{"id":7658,"date":"2023-09-08T16:27:40","date_gmt":"2023-09-08T20:27:40","guid":{"rendered":"https:\/\/health.uconn.edu\/aits\/repositories-2-2\/"},"modified":"2025-09-08T12:36:05","modified_gmt":"2025-09-08T16:36:05","slug":"metadata","status":"publish","type":"page","link":"https:\/\/health.uconn.edu\/aits\/metadata\/","title":{"rendered":"Metadata Guidance"},"content":{"rendered":"<div id=\"pl-7658\"  class=\"panel-layout\" ><div id=\"pg-7658-0\"  class=\"panel-grid panel-no-style\" ><div id=\"pgc-7658-0-0\"  class=\"panel-grid-cell\" ><div id=\"panel-7658-0-0-0\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce panel-first-child\" data-index=\"0\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-0\" ><div class=\"textwidget\"><p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong>Metadata helps researchers understand the content, context, and structure of the dataset.<\/strong>\u00a0It\u00a0provides details about variables, units of measurement, data sources, and data collection methods.\u00a0As interdisciplinary research becomes more common, metadata becomes even more critical\u00a0<strong>when datasets from various sources may be combined<\/strong>\u00a0and analyzed together. It helps researchers from different fields understand and use data from diverse disciplines.<\/span><\/p>\n<p><strong style=\"font-size: inherit; font-family: helvetica, arial, sans-serif;\">Prior to the start of a study<\/strong><span style=\"font-size: inherit; font-family: helvetica, arial, sans-serif;\">, PIs and\/or key research staff should begin planning for data collection to assure that data is gathered and documented in a consistent manner throughout the project. Part of that preparation includes the identification of the specific data elements to be collected and making decisions regarding the standard(s) associated with them.\u00a0<\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong><strong style=\"font-size: inherit; font-family: helvetica, arial, sans-serif;\">Metadata is required for all shared datasets\u00a0<\/strong><span style=\"font-size: inherit; font-family: helvetica, arial, sans-serif;\">and well-constructed metadata will:<\/span><\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong>maintain compliance<\/strong>\u00a0with the funder\u2019s data sharing policy.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">assist others in\u00a0<strong>understanding the data<\/strong>, including the method(s) of collection.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">enable others to\u00a0<strong>identify the data<\/strong>\u00a0they want and need.<\/span><\/li>\n<li><strong style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">communicate data access <\/strong><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">processes and restrictions and responsibilities for use.\u00a0<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/health.uconn.edu\/aits\/wp-content\/uploads\/sites\/200\/2025\/09\/MetaData-Template-V250225.xlsx\"><strong>Click here to access a tool to a help you create metadata for your study.<\/strong><\/a><\/p>\n<p><strong><\/strong><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">\u00a0More information about Metadata components is detailed below. We will continue to add to guidance and tools for creating metadata as it becomes available.<\/span><\/p>\n<\/div><\/div><\/div><div id=\"panel-7658-0-0-1\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce\" data-index=\"1\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-1\" ><h3 class=\"widget-title\"><div class='uc-accordion'>Data Sharing, it&#8217;s all about the Metadata<\/div><\/h3><div class=\"textwidget\"><p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">The 3 interconnected components of Metadata are:<\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong>1. Data collection <\/strong>involves gathering information from various sources using various methods, such as surveys, interviews, instrument downloads, or manual data entry.<\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong>2. Data Annotation (Metadata)<\/strong> provides information about the context, structure, and attributes of the data and plays a crucial role in both data collection and sharing. It documents the origin, format, and characteristics of the data, making it easier for others to understand and use.<\/span><\/p>\n<ul>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">Describe items\/content for search and discovery purposes and provide important context about the shared data - enabling users to search, browse, sort, and filter information.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">Explain the organization of the shared data and\/or its relationship(s) to other data, including the structure and navigation of folders and files.<\/span><\/li>\n<li><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">Define the administrative properties of shared data, which can include elements such as origins\/sources, data standards, technical rules, data retention, access rights, and use.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><strong>3. Data sharing<\/strong>\u00a0refers to the process of making data available to others, either within an organization or to external parties, to collaborate, accelerate research, or foster innovation.<\/span><\/p>\n<ol><\/ol>\n<ul><\/ul>\n<\/div><\/div><\/div><div id=\"panel-7658-0-0-2\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce\" data-index=\"2\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-2\" ><h3 class=\"widget-title\"><div class='uc-accordion'>5 Minute Videos<\/div><\/h3><div class=\"textwidget\"><p><span style=\"font-family: helvetica, arial, sans-serif;\">The below videos review some basic concepts of metadata in less than 5 minutes.<\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif;\"><a href=\"https:\/\/www.youtube.com\/watch?v=L0vOg18ncWE&amp;pp=ygUSNSBtaW51dGUgbWV0YWRhdGEg\">5 Minute Metadata - What is metadata? (3:55)<\/a><\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif;\"><a href=\"https:\/\/www.youtube.com\/watch?v=wQ6XNKb2jh8&amp;pp=ygUSNSBtaW51dGUgbWV0YWRhdGEg\">5 Minute Metadata - What is a standard? (3:28)<\/a><\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif;\"><a href=\"https:\/\/www.youtube.com\/watch?v=aOVN0v-HWcQ&amp;pp=ygUSNSBtaW51dGUgbWV0YWRhdGEg\">5 Minute Metadata - What is a data dictionary? (1:14)<\/a><\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif;\"><a href=\"https:\/\/www.youtube.com\/watch?v=_blfh7uR05A&amp;pp=ygUSNSBtaW51dGUgbWV0YWRhdGEg\">5 Minute Metadata - What is a CSV? (4:42)<\/a><\/span><\/p>\n<\/div><\/div><\/div><div id=\"panel-7658-0-0-3\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce\" data-index=\"3\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-3\" ><h3 class=\"widget-title\"><div class='uc-accordion'>Common Data Elements and Data Standards<\/div><\/h3><div class=\"textwidget\"><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>A Common Data Element (CDE)<\/strong> is a data definition or data element that is commonly used with an agreed-upon standard within a specific domain or across multiple domains and are a recommended component of metadata.<\/span>\n\n<span style=\"font-family: helvetica, arial, sans-serif;\">The NIH has endorsed CDEs that meet established criteria and the National Library of Medicine maintains the <a href=\"https:\/\/cde.nlm.nih.gov\/cde\/search\"><strong>NIH CDE Repository<\/strong><\/a> with a search tool that allows users to filter by Institute, data type, keyword, etc..<\/span>\n\n<span style=\"font-family: helvetica, arial, sans-serif;\">The use of CDEs contribute to ensure that data is collected, stored, and exchanged consistently and helps to improve data interoperability, facilitate data sharing, and enhance data quality.<\/span>\n\n<span style=\"font-family: helvetica, arial, sans-serif;\"><strong><a href=\"https:\/\/fairsharing.org\/\">FAIRsharing.org<\/a><\/strong> maintains a registry of terminology artefacts, models\/formats, reporting guidelines, and identifier schemas. <strong><a href=\"https:\/\/fairsharing.org\/search?page=1&amp;isMaintained=true&amp;isRecommended=true&amp;status=ready&amp;fairsharingRegistry=standard\">This link<\/a><\/strong> to the search tool displays 60+ data standards that are:<\/span>\n<ul>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\">recommended by a data policy from a journal, journal publisher, or funder.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\">actively maintained by a representative of the resource.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\">active and ready for use.<\/span><\/li>\n<\/ul>\n<span style=\"font-family: helvetica, arial, sans-serif;\">Additional filtering options by subject, domain, species, etc. are available, to narrow down your choices.<\/span>\n\nThe FAIRsharing Standards Overview can be found here: <a href=\"https:\/\/doi.org\/10.5281\/zenodo.8186982\" class=\"broken_link\">https:\/\/doi.org\/10.5281\/zenodo.8186982<\/a><\/div><\/div><\/div><div id=\"panel-7658-0-0-4\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce\" data-index=\"4\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-4\" ><h3 class=\"widget-title\"><div class='uc-accordion'>The README File<\/div><\/h3><div class=\"textwidget\"><span style=\"font-family: helvetica, arial, sans-serif;\">The README.txt file is intended as an overview of the data, providing the information needed to make working with (DROs) Digital Research Objects, numerical data, images, spread sheets, etc., easier and increases the accessibility for users and researchers. The following guidelines will help you craft a comprehensive document to assist users.<\/span>\n\n<span style=\"font-family: helvetica, arial, sans-serif;\">A separate README file is recommended for each distinct dataset. For example, if the same data collection occurs multiple times during your project, a single README file is sufficient for the set. The document may contain any or all of the following information:<\/span>\n<ul>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Keywords:<\/u> Terms or phrases that describe the subject, domain, and\/or content of the data.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Persistent Identifiers (PIDs):<\/u> Unique identifiers, such as: ORCID ids, DOI (Digital Object Identifier), etc.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Naming Conventions:<\/u> Standards used to organize and identify folders and files and for version control.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Data Ownership:<\/u> Details regarding the creator, ownership\/source(s), and rights associated with the data.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Data Content\/Quality:<\/u> Information on data validation, anomalies, accuracy, precision, and completeness.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><u>Time Intervals<\/u>: Information about the time resolution and frequency of data collection or timestamps indicating when data was collected or recorded.<\/span><\/li>\n<\/ul>\n<span style=\"font-family: helvetica, arial, sans-serif;\">Creating a README file at the beginning of your research process, and updating it consistently throughout your research, will help you to compile a final README file when your data is ready for deposit.<\/span>\n\n<span style=\"font-family: helvetica, arial, sans-serif;\">Publish your README file as a plain text file, avoiding proprietary formats, such as Microsoft Word, whenever possible. The .txt format is recommended due its generic and interoperable properties making it ideal for sharing. If you\u2019ve used (or prefer) a proprietary format, save the document in .txt format prior to sharing.<\/span><\/div><\/div><\/div><div id=\"panel-7658-0-0-5\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce\" data-index=\"5\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-5\" ><h3 class=\"widget-title\"><div class='uc-accordion'>The Data Dictionary<\/div><\/h3><div class=\"textwidget\"><span style=\"font-family: helvetica, arial, sans-serif;\">A data dictionary is a structured collection of metadata or information specific to the data elements within your dataset. It helps users understand the context of the data, their attributes, relationships, and definitions. The data dictionary can be part of the README document when the number of data elements is limited, or as a separate document when the data set has a large number of data elements, variables, or requires extensive explanation\u00a0about the content.<\/span>\n<ul>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>Data Element Name:<\/strong> This is the name of the data element.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>Definition\/Description:<\/strong> Describes the data element, its purpose and its context. e.g., weight in kilos, height in cm<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>Data Type:<\/strong> This defines the type of data that can be stored in a field. E.g., text or numeric, date format<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>Values and Anomalies:<\/strong> Variables used for a particular data element and deviations from standards, norms, or expected results.<\/span><\/li>\n \t<li><span style=\"font-family: helvetica, arial, sans-serif;\"><strong>Data Structure\/Groups:<\/strong> A group of data elements that describe a unit in the system and\/or relationships between data elements.<\/span><\/li>\n<\/ul><\/div><\/div><\/div><div id=\"panel-7658-0-0-6\" class=\"so-panel widget widget_black-studio-tinymce widget_black_studio_tinymce panel-last-child\" data-index=\"6\" ><div class=\"panel-widget-style panel-widget-style-for-7658-0-0-6\" ><h3 class=\"widget-title\"><div class='uc-accordion'>3rd Party Resources <\/div><\/h3><div class=\"textwidget\"><p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">Creating metadata manually can be a confusing and time-consuming task.\u00a0 Stanford University and CalTech offer information about the process, including tools to assist researchers in automating the creation of Metadata.<\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><a href=\"https:\/\/guides.library.stanford.edu\/research-metadata\">Create metadata for your research project - Stanford University<\/a><\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\"><a href=\"https:\/\/caltechlibrary.github.io\/RDMworkbook\/index.html\">The Research Data Management Workbook - California Institute of Technology<\/a><\/span><\/p>\n<p><span style=\"font-family: helvetica, arial, sans-serif; font-size: 12pt;\">We will update this page as we gain more knowledge on this topic.<\/span><\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>","protected":false},"excerpt":{"rendered":"<p>Metadata helps researchers understand the content, context, and structure of the dataset.\u00a0It\u00a0provides details about variables, units of measurement, data sources, and data collection methods.\u00a0As interdisciplinary research becomes more common, metadata becomes even more critical\u00a0when datasets from various sources may be combined\u00a0and analyzed together. It helps researchers from different fields understand and use data from diverse [&hellip;]<\/p>\n","protected":false},"author":5026,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"categories":[],"tags":[],"acf":[],"publishpress_future_action":{"enabled":false,"date":"2026-04-15 20:47:27","action":"change-status","newStatus":"draft","terms":[],"taxonomy":""},"_links":{"self":[{"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/pages\/7658"}],"collection":[{"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/users\/5026"}],"replies":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/comments?post=7658"}],"version-history":[{"count":126,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/pages\/7658\/revisions"}],"predecessor-version":[{"id":9130,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/pages\/7658\/revisions\/9130"}],"wp:attachment":[{"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/media?parent=7658"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/categories?post=7658"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/health.uconn.edu\/aits\/wp-json\/wp\/v2\/tags?post=7658"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}