Resource Description I: Surrogate Records and their Structure

The Concept of Metadata

Broadly speaking, "metadata" has been defined conventionally as "data about data," i.e. data that appears in surrogate records:

• Data on card catalog cards
• Data in online catalog records
• Data in a periodical database records
• Data in Google records

However, there are some in the cataloging world, most notably Michael Gorman, who distinguish bibliographic data from metadata.

Where do Metadata Records Appear?

As separate  surrogate records in a retrieval tool (records created independently of author):

• Typed on cards in card catalogs
• Library catalogs
• Cultural heritage digital repositories
• Periodical databases
• Webpage databases

In document header (records created by author).

Contexts of Metadata/Data Relationship

As the case for many terms in LIS, "metadata" has multiple meanings depending on context. 

Two principle contexts:

• Relationship between a surrogate record and the resource that it represents.
• Conventional definition of metadata in which the content of the surrogate represents the information resource ("we don't stuff books into the card catalog")
• Metadata elements are clues as to what constitutes metadata in this context:
• Title (The Shining) is metadata in reference to the item
• Author (Stephen King) is metadata in reference to item
• # of pages in The Shining is metadata in reference to item
• Relationship between a metadata element and that element's corresponding metadata content. 
• Additional metadata definitional conetxt
• Metadata element is the metadata, while metadata field content is data:
• TI is the metadata; The Shining is the data
• AU is the metadata; Stephen King is the data
• Metadata content represents the data in the surrogate record

Structure of Metadata Records

In nearly all cases, metadata records display a two-part structure:

• Left side metadata elements
• Right side metadata content
• EXAMPLE: 
• TI   (metadata element) = The Shining (metadata content)
• AU (metadata element) = Stephen King (metadata content)

Occurrence of Metadata Elements

Some elements commonly occur across different metadata schemas:

• AU  
• TI  
• SU  

Other elements occur less commonly:

• Those that describe unique aspects of specialized resources
• System requirement 

Modeling Metadata Element Sets

Metadata elements are often though about in terms of groups (i.e. sets) of elements on the left side of a metadata record. These sets serve as structural metadata models that provide information professionals with the elements that fully describe the various types of resources that exist in the bibliographic universe. A "metadata schema" establishes and degines a set of elements meeting the needs of a specific community. (e.g. AACR2 is the schema for cataloging community )

What is Resource Description?

Defent within the process of creating surrogates:

1. Obtain resource
2. Describe resource: All elements other than subject elements
3. Subject analyze resource:
1. Verbal
2. Classification

Two part metadata record:

• Left side element sets: Modeling metadata structure by way of sets of elements
• Right side metadata content: Data entry and the role of content standards (or lack thereof) and their consistent (or inconsistent) application.

Resource Description: Main Questions

Today: How do users ask for information?

• Left side element modeling for various information resources addresses this question.

Next time: What are common data entry problems and how to "control" for them (e.g. author names):

• Problem: Normal variation in "natural language" in particular, changes that occur over time. 
• The role of metadata content standards to address these problems

Definition of "Description"

Metadata elements that present the non-subject characteristics of a resource. The goal of the organizer is to provide enough descriptive information so that users are confident that a given resource meets their needs. Descriptive information is generally taken directly from the resource in hand (a long standing cataloging practice).  It is important to always keep in mind the type of resource to be described.

Purpose of Descriptive Access Points:

• To identify an entity known to a user.
• To collocate related resources:
• By an author
• By a title
• To aid in selection

Metadata Schemas and Description

When faced with the task of organizing resources, you can

• Devise a metadata schema by modeling required elements and then developing new rules

OR

• Select an existing metadata schema and follows its rules for content creation (if any)

The selection of an existing metadata schema is usually accomplished within your community:

• Cataloging librarians, who've developed the most sophisticated rule-book for descriptive cataloging - the AACR2.
• Metadata specialists, who've developed a general "reduced" element set - (Dublin Core)
• Specialized librarians, who've developed specialized element sets (VRA Core for describing digitized art history slides)

Metadata Schemas - Print Resources

Library cataloging

• Family of ISBDs [International Standard Bibliographic Description] (IFLA)
• Designed in the early 70s for international exchange of bibliographic data
• Family of schemas that are based on ISBD(G) (G=General)
• Intended to serve as the basis for national cataloging rules.
• Anglo-American Cataloging Rules (a big book of rules for catalogers)
• Standardizes cataloging practicesacross individual catalogers & over time
• Chapters 1-12 implement ISBD for Anglo-American catalogers
• Chapters 2-12  each cover a different kind of resource

Machine Metadata

Some metadata is complex and only suitable for machine processing. 

Example: Federal Geographic Data Committee, which was mandated in 1194 by Federal government to standardize geospatial data collection.