Metadata for Asset Registers, a pan-european proposal

1. Metadata for Asset Registers, a pan-european proposal Rodrigo Sánchez Jiménez Publidoc - UCM ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

2. Introduction • Want to talk about the posibility of creating a pan-european metadata standard for PSI. • And to explain our ideas on this issue. • I say “our ideas” because I represent a research group -> Publidoc UCM ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

3. PUBLIDOC – UCM. Research group • Our main project for the last few years has been related with the analysis of PSI in Spain and its adaptation to the european model • Original Goals of the project: • Analysis of types of PSI resources • PSI management practices • PSI re-use perspectives and European Directive implementation ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

4. Which led us to write this… ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

5. Publications on PSI in Spain • RAMOS SIMÓN, L.F., A. ARIAS COELLO, G. MUÑOZ-ALONSO y C. MENDO CARMONA. Impacto de las publicaciones electrónicas en las unidades de información. Madrid, 2003. • RAMOS SIMÓN, L.F. La reutilización de la información del sector público. Aproximación al contenido de la propuesta de directiva 2002. Revista General de Información y Documentación (2003) 13, 2, p. 59-96. • RAMOS SIMÓN, L.F.; TEJADA ARTIGAS, C.M.; VALLE GASTAMINZA, F. Del; MENDO CARMONA, C. y ARIAS COELLO, A. Diseño de modelos para el análisis de la información en el sector público. En Actas de las Jornadas Fesabid 2005 – Infogestión. Novenas jornadas españolas de Documentación – Documat 2005. Madrid: Federación Españolas de sociedades de Archivística, Biblioteconomía y Documentación, 2005, 12 páginas (Ed. impresa y en CD). • RAMOS SIMÓN, L.F.; MENDO CARMONA, C. y ARQUERO AVILES, R. Producción editorial de los servicios de publicaciones oficiales: hacia un nuevo entorno. En Memoria del 3er Seminario hispano-mexicano de investigación en Biblioteconomía y Documentación. Tendencias de la investigación en bibliotecología y documentación en México y España. México, UNAM. Centro Universitario de Investigaciones Bibliotecológicas, 2006, pp. 431-444. • ARQUERO AVILES, R.; MENDO CARMONA, C. y RAMOS SIMÓN, L.F. Publicaciones periódicas oficiales en España: evaluación y características de la producción. En Memoria del 3er Seminario hispano-mexicano de investigación en Biblioteconomía y Documentación. Tendencias de la investigación en bibliotecología y documentación en México y España. México, UNAM. Centro Universitario de Investigaciones Bibliotecológicas, 2006, pp. 431-444. • GRUPO PUBLIDOC-UCM. Directrices estratégicas de la investigación en gestión de la información y documentación en el sector público. Actas de las Jornadas Fesabid 2007 – E-información: integración y rentabilidad en un entorno digital. Décimas jornadas españolas de Documentación – Documat 2007. Santiago de Compostela, 2007, pp. 159-166. • RAMOS SIMÓN, L.F.; MENDO CARMONA, C. y ARQUERO AVILES, R. La producción informativa y documental del Estado: Internet impone un cambio de principios. Hacia un inventario de los recursos públicos. Revista Española de Información y Documentación Científica. Aceptado para publicar en 2008. • RAMOS SIMÓN, L.F. y BOTEZAN, I. The path to information in the public domain: official publications in Spain Government Information Quarterly. Government Information Quarterly (aceptado para publicación en 2008, ref. GIQ-D-07-00062 • GRUPO PUBLIDOC-UCM. Bases de datos de libre acceso difundidas por la Administración General del Estado. Madrid: Editorial Complutense, 2008 (En prensa). ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

6. New perspectives… • We found the most interesting part was that of the databases • We analyzed the databases of the General Administration of the State and began to gather information for our study • This led us to create describing practices and protocols which we summarized in this document http://crom.eubd.ucm.es/~publidoc00/bdpublidoc/procedimiento.pdf ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

7. New perspectives… • This set of descriptive fields was not thought of as metadata, but as a way of holding together all the information for a technical analysis London Meeting • We then thought of creating a asset register, so we had to make certain changes… ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

8. From fields to atributes ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

9. Our database asset register • We selected some of the fields and put together all the records in a Web Site that looks like this … ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

10. Our database asset register II • It includes a reasonable amount of databases (500 something…) covering all the ministries • We think it’s good enough to became the base of an exhaustive (government funded) national database asset registry. ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

11. Moving on towards the european standard … I RIGA • After Riga we began to think of the posibility of an european standard, but… • We have already been told that this arises some schepticism • Standaraising is in itself a difficult task • We should map to Dublin Core ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

12. Moving on towards the european standard …II ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

13. Types of elements • Plain elements (properties) • Normalized elements • Encoding schemes • Sets of controlled values • Qualified elements (sub-properties) • Ranged elements (properties with range) ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

14. Plain elements (properties) • Provide us with a lot of text. Text is good for retrieval • Search engines and other Information Retrieval tools are usualy dependant on statistical features of resources • If you are going to be crawled these elements are essential • People can easily understand it’s content, they are highly informative ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

15. Normalized elements • Encoding schemes provide for better application use (urls and browsers, ISO language codes…) • Sets of controlled values • Provide normalization of key concepts, as in the rights of access and use: • Reuse free of charge • Reuse not free of charge • Reuse possible • Reuse not possible • Reuse possible / only for administration • Reuse possible / non-profit purpouses • Reuse possible / commercial purpouses • Provide us with the ability of creating filters! • Give me Type.genre [statistical data] AND Subject.descriptor [crime] ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

16. Normalized elements • Sets of controlled values • Allow selective information disemination, profile based retrieval, sindication (RSS, ATOM…) • Channels for subjects or genres • Stablishment of profiles based on both semantics and structure • Improve precision of results if properly used by Information or Data Retrieval tools ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

17. Qualified elements • We have added lots of them • To be able to map to DC • To be able to make specific PSI descriptions (not general ones) • Increase interoperability with other metadata schemes • Allow for different levels of granularity both in description and retrieval ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

18. Qualified elements • Allows us to switch from high recall to high precision results ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

19. Ranged elements • A range is a set of resources that can be associated to the resource being described through the use of a special atribute or metadata element ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

20. What is all this complexity for??? • These are just ways of extending our scheme, but, it might be as well that some of them where compulsory in the basic schema. • Asset discovery • Informative • Value adding ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

21. Concluding… • I’m not certain on the limits of the CORE and the Extra metadata • I’m not certain on which ones would have to be included in both categories • But: I’m sure that I would have saved myself 100 hundred hours of thought if anyone had done this before (and I would be thankful) ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”

22. Ready for the debate!!! ePSIplus Thematic Meeting: Information Management Standards and Data Quality “PSI Asset Registers and Metadata”