How to Create Metadata for the Montana GIS Data List with ArcCatalog version 10

The Data List metadata standard requires metadata to be valid XML files that conform to the structure of the Federal Geographic Data Committee's (FGDC) 1998 Content Standard for Digital Geospatial Metadata.  These instructions explain how to use the ArcGIS 10 Item Description editor and export tools to create a metadata document that has the minimum required elements for submission to the Montana GIS Data List.

1. Get the Data List translator package and place the two files from it in your system ArcGIS metadata translator folder.  The default folder location for ArcGIS 10.2 is "C:\Program Files (x86)\ArcGIS\Desktop10.2\Metadata\Translator".  You may need administrator privileges on your machine to place the files in this location.  You may place the files anywhere on your system if you can remember where to find them when you export your metadata (see "Export your metadata" below).   The translator contains a couple of small modifications to ESRI's ArcGIS2FGDC translator that makes it work for the Data List.
2. Load a metadata template or your old FGDC metadata.
   If you are entering new metadata from scratch and have several documents to create, it may be easier to start by creating a metadata template.  You may import a template to avoid having to re-type the same information again for each layer.  If you already have metadata for a layer, do not use a template -- loading a template will erase your existing metadata.
   • Create and Load a Template
     Follow the instructions below, but fill out only the metadata sections that you want to use for every metadata document.  After you have filled out the sections you want, use the Export Metadata tool from the Metadata toolset of the Conversion Tools toolbox to create your template XML file.  Then, each time you want to write a new metadata document, use the Import button from the Item Description window to load the XML file.
   • Old FGDC Metadata
     If you have old FGDC metadata, use the Upgrade button on the Item Description window to upgrade your metadata to ArcGIS format.  Then go through the procedure below to make sure your metadata has the elements required for the GIS Data List.
3. Create or Edit Your Metadata
   Find the Description tab for the entity whose metadata you want to edit and push the Edit button.  Fill out the following sections.
   • Overview
     • Item Description
       • Title -- Give the data set a title that describes its extent and subject.  The title should also include the time period, if the data pertains to or was prepared during a certain time period.  Records that have search words in their titles will be promoted to the top of the search results in the Data List.
       • Description (Abstract) -- Provide a detailed description of the layer.  A layman should be able to read this description and have an understanding of what the data represents and how it was created.  The ArcGIS 10 editor allows you to enter paragraphs in the edit box, but these are not preserved when you export the metadata.  If the only separation between two characters in this field is a carriage return, the two characters will be run together in the exported file.  You may want to edit your exported file to restore your carraige returns.
       • Optional Item Description elements -- The Summary (Purpose) field will be exported as the Purpose in the FGDC document.  The bounding coordinates will be filled out automatically as described later.  If you add a Use Limitation, it will be exported to the FGDC document as a Use Constraint.
     • Topics and Keywords
       • Topic Categories -- Select all that apply.  These will be exported as ISO 19115 theme keywords in your FGDC document.
       • Theme Keywords -- Optional by highly recommended.  Any words you enter here will promote your record in the search results above documents that have these words in other metadata elements.  Click the green New Theme Keywords plus sign and enter words or phrases you think people will search for this data with, separated by carriage returns.
       • Place Keywords -- Optional but highly recommended.  Click the green New Place Keywords plus sign and enter one or more keywords describing the region covered by the data.
     • Citation
       • Title -- (Should already be filled out if you did it under the Item Description)
       • Dates
         • Published -- Optional but highly recommended.  Enter the date the data was or will be made available to the public.
     • Citation Contacts
       • Originator -- Push the New Contact button and enter the name of the originating Organization.  You may enter multiple originators.
         • Set the Role to Originator.
         • Do not enter any contact information.
       • Publisher -- Push the New Contact button and enter the name of the publishing Organization.
         • Set the Role to Publisher.
         • Do not enter any contact information.
   • Metadata
     • Details
       • File Identifier -- This is the unique GUID for the metadata record in the Data List.  If you are working on a new record for the Data List, click the Create link.  If your data already has a record in the Data List, copy the GUID from the Data List into this box.
     • Contacts -- Optional but recommended.  This is the metadata author's contact information.  Push the New Contact and New Contact Information buttons and enter your contact information.
       • Set the Role to Author.
   • Resource
     • Details
       • Browse Graphic -- Optional.  If you want the Data List to have a link to a image or map that features the data, push the New Browse Graphic button and put a URL for the document in the fFile name box.
     • Extents
       • Temporal -- This is for what the FGDC standard called "Time Period of Content", which is the main field for saying what date(s) your data is applicable to.  Push the New Extent button and then either the New Temporal Instant Extent or New Temporal Period Extent button, depending on whether you want to enter a single date or a range of dates.  Enter the date(s) of the data.
         • Description -- Enter either "Publication Date", if you don’t know the real dates of the data, or "Ground Condition" if you know the date(s) are actually when the data were accurate on the ground.
     • Points of Contact -- Optional but recommended.  Enter contact information for who to contact for more information about the data.  If you previously entered the Metadata contact and want to use this information again, use the Load a Contact drop-down to load it here.  If this was the same organization as the Originator or Publisher, you might have to try multiple times to find the right contact.
       • Set the Role to Point of Contact.
       • After you have loaded the correct contact, delete the default empty one provided in the top of the section.
     • Constraints -- Optional.  Click New Legal Constraint and New Use Limitation.  Fill this out if you want the "Distribution Liability" section of the FGDC metadata to be filled out.
     • Distribution -- If this section already has a distribution format and digital transfer option, you may delete them.
       • Distributor -- You must provide a distributor contact with at least an e-mail address.  You may load a distributor contact as described in the Contacts above or a new Contact and Contact Information as in the Metadata Contacts above.
         • Set the Role to Distributor.
         • Digital Transfer Option - Online Resource - Description -- This is the FGDC Resource Description that tells the Data List what kind of resource this is.  The Description must be one of the following:
           • Live Data and Maps
           • Downloadable Data
           • Offline Data
           • Applications
           This must NOT be in the Digital Transfer Option section that is outside of the Distributor box.
       • Digital Transfer Option - Online Resource - Online Linkage -- Close the Distributor box and push the New Digital Transfer Option button.  Set the Linkage to the URL to be used for obtaining the data.
     • References -- Optional.  You may enter a link to another metadata record in the Data List that you consider to be this record's "parent".  When the Data List shows a record that has parents or children, it makes a Related Records tab with links to all of the records that are related.
       • Click the New Aggregate Information button and set the Association Type to "Larger Work Citation".
       • Click the New Citation button and set the Title to the title of the associated record.
       • Click the New Online Resource button and set the Linkage to the Data List URL of the associated record, such as http://apps.msl.mt.gov/Geographic_Information/Data/DataList/datalist_Details.aspx?did={7D4930B3-34A8-4973-9E4A-3BBAAD273F87}
4. Save your changes
5. Export your metadata
   • Push the Export Data button if you can see it.  If you can’t see the Export Data button, you have to use the Export Metadata tool from the Metadata toolset of the Conversion Tools toolbox in ArcToolbox.
   • The Source Metadata path should be the dataset whose metadata you want to export.
   • The Translator should be your copy of ARCGIS2DataList.xml that you downloaded in Step 1.  If you placed it in the default location, the easiest thing to do is to change "FGDC" to "DataList" in the default path shown in the Translator text box.  Otherwise, you may use the file browser button find and select the translator from where you put it.
   • Make sure the Output File path is a place where you will be able to find it.
6. Go to the GIS Data List and follow the instructions in the help file for becoming an publisher and loading your data