The base component of the Eloquent Records™ application gives you all you need to file all documents declared as “records”, no matter what media format. They automatically link to the integrated classification scheme & retention schedule ensuring governance rules apply. Users easily learn to file their own material. The software is Mobile-Friendly, so they use any mobile device or their favorite desktop browser to render all electronic records – audio, video, flip books, large maps & diagrams, e-books, PDFs, SharePoint material, websites, and more. Hard copy can be requested from the records center with an online entry to the database or an automatically populated e-mail addressed to the records center.
With virtual folders and web technology you avoid process disruption as you move to the digital age. Most of your time-tested procedures developed over the years for physical records apply to digital. The software provides the control.
The integrated Classification Scheme & Retention Schedule is central to the system, controlling all workflow activities from filing to final disposition for physical as well as electronic records. End-users easily file all their own documents into physical or virtual folders. The Records Department creates and allocates the active folders each user group, making it easy for them to file their own material. Each document inherits all the governance information from the folder.
This module is used by the Records Center to record accessions from user departments. It links the boxes/containers to an accession record which identifies the owner/office of record and other details. Reports are generated to formalize the workflow.
TRACKING & RETRIEVAL
This module manages the physical movement of inactive records requested by their owners. It prints labels with intelligent barcodes for storage boxes/containers. Checking out of borrowed item creates a transaction record which includes the item, the borrower and the expected return date. These loan periods are automatically calculated and may vary with type of user and type of item. Loaned items are tracked with automatically populated e-mail, phone lists, or printed notices. When the items are returned the usage records are retained for historical and statistical purposes.
This module starts by creating a table for every storage slot in the warehouse. Then it identifies available space of matching size for new boxes entering storage as well as for loan returns. Picking lists for requested material are prepared in convenient shelf sequence.
MS OFFICE ADD-INS
Add-ins are available for the MS Office applications (Word, Excel, Outlook) to enable users to file their document to Eloquent while in the MS application. It is an added convenience, but not a requirement for Word and Excel. Their documents can be found in the Basic Content Capture described above.
The MS Outlook Add-in gives any user the ability to file an email as a record. Any of the e-mail attachments are also filed as separate, but related objects.
SHAREPOINT HYBRID INTERFACE
With this additional module users can file any document created with SharePoint into Eloquent when it is ready to be “declared a document”. The process is very intuitive. After the document is filed it can be found in Eloquent along with all other records, including paper. The document can be viewed from Eloquent and also from SharePoint, even though it resides only in SharePoint.
This module will manage the entire life cycle of the electronic record, starting as soon as it is “declared a record” by SharePoint. Their disposition will be managed along with all other records, including the destruction of the digital object. Eloquent processes can be used to move them into archives if that is their designation.
|Client Access (read-only)||
|Classification Scheme & Retention Schedule||
|Digital Asset Management
|Filing made easy||
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.
Any number of people can search the database anytime from anywhere.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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:
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.