Search the Metadata Catalogue

You have the option of:

• The Catalogue of Australian Antarctic and Subantarctic Metadata (CAASM) Home Page - find metadata by project, category etc.
• Free-text Metadata Search - find metadata by date, map scale, projection, country
• Program Metadata - list of metadata for a particular science program.
• Metadata by Parameter - list of metadata via drilldowns
• Recently added metadata records.
• Metadata growth per year.
• Subscription service - if you use the Data Centre Portal, then you can subscribe to updates on new or revised metadata records.

Metadata creation and editing

You can create or edit metadata using tools provided in The Catalogue of Australian Antarctic and Subantarctic Metadata.

Metadata Writing Guide

Create/Edit Metadata

When completing a metadata record, as a MINIMUM it should be possible to complete all the following fields (this DOESN’T mean that you should ignore the other fields though, as they may be relevant to your dataset):For many fields, you can enter multiple occurrences by clicking on the green plus symbol, or remove them by clicking on the red minus symbol.

Entry ID — Unique code for your metadata record, e.g. ASAC_1181

Entry Title — Use a DESCRIPTIVE title. For example, “Heard Island: Terrestrial Biology: Documenting vegetation change on Heard Island” is better than “Heard veg change”

Science Keywords — This is a large, structured keyword list, pick as many as you can. The more you choose, the better.

ISO Topic Category — Pick as many as are appropriate.

Data Centre — Set data centre to AADC (via lookup tool), and contact to AADC, Data Officer (via lookup tool)

Summary — THIS IS PROBABLY THE MOST IMPORTANT FIELD — the more detail you enter here, the better. Use proper sentences, not just dot points. The summary should include information about the dataset itself, explain contents of excel spreadsheets, shapefiles, etc, which (if any) ASAC project the data are linked to, who collected the data and when, and any other information you think could be relevant.

Personnel — In almost every case, it’s possible to enter details for an Investigator, Technical Contact and a DIF Author.

Related URL — A relevant link to an external website, or an AADC database can be placed here.

Temporal Coverage — At a minimum a start date must be entered. Dates MUST be entered in the format yyyy-mm-dd. If you don’t know a day or a month, you will have to approximate. If you approximate, add a statement to that effect in “Quality”.

Spatial Coverage — Please ensure that southern and western hemisphere values are entered as negative numbers (e.g. -66 for 66°S). If you know altitudes and depths, please also enter those, but remember to specify units (e.g. 100 metres). If you have to approximate spatial coverage, make a note of it in “Quality”.

Location — “Antarctica” and/or “Southern Ocean” MUST be entered for compliance with the Antarctic Master Directory. Also available are “Heard Island”, “Macquarie Island”, and many other subantarctic and Antarctic islands. If a location is not there, you can enter specific locations by clicking on the “detailed locations” link.

Quality — Enter any information here about the quality of either the metadata record or the dataset. This section should also include information on how the data were collected. Be careful about duplicating information here from the summary. Check that details do belong here and aren’t more suited to the summary.

Access Constraints — Enter information here about how the dataset can be accessed — e.g. by contacting the data centre for a DVD, downloading it from a URL, can’t be accessed, etc.

Use Constraints - A very good standard statement to place here is: "Please follow instructions listed in the citation reference provided at the URL below when using these data." (we'll take care of the citation reference for you)

Distribution Information — At the very least it should be possible to complete “Distribution media” (e.g. HTTP or DVD), and “Fees” (e.g. free). In many cases it is also not too hard to complete “Distribution Size” (e.g. 6.2 MB) and “Distribution Format” (e.g. Excel).

Data Set Language — Typically will be “English”.

Data Set Progress — Typically will be either “IN WORK” or “COMPLETE”.

Ancillary Keyword — Enter any free text keywords here, especially if they weren’t covered by the “Science Keywords”. If your dataset is a database, spreadsheet or similar, then where possible enter the column headings here as keywords (e.g. Date, Temperature, Latitude, Longitude, Species, etc).

IDN Node — Set this to “AMD and AMD/AU and CEOS”

DIF Creation Date — Enter today's date in yyyy-mm-dd format

Last DIF Revision Date — If creating a new record, enter the creation date, otherwise this field will be automatically completed for you.

DIF Revision History - This is a good field for keeping track of changes made to the metadata record.  In this field, enter the date, your name and a short summary of what changes/edits you made.  For example "2008-02-15 - Record modified by John Smith.  New URL added."

We also recommend that where possible, Instrument, Platform and Publications/References also be completed.

FAQs

Metadata and Data Frequently Asked Questions (FAQ)

1. What is metadata for?
2. How do I create, edit, or delete my metadata records?
3. What is the Antarctic Master Directory?
4. I have found a metadata record of the dataset I am looking for, how can I access the data?
5. Is my data protected in the same way as a research paper?
6. Does my data immediately have to be made publicly available?
7. What's the best way to send my data to the AADC?
8. What are my data obligations?
9. How do other researchers reference my data?
10. What is the value of metadata?
11. Can you show me some examples of metadata records?

Answers to Metadata and Data Frequently Asked Questions

1. What is metadata for?

   Metadata describes important information about a dataset, such as where data were collected, when data were collected, and who collected them. Metadata, ideally, also provides a direct link to an online copy of the dataset.

   Metadata conforms to a standard format ensuring that different datasets are described in a consistent manner. The standard currently in use by the Australian Antarctic Data Centre - and by the entire Antarctic Community - is Directory Interchange Format (DIF) maintained by the Global Change Master Directory (GCMD).

   Metadata is used for two purposes:

   1. to locate data (in the same way a library catalogue is used to find books), and
   2. to describe datasets in such a way that anyone should be able to use the data.

   Due to the greater amount of information contained in a metadata entry compared to the entries in a library catalogue, metadata can be used to describe all types of data, from paper records to biological samples to digital databases, and even research projects which have just commenced.

   Under the Antarctic Treaty, all scientific information is meant to be "fully and freely exchanged." The Joint Committee on Antarctic Data Management (JCADM) is the group responsible for managing Antarctic scientific data.

2. How do I create, edit, or delete my metadata records?

   Every aspect of metadata entry or modification is via the Internet.

   Creation: A new metadata record should be created for each dataset. A dataset might be data from an instrument or person, for example: a set of visual whale observations, or data from an automatic weather station.

   If you are unsure, please contact the Metadata Officer to explain or assist metadata entry.

   Deletion:Metadata records can only be deleted by request. Should you wish to delete a metadata record, please contact the Metadata Officer.

   The process for entering or editing metadata will change with our new system - this information will be updated soon.

3. What is the Antarctic Master Directory?

   The Antarctic Master Directory (AMD) is a large metadata database maintained by the Global Change Master Directory (GCMD). It contains metadata records from the National Antarctic Data Centres (NADCs) of each of the Antarctic Treaty nations. Data from each of the NADCs is availalble via their national portals (look under the heading "Cryosphere").

   Search for records in the Antarctic Master Directory
   Enter metadata records directly into the AMD

   Metadata tools (from the Global Change Master Directory)

4. I have found a metadata record of the dataset I am looking for, how can I access the data?

   Hopefully the dataset that you are looking for will be available online. Have a look towards the bottom of the metadata record for a section called "Related URL". If the dataset is available online, then you will find a link here to download the data. Failing this, have a look at the section called "Access Constraints". This section may provide instructions on how to physically access the data. If this also fails, then it may be that we do not have the data archived here in the AADC - in this case you should contact the investigator or the techincal contact directly and ask them for the data.

5. Is my data protected in the same way as a research paper?

   Yes. Other researchers are required to reference your data in the same way that they would reference a paper.

   See the point below on "How do other researchers reference my data?" for more information.

6. Does my data immediately have to be made publicly available?

   No. You have exclusive access to your data for the first two years. After this time, if you haven't already done so, you will need to lodge your data with the AADC. At this time we prefer to be able to make data publicly available. However, if you have a long term project, and a good reason for keeping your data under wraps, we can keep it locked away. The main thing is to get your data archived in the AADC and described by a metadata record.

7. What's the best way to send my data to the AADC?

   If your data files are small enough (less than 2 MB), then zip them up and email them to us. Contact the scientific data coordinator via our feedback/request database. If they are larger than this, you may have to physically post them on a CD or DVD, or arrange for an FTP transfer. Contact us via our feedback/request database for more information.

8. What are my data obligations?

   Once you have a dataset that is ready to be archived in the Data Centre, it is necessary to ensure that it is adequately described with a metadata record.

   The metadata record should contain information that will enable users to easily interpret the data (for example, if your data are held in a spreadsheet, the metadata record should explain what column headings mean, what the units are etc).

   Once you have written the metadata record you need to send your dataset to the Scientific Data Coordinator at the Data Centre. To decide on how best to do this, contact the Scientific Data Coordinator via our feedback/request database. Depending on the size of the dataset then you can either use email, FTP, or the post, to send it to the Data Centre.

   When sending your dataset to the Data Centre, you should ensure that it is in a universally accepted format. If a special program is needed to view your data, then the Data Centre should be informed.

   The Scientific Data Coordinator, upon receiving your dataset, will check it to make sure that it is in an acceptable format. Then, provided that you, the scientist, agree, or the two year deadline since data collection has passed (see the Data Management Policy), the dataset will then be made publicly available on the Data Centre's servers.

   The Scientific Data Coordinator will attach your dataset to your metadata record, enabling it to be located with a search of the metadata catalogue.

9. How do other researchers reference my data?

   Naturally, once you have submitted your dataset for archival and future use by other researchers, you still want to get the credit for collecting the data in the first place, right?

   Well, in order for other researchers to reference your dataset, you need to make sure that it is correctly catalogued with a metadata record. The metadata record tells other researchers where to find your dataset and provides a direct link between it and your details.

   Metadata records are referenced in the same way that scientific papers are.

   The Australian Antarctic Data Centre requires that if you, as a scientist, use metadata or data from another researcher in a publication, that you reference it as follows:

   First of all, if you used data collected by another researcher, and accessed the data via the Australian Antarctic Data Centre, the following statement must be included in the acknowledgements section of your publication (an example metadata record is used) -

   • Some or all of the data used within this paper were obtained from the Australian Antarctic Data Centre (IDN Node AMD/AU), a part of the Australian Antarctic Division (Commonwealth of Australia). The data are described in the metadata record "Sea Ice Biota of Coastal Eastern Antarctica" (Swadling 2000).

   Secondly, if you cited another researchers metadata, in your bibliography the metadata record must be referenced as follows (an example metadata record is once again used) -

   • Swadling, K. (2000) Sea Ice Biota of Coastal Eastern Antarctica, Australian Antarctic Data Centre - SnoWhite Metadata (http://www.aad.gov.au/metadata)
     

   If you have any questions, then please go to our feedback/request database.

10. What is the value of metadata?

    Metadata has a great deal of value. Below are listed some excellent examples of how metadata adds value to your data and your work.

    Metadata is used to document all relevant details about datasets. Its searchable interface via the Internet provides international exposure for scientists and their organisations. Metadata is the foundation of data management.

    • Metadata can link directly to on-line data.
    • Metadata provides international exposure for your research.
    • Metadata provides recognition for the effort of data collection. Data are valued more than the immediate publications they can foster.
    • Metadata initiates opportunities for collaboration, which may increase the chance of project approval or funding.
    • Metadata can be seen as a publication in its own right and therefore another means of gaining recognition.
    • Metadata citations may be required for publication in scientific journals.
    • SPMC (Scientific Program Managers Committee) and ARAC (Antarctic Research Assessment Committee) strongly support the use of metadata as a fundamental component of effective data management.
    • You are required to complete metadata under the ASAC guidelines. Metadata must be submitted to the Data Centre as part of the completion of your AAS (Australian Antarctic Science) Project.
    • Metadata promotes data management. It provides an effective method for keeping all information about your datasets in the one place and format, regardless of the format and storage of your actual data.
    • Metadata is a valuable tool for location of relevant Antarctic data. Where data are not available on-line, metadata provides details of the custodians for them.
    • Metadata provides information to aid data translation for other applications or analysis.
    • The investment of effort inherent to datasets may be lost if documentation (metadata) is not written soon after collection.
    • Writing metadata does not require "open access" to data, instead it allows for protection of your dataset in a number of ways.
    • Metadata reduces the risk of duplicating data collection.
    • Metadata provides concise descriptions of datasets and/or projects.
    • Metadata allows opportunities for feedback to be made by peers.
    • Metadata will be increasingly important in the competitive environment of research science. The broader the promotion, the greater the opportunities for credit/recognition.
    • By default all metadata entries are equal because they adhere to standards. This is in contrast to journal publications where some journals carry more influence than others.
    • Article III.1.c in the Antarctic Treaty states that: "Scientific observations and results from Antarctica shall be exchanged and made freely available".

11. Can you show me some examples of metadata records?

    Click on the following links to see some examples of metadata records.

    Effects of UV radiation on community establishment: a global perspective

    Ecological Relationships of Antarctic Tardigrades

    Aurora Australis SAZ Southern Ocean oceanographic data, cruise au9701

    Prevalence of viruses and parasites in populations of house mice on Macquarie Island
    

Related sites

• Antarctic Master Directory
• Australian Spatial Data Directory
• Global Change Master Directory