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How to Populate an EIMS Record – Metadata Entry Main Page |
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| What is this? |
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This web page serves as a "How to..." guide for populating (adding and/or editing) the Metadata Entry Main Page Information Component data within an EIMS metadata record. It contains an overview of the process and a summary of the steps involved, followed by detailed instructions with screen shots from the EIMS application. Red markings on the screen shots highlight or describe screen content.
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Overview |
What is the purpose of the Metadata Entry Main Page data entry form? |
| The Metadata Entry Main Page data entry form serves as the primary data entry form for records in EIMS. It contains all of the absolutely necessary fields for populating an EIMS record. So, to add a record to the EIMS system, you must first enter and submit the Metadata Entry Main Page form. Although population of all applicable Information Component data entry forms is recommended, no other forms are mandatory. |
Who can populate Metadata Entry Main Page metadata? |
| Any registered user of EIMS can add a metadata record, the first step toward sharing information about an Information Object with the EIMS user base. Once the record has been added, any user with editing permissions (DEP, Co-Owner, Librarian) may add, edit, and/or delete any of the Information Component data as often as necessary to ensure complete and accurate population of the metadata. The record will not be released to the designated user base until its Metadata Status has been set to Reviewed by the applicable Librarian.
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Prerequisites |
| Before you can add an EIMS metadata record, you must have Logged in with a registered account. To edit the Metadata Entry Main Page, you must have editing permissions for the record. |
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How do you populate the Metadata Entry Main Page of an EIMS record?
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Although you use the same data entry form, the process varies slightly depending upon whether you are adding or editing Metadata Entry Main Page Information Component metadata.
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How do you add Metadata Entry Main Page of an EIMS record?
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Select Create Directory Entry from the EIMS Main Menu.
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Populate all desired fields on the Metadata Entry Main Page.
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| Select the Save button.
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How do you edit the Metadata Entry Main Page of an EIMS record?
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Open the EIMS metadata record in edit mode.
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Edit fields as desired.
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| Select Save to update the record. |
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| Detailed Instructions |  |
| Instructions for Adding Metadata Entry Main Page Data |
| Step 1 |
Select Create Directory Entry from the EIMS Main Menu to display the EIMS Main Entry Page. |
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| Step 2 |
Populate all desired fields (see instructions below).
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| NOTE |
Mandatory fields are indicated by an asterisk (*). |
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| | The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)
A record's Availability indicates who will be able to view the record through EIMS search functions once it has been reviewed by the Metadata Librarian. Use the pick list to select from the 4 levels of availability: - Public – accessible to all EIMS system users
- EPA Only – accessible to only EPA registered users
- Group – accessible to only a specifically defined group of system users
- Owner – accessible only by the designated owner of the EIMS record
This selection will restrict access to the EIMS record consistent with information security policies. The default value is Public. Please note that the EIMS entry will not be accessible to the designated parties until the Metadata Status has been set to Reviewed by the applicable Librarian. |
| Enter a title (name) for the EIMS record. The record title should be as descriptive as possible, employing terms that clearly identify the specific subject and unique contents of the record. The title field is limited to 180 characters. Please note that the Title is stored in the database in all capital letters. |
| Enter an abstract that clearly references the specific subject and unique dimensions of the Information Object described by the metadata record. Give explicit consideration to major scientific concepts, keywords, and other descriptive terms to aid EIMS users in searching for relevant records. Please note that text (up to 10,000 characters) will not retain formatting (bulleted lists, bold text, etc.) when copied from a word-processing program and pasted into this field. You can, however, format your field content using simple HTML tags. |
| Enter the number of the current version of the Information Object described by the EIMS metadata record. |
| Enter a description of the differences between the current version of the Information Object and the one described by the original entry. |
| This field identifies the language in which the metadata is presented. Select a value from the pick list. |
The specific class of Information Object described by this EIMS metadata record. Select one of the following values from the pick list: - Data Set – a freestanding collection of information not included in a formal database management system
- Model – a set of algorithms used to calculate a derived quantity or predict a future state
- Web Site – a collection of web pages accessed at a specific URL
- Database – collections of data residing in a database management system
- Multimedia – information products such as maps, pictures and images, sound files and video films
- Document – any type of text information products (e.g., memorandum, book, article, report, etc.)
- Project – any type of bounded, focused activity with a defined outcome (a more comprehensive description of project activity is under development)
- Meeting – an organized assembly of people brought together for a defined purpose
- Spatial – environmental information that incorporates geographic identifiers which reference locations on the earth's surface using a standard set of coordinates
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Select one of the following values from the pick list:
- Incomplete – The record owner has not yet finished entering metadata and has, thus, not submitted the record for review. (Set the Metadata Status to Incomplete to indicate that the record is not ready for review or release.)
- Pending – The record has been submitted for review by a Metadata Librarian, but the review process has not been completed. (Set the Metadata Status to Pending, when you want to trigger the application to notify the applicable Librarian that the record is ready for review before release to the specified user base.)
- Reviewed – The record has been reviewed and approved by the applicable Metadata Librarian and is available for access through EIMS searches. (Set the Metadata Status to Reviewed when you want to release the record to the designated user base.)
- Retired – The record is no longer available for access through EIMS searches. (Set the Metadata Status to Retired when you want to remove the record from view in EIMS to all users except Librarians with permissions for the record and EIMS Administrators.)
- Deleted – The record is no longer accessible to anyone other than EIMS Administrators. (Only Librarian and EIMS Administrator users will see this option in the Metadata Status pick list. Librarians can set the Metadata Status to Deleted so that users – including themselves – cannot see the record. In addition, the record will no longer display in their reports and search results. Upon request, however, EIMS Administrators can find the record and reset the Metadata Status.)
Ability to set the Metadata Status field depends upon the user's permissions for the record. Only the applicable Librarian user (or an EIMS Administrator) can set the status to Reviewed, Retired, or Deleted. Only an EIMS Administrator can change the Metadata Status field of a record once it has been set to Deleted.
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| Step 3 |
Select the Save button, and a Success! message displays on the page indicating that the information entered has been added to the EIMS database. Additionally, the system generated unique identifier for the record (the Dir Entry ID) displays as the first field.
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| NOTE |
Select a data entry form link from the Navigation Sidebar to continue adding information to the EIMS metadata record.
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| Instructions for Editing Metadata Entry Main Page Data | |
| Step 1 |
Open the EIMS metadata record in edit mode (see Open Record "How to..." guide for instructions). |
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| NOTE |
If you are already editing the EIMS record, simply use the data entry form in the Navigation Sidebar to navigate to the Metadata Entry Main Page. |
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| Step 2 |
Edit fields as desired (see instructions below).
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| NOTE |
Mandatory fields are indicated by an asterisk (*). |
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| | The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)
| The Dir Entry ID (a unique identifier assigned to the record by the EIMS application) cannot be edited. |
A record's Availability indicates who will be able to view the record through EIMS search functions once it has been reviewed by the Metadata Librarian. Use the pick list to select from the 4 levels of availability: - Public – accessible to all EIMS system users
- EPA Only – accessible to only EPA registered users
- Group – accessible to only a specifically defined group of system users
- Owner – accessible only by the designated owner of the EIMS record
This selection will restrict access to the EIMS record consistent with information security policies. The default value is Public. Please note that the EIMS entry will not be accessible to the designated parties until the Metadata Status has been set to Reviewed by the applicable Librarian. |
| Edit the title (name) for the EIMS record. The record title should be as descriptive as possible, employing terms that clearly identify the specific subject and unique contents of the record. The title field is limited to 180 characters. Please note that the Title is stored in the database in all capital letters. |
| Edit the abstract that clearly references the specific subject and unique dimensions of the Information Object described by the metadata record. Give explicit consideration to major scientific concepts, keywords, and other descriptive terms to aid EIMS users in searching for relevant records. Please note that text (up to 10,000 characters) will not retain formatting (bulleted lists, bold text, etc.) when copied from a word-processing program and pasted into this field. You can, however, format your field content using simple HTML tags. |
| Edit the number of the current version of the Information Object described by the EIMS metadata record. |
| Enter (edit) a description of the differences between the current version of the Information Object and the one described by the original entry. |
| This field identifies the language in which the metadata is presented. Select a value from the pick list. |
The specific class of Information Object described by this EIMS metadata record. Select one of the following values from the pick list: - Data Set – a freestanding collection of information not included in a formal database management system
- Model – a set of algorithms used to calculate a derived quantity or predict a future state
- Web Site – a collection of web pages accessed at a specific URL
- Database – collections of data residing in a database management system
- Multimedia – information products such as maps, pictures and images, sound files and video films
- Document – any type of text information products (e.g., memorandum, book, article, report, etc.)
- Project – any type of bounded, focused activity with a defined outcome (a more comprehensive description of project activity is under development)
- Meeting – an organized assembly of people brought together for a defined purpose
- Spatial – environmental information that incorporates geographic identifiers which reference locations on the earth's surface using a standard set of coordinates
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Select one of the following values from the pick list:
- Incomplete – The record owner has not yet finished entering metadata and has, thus, not submitted the record for review. (Set the Metadata Status to Incomplete to indicate that the record is not ready for review or release.)
- Pending – The record has been submitted for review by a Metadata Librarian, but the review process has not been completed. (Set the Metadata Status to Pending, when you want to trigger the application to notify the applicable Librarian that the record is ready for review before release to the specified user base.)
- Reviewed – The record has been reviewed and approved by the applicable Metadata Librarian and is available for access through EIMS searches. (Set the Metadata Status to Reviewed when you want to release the record to the designated user base.)
- Retired – The record is no longer available for access through EIMS searches. (Set the Metadata Status to Retired when you want to remove the record from view in EIMS to all users except Librarians with permissions for the record and EIMS Administrators.)
- Deleted – The record is no longer accessible to anyone other than EIMS Administrators. (Only Librarian and EIMS Administrator users will see this option in the Metadata Status pick list. Librarians can set the Metadata Status to Deleted so that users – including themselves – cannot see the record. In addition, the record will no longer display in their reports and search results. Upon request, however, EIMS Administrators can find the record and reset the Metadata Status.)
Ability to set the Metadata Status field depends upon the user's permissions for the record. Only the applicable Librarian user (or an EIMS Administrator) can set the status to Reviewed, Retired, or Deleted. Only an EIMS Administrator can change the Metadata Status field of a record once it has been set to Deleted.
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| Step 3 |
Select Save, and a Success! message displays on the page indicating that the record has been updated as entered. |
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| NOTE |
Select a data entry form link from the Navigation Sidebar to continue editing information in the EIMS metadata record.
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