How to use the Metadata Editor ?

What is it ?

Link to the Metadata Editor

This tool was designed by NCEI (National Center for Environmental Information, USA) to easily enter metadata information. The system automatically generates an .xml file that is interoperable. After submission to the SOCAT database, this .xml file is used to automatically generate a PDF file, easier to read and to check for Quality Controllers (QCers).

Why using it ?

Metadata are essential to provide context for data: their history, how they were produced, their accuracy, their traceability, etc. They also make it possible to compare datasets with one another and to track the evolution of technologies used to expand the database. Metadata are fundamental to the description of any dataset. However, while their presence is required, it is their precision, completeness, and interoperability that determine their true value.

        • Precision: metadata should ideally be as accurate and detailed as possible, describing methods, instruments, calibration procedures, temporal and spatial coverage, and any sources of uncertainty, so that the data can be correctly interpreted and reused.
        • Completeness: metadata should ideally cover all relevant aspects of the dataset, including data provenance, processing steps, and contact information, ensuring full transparency throughout the data lifecycle.
        • Interoperability: metadata should follow common standards and formats, allowing them to be easily exchanged, understood, and reused across different platforms, databases, and communities.

 

How to use it ?

Watch the following video to have a quick overview :

Depending on your situation, you can either upload an existing version (for example, last year’s document) and update only the fields that have changed, or generate a new version from scratch if no previous version is available.

Updating an existing document helps you avoid re-entering information that has not changed and is therefore the recommended option whenever possible.

I already have metadata files (from previous submissions) I create the metadata file from the start

 

 

Reusing an existing metadata file

Import Comptability

The procedure for uploading an existing document in the ME is identical for all formats.
The quality of the automatic import depends on the format of the uploaded file.
Different file types contain different levels of structured metadata and therefore
produce different results in the Metadata Editor.

      • ✅ .xml / .xlsx files
        Best compatibility. Most metadata is automatically recognised. You will only need to verify/update the imported information and complete any missing information.
      • ⚠️ .xls files
        Partial recognition. Most metadata need to be entered manually.
      • ❌ .pdf / .doc / .docx files
        These formats cannot be imported into the Metadata Editor because they do not
        contain metadata in a structure that can be interpreted by the system. Metadata
        must therefore be entered manually in the form.

In the Metadata Editor :

      1. Load – Click Choose File, select the .xml or .xlsx file from your computer and click Upload.
      2. Validate – Click Validate to check whether all mandatory information is available. Missing information will be highlighted in red in the left-hand menu.
      3. Download – Click Download and save the generated .xml file.

 

 

Creating a metadata file for the first time

1. Complete the metadata form

The Metadata Editor is organised into the following sections:

        • Citation information
        • Data submitter
        • Investigators
        • Time and location information
        • Funding
        • Platforms
        • CO₂ variable information
        • Other variables

Fields marked with an asterisk (*) are required for submission. All other fields are optional but strongly recommended whenever the information is available.

2. Validate the metadata

Once you think all required fields have been completed, click Validate. The system will check that all mandatory information has been provided, identify missing values, highlight incomplete sections in red in the left-hand menu. When all required information has been entered, the metadata file becomes available for download.

3. Preview and download the metadata file

Click Preview to review the metadata file. When you are satisfied with the content, click Download and save the generated .xml file to your computer.

⚠️ Information is not automatically saved on the Metadata Editor servers. To save your progress and continue working later: (1) Enter an Expocode. (2) Click Download (without validating). Reload the downloaded .xml file later.

When your metadata are ready, it's time to submit datasets. The tutorial How to Submit Datasets is available for support.
For any comments, suggestions or questions, please contact us.