Introduction
Metadata, often referred to as data about data, is defined more formally as, “structured information that describes, locates, or otherwise makes it easier to retrieve, use, or manage an information resource” (NISO, 2004). The Odum Institute Data Archive generates machine-readable metadata for all datasets using standardized metadata schemas and controlled vocabularies. Metadata at the dataset, file, and variable level (for tabular datasets) are preserved alongside the data to ensure that the data are identifiable, discoverable, accessible, and usable into the long-term future. The Odum Institute Data Archive also employs standard metadata protocols that enable archive system interoperability for metadata harvesting. Odum Institute Data Archive Metadata Guidelines are informed by the Data Preservation Alliance for the Social Sciences (Data-PASS) Metadata Requirements.
Functions of Metadata
The standardized metadata generated for data in the Odum Institute Data Archive collections serve the following primary functions:
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Access control. Data terms of use stored as metadata alongside the data ensures that the Odum Institute Data Archive and its systems properly enforce access restrictions and other limitations on data access and use.
Types of Metadata
The Odum Institute Data Archive generates different types of metadata that describe data in its collections at varying levels of granularity in order to capture and preserve the information necessary for long-term discovery, identification, management, and use of the data.
To provide comprehensive data description, metadata are generated at the following levels of granularity:
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Structural metadata describes the structure of the resource to support use of the resource.
Administrative metadata describes the management of data over time. This includes information on data processing actions and access control requirements.
Metadata Standards
The Odum Institute Data Archive has adopted standard metadata schemas and protocols that are in widespread use by the professional data archiving community. Below are the standards the Odum Institute Data Archive and its systems follow.
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The Odum Institute Data Archive system also enables the generation of additional domain-specific descriptive metadata using the prevailing metadata standards in those disciplinary domains.
Metadata Requirements
The Odum Institute Data Archive requires a minimum set of metadata to enable data discovery, access, and preservation. However, the Data Archive includes and strongly encourages data depositors to include additional metadata to enhance appropriate interpretation and reuse of the data. The table below lists the minimum required metadata that must be provided with each dataset.
Metadata Field | Description | Notes |
|---|---|---|
Identifier | A persistent identifier that uniquely identifies the dataset | Digital Object Identifier (DOI) is |
Title | Full title by which the dataset is known | Format: Open text |
AuthorName | The person, corporate body, or agency responsible for creating the work | For individuals, required format is: FamilyName, GivenName |
ContactEmail | The email address used to submit inquiries to the contact person for the dataset | Format: Email address |
Description | A summary describing the purpose, nature, and scope of the dataset | Format: Open text with HTML tag support |
Subject | Domain-specific subject category(ies) that are topically relevant to the dataset | Controlled vocabulary:
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PublicationDate | Date when the dataset was published (i.e., made publicly accessible) in the archival system | Date is automatically generated upon dataset publication |
TermsofUse | Description of allowable uses of the dataset including access restrictions and citation requirements | Datasets default to a CC0 Public Domain Dedication unless custom terms of use are provided otherwise |
Guidelines Review
The Odum Institute Data Archive Metadata Guidelines are subject to three-year review. The current guidelines were approved and issued on May 1, 2017.
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