =
PROCESS at the end of its name.
Select the Metadata Record Information section of the metadata for t=
he duplicate. The file URI should have _dup at t=
he end of the name.
Under the Metadata Record Information sec=
tion of duplicate record, change the File URI fi=
eld to remove any reference to year, and add _series&=
nbsp;to the end. For example: /CityOfLondon_2015_C=
ontours.xml becomes /CityofLondon_Contours_serie=
s.xml
In the Identification Info section, add&n=
bsp;(+) a Date, so that there a=
re two dates which reflect
the date of publication of the earliest dataset, and
the date of publication of the latest dataset.
The first date should be categorized as =E2=80=9Cpublication,=E2=80=9D the=
second as =E2=80=9Crevision.=E2=80=9D This indicates to users the date ran=
ge of the data aggregated under the series record.
In Identification Info, remove any information=
that is specific to any one dataset only (if it is common to all datasets,=
it can be left in). This information may be found in fields including =
;Abstract, Supplemental Information,=
Spatial Resolution.
Note: As extent is mandatory and required for spatial searches, leave any info=
rmation
In Distribution Info, add linkages for all records that you want to aggr=
egate under this series record:
Add a label for each linkage. This label is what =
will be displayed to the end-user when they click the =E2=80=9CAdd=E2=80=9D=
button. If the data is a series of updates, input the year. If the data is=
different (ex. JPG vs. TIFF versions), add the year along with this inform=
ation. For example: 2015; 2015 - TIFF
<=
span style=3D"color: rgb(0,0,0);">
Remember to remove al=
l Distribution info fr=
om the datasets you are aggregating, otherwise the linkages will not work p=
roperly
- In the <=
/span>SP Custom section, remo=
ve any information in Data Holdings.&nbs=
p;Series records should never
contain any data holdings information, as the downloads will not work p=
roperly.
- In SP Custom, include all links (internal and external) from all datasets.
Naming Conventions - File URI
The file URI in&nb=
sp;Metadata Record Information&nb=
sp;should reflect the file/servic=
e name as it appears in our database.The structure of this name has meaning=
, which may vary slightly for individual collections. Generally, this struc=
ture begins with Collectionn=
ame, and usually includes ye=
ar and product. For bilingual records it may also include language,which sh=
ould come at the end of the name (for more information on this, see: <=
em>Creating a Bilingual Service/Records). All names must=
start with /NAP/ and end with .xml
For example:
/NAP/Western_CityOfLondon_2014_Poollin.xml
<=
/span>/NAP/DLI_2006_Census_CBF_Fr.xml
/NAP/Guelph_CityOfGuelph_2011_SW=
MPond.xml
For more information see: Naming C=
onventions
Note: If you =
are creating a record for a service that should function as an index (index=
functionality) this service must have _vt as part of the service name, and so as part of the UR=
I. Otherwise, the GeoPortal does not understand how to present these servic=
es to the user. If you encounter an index service without _vt in the naming=
convention, please report this to Jo Ashley so that it can be corrected.=
span>
The title used should be the title supplied by the vendor. However:
- If the vendor users acronyms, leave these, but spell the word out if th=
is is not already done. For example: Southwestern Ontario Ortho=
photography Project (SWOOP)
- If the record will not be aggregated (grouped under a series record), t=
he year should be added to the title in cases when we have multiple years o=
f similar products in the GeoPortal. It should also be added to the title o=
f series records that include multiple products from the same year=
For example:
Mississauga Digital Orthoimagery, 2000 (dataset)
Cartographic Boundary Files (CBF), 2011 Census (series)
- It is not necessary to add the year to the title of products that will =
be aggregated under a series record. This information will be inputted into=
the Label field of Distribution Info, and will automatically be appended t=
o the end of a record title once it is selected. For example, s=
ee: Brantford Contours (record ID: 1269502993)
Creating a Bilingual Service/Records (EN/FR)
The naming convention used for bilingual records at Scholar=E2=80=99s Po=
rtal is to use English naming for both, but append _Eng to the English record and _Fr to the Fre=
nch record. This applies to both the creation of imageservices and metadata=
records. Do not use other language codes such as Ang, Fra, Fre, etc.
Choosing Keywords
When adding keywords, NAP requires you to include at least one keyword f=
rom either the LAC or MNR thesaurus. These thesauri are bilingual - when yo=
u search for a word, the search box will give you the option to add the fre=
nch translation of this word as well. In all cases, both the English and Fr=
ench words should be added. This will help users who are more comfortable s=
earching in French to locate relevant data.
Note: If the English and French options do not show up when a word is s=
elected, it is due to the zoom level on your browser being too far-in. Zoom=
out (ctrl - ), refresh, and try again.
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