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Creating a digital media archive of Irish Health Information
Aoife Lawton Systems LibrarianRegional Library HSE Eastern Region, Dr. Steevens
Hospital Dublin 8.
Shared Services Eastern Region
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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
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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
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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
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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
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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
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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
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Poster
advertising
archive
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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
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Cataloguing staff client
Bibliographic Record using MARC
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Result displayedTo public user in
catalogue
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Hyperion staff client
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Metadata record linking resource id
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Metadata descriptiverecord
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Pilot hierarchy for archive
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Archive browsable by Author of publication and by year
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A key collection of health documents from 1970 to today are included as part of a subject based browseable collection.
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Documents by the HSE in 2005 may be added as they are published
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Publications by the Department of Health & Children by year
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1. Content searching: search for words mentioned in a document e.g. Hanly
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15 hits are found for the word ‘Hanly’ within a document
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In the ‘Primary Progress’ Bulletin ‘Hanly’ is mentioned 7 times
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2. Attribute searching:
Search within the metadata or descriptive information for the same term
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‘Hanly’ is found 3 times in the metadata record
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Multiple file formats accessible e.g. Word docs, Powerpoint, PDFs,JPEGs, WAV, MPEG etc.
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This is a an example of a powerpoint presentation
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This is an example of a PDF document
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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
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All encompassing health information point: include agency publications/links