How a Hospital Library and the Local Public Library Partnered to Share Patient Education Materials

by Kathy Bryce Wednesday, July 09, 2014 9:31 AM

If you search the Halifax, Nova Scotia public library catalogue for “physiotherapy”, the first record to appear is for an educational pamphlet on “Physiotherapy services in Nova Scotia”  with a link to view it online as a PDF.  Subsequent records in the search results are also patient education pamphlets covering such topics as a guide to going home after surgery, ankle injuries and shoulder-strengthening exercises.

Halifax PL          CapitalHealth2

The Health Sciences Library of Capital Health has recently partnered with Halifax Public Libraries to add hundreds of these hospital-produced patient education pamphlet records to the public library’s catalogue. The goal is to make locally produced current information about health promotion, medical conditions, diagnostic tests, and surgical procedures more accessible to the public. These materials are also freely available and searchable from the website of the Health Sciences Library of Capital Health.

The hospital uses Inmagic DB/TextWorks to maintain the pamphlet database in a non-MARC format. Lara Killian from the Health Sciences Library spoke on the project at the recent CHLA conference in Montreal and described the project. Records are exported into MARC format from DB/TextWorks using a map created with the MARC Transformer available from Inmagic. These records are then massaged using the free MARCEdit software to create a file suitable for loading into the MARC-based AquaBrowser discovery software used by the Public Library.  There were some challenges with the MARC formatting, such as the display of French diacritical marks. At the Public Libraries, Dave MacNeil worked with AquaBrowser to tweak the formatting of the search result display to ensure that when these pamphlets show up, the direct link to the free PDF is easily identifiable.

This new initiative launched in June 2014, with the goal of increasing visibility and usage of the pamphlets by adding this new public access point.

If you need help with a similar project, please contact us for assistance.

Collections of the United Farmers Historical Society now online

by Kathy Bryce Friday, April 11, 2014 7:25 PM

The history of the United Farmers of Alberta (UFA) is fascinating. I suspect not too many people are aware that from 1921 to 1935 UFA was a political party, and actually formed the provincial government of Alberta.   From its formation in1909 as a lobby for farmers’ interests, UFA has grown from a small-scale local co-operative into an extensive retail operation with 120,000 active owners. UFA businesses include agriculture, petroleum, construction and outdoor adventure.  The need to provide better access to the wealth of historical information was recognized by UFA, and we are delighted that we have been able to work with them to create this new website at http://archives.ufa.com  to showcase their collections.

Andornot has worked with UFA for over 5 years, including converting various databases and spreadsheets to our Archives Starter Kit, and creating a runtime version of DB/TextWorks with selected records for the UFA 101 Years of History virtual exhibit that toured Alberta in 2010. The United Farmers Historical Society (UFHS) was started as a board within UFA in 2001 and was incorporated as a non-profit in 2002. Last year UFHS approved funding to create a searchable web interface to the archival descriptions database. However, while sitting in the UFA reception area waiting to meet to discuss the project, I started flicking through the beautiful coffee table book prepared for the centennial, “Deep Roots, Promising Future”. I asked about the availability of this book now that the centennial celebrations were over and whether they had a digital version available, as it looked like the copyright was owned by UFA. I explained that Andornot could provide a search capability for the text of this book and for any other publications they might want to digitize, to provide a much richer experience. This was met with excitement and it was agreed to totally revamp the scope of the project and try to capture a much broader range of information and documents surrounding the history of UFA.

Our key consideration for the design of the search interface was that it should be geared imagefirstly to UFA members and staff, and secondly to researchers and students. We know that UFA members especially will likely never have used an archives, and will be unfamiliar with archival terminology. We anticipate that their main interest will be related to specific farm stores and especially the people who ran them. Previous archivists had concentrated on describing the 40 or so fonds within the collection so these records are of course included, along with file and item level records detailing store openings and events. Only a relatively small subset of the UFA photo collection has been digitized so far, and continuing this process will be a focus for ongoing updates. Thumbnails are shown on the results screen or for a file box icon is used to indicate that only textual, non-digitized materials are available.

We were able to take the Adobe InDesign files for the “Deep Roots, Promising Future” book and imagecreate separate PDF’s for each chapter as these each covered a specific period in the history of UFA. After discussions with local digitization vendors, UFA contracted with the Internet Archive to digitize back issues of the “U.F.A. Co-operator” and the “United Farmer” magazines. Working with the University of Toronto IA office was a very cost effective and positive experience, and they will be digitizing additional publications for inclusion on the UFHS site over the summer. If any of these publications are retrieved by a search, the image of the page is displayed thus giving the site more visual interest, and a snippet shows the search words in context.

imageAll digitized publications can be read online and search terms are highlighted on the page. Users can scroll through page by page or see all the pages as thumbnails.clip_image006

An exciting benefit of utilizing the Internet Archive for the digitization process was the ability to add links to download the entire magazine issue in PDF, E-Book or Kindle format.

The UFA site design was created with the Twitter Bootstrap framework and Sesamo theme and is responsive, meaning the site will display nicely on large screen monitors, tablets and smart phones. The search interface is built with the Andornot Discovery Interface (AnDI). AnDI is an ASP.NET MVC web application that leverages the open-source Apache Solr search engine. Solr is fast, can handle very large data sets, and has excellent and highly configurable search algorithms and relevancy rankings.  AnDI adheres to the Smithsonian schema based on the Dublin Core Metadata standard, with imported data mapped to fields in this element set. This enables the creation of facets to narrow searches down by collection, format, subject etc. Dates are searchable by decade.

This has been a delightful project for us, as we have thoroughly enjoyed working with UFA staff, who have been receptive to changes in scope as new opportunities for enhancing the site were identified. We have also come across some hilarious articles and comics and learnt about the history of Alberta along the way. We look forward to continuing to work with UFA as new content is identified for inclusion in the search interface.

“I would like to thank Kathy and Peter for their work in making our archives’ online search interface take shape over the last few months. UFHS had completed over a decade of work in arranging and describing our records, but access to this data was limited to the archivist’s computer. Our archives site now allows UFHS to provide access to materials from the UFA’s long history to our co-operative’s staff and members, as well as sharing our story with the general public. Our initial testing around the office has generated a lot of interest from different business groups in the potential for using our archival materials in marketing and presentations.

Kathy and Peter have been accommodating and helpful with our specific requirements in simplifying archival terminology and usability for novice researchers, while maintaining features that more advanced users would want to see.  They have also been a tremendous value in helping me problem-solve and prioritize my work in cleaning up data and digitization. It has been an absolute pleasure to work with Andornot on this project.” [Sven Andreassen, UFHS Archivist]

This project and our recent work for the Ontario Jewish Archives demonstrate the possibilities of a utilizing a single interface to search multiple disparate data sources with our Andornot Discovery Interface. Please contact us if you are interested in discussing possibilities.

Andornot Newsletter – March 2014

by Kathy Bryce Thursday, March 27, 2014 8:13 PM

Please check out the latest issue of our newsletter.

In this Issue:
  • Archives Upgrades: The Ontario Jewish Archives, the Galt Museum and Archives, and The Elgin County Archives
  • Meet with Andornot in 2014: Our Conference Line-up
  • Inmagic News: DB/TextWorks and WebPublisher 14.5, Free Training Sessions
  • Tips and Tricks: Spring Cleanup for Inmagic Textbases
  • Tweets: Round-up of Library, Archive and Museum News

Please contact us for further information or to be added to our newsletter list.

New website for the Ontario Jewish Archives, Blankenstein Family Heritage Centre

by Kathy Bryce Tuesday, March 25, 2014 11:36 AM

The Ontario Jewish Archives, Blankenstein Family Heritage Centre (OJA) has recently launched a new website which includes two exciting new features.  Andornot has been working with OJA staff for the past seven months to build a sophisticated search interface to their archival records, and to create an interactive mapping of Jewish Landmarks of Ontario.

A wealth of content related to Jewish history in the province of Ontario is federated and now searchable from a single search box. Much of this is publicly available for the first time and includes:image

  • close to 25,000 archival descriptions
  • selected archival accessions
  • oral histories and interviews
  • historical landmarks
  • Toronto Jewish city directories
  • ship passenger manifests
  • website and online exhibits
  • images, audio, video, digitized text

The OJA came into the project with a specific vision for their site as well as a set of requirements for searching, sorting and displaying results. Results from all data sources are intermingled and facets may be selected to narrow the results by data source, the collection and description level for descriptive records, format, decade, subject, name, and place. Results can also be limited to records with images or video or other types of digital content.

Some of the neat features include:image

  • The provenance is indicated with a hierarchical tree to show the context in which descriptive records were created.
  • For website content pages, the search term is highlighted in a snippet on the results page to show context.
  • Add to a List option allows users to print selected records, or create a PDF, or email their search results.
  • Clicking on an image automatically displays an overlay with dynamically generated and watermarked larger version.

A really helpful feature when dealing with proper names and places is the Did you mean or spell checking functionality. clip_image006 So a search for Eglington will bring up a message suggesting Eglinton instead.  Even if users know the right spelling, this is great for catching typos.

The Jewish Landmarks of Ontario currently includes points of interest in the Kensington Market/Spadina area of Toronto, but will be expanding to include neighbourhoods, towns and cities from around the province.  imageThese historical buildings and sites are pinpointed on an interactive map using data in the Landmarks database, and are accompanied by photos, documents, and audiovisual material pulled from the other databases.

The website was designed by Emerson Media and is hosted on the OJA servers.  The search interface is hosted by Andornot and incorporates the same templating and styles for a seamless transition.  Updated records and images are synchronized nightly based on certain criteria, allowing OJA to choose when a record is ready for publication on the website.

OJA has used Inmagic DB/TextWorks software along with the Andornot Archives Starter Kit for many years to manage their accessions and descriptive records.  Their oral histories database was expanded for this project and we worked with the OJA to create a new, linked Landmarks database.

The search interface is built with the Andornot Discovery Interface (AnDI). AnDI is an ASP.NET MVC web application that leverages the open-source Apache Solr search engine. Solr is fast, can handle very large data sets, and has excellent and highly configurable search algorithms and relevancy rankings.  AnDI adheres to the Dublin Core Metadata standard, with imported data mapped to fields in the Dublin Core element set. This permits multiple data sources, each with different schema, to be indexed, searched and presented in a single discovery interface.   Some modifications were made to the existing OJA databases to better utilize the search features in AnDI but apart from this, staff have been able to continue their regular routines without needing to learn any new software.

The landmarks map makes use of LeafletJs, an open-source javascript library for mobile-friendly interactive maps, and the Google Maps API. AnDI's responsive and mobile-friendly UI was built with the Zurb Foundation CSS framework.

As illustrated by this project, AnDI can be applied to search multiple disparate data sources, thus providing a user friendly interface whilst allowing the archives to maintain their archivist-oriented internal systems and workflow.

We are delighted with the new site, and the feedback we have received from OJA staff has been incredibly positive:

“I would like to extend our thanks to all of you for your hard work over the last year in helping make our new site a reality. This has been a monumental undertaking for our tiny staff of three. I think the site accomplishes what we first set out to do – engage users with different interests and skill sets and expose the richness of the records that we have been entrusted to safeguard on behalf of the Jewish community of Ontario.

Your professionalism, skills and problem-solving abilities have been of tremendous value to us and we are grateful for the time that you have spent trouble-shooting to make sure that everything works at its best. It has been a pleasure working with you.“ [Donna Bernardo-Ceriz, Assistant Archivist]

Spring cleanup for your Inmagic databases. Part 4: Renaming fields

by Kathy Bryce Tuesday, March 25, 2014 9:26 AM

In the first post of this series we wrote about cleaning up the files associated with DB/TextWorks and in the second we covered rationalizing your textbase elements.The third post discussed some steps you can take to protect and maintain your textbases in good health.

In this last part of our Spring cleanup series we will discuss renaming fields. This requires the most caution and forethought, but is also advisable to ensure that new users can understand your textbases. All too often we find clients who have maintained the same textbases for years and years and see no problem with fields named AU, TI etc. It’s pretty easy to guess that these stand for Author and Title in a library catalogue, but what about some of the other abbreviations that may date from much earlier versions of Inmagic when there were limits to the field name length.  We came across a client with an LCCN field, i.e. Library of Congress Control Number. A new non library person started data entry and guessed that this field was an abbreviation for their shelf location, thus creating a horrendous mixture of entries. (We always recommend adding Automatic Date type fields for RecordCreated and RecordModified which can make cleanup of this type of mistake a bit easier.)  Field names in the current version of DB/TextWorks have a 20 character limit which is usually ample to describe the contents. We recommend not including any spaces, but visually separating words with caps or underscores as in PublicationDate or Project_Number.  If you have several databases with similar fields, you should consider giving them consistent names.

If you make changes to a field name, all DB/TextWorks query screens and form boxes simply use the new values and continue to function. Any box labels that were taken directly from the field names will however continue to show the old values.

As a precaution we always recommend making a backup or copy of the textbase before making any significant modifications.  Next, determine if there are any textbases linked to the one you wish to change. Linked fields in a Secondary textbase can be identified by viewing the Textbase Information under the Display tab, but the fields that are linked to are not shown in the primary textbase information, so you do need to understand if there are relationships between your textbases before renaming fields.

As mentioned in Part 2 on changing textbase elements, extra care must be taken if you have WebPublisher PRO, as query screens or canned searches will reference field names and will not update automatically if you edit these. Changing field names may also break forms or query screens with embedded scripts. Scripting capabilities were introduced in DB/TextWorks version 4 so pre 2001 textbases are not likely to include any. More recent textbases from Inmagic such as those in the Library Module, and those provided by Andornot will include some scripting.

If your textbases don’t have linked textbases, scripts or web access, then renaming fields can be straightforward and a great way to rationalize your textbase to make it easier for others to understand.

If you don’t feel comfortable doing this renaming cleanup yourself, contact us and we can help you on a consulting basis.

We hope you have enjoyed this four-part series on spring cleaning your databases – please let us know if there are other topics you would like us to cover!

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