Creating a digital media archive of irish health information
1. Shared Services Eastern Region
Creating a digital media archive
of Irish Health Information
Aoife Lawton Systems Librarian
Regional Library HSE Eastern Region, Dr. Steevens
Hospital Dublin 8.
regionallibrary@mailk.hse.ie
2. Project Background
Shared Services Eastern Region
• 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
3. 2004 document management workflow
(replicated by 5 agencies)
D ocum ent
p u b lis h e d
L ib r a r y s ta ff
A n n u a l R e p o rt
c a ta lo g u e
lo a d e d to lo c a l M in u t e s c ir c u la te d
m in u te s , p r in t
a re a b o a rd b y e m a il
c o p y h e ld in
In tra n e t
lib r a r y
A n n u a l re p o rt n o t M in u t e s n o t h e ld
a v a ila b le o u t s id e n e t w o r k c e n t r a lly
N o t f u ll- t e x t s e a r c h a b le N o t a v a ila b le o n lin e
N o lin k to lib r a r y
4. 2005- DMA solution proposed
workflow
D o c is s a v e d to L ib r a r y s ta ff c a t a lo g u e
D ocum ent s h a r e d d r iv e o r d o c , s c a n a n d s a v e to
p u b lis h e d e m a il/ p o s t e d t o s e r v e r m a k e a v a ila b le
L ib r a r y o n lin e
A v a ila b le o n I n t e r n e t
O n e a c c e s s p o in t
F u ll- t e x t s e a r c h a b le
5. Solution = DMA “Hyperion”
Shared Services Eastern Region
• 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
6. 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
7. 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
9. Digitisation Workflow
STAR T S e le c t D o c u m e n t
No
S c a n a n d s a v e a s T IF F D o e s e le c t r o n ic c o p y e x is t ?
Yes
S a v e f ile to s h a r e d d r iv e o r g a n is e d b y
C o n v e rt to P D F & O C R
B o a r d & y e a r o f p u b lic a tio n
C r e a t e b ib r e c o r d o r m o d if y
e x is t in g t o in c lu d e 8 5 6 lin k
C r e a t e r e s o u r c e w it h H y p e r io n w it h
m e t a d a t a r e c o r d in c lu d in g r e s o u r c e I D
I m p o r t P D F , r e n a m e f ile o n
s h a r e d d r iv e w it h 'z ' p r e f ix
Q A lin k in o n lin e c a t a lo g u e R ESTAR T
10.
11. Cataloguing
staff client
Bibliographic
Record using MARC
32. 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
