Richmond Archives Adds Name Origins Resource to Online Search

by Jonathan Jacobsen Tuesday, June 06, 2017 9:51 AM

I live in Richmond, part of the Metro Vancouver Regional District, and have an interest in local history, so I was particularly interested when Andornot was asked by the City of Richmond Archives to help with a project on the origins of Richmond place names. 

The City of Richmond Archives is a long time user of Inmagic DB/TextWorks for managing their collections, and were instrumental in developing the set of linked databases that became our Andornot Archives Starter Kit. Over the past couple years we’ve helped the Archives upgrade their Inmagic WebPublisher-based online search system, which is available at http://archives.richmond.ca/archives/descriptions/ 

The new Name Origins search, available at http://archives.richmond.ca/archives/places/ features almost 500 records (and growing) that document and describe the history of Richmond streets, roads, bridges, neighbourhoods, and other landmarks. It’s easy to search by keyword or by type of place, and whenever possible, a Google map of the named place is shown. This database is updated by the Friends of the Richmond Archives, volunteers with a passion for local history. Launching this new database online was made possible through the Richmond Canada 150 Community Celebration Grant Allocations. 

As I worked in the web search interface to the database, I couldn’t help but search for places in my neighbourhood and around Richmond, and become captivated by the history of them. Now community members can access this information 24-7 and learn the history behind the names of streets, areas, and landmarks in their community.

Contact Andornot for options for your Inmagic databases and for search engines and other software to make your collections accessible online.

Stanford's King Institute Launches New Documents Search Engine

by Jonathan Jacobsen Thursday, May 11, 2017 1:03 PM

Last year, Andornot had the pleasure of working with the King Institute at Stanford University on their archival database of tens of thousands of speeches, sermons, letters, and other documents by and about Martin Luther King, Jr. 

Known as OKRA (Online King Records Access), the database includes descriptive information as well as holdings details for these resources held at repositories all over the United States. 

In that first project, we conducted a major rebuild of their DB/TextWorks-based databases to make it more usable by staff and students at the Institute.

This year, we were able to upgrade the web-based search interface for this resource with one built from our Andornot Discovery Interface

The new search interface is available at http://okra.stanford.edu and offers researchers features that will greatly help their work, such as:

  • type-ahead suggestions of names, places and topics as a user starts a search;
  • spelling corrections and search suggestions;
  • a sophisticated search engine that presents the most relevant results first (with an option to re-sort by title or date);
  • facets to easily refine a search by name, place, topic, date and other aspects of the data;
  • handy tools for saving and bookmarking records, emailing them, or sharing them on social media; and
  • an advanced search form for constructing highly specific searches, or for simply browsing all available names, topics, places and other key indexes of the data.

The new search engine adopts the same layout and design as the main King Institute website, for a seamless transition between the two.

Contact Andornot for data management and search solutions similar to this one.

Refresh for the Arnprior & McNab/Braeside Archives website and collections search.

by Kathy Bryce Thursday, December 08, 2016 1:36 PM

The Arnprior & McNab/Braeside Archives (AMBA) is a small community archive outside Ottawa run by a part time archivist, a management board and volunteers.  In 2015 they were faced with several challenges. Their website was very dated looking and over the years the template had not been consistently applied resulting in different menu links and layouts from page to page. Changes with their software vendor meant their interface to search the collections was being hosted in England, and they had no statistics on usage.  It was definitely time for a refresh! They applied for and received a grant from the Documentary Heritage Communities Program (DHCP) funded by Library and Archives Canada (LAC).  Andornot worked with AMBA to scope out and provide a detailed proposal that was submitted with their application.

This was an extensive project that vastly improved the functionality offered to both AMBA on the administrative side, and to the public and researchers through the web. “We are extremely pleased to be able to offer a fresh, new search interface to our researchers. The team at Andornot was able to provide advice and expertise over the planning and development stages to help completely redefine our web presence”. AMBA

2016-03-30_14-16-31   AMBA_Search

Before and after screenshots.

Andornot setup a new website hosted on Andornot servers with a content management system using the open source Umbracosoftware.  A simple new and responsive template was applied that coordinated with the colors of the AMBA logo, and the pages were adjusted to fit the new site navigation.  AMBA can now easily update content on any page themselves, thus allowing them to now regularly add updates for events and current news.

AMBA were using an old version of Inmagic DB/TextWorks.  The software was upgraded to the current version, and descriptions data converted to the latest Andornot Archives Starter Kit. This includes a Research Requests database which AMBA volunteers are using to input details of enquiries received and to better track statistics.

The major upgrade was the creation of a single search capability using the Andornot Discovery Interface (AnDI) covering not only the AMBA archival descriptions but also a large collection of digitized bylaws, PDF’s of virtual exhibits and newspaper columns from a local historian.   The bylaws had already been digitized but were not accessible to researchers.  Fortunately the PDF files had been consistently named, and Andornot was able to extract the bylaw title, number and data from the filename to populate the metadata for each automatically thus saving valuable staff time.  A manual process is now almost complete to rename a small set of the 4,000 files that had typos or other issues. 

As with any project involving thousands of records and images there are always some issues, and we have recently completed adjusting the system to account for the many previously digitized image files which include non web safe characters such as &’s, apostrophes and other punctuation.  For clients embarking on any new digitization project we have guidelines for naming and formatting conventions. The Archives reported that they are “very pleased that the process to load the images has been greatly simplified, as Andornot automatically resizes and watermarks the images” so multiple versions are no longer required.

Many of the early Town of Arnprior bylaws date from the mid 1900’s and are handwritten.  However all the bylaws from 1975 on were run through an OCR process and are now full text searchable, though sometimes the original digitization was of poor quality.   Once a Bylaw or other PDF is retrieved, a snippet of the text is displayed with the search term shown in context.  The user can click to view the PDF which displays the pages with hits highlighted, or can click to download the document.

The new AnDI search interface provides researchers with excellent access to a wealth of historical information available through the Archves, and allows users to create a list of selected records and to share photos on Facebook or Pinterest.  Archives staff are delighted that “the new interface makes it easier for researchers to conduct searches and explore the featured virtual exhibits and resources sections of the website.”

AMBA is hoping to receive more funding in the future to continue to add more digitized documents.  Please contact Andornot if you’d like to discuss how we can help you refresh your site and search capabilities!

Library and Archives Canada announces launch of 2017-2018 funding cycle for Documentary Heritage Communities Program

by Kathy Bryce Monday, October 03, 2016 9:51 AM

Library and Archives Canada has announced the launch of the 2017–2018 funding cycle for the third year of the Documentary Heritage Communities Program (DHCP).

The deadline for applications is January 27th, 2017.  Check out the lists of previous recipientsfor a guide to the type of projects that qualified.  Andornot clients were successful in getting funded in both previous rounds.

This program is a great opportunity for archives, museums, historical societies and other cultural institutions to digitize their collections, develop search engines and virtual exhibits, and other activities that preserve and promote their valuable resources.

The objectives of the program are to:

  • Increase access to, and awareness of Canada's local documentary institutions and their holdings; and
  • Increase the capacity of local documentary heritage institutions to better sustain and preserve Canada's documentary heritage.

The program is aimed at non-governmental organizations specifically, including:

  • Archives;
  • Privately funded libraries;
  • Historical societies;             
  • Genealogical organizations/societies; 
  • Professional Associations; and
  • Museums with an archival component.

As before,businesses, government and government institution (including municipal governments and Crown Corporations), museums without archives, and universities and colleges are not eligible.

Types of projects which would be considered for funding include:

  • Conversion and digitization for access purposes;
  • Conservation and preservation treatment;
  • The development (research, design and production) of virtual and physical exhibitions, including travelling exhibits;
  • Conversion and digitization for preservation purposes;
  • Increased digital preservation capacity (excluding digital infrastructure related to day-to-day activities);
  • Training and workshops that improve competencies and build capacity; and
  • Development of standards, performance and other measurement activities.
  • Collection, cataloguing and access based management; and
  • Commemorative projects.

Two categories of funding available:

  • small projects under $15,000; and
  • large projects up to $100,000.

Further program details, requirements  and application procedures are available at http://www.bac-lac.gc.ca/eng/services/documentary-heritage-communities-program/Pages/dhcp-portal.aspx

How can Andornot help?

Andornot has worked with many clients on the types of projects which would qualify for this grant. Some examples are detailed in these blog posts:

We have extensive experience with digitizing documents, books and audio and video materials, and developing systems to manage those collections and make them searchable or presented in virtual exhibits.

Contact us to discuss collections you have and ideas for proposals. We'll do our best to help you obtain funding from the DHCP program!

Automating Municipal Records Transfers to an Archives

by Jonathan Jacobsen Monday, May 16, 2016 8:23 PM

Andornot recently helped a municipal archives save hours of manual work when civic records are transferred to them, by automating part of the data transfer process. 

This municipal archives uses Inmagic DB/TextWorks to manage their collections. The many departments in the municipality complete a form when they are transferring records to the archives. The form is a fillable PDF form, but when the archives receives it with the records, they still need to re-key, or copy and paste, data into their DB/TextWorks system.

This fillable PDF form was altered so that a Submit button placed prominently on the form generates an XML file in Adobe's .xfdf format. Andornot developed an XSLT that can be used by DB/TextWorks' data import feature to transform data from this XML file into DB/TextWorks records. The XSLT selects appropriate data from the XML, and adds some default values like the material type, some notes, etc. 

Dozens of records can now be imported in seconds or minutes, ready for the archives to review and edit further.

Further automation is also possible using the Inmagic Importer, which can monitor a folder and import files when they appear. This would allow the archives to drop multiple XML files from the transfer forms into a folder at once and then a few minutes later, access those records in the DB/TextWorks database.

Approaches like this are great for all sorts of institutions. Another common example is libraries sourcing catalogue records from other catalogues, such as by using BookWhere software, and importing those records into their catalogue, through DB/TextWorks or Genie.

Contact Andornot for assistance improving your workflow  and automating repetitive tasks like this example.

Month List