C: Description

Definition: An account of the content of the resource.

Obligation: Recommended.

What is this element?

Description is used to explain what the resource is and, especially for services, why and when the resource is useful. It is a textual description and can contain:

• an abstract, or
• a listing of a table of contents, or
• thumbnail images or other electronic samples of content.

An accurate, clear, concise and objective description assists users in determining whether a resource will be useful to them. It is particularly useful for describing non-textual resources such as:

• Services - provide a concise description of the nature of the service: short enough to be read out on the telephone, client-focused, identifying the problem that people enquire about, rather than the solution. If the service is part of a process, consider identifying any previous steps and possible next steps. (These would be linked using Relation.)
• Agency/entity records - provide information that explains the identity and nature of the organisation being described.
• Images, video clips, and sound files etc. - especially where a resource is not text based, it is useful to have words or phrases describing the content so that people can decide if it is likely to be useful to them.

The Description element facilitates searching based on words and phrases that describe the resource.

The words in a description can be indexed by search engines and displayed in search results. As a general rule, descriptions should be no more than 50-80 words in length. Some search tools display text from the Description field but be sure to put the most meaningful information in the first few sentences because only the first few lines of a description may be displayed.

Preparing a description

Determine the key concepts, characteristics and significant content of the resource by reviewing it in total (if it is of practicable length), or by reading the executive summary, table of contents, preface, introductions to sections and conclusions. Use any existing summary of the resource as a starting point. The description could cover:

• Approach to subject (e.g. critique, explanation, beginners guide).
• Reason for production of resource (e.g. to inform, invite comments).
• Groups and organisations referred to.
• Events covered.
• List of key fields (database) or chapters.
• Key outcomes.
• Broad policy area.
• Level (academic, technical, general etc).
• Any other useful information.

Draft a descriptive text, keeping the following tips (below) in mind:

• Remember the 'inverted triangle' principle. The most important facts, e.g. what it is and what it's used for, need to be at the start to make it easier for the user to quickly decide if they are interested in the resource. This is especially important as search result listings may display only a limited segment.
• Begin with a verb (e.g. "Gives..." "Presents..."), and use the objective third person point of view. Avoid using "We provide..." or "You can find...".
• Try not to duplicate information held elsewhere (e.g. in the Creator or Title elements). Instead, provide more detail about the contents of the resource.
• Be concise - On the web many readers don't read text that looks too long, or is too hard to read. So package your text in a short, two- to three-sentence paragraph - the fewer words, the better.
• Use simple and direct language, omitting unnecessary words. Avoid jargon or "agency speak" - the public may not use the same words or terms that you might use within your agency. Explain any technical or complex terms.
• Use hyphens instead of bullet points because formatting and fonts may not display as intended.
• Include words and phrases that your users might typically search on.
• Use a consistent style. For example, if you write "website" in one place, don't write "Web Site" elsewhere.
• Abbreviations and acronyms may be used, provided they are also spelled out in full.
• Do not include any contact information, e.g. URIs, URLs, phone numbers - this information should be in the Identifier or Availability field.
• When writing descriptions for Government web portals, remember that the portals are aimed at 8 year olds in terms of language and style.

Review and edit the draft text:

• Try to picture the description in a long list of hits, under its title. The chances are that only the first line will be immediately visible or read.
• Condensation - are the essential contents of the resource reflected?
• Clarity - is the text simple, understandable at first glance?
• Verify your content - check whether it is accurate and correct.
• Test any links.
• Check spelling and grammar.
• Get someone else in your organisation to look over what you've written.

Even if you are the sole metadata person in your agency, we still recommend that you print off records to get them checked off for readability, grammar, spelling etc by another person in the organisation. It can be hard to see your own mistakes!

Description and other elements

The Description element can be used to provide a text description of the intended audience for the resource, to supplement the Audience element.

Examples