The Metadata Tool will generate a results list of records matching your query. The results will be displayed in a descending order of relevance (most relevant items appear at the top of the results). Relevance is determined through a combination of word occurrence frequency and a weighted value of the metadata fields being searched. Word occurrence in the Title is the weighted the most heavily. Alternate Title, Creator, Publisher, Classification, and Contributor are in the next lower tier of weight values. Occurrence in the URL and Description are given the lowest weight values.
If that name matches names already existing in the Names table, a results list will be generated and returned. Check all the appropriate boxes, and click update. The Metadata Tool will add all names checked to the resource record. NOTE: It is important to remember that this table is populated by the user; so when you begin using it, there will be no names included (after supplied sample records are removed). As you add records, you will be adding names and will eventually build up the Names table.
If that name does not exist [as will be the case often when you begin using the Metadata Tool], or none of the results are the correct name, you may then add that name to the table. The portal software's Metadata Tool allows for a Controlled Name and a Variant Name. A Controlled Name is an official form of a name applied to all records uniformly to avoid confusion or misidentification that may impede retrieval. The Variant Name is intended to record all other forms associated with the name including acronyms, honorary titles, dropped initials, diminutives, etc. Having both a Controlled Name and Variant Names allows all records associated with this name to be linked and also for editing easily across records. The ability to add all variants makes it possible to retrieve those name forms when searching for records.
If that classification exists in the Classification table a list is generated by Metadata Tool. You may then check all the appropriate boxes and click the "Assign Classifications to the Resource Record" button. The Metadata Tool will add all classifications checked to the resource record. If that name does not exist, or none of the results are an accurate classification you may try a related term and search again.
In the event that you cannot find a classification you like and you are authorized (see your portal administrator), you may then add a new name to the table. The Metadata Tool uses all added classifications to create a browsing system for users. Classifications have the form:
Broadest tier - More specific - Most
specific
Or,
Science - Physics - Atomic structure
Only one image may be added to each particular Screenshot field. Additional fields are required to accommodate additional images.
After an image has been added to a record a Remove Image button will appear. To remove an image already associated with a resource record, simply click on this button. The desired image should then be deleted from the resource record.
Portal developers are strongly encouraged to also complete the Screenshot Description field whenever adding an image(s) to a resource record. This field provides explanatory text for images and graphics. According to established guidelines of accessiblity for World Wide Web resources, images or graphics should always provide appropriate explanatory text to insure that the image's meaning is understood by persons using screen reader software (generally those who are blind or with low vision). Completing the Screenshot Description field is an easy method to incorporate this practice into portal development workflow without modification to HTML code.
Additionally, the Screenshot Description field provides text that can be searched (when enabled by portal administrators) by the Keyword, Advanced Search, and Metadata Tool search engine.