Metadata Collections & QA

Transition plan (resources and metadata)


With the adoption of updated collection policies and guidelines, some current and potentially new library content (using wording from the DLESE scope statement this includes educational materials, assessment and pedagogical materials, research materials, data, annotations, collections, news items (with scientific content) and tools) may not be aligned or in compliance with the updated policies. Secondly, the processes and procedures that apply and enforce collection policies need to be evaluated and updated as well. This transition plan describes how to address these issues and proposes a timeline for bringing the library in compliance with the updated policies and guidelines.

Major tasks to accomplish

  • Develop an Earth system conceptual framework to support the DLESE Scope and Policy Statement definition of Earth system and education
  • Develop an Earth system vocabulary to support the new Metadata Quality Guideline requirement of describing the appropriate resources in an Earth systems way (occurs in parallel with the conceptual framework)
  • Review all resources for scientific content, pedagogy (if appropriate) and metadata quality to support the stricter accessioning criteria in the DLESE Accessioning and Deaccessioning Policy and implement the updated Resource Quality Guidelines. That is a quality portfolio exists for every resource.
  • Finalize accessioning criteria for data, data-rich and data tool resources (see draft Data Quality Guidelines) to complete the data portion of the DLESE Accessioning and Deaccessioning Policy
  • Flesh out Premier Quality Guidelines in order to describe what is and what it means to be a premier resource in DLESE
  • Promote and better support a library content development area for testing and evaluation of resources
  • Invite resource creators to participate in review and accessioning process since this has been added to the DLESE Accessioning and Deaccessioning Policy
  • Resources are assigned a reference number for recognition of excellence
  • Formally track which resources are not accessioned or deaccessioned so effort is not used in reviewing such items multiple times

Groups needed

The following list details the groups and individuals who have primary responsible for the tasks above. This list encompasses expertise from across the Core Services and standing committees but also requires new personnel.

  • Managing Editor (ME) - a new, full-time, paid position to oversee scientific and pedagogic review processes for library resources (reports to Executive Director)
  • Editorial Review Board (ERB) - volunteers and expertise from the Community Review System (CRS) Team who help the Managing Editor carry out reviews of resources (reports to Managing Editor)
  • Metadata Architect (MA) - current full-time, paid position to oversee the metadata review process for all library resources because currently metadata is sampled and now everything needs to be reviewed (reports to Director of DPC Technical Services)
  • DAWG and Collections Committee - finalize accessioning criteria for data, data-rich and data tool resources, that is the Data Quality Guidelines (reports to Steering Committee)
  • Collections Committee - flesh out Premier Quality Guidelines (reports to Steering Committee)
  • Earth Systems Framework Group - volunteers and representatives from Core Service who develop the Earth system conceptual framework (reports to DLESE Management Council)
  • Vocabulary Working Group - volunteers, MA and representatives from Core Services who develop the Earth system vocabulary (reports to DLESE Management Council)

The Earth System Framework Group and the Vocabulary Working Group are not expected to be permanent standing committees but rather working groups that come and go as needed over the long term. In the short term, they will be very active groups that may take one to two years to accomplish their tasks. The Managing Editor and Editorial Review Board are expected to be permanent additions to the DLESE infrastructure.

Tools available or needed

  • swikis - for ERB, Earths systems framework group, vocabulary working group
  • Reconsideration form
  • DLESE Collection System (DCS) - to track which resources are not accessioned or deaccessioned, are under review by ERB, are under review by the MA, assign reference numbers to resources by making a collection using the tuple metadata framework
  • CRS
  • use tuple metadata framework for reference numbers (a possibility)
  • use applicable parts of Creator Acknowledge Service (CAS) to invite participation in the review and accessioning process

Possible workflows and impacts


  • Management council develops and sets priorities


Note: This information presents only possibilities and it not a final plan.

Last updated: 1-19-05