Importance of Managing
Existing Metadata Records
It is very important to properly manage you metadata
records. You will need to update them as your geospatial data
layer is updated, if you add or delete an item in your info
file, if your contact information changes, or if additional
processing is done on the layer.
Just as there are several ways to create metadata,
there are several alternatives for storing and organizing your
metadata. Some tools create the metadata within the ESRI
coverage structure. This keeps the metadata with the data which
is important for distributing the data (metadata is automatically
saved within the .e00 file when you export the coverage).
Some GIS specialists prefer to store all the
metadata in a directory on the computer where they can organize,
update, and keep track of the metadata. The metadata record
includes the linkage between the location of GIS coverages
and the metadata record. Whatever method you chose, it is important
to recognize that someone in your organization will need to
be responsible for organizing and maintaining these records.
the data and metadata in sync
When the metadata record is updated, it will
need to be reprocessed through the metadata parser and sent
to the appropriate FGDC approved clearinghouse.
should send the revised record to the same clearinghouse that
you sent the original, and you should indicate that the record
is an update/replacement.
you have altered the original dataset such that you now have
two distinct coverages, you should rename that coverage, reflect
the additional information in the metadata, and submit the
record as a new coverage.
Be sure to use naming conventions that meet the
national spatial data dictionary standards. You might want
to give the old coverage a version number that indicates the
time frame it was in use. This way you can keep the corporate
name for the current version of the data. Planning ahead
for your versioned datasets will save you time down the road.
At the current time there are no national standards for versioned
datasets, so you might want to talk to experienced GIS professionals
for help on versioning.
If this revised coverage is a replacement and
you don’t need to track the changes, you would replace
the coverage but remember you may still need to revise and
resend the metadata records (if you have changed the extent
of the data, added items, deleted items, changed contact information,
or other fields). You don't need to update the metadata
if you are editing features within the documented extent of
the coverage and are not making other changes.