Presentation given at the 2005 Health Informatics and Society

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

8. Poster
advertising
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

11. Cataloguing
staff client
Bibliographic
Record using MARC

12. Result displayed
To public user in
catalogue

13. Hyperion staff client

15. Metadata record
linking resource id

17. Metadata descriptive
record

18. Pilot hierarchy for archive

19. Archive browsable by Author of
publication and by year

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

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

23. Publications by the Department of Health
& Children by year

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

25. 15 hits are found
for the word
‘Hanly’ within a
document

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

27. 2. Attribute
searching:
Search within the
metadata or
descriptive
information for the
same term

28. ‘Hanly’ is found 3
times in the
metadata record

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

30. This is a an example of a
powerpoint presentation

31. This is an example of a
PDF document

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

33. All encompassing health information point:
include agency publications/links