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Metadata Tips for Microsoft Word, Text, and Photographs. Presentation to: The San Francisco C hapter of the Society for Technical Communicators Cheryl Hunt September 21, 2011. What Is Metadata and Why Use it?. ?. - PowerPoint PPT Presentation
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Metadata Tips for Microsoft Word, Text, and Photographs
Presentation to: The San Francisco Chapter of
the Society for Technical CommunicatorsCheryl Hunt
September 21, 2011
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What Is Metadata and Why Use it?
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?
There Are Two Types of Metadata:• Structural Metadata: – The design and specification of data
structures. – “Data about the containers of data”
• Descriptive Metadata: – About specific data content. – “Data about content”
Source: http://en.wikipedia.org/wiki/Metadata
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Knowing Structural Metadata Helps Systems Work Together
• Programs “talk” directly to other programs.• Systems understand each other’s structure.• Third parties can import and export data
between systems.• Searches run simultaneously across data
silos.
Source: http://en.wikipedia.org/wiki/Metadata_publishing
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Benefits of Using Content Metadata
• More accurate searches.• Describes content and context to applications
and people.• Applications can act on metadata to provide
services automatically.• Promotes the use of a controlled vocabulary
across departments and disciplines, aiding communication.
Source: http://en.wikipedia.org/wiki/Metadata_publishing
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Use Metadata To Identify Content and Make it Searchable
If you can’t find it, it might as well not exist.
~ Paraphrase of Barbara Quint, Editor, Search Magazine, 1994
Authors spend half their time looking for content to reuse that they can’t find.
~ According to Author-it (Component Content Management Webcast, August, 2011)
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Right-Click File Name To Access Properties - Then Again To Open
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Word Files Have 3 Property Tabs: General, Custom, and Summary
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The Summary Tab Holds Basic Author Defined Metadata
• Title• Subject• Author• Category• Keywords
– Separate with commas
• Comments– A Text Area
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Use The Summary’s Advanced Button To Display and Enter More Information
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The Custom Tab Is Only Available for Word – Not for Text or Images
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Image Files Also Have All General and Summary Metadata Properties
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Use These To Organize Your Metadata
Taxonomy• The practice and
science of classification • A hierarchical structure• A classification scheme • Many Supertype-
subtype relationships (ie:parent-child)
• http://en.wikipedia.org/wiki/Taxonomy
Controlled Vocabulary• A way to organize
knowledge for later retrieval
• Uses predefined, authorized terms
• Used in headings, key words, and indexes
• http://en.wikipedia.org/wiki/Controlled_vocabulary
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Tips for Starting To OrganizeCreate a Taxonomy
• Look at Your File Structure• Use The Dewey Decimal
System for Inspiration – 000 Generalities– 100 Philosophy & psychology– 200 Religion– 300 Social sciences– 400 Language– 500 Natural sciences &
mathematics• Examples Online
– http:// www.e-mapsys.com/Taxonomy1.htm
Create a Controlled Vocabulary
• Keep a Working List• Save in Excel Files
– Use Extension *.csv– Automatically Adds
Commas To Separate the Words
– Open With Notepad• Examples Online
– http://www.controlledvocabulary.com/examples.html
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Word Only Tips To Save on Typing
• Macros– http://
office.microsoft.com/en-us/word-help/create-a-macro-HP005189420.aspx
• Auto Text– http://www.uwec.edu/help/Word07/AUTO-text.htm
• Both must be entered in the body, then cut and pasted to the properties
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Microsoft on How To Remove Metadata With More Information • In Legal Documents:
http://office.microsoft.com/en-us/word-help/control-metadata-in-your-legal-documents-HA001140034.aspx
• Office 2003:http://support.microsoft.com/kb/825576
• Office 2007:
http://office.microsoft.com/en-us/excel-help/remove-hidden-data-and-personal-information-from-office-documents-HA010037593.aspx
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