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International Polar Year 2007–2008 - WMO

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for DiTRL to develop a more user-friendly querying<br />

system were seen to be of benefit, but in late 2008,<br />

with the closure of the IPO likely to happen in March<br />

2009 (later postponed until September 2010), having a<br />

working system was a great advantage. At this stage,<br />

the priority was collecting the information, rather than<br />

accessing it. It was envisaged that once the information<br />

had been collected it would become easier to obtain<br />

funding to develop access.<br />

Electronic Records and Metadata<br />

The IPY “archiving committee“ acknowledged that<br />

most individual depositors would not wish to upload<br />

on an individual file level, as this would be too time<br />

consuming. It was decided to suggest that material<br />

be uploaded at folder level, e.g. emails sorted by date<br />

or files by topics. The folders could be zipped, thus<br />

creating one file associated with one set of metadata<br />

(cataloguing information). In addition, fields such as<br />

creator, date, title, filename, etc., associated with item<br />

level cataloguing (i.e. for individual files) occur to a<br />

great extent electronically as part of the file and might<br />

be extracted automatically to facilitate indexing.<br />

Fig. 4.2-4. Browse<br />

screen from IPY-<br />

DiTRL.<br />

The DiTRL metadata requirements in use at this<br />

time asked for some information such as audience,<br />

event type and discipline not required for this dataset.<br />

A truncated list of fields, to be completed by the<br />

person submitting the data, was devised to include:<br />

• Provenance Information (input level information<br />

from the depositor, including name, role within IPY<br />

and dates of involvement, institution(s) and contact<br />

details)<br />

• Filename<br />

• Document Title<br />

• Project number (to be supplemented by the<br />

addition of new fields based on chronological<br />

development of IPY stages)<br />

• Creator<br />

• Description<br />

• Country/ies<br />

• Keywords<br />

• Start and end dates (for a collection)<br />

• Accessibility: open or closed archives<br />

As submissions through the DiTRL interface<br />

commit the depositor to the terms of a click through<br />

agreement, a statement on the accessibility of the<br />

P u b l I C P r o g r a m s a n d e d u C a t I o n 507

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