Creating a digital media archive of Irish Health Information

Aoife Lawton Systems LibrarianRegional Library HSE Eastern Region, Dr. Steevens

Hospital Dublin 8.

regionallibrary@mailk.hse.ie

Shared Services Eastern Region

Project Background

• Increasing demand for e-access to publications• No central access point of Irish health info• End of 2004 Health boards dissolved, danger of

documentation being lost Health Reform – changing organisational structures

• Need for the preservation of publications• Best way to do this is digitally• KM Challenge: accumulate, preserve, make

available electronically

Shared Services Eastern Region

2004 document management workflow(replicated by 5 agencies)

A n n u a l R e p o r tl o a d e d t o l o c a l

a r e a b o a r dI n t r a n e t

D o c u m e n tp u b l i s h e d

M i n u t e s c i r c u l a t e db y e m a i l

L i b r a r y s t a f fc a t a l o g u e

m i n u t e s , p r i n tc o p y h e l d i n

l i b r a r y

A n n u a l r e p o r t n o ta v a i l a b l e o u t s i d e n e t w o r k

N o t f u l l - t e x t s e a r c h a b l e N o l i n k t o l i b r a r y

M i n u t e s n o t h e l dc e n t r a l l y

N o t a v a i l a b l e o n l i n e

2005- DMA solution proposed workflow

D o c u m e n tp u b l i s h e d

D o c i s s a v e d t os h a r e d d r i v e o re m a i l / p o s t e d t o

L i b r a r y

L i b r a r y s t a f f c a t a l o g u ed o c , s c a n a n d s a v e t os e r v e r m a k e a v a i l a b l e

o n l i n e

A v a i l a b l e o n I n t e r n e t O n e a c c e s s p o i n t F u l l - t e x t s e a r c h a b l e

Solution = DMA “Hyperion”

• Hyperion System was purchased 2004• Funding secured• Technical infrastructure in place (Web facing

host server residing within a DMZ )• Expertise in the area of indexing and cataloguing

available within the current skills mix of library staff

Shared Services Eastern Region

Benefits of a DMA

• Digital media storage system fully compatible with Library Management System

• Full-text searchable (searches content within PDFs not just title/author)

• Provides one central location for the storage of e-docs stored once, accessed many times

• Scalable host up to 100,000 documents

• National Knowledge Centre

• Preserving knowledge for future generations

Project Overview 2005

• Objective: Core pilot collection of public domain documents from ERHA, ECAHB, SWAHB, NAHB and EHSS 2000 -2004

• Q1: 3 day workshop held, hierarchy designed, system installed, project team set up, standards agreed

• Q2: Management buy-in sought, identification & collection of docs, scanner acquired, testing

• Q3: Functional training, scanning & cataloguing, legal advice re: copyright

• Q4: Beyond pilot, quest for web home for archive

Poster

advertising

archive

Digitisation WorkflowS e l e c t D o c u m e n t

D o e s e l e c t r o n i c c o p y e x i s t ?

C r e a t e r e s o u r c e w i t h H y p e r i o n w i t hm e t a d a t a r e c o r d i n c l u d i n g r e s o u r c e I D

S a v e f i l e t o s h a r e d d r i v e o r g a n i s e d b yB o a r d & y e a r o f p u b l i c a t i o n

C r e a t e b i b r e c o r d o r m o d i f ye x i s t i n g t o i n c l u d e 8 5 6 l i n k

I m p o r t P D F , r e n a m e f i l e o ns h a r e d d r i v e w i t h ' z ' p r e f i x

Q A l i n k i n o n l i n e c a t a l o g u e

S c a n a n d s a v e a s T I F F

C o n v e r t t o P D F & O C R

S T A R T

R E S T A R T

N o

Y e s

Cataloguing staff client

Bibliographic Record using MARC

Result displayedTo public user in

catalogue

Hyperion staff client

Metadata record linking resource id

Metadata descriptiverecord

Pilot hierarchy for archive

Archive browsable by Author of publication and by year

A key collection of health documents from 1970 to today are included as part of a subject based browseable collection.

Documents by the HSE in 2005 may be added as they are published

Publications by the Department of Health & Children by year

1. Content searching: search for words mentioned in a document e.g. Hanly

15 hits are found for the word ‘Hanly’ within a document

In the ‘Primary Progress’ Bulletin ‘Hanly’ is mentioned 7 times

2. Attribute searching:

Search within the metadata or descriptive information for the same term

‘Hanly’ is found 3 times in the metadata record

Multiple file formats accessible e.g. Word docs, Powerpoint, PDFs,JPEGs, WAV, MPEG etc.

This is a an example of a powerpoint presentation

This is an example of a PDF document

What next?• IMMEDIATE: pilot launch January 2005,

secure website & copyright clearance

• ONGOING: establish library as central repository for documents within HSE

• FUTURE: seek funding to extend archive to become national repository of Irish health information, content enrichment, new SE 2006

All encompassing health information point: include agency publications/links