Urban Regeneration and the Environment Metadata Capture Tool
Contents
1. Urban Regeneration and the Environment Metadata Capture Tool User Guide trtum er rater prt yl Fa bre etuer s n SE DR ric qi i ene que rn s e p n e i me cem aem a mE poi m TET WU GET pee Caper aC ET a aiii guid 9 4 bl Grid Now fill in the co ordinates for the rectangle that bounds your dataset in the relevant fields see Figure 6 National Grid References should take the full six digit form e g 650000 349500 not the letter number system If your dataset is for a single point only enter the grid reference in the West Coord Longitude and South Coord Latitude fields To specify height co ordinates for atmospheric datasets select the height co ordinate system e g Altitude m and enter the upper and lower height boundaries for the dataset Figure 6 The Bounding Co ordinates fie Whe a Capture E ARET Metadata Capture Tool Varon 100 Boa tei oleae Current Dataset Project ID No Figject 0 is Moda output includadt Quai DatnAcesis SupkerDeials Formali Saerples and Arsociated Dataset Tie ME Descipisn po Spatat Ret for deta Geograph Edert Tenpaal Ewen Data Porod i GER Record 4 14 zaj 81 de 16 Now click on the Temporal Extent tab to reveal a form that looks like Figure 7 Use this form to describe the start and end d2. 13 DELETING A RECORD OR FULL METADATA DATASET 13 TME 14 7 2 fM 14 Printing the current dataset printing all datasets cssssccscssssssssssssvosesssessescesccsssceesorscsesseens 15 o nuQ CACASCS mee E A A E E O NE OT 15 Tmpor ng datasets m T 15 Deleting al datasets A Soora 15 EXITING THE METADATA CAPTURE 15 11 February 2002 3 of 15 Issue V1 R1 M2 ter me E OO li el ge ae a SS ie R34 OEEUTGGEY 4 UESC O Lame ed ote ap M y a me Urban Regeneration and the Environment Metadata Capture Tool User Guide About this User Guide Purpose The purpose of this User Guide is to describe how to install the Metadata Capture Tool enter metadata into the forms and produce reports of the data Authors The document has been prepared by Isabella Tindall and John Bosley of the Centre for Ecology and Hydrology Wallingford Readership The URGENT Data Committee e The URGENT Data Centre Managers e URGENT PI s amp Project Data Managers Version The version of URGENT Metadata Capture Tool covered by this document is the
3. Beta Test release Amendment History Issue Date Authors Description V1 R1 M1 17 09 2001 CIT JDB First draft V1 R1 M2 11 02 2002 CIT JDB Second draft Assumptions The reader is assumed to be familiar with the aims and objectives of the URGENT Programme Contact C Isabella Tindall John D Bosley The Centre for Ecology and Hydrology The Centre for Ecology and Hydrology Maclean Building Maclean Building Crowmarsh Gif ford Crowmarsh Gifford Wallingford Wallingford OX10 8BB OX10 8BB Tel 44 0 1491 838800 Tel 44 0 1491 838800 Email cit ceh ac uk Email jdbo ceh ac uk 11 February 2002 4 of 15 Issue V1 R1 M2 a 50 mM MM M IC Urban Regeneration and the Environment Metadata Capture Tool User Guide Copyright and IPR All methodologies ideas and proposals in this document are the copyright of the Centre for Ecology and Hydrology Wallingford a component body of the Natural Environment Research Council Introduction The URGENT Metadata Capture Tool provides a series of forms that allow you to enter the metadata for each of your datasets generated during your URGENT project At this stage the tool is a beta release version and is provided to help you collate the information required by the Programme It has been designed in Microsoft ACCESS 97 but an ACCESS 2000 version has also been created Although these two versions require the correct version of ACCESS in order to work data exported from
4. M2 Apo am 1 ILL Mni Se GUN P IW Se amu 700 ___ ee eg 0753 a as Hp ee is ap Urban and the Environment Metadata Capture Tool User Guide 22 Click on the Supplier Details tab If this dataset or more detailed information about it is available on the Internet then enter the web address for it into the Web Address field It is possible that the supplier may be a different person to the originator of the dataset who was listed in the Title Form However complete this form in exactly the same way as you filled in the Originator s of the Dataset field on the Title Form See steps 8 and 9 above 23 Now click on the Formats for Data and Presentations tab to reveal a form that looks like Figure 9 This form allows you to specify the format of the dataset the medium on which you wish to supply it and the way in which you have presented the data e g as a map Type your entries into the fields As you start typing another field opens up below for a further entry should you need it 9 The Formats Data and Presentations Form Current Dataset Project 1B File Deseripton Keyrords Syalom fv data Geogachic Etant Temporal Exari Data Capture Quay DaaAcces SeppierDeals 11 Formats for data and presertalions Sennen eisai amp Data Formate ____ Media on which data oan ba supplied Presentati
5. form 3 Click on the New Dataset button on the right of the form to start entering information for a new dataset You know you are typing into a new dataset because the Record number rises to 2 in the bottom left hand corner of the Tool You can use the arrows to move through the datasets as you generate them See Figure 2 Figure 2 The Record Counter Record 14 4 Just below the main title on the main form is a box which allows you to enter your Project ID Datasets can be grouped by having the same project ID Click the arrow on the right hand side of the box to select your Project ID You will be shown a list of all the existing Project ID s from which you can select the one you want The lead Researcher s name is also displayed to help you find your project 5 To the right of the Project ID box is the model output check box If the metadata you are entering refer to a dataset which includes the output of a model then check this box Otherwise leave the box blank 6 You will notice that there are 12 tabs that open up different forms allowing you to enter various aspects of the required metadata It is suggested that you start with the form called Title so if the Metadata Capture Tool doesn t automatically open on the Title form click on the Title tab to open it 7 Fill in the Title and Alternative title fields This will cause the dataset title to appear in the Cu
6. Address Centre for Ecology and Hydrology Post town Li ar PostCode oxi0 8B County UK TelephoneNumber 01481838800 Email Address Jepi ceh ac uk i Web Address cehrnere ac uk pire Save Edit ad rose ox Record __ 2 Title fm you should then find the name of person you Rove just entered in the Originator of the dataset field drop down menu 10 Now click on the Description tab to see a form with a single field in it Use the headings listed down the left hand side of the form to describe the purpose of the dataset what was measured when and where by whom and how and the quality of the data If the dataset includes the output of a model then please also include details about the initial model conditions boundary conditions validation and results and or conclusions as indicated on the form Figure 4 The ri aac Form __ mM See ET pru aure toot Metadata Capture Tool 1 00 aa test release Current Dataset Froject ID Wa Project iD 7 DaleAcces SupplerDetals Fines lor data Samples ard Associsted Detacpia Tile Keywords Ret Sytem for data GecguheEwen ic el pad ie cased 5 i i 2198858 gt pr ja 1 2002 8 of 15 Issue V1 R1 M2 PAREDES S
7. O01 Alternative Title Nutri ent levele in the River Trent incturios model output Ot iginetorfa of dataset A Principal Invesbgstor Projed Lavets Inthe River Chen O10 Trert Code 12345 Cue and Helos 01491 838900 apeh ec uk Purpose lt To pan A balar Undoctanang ae irn ent Whal was ritrogen s con suspended sediments dow Seeded ewigen pH Wren 1999 on the river Aire to Beal monitoring sit By won start Howvas i measured Vaier samples vere teken on a weekly basis and 11 February 2002 14 of 15 Issue V1 R1 M2 D me acum d j U t A 9 rp Le Urban Regeneration and the Environment Metadata Capture Tool User Guide You can navigate through the pages of the report and through the different reports using the arrow buttons in the bottom left hand corner of the report Printing the current dataset printing all datasets These buttons will send a report similar to that shown in Figure 12 directly to the printer Print current dataset will print one report for the dataset currently displayed on the screen and print all datasets will send a report for each of the datasets in the database to the printer The reports will be sent to whichever printer is set up
8. as the default printer for your PC You can change your default printer by going to Control panel Printers right clicking the printer you wish to set as default and selecting Set as default Exporting datasets When you have entered details for all your datasets use the Export Datasets function to create a datasets file A window will appear and you will be asked to choose a filename and location to save the file to Once you have done this click OK and the file will be created Email this file to your Data Centre and they will check the file and load it onto the URGENT Metadata Database Importing datasets Should you have a previously exported file containing datasets which you wish to import into your Capture Tool use the Import datasets function You will be asked to choose the file which you wish to Import into the Capture Tool and then the datasets will be imported If any of the datasets being imported have the same title as datasets already in the database you will be asked whether you wish to overwrite them rename them or not to import that particular dataset After the datasets have been imported you will be informed how many datasets in total were added to the database Deleting all datasets This button will clear all the metadata currently in the database apart from the example dataset River Trent water quality dataset which always resides in the database It is recommended that you export your datasets before d
9. ata Capture Tool User Guide To delete an entry in one of the text boxes highlight the text and press Delete To delete the whole dataset entry in one go click the black arrow record selector to the very left of the Form window and press Delete The dataset toolbar Across the top of the application you will find the dataset toolbar as shown in Figure 11 This has eight different buttons on it split up into four different groups The first group deals with reports with a button for displaying a report on the screen printing the report for the current dataset or printing reports for all the datasets in the database The second group contains buttons for importing and exporting datasets The third group contains buttons for selecting an HTML template and creating HTML pages The final button is for clearing the database and deleting all the datasets All the functions on the dataset toolbar are also available through the dataset menu or through their shortcut keys indicated by an underscore Import and export buttons are also on the main tool itself Figure 11 The Dataset Toolbar Report preview This button allows you to view a report on screen of the metadata for the current dataset The report contains all the metadata for the dataset and will normally fit onto two sides of A4 paper Figure 12 shows part of a Dataset Report Figure 12 Part of the Dataset Report River Trent water quality dataset Project if ESPRC A
10. ates for time series datasets Select an entry from the Calendar field drop down menu It is likely that you will want to use the Gregorian calendar which is the default When you click in the Start Date field the formatting of the date appears ie Enter the date as dd mm yyyy Do the same for the End Date field Figure 7 The Temporal Extent Form LIES gt B o erie 4 roo ire ae eee t ig anaa aa EIE RE EPI a aaae AD E The WIS Metadata Castine Tool EN _ Metadata IG Tool Ven 1 Bai os Current Dataset AT ie Model cutput iactudodzt Quaty Deladccars Deis feres ior dis ud pou l Samples ond Associated Dataset bee d ebay mean tenis oo 11 February 2002 10 of 15 Issue V1 R1 M2 rs um emma OPJ cays 3 Jose uotum am pep pp meree x2 a wen reme eg pero mE anno EP LETT ME HET RTE Urban Regeneration and the Environment Metadata Capture Tool User Guide Q 17 Now click on the Data Capture Period tab to show a form that looks like Figure 8 If the Start Date of Capture for a spatial dataset is known then enter it in the first field of the form in the same format as for the Temporal Extent date See step 16 above If however the date is not known or not applicable choose one of these options from the drop down menu in the S
11. eleting them so they can be recovered by importing them again if necessary Please note that if you overtype the River Trent water quality dataset then your new record becomes the example dataset which is unaffected by the delete all datasets button Exiting the Metadata Capture Tool When you have finished entering information and you have saved the dataset details you can exit the Metadata Tool Click on the Quit Stop button to exit the application 11 February 2002 15 of 15 Issue V1 R1 M2 SS SEPT cer WE oa T NUR aas rs Tora rcgem ERU cr csi Fata a N Pw eg Duo ee ee camo SE ee am m
12. have entered all your metadata in the different forms click on the Save Dataset button to the right of the main window This will save your entries to the database Next time you open the URGENT Metadata Capture Tool your dataset will be available to browse through and edit if necessary You may need to use the Record Counter to move through the datasets to find the dataset you last entered See Entering metadata step 3 for more details on the Record Counter Remember if you don t save your dataset the information you entered will not be stored in the database so it won t be there when you next open up the Tool Deleting a record or full metadata dataset If you are typing an entry into any of the forms and decide you want to abandon that entry press the Escape key on your keyboard If you wish to delete one of a set of multiple records for example one of several keywords click the record selector to the left of the field The black arrow will move to point at the row you have selected You can then press Delete on the keyboard to remove the record 11 February 2002 13 of 15 Issue V1 R1 M2 ee we M Sy omo arm eee memp RE T oe eS LERNEN ee E E UT g T qm M oe dm oc mS TS TQ Report Preview Gy Print current dataset B Print all datasets amp Export Datasets amp Import Datasets Delete all Datasets Urban Regeneration and the Environment Metad
13. hi i eroe ceo kms zm mi id i 2 6 dc ee av nr ETE t Alt Sees 5 e aaa a a UE Te a ONU ET a rt OR pu hn 33 a e Urban Regeneration and the Environment Metadata Capture Tool User Guide lt 11 Now click on the Keywords tab to reveal a form that looks like Figure 4 Above Type into the Keywords field a keyword that describes your dataset As you start typing the arrow to the left of the field turns into a pen and another field l opens up below it for you to enter a second keyword Enter as many keywords as appropriate 12 Click on the Spatial Ref System for data tab Use the drop down menu to select an entry for the Geographic referencing system for the data field e g Latitude and Longitude 13 Click on the Geographic Extent tab to reveal a form that looks like Figure 5 At the top of the form you are presented with two bulleted options of how to describe the spatial extent of your dataset by Text description or by Bounding rectangles If you know or can find out both sets of information please fill in both descriptions Figure 5 The Geographic Extent Form 2 The WIS Metadata Capture T
14. on ype es E 4 __ _ __ PRESENTATION TYRE ES Spatial Fiefwtencing System 24 The final Form is for Samples and Associated Datasets Figure 10 shows this form In the Sample field type in the filename s of the files you will be supplying as samples of your data If there are any data which are associated with your dataset that you think it would be useful to know about then enter them in the Dataset Association field Finally type in any additional information about your dataset that has not been supplied in any of the other forms 11 February 2002 12 of 15 Issue V1 R1 M2 xX 9 a EE ES T heres r Urban Regeneration and the Environment Metadata Capture Tool User Guide lt Figure 10 The Samples and Associated Datasets Form sees Se ER 1 ruo ee cR TERI ee ihe W15 TINTE aptime Fool 8 Metadata Capture Tool Veron 10 eia jet Current Dataset Prajed 1D Descrption Keywords Rel Sjstem for data Geographic Eent tat Data Capture Quay D aAcces Supper Dotais Formata tet dita _ Samples and AssociatedDatarets Semple gt amp Import Datasets nera lf Dataset Association 14 Res New Daiana Save Daarel oy Record M 4 ll ___2 2 Saving metadata When you
15. one version can be imported into the other version Please read this document through before starting to enter metadata 11 February 2002 5 of 15 Issue V1 R1 M2 amp MEG IL Top on nom VELUM p apap HE m UTI PUT RELIER aer po E Ty ens a m am Ee UE qr OUR MEN EITUER VM NUI UI UE VUES I YEN SOEUR TERDUM repu o pue ap Urban Regeneration and the Environment Metadata Capture Tool User Guide Installing the database In order to install the correct version of the Capture Tool you will need to know which version of Access you have installed on your machine If you are unsure which version you have open up Access go to Help on the menu bar click About Microsoft Access and it will tell you which version you have Click on Start then Run and if you have Access 2000 then type D MetadataCapture Tool2000 setup exe replace D with the letter of your CD ROM drive do not include the quotes If you have Access 97 then type D MetadataCaptureTool97 setup exe replace D with the letter of your CD ROM drive do not include the quotes This will begin the setup program Now follow the instructions on screen Once setup is complete the Metadata Capture Tool will be added to your Start Programs menu You can run the program by clicking on its icon Entering metadata Follow the steps below to enter metadata for your datasets 1 Open the Metadata Capture T
16. ool by clicking on Start Programs Metadata Capture Tool This automatically opens the main form which should look like Figure 1 If the Metadata Capture Tool doesn t automatically open on the Title form click on the Title tab to open it Figure 1 The Main Metadata Capture Tool Form do he WIS Metad nm apture Tool Metadata a capture Tool veront 00 pata test release Project ID ESPAC O001 iv Model output included Supplier Details Samples and Associated Datasets Current Dataset Formats for date and presentations _Keywords Spatial System Geogienhic Temporal Entent Dete Capture Period s n Data Access Tile River Trent water quably dataset Record 14s __1 dt be of i 11 February 2002 6 of 15 Issue V1 R1 M2 Akemative Tile Nutentlevelen he fiver Tet SOS it re the Dataset E gt eet eee cade zamr querer SS SS ADU 870 0 a SS a ROM D NN CANTUS OU PUE MINUM 5 ee ee UMEN WU Ce a n rq ee RN s Urban Regeneration and the Environment Metadata Capture Tool User Guide 2 There should already be a dataset stored in the database as an example for you to browse Its title is River Trent Water Quality dataset This should be visible in the Title field of the Title
17. rep 00266 Urban Regeneration and the Environment Metadata Capture Tool User Guide Prepared by C Isabella Tindall John D Bosley Centre for Ecology and Hydrology Wallingford Maclean Building WALLINGFORD Oxon OX10 8BB UK Tel 44 0 1491 838800 Fax 44 0 1491 692424 AM mama a re T UEM id Urban Regeneration and the Environment Metadata Capture Tool User Guide 11 February 2002 2 of 15 Issue V1 R1 M2 oc Urban Regeneration and the Environment Metadata Capture Tool User Guide Contents epp pp 3 ABOUT THIS USER GUIDE sssssnnseenssenseneevenesessenseaunsunnoonsosuanusannununseneenos 4 Dd E E E O O E 4 CALO a E E E E A E A E 4 BR CAGCE SUED E E E E EEEE 4 T N EE E 4 Amendment HIStory ssrin 4 AA e OMS A E E E E A O EEA A E AN RH 4 E E e AEE E A A E N AE AAEE OE O E TEA 4 Copyright and IPR e 5 INTKODUCTION E 5 INSTALLING THE 6 ENTERING METADAT A eds 6 SAVING METADAT oii Xerax bur sna Od IARE OG
18. rrent Dataset box at the top of the tool Note If you want to delete an entry or clear a field at any time whilst entering metadata see the section on Deleting a record or full metadata dataset on page 13 8 To complete the Originator s of the Dataset field you must either select an existing name from the drop down menu or enter a new originator and their details by clicking on the Add to Update Address Book button at the bottom of the form An Address Book form should appear that looks like Figure 3 overleaf 9 Click on the New Contact button at the bottom of the form to create a new record Type in the details of the originator of the dataset and then click on the f 11 February 2002 7 of 15 Issue V1 R1 M2 woo aid is E ET I om i 1 ax gt i i aS LE I irt s ade ba i 0 112 n ES a LLD tl Praia hd al Pi ace a a Rs itd ER ur EIU XPCPFNnccTD M R Eq ur rh 0 Urban Regeneration and the Environment Metadata Capture Tool User Guide EL mal rni Paw TECHN je ue Ss mna ee Ses r eS ee SITE g Save Edit button followed by the Close button This should take you back to the Figure 3 The Address Book Add to Update Form 81 Address book E 4 Contact Name or tt Full Postal
19. tatus of Date column The other two fields for Start Date of Capture should then disappear as they are no longer relevant ewe 8 The Data Period Form c WIS Met stata L mus Tack Metadata Capture Tool Version 1 0 0 Beta test release I A Current Dataset ProjectiD Model output included Dala c on Supply Detail Penna i data ac sorta 4 Samples end Associaind Dalasets Related Tema E Ree eec Keywords Spatial Rel System for data Data Period Qu i Impor Datasats dd mm yyyy e g E UG ZQU1 of Dale a s wea m EE End Date of Cepture p gg y s Metadata Update Frequency aur vi rel of 2 18 For the End Date of Capture there is also an option to state that capture or production is Ongoing 19 Select an entry from the Metadata Update Frequency field drop down menu e g Annually 20 Now click on the Quality tab In the fields describe the completeness of the dataset the extent to which the dataset has been validated and provide a brief history of the data 21 Now click on the Data Access tab Select an entry from the Access Constraints field drop down menu e g Free cost of delivery for research or type in another option Then describe any limitations to the use of the data e g for research purposes only in the Use constraints field 11 February 2002 11 of 15 Issue V1 R1
20. un h PRESS ET Project ID ded Data Access Suppher Detais Formats for date end presentations Sanpies and Associated Dataset Tel __Descipton Keywords Spatial Re Spitem for date Geomraphic Entent ld mehr Capture Period _ Spatial extent of dalaset _ amp description Bounding co ordinates 14 In the Text description bullet option select an entry from the Extent type field drop down menu e g Admin area extent and then type in a name e g Birmingham City in the Extent name field 15 In the Bounding Co ordinates bullet option See Figure 6 you must first select the System of Spatial Referencing from the drop down menu e g British National Grid This is the spatial referencing system for the bounding box It may be that the dataset is recorded in latitude and longitude see step 12 above but that the bounding box is reported using co ordinates in the British National 11 February 2002 9 of 15 Issue V1 R1 M2 n 7 k b g Ere M A pra Peer ia mma figu cuia mm usnm ee Gg armor APRI a LL i head oi vui Do iare da Pe mi goo i d ad he Pr tcd Mile Ra uaa nda E ro P dra Tdi a aca RUN UA Lc LA AE oe e c e SDN La aig Tha pe a 5 ranean tend iii
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