More generally, the term "metadata" refers to background information about something. A library's card catalog is an example of simple metadata about the books in the library. More detailed metadata would be the abstract of each book. And deeper yet would be the introduction, table of contents, and glossary in each book.
In the broad field of information management, metadata is that "stuff" that helps a person locate and then understand data, whether that data is in the form of a simple list, a spreadsheet, a database, a CAD drawing, or a GIS "map". Especially when data is computerized, it can become impossible to understand its essential details without appropriate background information.
Consider the important supporting information needed to use a computerized map:
Without its accompanying metadata, the fitness for use of a given data set is unknown, and its usefulness is significantly impaired.
Before even trying to use someone else's data, a person can spend a huge amount of time simply searching to discover its existence unless a metadata catalog is available for browsing.
Data may last for centuries, but people have imperfect memories. And when people change jobs and retire, they often take their mental metadata with them.
Besides protecting its internal investment, an organization can make effective use of metadata maintained by other organizations. By searching this external metadata, an organization can quickly determine the availability, quality, structure, and content of data that is external but which may be useful. With this knowledge, the organization can make sound strategic decisions about its information management.
After selecting, ordering, and receiving external data, an organization needs metadata to guide proper use of that data. In this way, metadata supports effective datasharing.
Many organizations maintain various files, notes, and reports that document their land information . However, these records are rarely organized into a single standardized searchable system.
The State Cartographer's Office is part of a national project to collect certain test metadata in computerized form, and to make them available for anyone to search via the Internet. Several federal, state, and local governments are cooperating in this work, which is funded by the Federal Geographic Data Committee and by the Wisconsin Land Information Board (WLIB).
Another important component is to plan for the on-going collection of metadata that documents any new data that is being considered. It will be far easier to collect accurate and detailed metadata at the time the data is being developed, than afterward. A plan can also be made to maintain the metadata so that it reflects changes made to the data over time.
Traditionally, metadata has been collected in varying forms. Yet the form may not be as important as what metadata is collected and whether it is accessible and usable.
In addition, there are a number of printed documents that explain concepts and provide examples. Contact the State Cartographer's Office for more information about these documents.
At the same time, as metadata activities increase, tools are being developed that will assist and guide us in documenting our data holdings.
The WLIA, the WLIB, and others in Wisconsin are working closely with national efforts. Both organizations continue to emphasize the importance of this issue to all levels of government and the private sector, so that metadata is understood and implemented in an integrated fashion for Wisconsin.
Each county land information office (LIO) has an explicit role as a local clearinghouse. Effective metadata practices will help LIO's carry out this responsibility to provide information about land information held by the county and other entities within the county.
In addition, the WLIB adopted a rule in 1994 that any land information developed with program grant funds must be documented and the resulting metadata provided back to the Board for inclusion in its statewide clearinghouse. At the present time, the Board has suspended this requirement pending development of a reporting mechanism. The current experiments in metadata capture and management, across Wisconsin and the nation, will provide the Board with appropriate guidance.
A custodian may choose to supply relatively detailed metadata along with the land information it delivers to a requester, so that secondary user can make best use of the information. In addition, the custodian may hold even more detailed metadata that documents the fine points of internal procedures, equipment testing, operator training, data development protocols, etc.
As leaders within the state land information community, WLIA members can participate in the dialogue and help shape the emerging world of metadata. In the future, we shouldn't have to wonder about the accuracy, completeness, timeliness, or availability of land information; instead we should simply be able to consult some easily accessible metadata and then get on with our real work.
This is the legacy that the WLIA Metadata Task Force is helping to build. We need your cooperation, ideas, and energy to assist in shaping this critical part of our future!
Organizations and individuals can spread the word, volunteer for experiments, and provide critical evaluations. Ultimately, the entire land information community will benefit.
Note: This 4-page flyer was produced by Bob Gurda, Diann Danielsen, and Brenda Hemstead, with assistance from their fellow members of the Wisconsin Land Information Association's (WLIA) Metadata Task Force.
If you have any questions or comments about this flyer please contact the Task Force's Chair, Diann Danielsen, at 608/262-8776, fax 608/262-5205.
Revised August 28, 1995 by BLH