Knowledge Base

High-quality metadata is the main mechanism that makes your research outputs FAIR (Findable, Accessible, Interoperable, Reusable). In HORTUS, metadata formats (metadata sets) let you describe resources in a structured way, so the same description can be reused across different systems (repositories, registries, community infrastructures, project portals) without re-entering everything. Interoperability is not something you do only at the end (when you click an Export button). It starts earlier: you first decide where your resource should be published, deposited, or indexed, and then you align your metadata to the expectations of those target platforms.

Start from your dissemination targets (choose the platforms first)

Before selecting a metadata format or creating a new one, define your target platform(s). Depending on your discipline and the type of output, these can include:

• General-purpose repositories (e.g., Zenodo).
• Discipline/community infrastructures (e.g., CLARIN, SSHOC, or other domain repositories).
• Institutional repositories (your university or institute repository).
• Publication venues (journal/publisher platforms, conference proceedings portals).
• Code and workflow hosting (e.g., GitHub/GitLab for software, notebooks, pipelines).
• Scholarly dissemination platforms (e.g., ResearchGate and similar services).

For each target platform, answer the following questions (even briefly):

1.What exactly will be deposited/published there (publication, dataset, software, audio/video, image collection, 3D model, etc.)?
2.Which metadata fields are mandatory for that platform (e.g., title, creators, date, license, keywords, resource type)?
3. Does the platform require or recommend controlled vocabularies or constrained values (e.g., licenses, languages, resource types)?
4.Which identifiers matter most (DOI for outputs, ORCID for people, stable URLs for organisations, projects, and referenced resources)?
5.How will HORTUS metadata be reused there (automated export, manual copy/paste, or external mapping)?

This short checklist becomes your interoperability compass: it tells you which metadata set to select in HORTUS and what to prioritise when you fill the fields.

Choose or design the right metadata format in HORTUS

Once you know your dissemination targets, choose the metadata format that best matches them:

• Prefer a Standard metadata format whenever possible: it is designed for broad interoperability and is usually the best starting point when you plan to export or align metadata with external platforms.
• Use a Community metadata format when your discipline needs specific fields, terminology, or conventions that are not covered by standard formats.
• Use a Personal metadata format when you need a customised template for your own workflow. Whenever possible, create it by duplicating an existing Standard or Community format and then extending it (instead of inventing a completely new structure).

If your planned metadata format is relevant beyond your personal use (e.g., it would benefit a research group or a discipline), you can propose it for community use through the moderation workflow described in this guide.

Build a FAIR core description (what to prioritise in every record)

Even when a metadata format contains many fields, interoperability usually depends on a stable set of core descriptive elements. As a rule, treat the mandatory fields of your target platform(s) as mandatory for you as well, even if they are optional in HORTUS.

A practical FAIR core typically includes:

• Title
• Creators / contributors (preferably with ORCID where possible)
• Description / abstract (what the resource is and why it matters)
• Keywords / subjects
• Dates (e.g., creation date and/or publication date)
• Resource type (publication, dataset, software, image, etc.)
• License and rights statement (explicit, unambiguous)
• Related identifiers and links (DOI, project page, related resources, documentation)

Practical interoperability tips (before you export or reuse metadata elsewhere)

Use the following tips to make your HORTUS metadata easier to map and reuse across platforms:

• Use persistent identifiers whenever possible (DOI for outputs when available, ORCID for people, stable URLs for organisations/projects).
• Provide explicit rights and licensing information: missing or unclear licenses often block reuse or create legal ambiguity.
• Prefer controlled vocabularies and stable values when available (e.g., language codes, resource types, licenses) to avoid spelling variants and improve machine readability.
• Keep a consistent meaning for each field: do not use “Description” for internal notes, and do not use “Title” for filenames. If a value is internal-only, store it in an internal field or personal notes, not in core descriptive metadata.
• Design for more than one target when needed: build a strong core description first, then add additional fields only where they bring clear value for a specific community or repository.

Dissemination options

Start from your dissemination goals.

• identify target platforms first
• design metadata accordingly
• ensure compatibility with external systems

Prioritise:

• clarity
• completeness
• standardisation

Focus on:

• descriptive fields
• keywords
• identifiers
• licences

Before exporting data:

• verify metadata completeness
• check format compatibility
• align with external standards
• avoid custom fields that break compatibility

HORTUS allows:

• internal discovery (Marketplace)
• linking to projects and events
• sharing across users
• exporting to external platforms