Urban Regeneration and the Environment Metadata Capture Tool

Urban Regeneration and the Environment Metadata Capture Tool
Urban Regeneration and the Environment
Metadata Capture Tool User Guide.
Prepared by:
C. Isabella Tindall
John D. Bosley
Centre for Ecology and Hydrology,
Maclean Building
OX10 8BB
Tel: +44 (0) 1491 838800
Fax: +44 (0) 1491 692424
Urban Regeneration and the Environment Metadata Capture Tool User Guide.
11 February 2002 2 of 15
Issue: V1.R1.M2
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Urban Regeneration and the Environment Metadata Capture Tool User Guide. =
CONTENTS .......ceeocereocnenesnarnaonascenoanaaneoecececeranennanoanavnene eenee nene na raneneecenaneonanee 3
ABOUT THIS USER GUIDE. ..............eeeasneacencerercesaccanasananenve rene cancca arena reencenee 4
PUIPOSE. ccvrccrrrssrnssnnsssssisesnsssansssssssssssssssssssssssassssasnssssansorsassonsessssssssssassssasssorssssessssssassasssssassssnssssssnsasss 4
Authors. .... оо. 4
Readership craves 4
Version. .eooceccoconos . 4
Amendment History.. 4
Assumptions. ‚ 4
Contact. 0... 4
Copyright and IPR .. ‚ wed
INTRODUCTION. .....nceonnenennnnenonaronaonaancacaneannenearacanennennen even eeancanenenaneneenancanane 5
INSTALLING THE DATABASE................e.cceccunnovocconconeanocaveneeneerenenanenne nene 6
ENTERING METADATA ............me...eseerencorccaconoacoaneve ner eeraneo vere necaneneoeenee 6
SAVING METADATA...........e.-mesermnanneaneoonoorceneneceranesaDenea nevera cenar oeeneererreee. 13
U sense 14
Report preview.. 14
Printing the current dataset / printing all datasets ..... 15
Exporting datasets ......... 15
Importing datasets...............ooeococ... 15
Deleting all datasets 15
EXITING THE METADATA CAPTURE TOOL.................ecencancoceraroreoconenes 15
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About this User Guide.
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.
The document has been prepared by Isabella Tindall and John Bosley of the Centre
for Ecology and Hydrology, Wallingford.
e The URGENT Data Committee
e The URGENT Data Centre Managers
e URGENT PI's & Project Data Managers
The version of URGENT Metadata Capture Tool covered by this document is the
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
The reader is assumed to be familiar with the aims and objectives of the URGENT
C. Isabella Tindall John D. Bosley
The Centre for Ecology and Hydrology The Centre for Ecology and Hydrology
Maclean Building Maclean Building
Crowmarsh Gifford Crowmarsh Gifford
Wallingford Wallingford
OX10 8BB OX10 8BB
Tel: +44 (0) 1491 838800 Tel: +44 (0) 1491 838800
Email: [email protected] Email: [email protected]
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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.
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 one version can be imported into the other version.
Please read this document through before starting to enter metadata.
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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 Tool 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
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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 form.
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
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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.
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.
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.
Fill in the 'Title' and 'Alternative title' fields. This will cause the dataset title to
appear in the Current 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
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
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
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‘Save Edit' button followed by the ‘Close button’. This should take you back to the
Figure 3: The Address Book Add to / Update Form
El Address book
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[Project - Nutrient Levels in the River Trent - Code 12345
| Cente for Ecology a H ydrology
Post town: [Wallingford
County/Regior: [Gon
PostCode: [ices —
Coury Ju
| Telephone Number: [01491 838800
Facsimile Number: Г 497 682424
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Title form where you should then find +he name of person y you have 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 Keywords Form _
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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
opens up below it for you to enter a second keyword. Enter as many keywords as
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
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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
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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 me
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16) Now click o on n the Temporal Extent tab to reveal a form that looks ike Figure 7.
Use this form to describe the start and end dates 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.
LES 7: The Temporal Extent Form
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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 'Status of Date' column.
The other two fields for 'Start Date of Capture' should then disappear, as they
are no longer relevant.
Figure 8: The Data Capture Period Form
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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.
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.
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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.
Figure 9: The Formats for Data and Presentations Form
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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.
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Figure 10: The Samples and Associated Datasets Form
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Saving metadata
When you 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.
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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 E rn rent datast @ En ai deteses | Export Datasets 2 Import Deteses 3 polto al Datasets
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
Project iO: ESPRC/D00
Alternative Title: Nutrient levels in the River Trent
inclurios model output? [OU
Ot iginetorts) of detest!
A Principal Investigator
Projed - Nutrient Lavels In the River Walingiord Con OX10 888
Trent - Coda 12345
Centre for E cology end Hydrology
01491 838800
spuiica er 1
Purpoas - To gain « betier understanding ofthe transpor of testmater ruirierts in the urban
ervdronment What vas measured - phosphorus, nibogen, sicon, suspended sediments, ow
ciseolved oxygen, water tempershee, pH
Wren - 19985 . 1999
Whers - River montoring sitas onihe river Ara to Beal
By vhom - CEH statf Howwas It measured - Water samples were taken on a waskly basis and
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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 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
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 deleting 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
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