Metadata Entry Tool Guide
Here we outline the requirements for the Hakai Metadata Entry Tool. This tool captures metadata for Hakai records that populate the Hakai Data Catalogue. You will need to sign in to create or edit a metadata record, which is only possible with a Gmail account. Although the Metadata Entry Tool outlines which fields are required and provides guidance text that can be helpful in populating fields, this document will elaborate on what exactly to put in certain fields. This should ensure consistency across metadata records populated for the Hakai Data Catalogue. The form consists of 7 tabs: Start, Data Identification, Spatial, Contact, Resources, Platform and Submit, outlined below.
This tab outlines some basic requirements for the Metadata Entry Tool. The form can be saved once a title is filled out (see Data Identification), and required fields are marked with an asterisk. A progress bar is included that details how much progress you’ve made (%) – a metadata record can only be submitted once it’s at 100%. The URL of the metadata record draft can be shared, allowing colleagues to collaborate on a metadata record, although not simultaneously.
The initial tab of a new metadata record created in the Metadata Intake Form. The progress bar is depicted under the title. As no title has been provided yet (‘New Record’), this metadata record cannot be saved, hence why the save icon in the bottom right is greyed out.
2. Data Identification
In this section the data provider(s) can include metadata that is useful to identify and search for the metadata record. After populating the dataset title, you’ll notice that you can save the metadata record. When populating the dataset title (required), the asterisk will be replaced by a green check. The title and abstract are required in French – to help with this, a translate button was developed that relies on Google Translate. As best practice it’s useful to have a French speaker review the translation because it is not always perfect. As a general rule, if you intend to publish your data to CIOOS, it is strongly recommended to translate any fields in the Metadata Entry Tool if there is an option to.
The title of the metadata record should not include any special characters, and will appear as the title that is shown in the Hakai Data Catalogue. Recommendations for a descriptive title are:
The abstract is also a required field that has to be populated both in English and French (hence the translate button). It is recommended to follow the suggested abstract points. Acronyms can be included in the abstract, but should be expanded on.
2.3 Essential Ocean Variables
In the next section, please check any Essential Ocean Variables (EOVs) that are contained within the dataset. This is a required field. If your dataset does not contain any EOVs, please select Other. It is possible to select multiple EOVs. Datasets that include EOVs are recommended to be published to the Canadian Integrated Ocean Observing System (CIOOS). The EOVs currently listed have a 1:1 relation with the EOVs listed under the Global Ocean Observing System (GOOS) framework, and to see definitions data providers are encouraged to click the icon next to the EOV. If you suspect your data might fall under an EOV, please investigate the EOV specification sheet (e.g. a fish fork length dataset can be classified under the Fish abundance and distribution EOV).
Important: EOVs are only applicable for Ocean variables - if e.g. Nutrient data was collected only in a lake or inland watershed (and not at a marine station), this would not qualify as an EOV.
Please select any Essential Ocean Variable (EOV) that is applicable to your dataset. You can select multiple EOVs. If no EOV is applicable, please select Other. For more information on these terms, the icon will direct you to its specification sheet.
Keywords are a required field. There are some keywords included in a drop-down list, and selecting these auto-populates its French counterpart. It’s also possible to populate keywords with free text. Make sure to click ‘Add’ after a single keyword rather than entering a comma or semi-colon separated list. Keywords can contain abbreviations, and there is no limit to the number of keywords you can add to a dataset, though somewhere between 3 - 7 keywords is reasonable. It is recommended to add the Hakai program as a keyword in a consistent manner (i.e. consider watershed vs. watersheds). Providing a keyword that is consistent with Hakai groups already listed in the Hakai Data Catalogue will help nest that dataset in the correct folder [Provide update here once groups have been moved to Groups/Programs on the main dataset page].
Keywords can greatly enhance the findability of your dataset for users, as well as help group the datasets by Hakai program.
Rather than include the temporal extent in your dataset title, please include the start and end date here if applicable. If the status of the dataset is "Ongoing", no end date will need to be included.
You can also indicate the date when data was published. Data publication refers to making the data publicly accessible. This could for example be when the data was published to ERDDAP, OBIS or a more generalist repository. In CKAN, this will show up under “Dataset Reference Date(s) – [date] (publication)”.
Dates as shown in the Hakai Data Catalogue. The Metadata Reference Dates depict when the metadata record was published to the Hakai Data Catalogue, and when it was last revised. The Dataset Reference Date(s) indicate when data collection started (Creation), and when the data was published.
If your dataset has a unique Digital Object Identifier (DOI), please include it here, excluding “https://doi.org/”. If your dataset does not have a DOI and you would like one, please finish filling out the entire metadata form, submit it, and then contact the Hakai Catalogue Team (firstname.lastname@example.org) and we can help mint a DOI for your dataset.
Please select the license under which the data (record) is published (required field). CC-BY-4 is the recommended license for records published to the Hakai Data Catalogue and for CIOOS.
Aside from the spatial extent of the data, the vertical extent (range in meters) can also be provided, either as a Depth Positive or a Height Positive. If data was collected at a single depth or altitude, please ensure that both the minimum and maximum values are the same. Important: If you have select "Subsurface [...]" as an EOV in the previous section, please make sure you enter a maximum Depth Positive value that is greater than 0.
Each data record requires at minimum a Data Owner and a Metadata Custodian. The Data Owner has the authority to license the data. These can be the same person or organization. Multiple roles can be selected for a contact, but only those roles or responsibilities that have an asterisk will be included in the data record citation. The only roles that show up in the recommended citation are Data Owner, Principal Investigator, Author and Originator. A description of the roles is provided if you hover over the terms. Drag and drop the order of contacts to have them appear in the correct order in the citation.
Although it doesn’t show up in the data record citation, it is recommended to include the Hakai Institute as a Publisher for any data that is collected and published by the Tula Foundation.
Each contact can have multiple roles assigned to them, however only contacts that have a role assigned that includes an asterisk are included in the citation. A preview of the citation is also included on this page.
Important: Should there be a discrepancy between the preview citation in the metadata entry tool and the recommended citation in the IYS Data Catalogue, please notify the catalogue team (email@example.com)
Any additional information about the organization or individual can be included in this section. Please note that the email address provided should not include any trailing white space (i.e. "firstname.lastname@example.org " will not be recognized). Individual names provided will appear in the citation following the format 'Johnson, B.'
If a contact has multiple affiliations, please either only include the primary affiliation, or include both under "Organization name" [hyphenated?].
Once a record is created in the Metadata Entry Tool, you can view the record under ‘My Records’, and if necessary you can distinguish between published and submitted records. Under ‘Contacts’ you can add and save contacts or collaborators that you anticipate you might include in multiple records. Additionally, through this window you can select to edit, delete, return your data record to draft, clone, or download your metadata record.