Rockley Chapter 9 - Designing Metadata (Peterson)
I apologize that I didn’t post this weekend. Totally misread the reading assignment chart.
Metadata can be looked at several ways. The short definition of metadata has often been described as “data about data.” Rockley expands that definition to include the importance of how data can be used for effective search and retrieval, reuse, and dynamic content delivery within an organization.
This chapter discussed the levels and different types of metadata that are needed for a successful content strategy. Rockley says that metadata enables:
• Effective retrieval
• Systematic reuse
• Automatic routing based on workflow status
• Tracking of status
• Reporting
This requires proper defining and categorizing of the types of metadata used.
Benefits of Metadata
• Reduction of redundant content
Consistent labeling of content enables authors to easily retrieve existing, reusable content. It also can identify situations where duplicate content might be created if multiple authors are involved.
• Improved workflow
Tagging content with metadata identifies its status and workflow automatically manages the content.
• Reduced costs
o If content already exists and can easily be retrieved, the work required to recreate it is eliminated.
o It can also help determine when source elements have changed. If set up properly, metadata can ensure that the changes are automatically populated everywhere it is used.
Types of Metadata
There are two types of metadata – categorization and element.
Categorization
Rockley described categorization metadata to be similar to the card catalogs and Dewey Decimal System used in libraries. Corporate information needs to be just as accessible as library materials. This is achieved with metadata hierarchies and metadata taxonomies. A hierarchy provides the content user with an understanding of how content is organized and the same content may be organized under more than one category. Metadata taxonomy is categorized in only one place.
Categorizing content can be difficult and time-consuming. It can initially involve a lot of manual work. Standards must be put in place. Some industries have developed vertical taxonomies that can be applied. Some vendor tools are being created to help with the process.
Rockley says that it is important to understand users when developing categorization:
• Who is going to retrieve the content?
• What tasks are they trying to accomplish with the content?
• What terms will they use when retrieving the content?
To create a taxonomy:
• Group or cluster related content
• Develop taxonomy – each term becomes metadata
• Test the taxonomy – ask users to perform a usability test
Element
Authors use elements to help manage content. There are three main types:
• Reuse metadata – identifies the components of content that can be reused in multiple areas
• Retrieval metadata – helps authors retrieve content and may include much or all of the reuse metadata, but it is more detailed
• Tracking (status) metadata – helps with implementing workflow.
Creating a Controlled Vocabulary
Consistency is critical for the successful use of metadata and a controlled vocabulary goes a long way to achieving this, especially if authors are creating their own metadata tags.
Ensuring Metadata Gets Used
Metadata is valuable only if it is used. Rockley suggests that an organization automate as much of the metadata application process as possible. That helps to ensure that metadata gets used and helps authors add metadata in the authorizing tool, rather than as it is checked back into the system.
Metadata can be looked at several ways. The short definition of metadata has often been described as “data about data.” Rockley expands that definition to include the importance of how data can be used for effective search and retrieval, reuse, and dynamic content delivery within an organization.
This chapter discussed the levels and different types of metadata that are needed for a successful content strategy. Rockley says that metadata enables:
• Effective retrieval
• Systematic reuse
• Automatic routing based on workflow status
• Tracking of status
• Reporting
This requires proper defining and categorizing of the types of metadata used.
Benefits of Metadata
• Reduction of redundant content
Consistent labeling of content enables authors to easily retrieve existing, reusable content. It also can identify situations where duplicate content might be created if multiple authors are involved.
• Improved workflow
Tagging content with metadata identifies its status and workflow automatically manages the content.
• Reduced costs
o If content already exists and can easily be retrieved, the work required to recreate it is eliminated.
o It can also help determine when source elements have changed. If set up properly, metadata can ensure that the changes are automatically populated everywhere it is used.
Types of Metadata
There are two types of metadata – categorization and element.
Categorization
Rockley described categorization metadata to be similar to the card catalogs and Dewey Decimal System used in libraries. Corporate information needs to be just as accessible as library materials. This is achieved with metadata hierarchies and metadata taxonomies. A hierarchy provides the content user with an understanding of how content is organized and the same content may be organized under more than one category. Metadata taxonomy is categorized in only one place.
Categorizing content can be difficult and time-consuming. It can initially involve a lot of manual work. Standards must be put in place. Some industries have developed vertical taxonomies that can be applied. Some vendor tools are being created to help with the process.
Rockley says that it is important to understand users when developing categorization:
• Who is going to retrieve the content?
• What tasks are they trying to accomplish with the content?
• What terms will they use when retrieving the content?
To create a taxonomy:
• Group or cluster related content
• Develop taxonomy – each term becomes metadata
• Test the taxonomy – ask users to perform a usability test
Element
Authors use elements to help manage content. There are three main types:
• Reuse metadata – identifies the components of content that can be reused in multiple areas
• Retrieval metadata – helps authors retrieve content and may include much or all of the reuse metadata, but it is more detailed
• Tracking (status) metadata – helps with implementing workflow.
Creating a Controlled Vocabulary
Consistency is critical for the successful use of metadata and a controlled vocabulary goes a long way to achieving this, especially if authors are creating their own metadata tags.
Ensuring Metadata Gets Used
Metadata is valuable only if it is used. Rockley suggests that an organization automate as much of the metadata application process as possible. That helps to ensure that metadata gets used and helps authors add metadata in the authorizing tool, rather than as it is checked back into the system.
posted by Anne Peterson | 8:55 AM
6 Comments:
Architecting metadata systems is complex. It can involve taxonomies, Search Engine Optimization, and correlation with multiple documents. This process can be laborious upfront but it pays big dividends on the backend as the functionality and usability of the system are significantly enhanced.
At first when I read this chapter I found myself very confused. I like the definition of "data about data." I think there are a lot of times when putting in the extra work up front can pay dividends in the end. I think of an example from work. We are currently in the process of switching to automated time clocks (yes thats right, we fill out our own timecards on sheets). The higher ups have told us that this will provide valuable data because everything will be automated and therefore easy to retrieve. I guess I think it's a good idea but I'm going to miss filling out my own timecard, if you know what I mean.
Haha, Erik I like your example. That's exactly what happened at my job too! We used to just write down our hours, so it wouldn't matter if I left early instead of taking a break certain days. But then we switched to logging into a computer system and electronically punching in. To me, it seemed like a lot less work to write down our hours - turning on the computer each morning and logging in takes an extra five minutes, so even when you're on-time, you end up 5 minutes late!
I do like Anne's summary of the chapter - it makes the ideas more understandable to think of it in simplified terms. I still find it hard to understand the concept of metadata, but hopefully this will start to sink in!
In doing some research, I came across an article written around 1985 about single sourcing. In the article, the author stated that single sourcing was a dream that would never be realized. Fast forward twenty years, and here is our discussion about metadata and content recycling. Single sourcing by any other name is still a rose! (Pardon the hacking-up of poetry.)
If applied correctly, the use of metadata should make content reuse and recycling not only possible, but also efficient. As Carl states, such things as search engine optimization are important, especially if the content is to be used by "outside" users.
You have very good examples of metadata in your summary. I have used this as with the library system but did not know that is what it was called. I can understand the need for consistency in the vocabulary used, especially with several different individuals creating their own metadata tags. Once put in place, I can see how useful it would be for finding information.
Data about data can be a hard thing to learn but like using style in a document metadata once used is very much appreciated.
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