Most current metadata creation tools have an option to export a record in XML. Export the XML record and continue to Step 2.
If submitting the record in XML is not possible, you will need to create a text version of the record. How you do this depends on the tool used to create the metadata. Instructions for some common metadata tools:
SMMS
From the File Menu, select the Export option. On the Metadata Export form, select the metadata record you wish to export from the pick list on the left. Select the FGDC Encoded ASCII option under File Type. If you are using the Biological Data Profile, be sure to check the Include Biological Profile box. Click the OK button, and select a location for the record to export to. The file will be named the same as the title of the metadata record, and you may wish to rename it to something more meaningful.
Arc Catalog
Highlight the data layer of interest in the Catalog Tree. Select the metadata tab to access the metadata and the metadata tool bar. On the metadata tool bar, click the Export metadata button. On the Export form, select a location and meaningful filename for the output, and choose FGDC CSDGM (TXT) from the Format pull down box. Click OK to write the text file.
Step 3 : Include the following items in the email for each metadata file(s) submitted
a) Name, email address, and phone number of the person submitting the files.
b) Indicate whether each metadata file is a new submittal or a resubmittal. If it is a resubmittal, provide the file name of the previous submittal so the formerly submitted/served file(s) can be replaced.
c) Indicate which NBII partner name or node the metadata should be served on. (if you are unsure, please note this, and we will work with you to be sure it is served in the proper way on the Clearinghouse).
d) The agency/organization (and parent agencies/organizations) that are the owners of the metadata (e.g. USGS/BRD/FORT)
e) The type of information the metadata refers to: dataset or map; publication or bibliographic reference; or tool (software, decision support system, analysis tool, etc.) This information is needed to assign unique file names to the file(s) served.
f) The name and version, if known, of the software used to create the metadata.
g) The name, email address, and phone number of one person to contact to answer questions regarding the contents of the metadata.
h) The name, email address, and phone number of the person(s) in addition to (g) above (if any) who should receive the final, compliant copy of the metadata file(s), and who should be notified of the unique filename used in serving the metadata. If any edits were necessary to make the metadata compliant, a list of these edits will also be sent.
i) The name, email address and phone number of the person(s) in addition to (g) and (h) above (if any) who should receive notification that the metadata are available on the Clearinghouse and how it can be accessed.
Step 4 If errors are encountered during the QA/QC process...
...that must be addressed during the QC process, the person identified in step 2(g) above will be contacted. If there are no errors, the file(s) will be submitted to the clearinghouse. When the metadata are available on the clearinghouse, the people specified will be notified, and the final compliant metadata file(s) returned as outlined in 3(g-i) above.
