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What is metadata?

Basically, it’s data about data. Metadata isn’t the content of a resource itself but information about it, such as who wrote it and what it is about. Some of this information might be in the resource itself but not necessarily all the metadata you want to or need to include. Common metadata includes: author, date, title, subject, description, file size, academic level, keywords etc.

Why add metadata?

Metadata becomes important when you share your resource with others, especially electronically. Adding metadata, or ‘tagging’, makes a resource easier to find for a search engine (e.g. Google) or the search tool used within a website, which means those who are potentially interested in your resource are more likely to be able to find it. It also gives important, precise information to those who would like to use your resource, for instance an author’s name that can be cited or a licence which stipulates terms of reuse.

When you share a resource electronically (e.g. add it to a repository or content management system) you may be asked to enter additional metadata at the same time that you upload the file. This guide is only concerned with adding metadata to the resource itself which you do prior to sharing.

How do you decide what metadata to include?

If you are creating resources as part of a larger project or adding them to a database, repository or content management system, what metadata needs to be included may, in part, have already been decided for you. There may be certain standards that you are asked to conform to when you choose a classification, or certain specific keywords that you are obliged to include. In such cases it is important to follow the metadata guidance provided as it could make all the difference to whether your resource can be found.

If you have to choose the metadata yourself, remember the purpose of metadata when you make your decision. Metadata is there to enable others to find your resource, so consider how you would go about searching for a resource, what metadata would help you find it? Bear in mind that there are legitimate alternative terms for the same topic (e.g. reachout and outreach), so using a standard set of keywords that have already been created is recommended if one is available, as it will offer terms that are in common use. However, don’t be afraid to add your own keywords as well if you think they will help someone find your resource.

Remember, the more metadata you add, the more likely the document will be found but it needs to be appropriate, accurate and, importantly, correctly spelt. Another example of why and how one might handle metadata can be seen here: http://www.scribd.com/doc/22610314/Guidelines-For-EngSC-OER-Descriptions

How do you add metadata to a resource?

This will depend on the type (format) of file you are dealing with and where you are storing the resource. What follows are some simple ways of adding metadata to a resource, either within the resource itself, or using commonly available applications.

How do you add metadata to Microsoft Office documents?

You can do this in two ways:

Within the Properties window

There is a Properties window for adding metadata to any Word, Excel, PowerPoint or Access file. The advantage of this is that you are prompted for the metadata. The disadvantage is that it only includes certain preset fields, you cannot add more and they may not cover all the metadata you want to include.

Within the document itself

One way of doing this is to add a text box or table somewhere in the document to contain the metadata, laid out in such a way as to be intelligible to the reader. For instance, here is an example containing some common metadata fields though more may be added:

This table can be placed anywhere within the document that is appropriate to its layout.

How do you add metadata to pdfs?

If you created the pdf yourself, or have access to the original document, then follow the advice above and then create the pdf. Alternatively, open the pdf in Adobe Acrobat, go to Files>Properties and fill in the appropriate fields in the Document Properties window.

How do you add metadata to video?

The simplest way is to add an extra frame at the beginning or end and add the metadata table given above.

Alternatively, use the programme you used to edit the video and search under ‘metadata’. If you do not have access to this programme, open the file using MovieMaker, go to File>Properties and fill in the fields in the Project Properties window.

How do you add metadata to audio?

You can add some data to the track, such as the author and title but, although it will be accessible to the listener, it won’t be searchable electronically.

Alternatively, use the programme you used to edit the audio track and search under ‘metadata’ or 'properties'. If you do not have access to this programme, open the file using a programme such as MovieMaker, go to File>Properties and fill in the fields in the Project Properties window (as above).

How do you add metadata to still images (photographs and graphics)?

Use the programme you used to edit the video and search under ‘metadata’ or 'properties'. Or open the file using a programme such as PictureManager, go to File>Properties and fill in the fields in the Properties window (as above).

How do you add metadata to a zip file?

The zip file is essentially a collection of individual resources, so each resource needs to have its own metadata added to it; this way they keep their metadata with them once the file has been unzipped. See above for specific advice on each type of resource.

How do you add metadata to a web page?

If a web page is publicly available then the many indexing services on the Internet like Google, Bing and Yahoo will create their own metadata records by automatically reading the web page and noting key words. These records , with a link to the page, will be made available to all in the usual fashion. The best policy is to include clear titles and descriptions of course, but even add metadata  words or tags at the end of the prose.  For those with web page creating skills metadata can also be added inside the web page too in the "header". This used to be common practice but due to over-use and mis-use the big search engines such as Google have de-emphasised the importance of this information in preference for making their own assessment.

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