| Getting Started | Main Menu | Metadata Records | Templates | User Account | Upload Files | Logging Out |
Start by gathering information about your document and identifying
the files that comprise your document. Documents composed of multiple files must have
their files deposited together if the user is going to be able to retrieve the files
together and reconstruct the document. Active web links will no longer work once the
document is in the depository. Agency Guide to Indexing Electronic Publications lists the
information you will need to complete a metadata record and gives examples. You may create
templates in the metadata generator, so you will not be required to enter the same
information for each publication.
Point your Web browser to the Metadata
Generator. (Internet Explorer works best.) Enter the Metadata Generator by
typing in the login and password that you received from the Illinois State Library. If you
need a login and password, please contact Bill Echelbarger by sending email to Wechelb at ilsos.net.
The main menu of the Metadata Generator is divided into two main sections: Metadata Records on the left side of the screen and Metadata Templates on the right side of the screen. Metadata Records lists choices regarding individual records in your account. The Metadata Templates menu allows you to store and edit the templates you have made to save information that is used repeatedly. Along the bottom are buttons to access other functionality in the Metadata Generator.
| Create Record | Edit Record | Delete Record | View Record |
The first time you click on “Create Record” you are taken
to a blank data entry form for a metadata record, but once you have saved templates in
your login you are taken to an intermediate screen that allows you to choose either an
empty form or one of your templates. To select and empty form click on “Use an Empty
Form.” To select one of your templates click on the link “Use This
Template” under the template you wish to use.
Refer to Agency Guide to Indexing Electronic Publications as needed for filling in the
form. Note that you must fill in all fields marked with an asterisk (*) to complete a
metadata record.
If your document is composed of multiple files or a single file that will not be posted on
the web for another two months select, “I will upload file(s) that comprise a single
document.” in Section 1. G.
If your document is a single file that will be posted on the web for
another two months select, “A URL that points to a single online file in Section 1.G.
Note that a web page coded in a mark-up language is usually composed of multiple files.
You will need to make sure that the links in the files address each other before
depositing them, or you may create a pdf of the web page and deposit a representation of
the page.
When you complete the metadata entry screen you have three choices:
If the publication is a Web page in HTML or another markup language, you can add the metadata to your posted page, thereby increasing accessibility to your document by all search engines. For instructions see Adding Metadata to Web Pages.
Clicking on “Edit Record” will display a list of all the records you have created in your login that you have not yet deleted. If your record is still waiting to be accepted for processing, you can click on the link, Edit This Record, below the description of the record to display it in a metadata entry form. Once you have made your changes you have three options at the bottom of the entry form:
If your record is in processing or has already been accepted into the depository, you will need to mail changes to:
Click on “Click here to connect to the record and print it out” to print a copy of the record. Note your changes and mail the printout to the ISL.
Clicking on “Delete Record” will display a list of all the records you have created in your login that you have not yet deleted. Choose the record you want to delete from the list by clicking on “DELETE this Record” beneath its description. When the record opens there are two choices at the top of the screen:
Click on View Records to view all of the records that you have
created but not deleted. If you click “View This Record” beneath a record’s
description, the record will open.
The standard display for viewing metadata resembles the metadata entry form. At the top is
the Metadata Record Number. You will need this number if you choose to upload files at a
later time off of the Main Menu.
To view formatted metadata that can be copied and pasted into mark-up language source
code, click “View Metadata” in the header on an individual record display. For
instructions on adding metadata to web pages see Adding
Metadata to Web Pages.
| Create Template | Edit Template | Delete Template | Use Template |
Templates allow information to be saved and reused for multiple metadata records. You can save a lot of time and typing by creating a template with the contact information (Section 2.) before creating individual records. You will probably also want one template for each publication issued repetitively, like an annual report.
The first time you click on “Create Record” you are taken
to a blank data entry form for a metadata record, but once you have saved templates in
your login you are taken to an intermediate screen that allows you to choose either an
empty form or one of your templates. To select an empty form click on “Use an Empty
Form.” To select one of your templates click on the link “Use This
Template” under the template you wish to use.
Once on the metadata entry form refer to Agency
Guide to Indexing Electronic Publications as needed for filling in the form.
When you complete the metadata entry screen you have two choices:
Templates can be changed, as needed. Modifications do not result in
new metadata records nor do they change records already deposited.
Clicking on “Edit Template” will display a list your templates. To open a
specific template click on the link Edit This Template beneath the template’s
description.
You have three choices at the bottom of the metadata entry form:
Templates can be deleted when they are no longer needed. The
deletion of templates does not affect the records already deposited.
Clicking on “Delete Template” displays a list of your templates. Choose the
template you wish to delete by clicking on the link DELETE this Template beneath the
template’s description.
You have two choices located above your metadata record:
Clicking on “Use Template” displays a list of your
templates. Only templates you create and have not deleted are listed.
To open a template in a metadata entry form click on the link “Use This
Template” beneath the template’s description.
When you complete the metadata entry form you have three choices:
You may change your contact information or your password. Please
keep current contact information in this area so that the ISL can notify you of any
changes.
Remember to periodically change your password to protect your account.
If your publication consists of a single file that is not available
online for at least two months, or consists of multiple files, you chose to upload your
files in Section 1.G of the metadata record. The option to upload appears at the top of
the screen after you create the metadata record. You can also access the upload utility
from the main menu, if you need to upload at a later time. If you upload later, you will
need the metadata record number the Generator assigned at the time you created your
metadata record. Use View Records to
find the metadata record number.
Your deposit is not complete until you have uploaded the
necessary file(s).
c. Brief description of file contents or purpose. Describe the file in a few words. This heading will display to the public in the list of multiple files attached to your metadata record, so use a unique description for each file.
d. Name of software program used to create this file. Enter the software program used to create the file, such as Microsoft Word 2000 or Adobe Acrobat.
e. Version of that software program. Enter the version of the software program, such as
6.1.
f. Is this the last file to be uploaded for the current document?
Click here to access a menu of help pages regarding the Metadata Generator. From the menu you can also access your account information, return to the main menu, or log off the generator.
Please log out when you are finished working with the Metadata Generator. Log Out is available on the Main Menu.