Metadata Collections & QA

Writing scope statements

Every DLESE collection is required to have a publicly available scope statement that includes the following information about the collection:

1. Description about the organization or person creating the collection

This means providing information about the organizers of the collection. What is the person's affiliation and expertise or the organization's mission? Is the organization governmental, commercial, or non-profit?

2. Collection purpose or goals

This describes the organizing principle of the collection. What is the theme, topic, audience, teaching strategy, etc. of the collection? How does the collection fit in with DLESE's mission and scope?

3. Collection policy

How does the collection builder choose resources for the collection? What criteria beyond the general purpose or theme of the collection are used to include resources? What type of materials does the collection emphasize or collect?

4. Contact information

Who is responsible for the collection and who should be contacted if there are technical questions (URLs break) about the collection?

5. Resource terms of use

It is important to know the terms of use or copyright of resources accessible in DLESE. Thus, collection builders should indicate if the collection being created is gathered content or directly developed resource content. Gathered collections are those in which the collection builder does not participate in the development of resources but rather points to already existing Web resources that match the intent of the collection. Directly developed content collections are those in which the collection builder participates in the development of the resources and therefore has some intellectual ownership in the resources. If the collection is directly developed content, describe how resources in the collection may be used and who owns them. For example, a group called COMET writes:

"Copyright 2003 Cooperative Program for Operational Meteorology, Education and Training (COMET). Permission to use figures, tables, and brief excerpts from this work in scientific and educational works is hereby granted provided that the source is acknowledged".

If the collection is gathered, include information on how the resource terms of use or copyright is being determined for each resource in the collection. DLESE recommends writing something like this:

"Each metadata record in the collection attempts to describe the terms of use or copyright of each resource individually. If the copyright cannot be readily determined, the metadata record says copyright or terms of use information is unknown. The resources themselves should be directly consulted for the most up-to-date and accurate information."

6. Metadata terms of use

Metadata terms of use provides information on who created the metadata, who owns the metadata and how the metadata may be used. In terms of use and ownership, DLESE prescribes to the following rights of metadata creators:

Collection builders (metadata creators) retain their individual intellectual property rights to metadata. Collection builders agree that DLESE may modify and reformat metadata to function within DLESE systems and services (e.g. providing metadata to other digital libraries). Collection builders must notify DLESE if they do not want their metadata redistributed. Therefore, most scope statements include a statement like:

"Metadata is copyrighted by XXX organization 2004. DLESE may modify, reformat and redistribute metadata to function within DLESE systems and services."

7. Resource quality assurance

While the collection policy section, above, describes the entrance requirements to the collection, this resource quality assurance section describes how those requirements are enforced and who is doing the enforcing for the life of the project and collection. If project or collection support ends but the collection wishes to remain accessible in DLESE, this section describes how the resource integrity is ensured.

8. Metadata quality assurance

Quality assurance also refers to two concepts: metadata quality and resource quality. Describe the quality of the resources and/or how resource quality is assured. Describe how metadata records are generated and quality controlled.

9. Persistence

Describe the expected life of the collection. How long will the resources and metadata records be available? What happens if funding runs out?

10. Other information

Include other information that is important to the collection. This might include information on review processes or rubrics if the collection is applying for membership in DLESE Reviewed Collection (DRC). If the collection is using the annotation rating controlled vocabulary, provide information on how the vocabulary is being used.


Last updated: 2006-02-16