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.

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