Base Component

Everything you need to get started!

The base component of the Eloquent Archives™ application gives you everything you need to describe all types of resources and make them available on the Internet. The multi-level structure required for DACS, ISAD(G), and RAD is easy to create and maintain. Clients use a mobile device or desk-top computer with their favorite browser to render all types of digital content – audio, photos, video, flip books, large maps & drawings, e-books, PDFs, websites, and more. Items not available online can be requested from the archivist with database entry or an automatically populated e-mail.

Quickly go public with a few of your most interesting collections and, as time permits, process the backlog. Include material about current and future events – they attract the public interest and make archives a dynamic resource for stakeholders. Make the mobile-friendly public access window an integral part of your organization’s website.

Optional Modules

Easy to activate when you are ready!

MEMBER MODULE
This module gives researchers the ability to register themselves as members with a unique name, email and password. Then they log in with a wide variety of additional privileges. This includes viewing the status of their account, entering requests directly into the database, tagging photographs and commenting on descriptive records (crowd sourcing). All of this activity can be screened by a moderator.

HISTORICAL TIMELINE
The picture and description for the key historical events on the timeline are entered just as you enter any descriptive records. There is little new to learn. These event records can be linked to any number of other related descriptive records. The publishing process will create an attractive timeline and posts it on the Internet. Users will be able to scroll up and down the events, usually organized by decade. At each event links will take them into the other related items in the database and from there they can navigate further. The process can be scheduled to automatically re-publish every week.

DE/ACCESSIONING
This module records all materials, usually physical boxes, received. Boxes are linked to the appropriate accession record, which in turn is linked to the person contributing the material and to the appropriate record group (fonds/collection). Various reports, such as Deed of Gift, Thank You, storage and accession counts and volumes can be generated.

SPACE MANAGEMENT
The software has a table entry for every storage location within the warehouse. It supports a hierarchical structure for building, aisle, bay, and shelf; or whatever structure is appropriate. This relationship with containers (boxes) means that a finding aid can show exactly where the item is. It also allocates spaces for new containers. It ensures an efficient use of space and easy retrieval.

RESEARCH MANAGEMENT
The base system provides public online access into the descriptive records. This Research Management module is for recording and tracking requests researchers send to the archival institution. It also maintains demographic information for researchers. Requests are linked to researchers as well as materials requested. It is a great aid in responding to freedom of information requests.

SERVICE INVOICING – (custom tailored)
Some Eloquent customers permit the public to buy archival items and pay for them and other services online. It may go as far as invoicing the buyer or simply transfer the information to the customers invoicing system.

HTML PUBLISHING - INDEX
This module creates another access point for researchers. It contains a short name for each descriptive record and initially displays only the top-level records. Researchers open them to go down the hierarchy. Clicking on any name will invoke a detail display for the descriptive record. The published HTML index is hosted where it becomes accessible to Google and other search engines. Descriptive detail and digital content is retrieved from the dynamic Eloquent Archives database which is secure and not accessible to Google and other search engines.

HTML PUBLISHING – PAGES
A static HTML finding aid can be published for posting on any server, making the data accessible to Google and other search engines. You custom tailor the publisher for a 2- or 3-level tree index on the left and descriptive data for selected items on the right. The detail on the right may include links to digital content and to other detail at lower levels in the Eloquent Archives database.

EAD EXPORT
This module is for exporting descriptive records in EAD/XML format for import into another system. Exported contain the hyperlink back into the Eloquent Archives database for access to the lower levels. The records are ready to load into a library system or other federated archives database. Researchers in those systems will get a seamless flow into the Eloquent Archives database for all lower levels and digital content. While in the Eloquent database they can navigate to all related material as well as conduct additional searches.

GOOGLE SITE MAP
This process can be set up to run weekly or other intervals to output a site map that can be indexed by Google. That puts the key descriptive information on the internet for people to find. The associated link will take them into the database for the item. (Google and other search engines otherwise are unable to access your secure Eloquent database.)

Eloquent Archives™ Features List

This is a quick summary of the features you can enjoy.

Public Access Benefit
Unlimited read-only license Anybody, anywhere, any time
Searching is intuitive for novices No training is required for first-time users
Precision search options Find only relevant information
Cross-collection, cross-database Include library, records, and museum
Personal shopping cart(s) Save lists for future use
Privacy protection Public research stations are cleared after use.
Variety of output options Request forms, email, bibliographic reports, Excel.
Search prompt anywhere Website, library, default browser for convenience
Link from anywhere Library database, Published HTML/EAD for digital content
Google Analytics for statistics Identifies subject interest & user distribution.
Digital Content Benefit
Linked to descriptive record Like attaching to an e-mail
Options for batch importing Fast loading from scanning operations
Image thumbnail of any size Store only highest resolution; output size & resolution
Several security options
  • Show image with watermark.
  • Show image in low resolution only.
  • Show metadata, but not the digital object.
Supports all digital content: Word, PDF, Excel, PowerPoint, sound, video, SharePoint and more Researchers get immediate response: display to the Browser window, via a dialogue box, or, for hard copy, the exact storage location.
Describing your Holdings Benefit
Web forms with online help Very intuitive, work from anywhere, use volunteers
Professional Standards A choice of ISAD(G), DACS, or RAD.
1-hour private webinar sessions Efficient just-in-time training at your convenience
Status flag Not public until approved
Multi-level with no limit Create and name many levels; skip if not required.
Taxonomy, thesaurus, authorities Easy to control vocabulary use
No data limits Size of data field, times repeated, length of record
Preview and spell check Check spelling and get public view prior to saving.
Translator functions Personalize online help; translate to another language
Optional Modules Benefit
Accessioning/De-accessioning Manage workflow and start building database.
Member Management Researchers self-register, maintain demographics, input requests, and view account status.
Storage Management Automate retrieval from storage. Get linear/cubic measure by collection, by accession, by work unit.
Export EAD, XML and MARC Contribute to library and other federated systems.
Publish EAD and HTML Static online finding aids exposed to Web search engines.
Language Module All written languages – data & user interfaces
Branch Module Several departments/institutions share single system. Central control, but local autonomy over selected functions.
Google Maps mash up Presents maps when searching for churches, battlefields, mines, camps, historical buildings; links to descriptions.

All WebSuite Applications

The following features/modules are part of the WebGENCAT Platform, so are part of all four applications.

ARCHIVES – LIBRARY – MUSEUM – RECORDS



Mobile-Friendly
In addition to the other search options (public, staff, administrator) a mobile-friendly option is available. It includes some data entry, but mostly read-only, including rendering of various media types.

Users & User Groups
Any number of user groups may be defined, each with a unique menu limiting the functions available. Any number of personalized users may be assigned to a user group, each with their own name, password and e-mail address.

Unlimited Read-only
Any number of people can search the database anytime from anywhere.

End-User Access
Some customers offer an access to everyone for search purposes only (read-only) without a password. However, a very granular controlled access can also be configured. Various groups of individuals are given access to.

Unlimited Capacity
The software does not impose any practical limit to the size of any data field, data record, or database. Restrictions are imposed by the environment, such as disk capacity.

All Written Languages
Unicode compliance means that character sets for all written languages can be accepted as data, including the multi-byte characters of the Chinese and Arabic languages.

Multi-Lingual Users (additional module)
Users may log in with the language of their preference and get all user interfaces, including help messages, in that language. Any number of languages may be supported concurrently.

Translator User
This unique user has the ability to change all the data labels and help messages. These changes may be saved as the default English language or any other language. They personalize the default system and/or translate it for the user of another language.

Spell Check
All data entry is with a browser which will have its own spell check facility.

Intuitive & Precise Searching
Search options range from a very simple single-prompt keyword searches for novice users to complex multi-prompt searches with Boolean logic for experienced researchers who require precise results. The controlled vocabulary with synonyms and related functions imposed by the database help ensure precise search results. The Google-style keyword prompt can be placed on any Web page for access into an Eloquent application. The mobile-friendly is great for the general public as well as staff functions in the warehouse and other remote locations.

Report Generator
The report generator can output a wide variety of formats, including PDF, RTF, HTML, ASCII, EAD, XML, E-mail and Excel. Reports range from letter-style pages to columnar and summary reports with numeric totals. All can be viewed online. Some are designed for printing.

Shared Taxonomy
The Eloquent WebSuite enables an organization to maintain control over a standardized vocabulary for an enterprise-wide knowledge base. Skillful use of synonyms, see-also, and broader and narrower terms makes it easy for all users to comply with the standards. They create and maintain tables of authorized use for proper names of people places, organizations, geographic places, which can include links to Google Maps, and topical subjects relevant to their organization.

Branch Control
This module provides the ability to segregate a shared system so that each institution (department or branch) gets exclusive control over creating some subsets of the data while others are given global access and control.

Google Maps
Any item in the database may be displayed along with a convenient link to Google Maps. This may be the name of the geographic location stored in the authority table. Any item linked to this name can be displayed on Google Maps.

Google Maps Interface (extra module)
The base component of any Eloquent application can link geographic locations to Google Maps. This module adds a further search and display capability. For example, you may search for all churches or schools mentioned in the archives. They will all be displayed on a Google Map. From there a click on any location will display images and descriptive information from Eloquent Archives database. This is made possible by adding the postal/zip codes or geo-coordinates to the geographic elements in the Proper Names authority file. The new module makes all the information accessible by starting with the map. You get to see all the archival items and images related to each geographic location.

Google Analytics
The Public Access component has been integrated to Google Analytics so you can monitor research activity into the knowledge base. You will see what keywords are being used for searching and what areas of the database get the most attention.

Social Media
The Detail Display from the public access component of any Eloquent database will invite public participation: sharing the content with "friends". It can also be used by staff to deliver the results of research.

Batch Import
Large batches of data can be loaded as a background operation at the server. The process is launched form any browser. The results of the input can then be viewed and edited on a web form. The batch can include links to digital assets. The templates for such imports may be retained for repetitive use.

Eloquent Spreadsheet
This is a convenient way to manually enter many records as a batch. You get all the advantages of a spreadsheet plus the benefit of a Common Area where you add data that applies to every row in the spreadsheet. The batch may include links to the digital object. By tagging a group of images you can bring them all to separate lines of the spreadsheet.

Import Excel Records
This utility is for importing many records from an Excel spreadsheet to the Eloquent Spreadsheet. An intermediate step permits you to cleanse the data in the Eloquent Spreadsheet prior to saving it to the database. That may involve correcting date formats and correcting any terminology that is now controlled as accepted taxonomy by your Eloquent system. Entire new columns of data may also be added.

Digital Asset Management
The Eloquent WebSuite contains a digital asset management (DAM) component available to all applications. There is no restriction to the file type that can be attached, stored, and downloaded, including flip books for multipage documents and Jpeg2000 images of very large maps and architectural drawings. The digital objects are stored in a special resource folder on the same server as the Eloquent system or anywhere on the Internet/intranet.

All types of digital objects and electronic records may be attached to metadata records. They are delivered to users anywhere on the Internet.

Digital Images (a special digital asset)
Images can get special treatment, such as watermarks, slideshow presentations, and thumbnails of various sizes. They can automatically become imbedded into output of various type – printed or online. They can be managed as a photo gallery for public access. They are usually stored at a resolution that downloads quickly and displays well, so output may be configured to contain thumbnails that are generated on-the-fly.

If you have very high resolution copies of an image that you want to retain for printing, it can be kept as a 2nd copy the can be requested with a click. The general public may not be given the link, it is available for the staff.

Very large images of things like maps and architectural diagrams are stored as Jpeg2000pre-processed and pre-processed on the server so that the researcher can zoom in and out and move around.

Eloquent File Explorer
The Eloquent File Explorer is a user-level utility that works much like Windows Explorer to find any type of digital object on the local or shared drives, including those managed by SharePoint. It includes mapping of hidden fields such the following:

  • Filename
  • Date Created
  • File Type
  • Author
  • Version
  • Width, Height
  • X and Y Resolution
  • OCR’ed Text

Eloquent File Explorer also transfers a batch of data prepared by Captiva into a Web form for further validation and saving to the server. In addition to getting hidden metadata it can include text OCR’ed from zones on the document.

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