For a good metadata record, it is helpfull to describe the dataset in plain text first, gathering as much details as possible to properly identify and understand the resoure that you want to describe. You can use the metadata elements presented in the default view as a guideline.

The next step is to fill out the form using all the information gathered while at the same time avoiding duplication of information within the form. Note that the fields marked with an [M] are mandatory. The standard definition for each field can be read by clicking on the element name.

The resourse that you will describe is a GIS layer of the African sub-national boundaries. The following text, containing general information on the layer, is the basis for the metadata record.

Description of the dataset

Sub-national boundaries of Africa

This is the third edition of the layer that has been revised in 2000 (July first). The geographic area covered by the dataset is the African continent (North lat. 38.2; West long. -17.3; East long. 51.1; South lat. -34.6).

The map was created in vector format from various national and regional datasets by FAO-GIS in 1993 and updated for some countries in collaboration with the Global Information and Early Warning System on Food and Agriculture (FAO Group) in 1999. Among further amendments made by FAO-GIS from 1999 up to 2001, latest updates are: the coastline for which has been corrected according to VMap0; the Walvis Bay included into Namibia.

The map is compiled from different national and regional datasets, each of them with different scales, the scale at which the map can be used is considered to be 1:1.000.000. The datum is set to WGS 1984 and map is in geographic projection.

The layer has no maintenance or updates planned for the future.

The layer can be used as a base map for continental and regional GIS analysis and publication, taking into account the copyrights of the originator.

The first version of the layer is published in the GeoNetwork-FAO catalog with the title: Sub-national boundaries of Africa (1993) as shown on the web at the following URL: http://www.fao.org/geonetwork.

The author of these resourse's information is the GIS Unit of FAO that can be contacted at the following email address: gis-manager@fao.org

Fill in the form

The first section to be completed is the (mandatory) “Identification section”. It contains metadata elements that specifically describe the data. It includes the citation of the resource (title, date of creation or publication, edition, presentation form), an abstract, the purpose, any supplemental information, the status, the (generic) topic category and the keywords.

1. Complete the fields in the above section using only the information useful to identify the resource.
   Some of the elements are filled in automatically; to change their content click on the close dropdown arrow.
2. Save the metadata before carry on to the next steps.

The thumbnail, or graphic overview, provides a general illustration of the resource and can be attached to the metadata to supply the user with more information on the data content. You may want to enclose an image of what is covered by the dataset; It is suggested to include a clear legend where appropriate.
GeoNetwork uses a small thumbnail to be displayed in the search results, ful metadata description window and for featured maps. A large thumbnail, when added, will open when clicking on the small thumbnail.

For the thumbnail rescaling and uploading see the Upload thumbnails exercise.

Spatial Information

Through the elements below you will describe which is the mechanism used to represent the geographic information of the resource (vector, raster, text table, etc.), the scale and the spatial and temporal extent; the spatial extent is represented by the minimum bounding box within which the data is available. The temporal extent is described by the starting and ending date of the validity period .

Constraints and Maintenance

The constraint elements allow you to describe users’ privileges to data, including restrictions on access and use.
The information provided through the access constraints and use constraints guaranties the protection of privacy or intellectual property, and any other special restrictions or limitations for obtaining the data and warnings its use.
Information about maintenance are provided using the element maintenance and update frequency which supplies you with the possibility, through a dropdown list, to specify the frequency of data update.

1. Click the dropdown arrows next to the access and use constraints elements to select the correct restrictions.
2. If any of the elements is equal to other constraints, click the button [+] and provide additional restrictions through a free text.
3. Click the dropdown arrow next to the maintenance element to select the planned period of maintenance and updates;
4. Save the metadata form.

Point of Contact

The person(s) and/or organization(s) associated with the data, as well as their contact details, are specified in the point of contact together with the identification of the role that best qualifies the function performed by the responsible party.

If the point of contact for the data corresponds to the person who also is responsible of the metadata just leave the point of contact fields empty and remove the entire section clicking on the button [x]. Then supply the information in the Metadata Section which is mandatory.

Otherwise:

1. Provide information for at least one of the first two elements: Individual name, Organization name;
2. Click the dropdown arrow to select the function performed by the responsible party;
3. Provide all available contact details of the responsible party;
4. Save the metadata form.

Reference System Section

This section defines metadata required to describe the spatial reference system of a dataset. It contains one element to identify the name of the reference system used.

Data Quality Section

This section is optional and provides a general assessment of the quality of the data. It can be referred to different hierarchical levels as dataset series, dataset, features, attributes, etc.  This section also contains information about the sources and the statement, which provides a general explanation on and the production processes (lineage) used for creating the data. The statement element is mandatory if the hierarchical level element is equal to dataset or series. Detailed information on completeness, logical consistency, positional accuracy, thematic accuracy and temporal accuracy may be directly added from the advanced form.

1. Click the dropdown arrows next to the hierarchy level element to select the correct one;
2. Provide information about the spatial, vertical and temporal extent of the data;
3. Provide a general explanation of the data producer's knowledge about the the events used in constructing the dataset;
4. Provide information about the source data used in creating the data;
5. Save the metadata form.

Distribution Section

The Distribution section provides metadata elements for accessing other useful on-line resources available through the web, as for the geographic data or any other types of digital documents using the download function.
The On Line resource metadata elements allow the location for on-line access using an URL address or similar addressing scheme and provide the protocol for the proper connection for accessing data.

In order to use such functionalities you perform a simple procedure using the On Line resource, which requires information on the following elements: linkage, protocol, description, name and file to upload.

Linking web address

1. Type the location for on-line access, in the linkage space, using a Uniform Resource Locator (URL) address http://www.fao.org/ag/AGL/aglw/aquastat/watresafrica/index.stm
2. Indicate through a dropdown list the connection protocol to be used;
3. Provide a detailed description of the online resource, including role(s) and functionalities;
4. Supply the name of the online resource; 5. Save the section.

To link the data for download see the Linking data for download exercise.

Metadata Section

This last section of the metadata editing contains a set of elements that describe general information of the metadata. It provides the unique identifier for the metadata file created, the language and the character set used for the description, the date when the metadata record was created, and the name and version of the standard used to describe the data. All these elements are filled in automatically by the system at the time the user saves the metadata form for the first time.

In this section are also included details of the metadata author, who is the person responsible for the metadata information and who may be also the point of contact for data information. This last section is mandatory.

1. Provide information for at least one of the first two elements: Individual name, Organization name;
2. Click the dropdown arrow to select the function of the metadata author;
3. Provide all available contact details of the responsible party;
4. Save and close the metadata form;

You should now change the security settings for the metadata record in order to publish it or to define what access specific user groups have to available functions. To learn how change these, see the Setting privileges exercise.