If you have new staff, students or volunteers who may need to search or add records to your databases, it is a good idea to have guidelines on data entry protocols, and some instructions on how to search effectively. However printed documents are often lost or not readily accessible, so we recommend adding notes and hints to the DB/TextWorks forms themselves. These can be as brief or as lengthy as you need – we have designed some forms for clients with incredibly detailed instructions.

The databases in all our DB/TextWorks kits feature query screens with searching hints in a text box at the bottom:

We also often add brief instructions in a text box right next to each field on data entry screens. We indicate in the label formatting whether a field is required (red) or has a validation list (underlined).

In the screenshot below we have also divided a long data entry screen up into sections with black textboxes, and resized boxes to indicate the length of a typical entry.

The DB/TextWorks Form Designer is a drag and drop WYSIWYG interface so quite easy to learn. If in doubt use Save As to make a copy of an existing form while you experiment.

When adding either a form or a text box, parameters such as size, label position and font are inherited from the box above of the same type. You can also click on a box, and right click to copy and then paste to create multiple matching boxes for your hints.

These simple conventions and the addition of hints can make the search and data entry experience much easier for your new or irregular users! We still occasionally find clients just using the basic forms – taking advantage of these design capabilities can dramatically improve the usability of your database.

We can of course help you!  Contact us if you’d like any training or assistance with designing any DB/TextWorks screens.

Inmagic DB/TextWorks continues to be a popular software application taught in schools. For example, the Library Technician programs at Langara College and the University of the Fraser Valley in B.C, as well as at the Southern Alberta Institute of Technology, each include it in some of their cases.

Yesterday I had the pleasure of speaking to students in the Library Technologies and Information Management class at Langara College. These budding library techs will learn to create a database for a class project using DB/TextWorks, hopefully with a bit of inspiration from the ideas I was able to share with them.

The image above shows screens from the Andornot Starter Kit, a ready-to-use DB/TextWorks database suitable for a small library.

Not all software has such longevity as DB/TextWorks, but I think this popular app endures because it remains unique in the market. For clients of ours with a modest budget who need to manage diverse kinds of information and don't have programming skills, it remains an excellent choice, once we heavily recommend to many clients.

We see it used in law firms to create and manage databases of experts, memos, precedents, boilerplate documents, corporate archives, and of course a traditional library catalogue. In hospitals, it's used to manage patient education materials, and libraries with a strong circulation component. Elsewhere, we see it used to manage museum artifact collections, archival documents, databases of digitized historic documents and audio-visual recordings. In municipalities, it manages bylaws, real estate development applications, council documents… the list is endless. 

There are many highly-specific database applications available, tailored to the needs of particular organizations (e.g. Inmagic Genie for specialized libraries, Lucidea's Argus for museums, etc.), but few tools that are as easy to use as DB/TextWorks that can be applied to managing any kind of information. Anyone can learn to create a database and snazzy search and edit screens and have a functional, aesthetically pleasing database in a very short time, with little technical aptitude needed. Managing this information is easy with the many built-in, pre-programmed features, such as validation lists, batch modifications, the URL checker, and so on.

Two other long-standing database programs are of course MS Access, included with almost every copy of the MS Office suite, and Apple's FileMaker. The former is practically free and so ubiquitous that many people use it out of necessity, while the latter is quite visually appealing and with many useful features. However, in our experience, both require a higher level of technical skills to really make useful. DB/TextWorks simply has more of the programming already done.

It's reasons like this that cause it to still be an excellent choice in many cases, when budgets and user skills are modest, and thus is well-worthwhile learning to use in a library technician or similar programm. Paired with a search interface like our Andornot Discovery Interface, VuFind, Omeka, or Inmagic Presto, it becomes a perfect back-end to a highly functional front-end, a great combination for managing and searching information.

Contact us to learn more about any of the above, or if you're a school or student and would like a trial version of DB/TextWorks to use.

We've been thinking about end users a lot lately, and how we can help improve their experiences with the web interfaces that we develop. We've always offered support to our clients, but wanted to also help our clients help theirs.

We are pleased to now offer the production of high quality end user training videos for our products and solutions. Videos can be made to provide help on any of the products that we offer, such as the Andornot Discovery Interface, VuFind, Andornot Starter Kits, Inmagic Genie, DB/TextWorks and Presto.

Our short, focussed videos give your end users a walk through of the major features of your search interface using your data. These allow users to learn much more quickly than reading through help files as they can actually see what the steps are to conduct an effective search.

The videos can also target different levels of searching. If your end users tend to be casual users, we can create a video that introduces them to the basics of searching—navigating the search interface, entering search terms, and using facets, for example – with other videos available for more advanced users conducting in-depth research.

Examples

The examples above are just a few of the videos we have produced for some of our own search interfaces. Our video training solutions are not limited to just our own applications. We can develop video tutorials for pretty much anything. We've seen the many ways that different end users try and accomplish tasks, and can help you help them navigate through the information resources they use daily.

Finished videos can be distributed via a YouTube channel, as we've done with the above, embedded in a search application, as we've done with http://archives.ufa.com/help, added to your intranet, or almost any other means you choose.

Recording a video can be challenging! Choosing the software to use, writing a script, recording and editing the final result, and then publishing it online all takes time. We have the tools, expertise and time to do this. We would always work with you to determine the aspects of your site or the records that you wish to showcase.

Why not let us help you make sure your end users can get the most from your online search interfaces! Contact us to discuss the possibilities today.

Library and Archives Canada has announced a new $7.5 million funding program for local documentary heritage communities.

This program is a great opportunity for archives, museums, historical societies and other cultural institutions to digitize their collections, develop search engines and virtual exhibits for them, and other activities that preserve and promote their valuable resources.

The objectives of the program are to:

• Increase access to, and awareness of Canada's local documentary institutions and their holdings; and
• Increase the capacity of local documentary heritage institutions to better sustain and preserve Canada's documentary heritage.

The program is aimed at non-governmental organizations specifically, including:

• Archives;
• Privately funded libraries;
• Historical societies;             
• Genealogical organizations/societies; 
• Professional Associations; and
• Museums with an archival component.

Businesses, government and government institution (including municipal governments and Crown Corporations), museums without archives, and universities and colleges are not eligible.

Types of projects which would be considered for funding include:

• Conversion and digitization for access purposes;
• Conservation and preservation treatment;
• The development (research, design and production) of virtual and physical exhibitions, including travelling exhibits;
• Conversion and digitization for preservation purposes;
• Increased digital preservation capacity (excluding digital infrastructure related to day-to-day activities);
• Training and workshops that improve competencies and build capacity; and
• Development of standards, performance and other measurement activities.
• Collection, cataloguing and access based management; and
• Commemorative projects.

Two categories of funding available:

• small projects under $15,000; and
• large projects up to $100,000.

Further program details, requirements  and application procedures are available at http://www.bac-lac.gc.ca/eng/services/documentary-heritage-communities-program/Pages/dhcp-portal.aspx

The program runs from June 12 to September 4, 2015, so there's only a short window to prepare a proposal and seek funding.

How can Andornot help?

Andornot has worked with many clients on the types of projects which would qualify for this grant. Some examples are detailed in these blog posts:

• Collections of the United Farmers Historical Society now online
• New website for the Ontario Jewish Archives, Blankenstein Family Heritage Centre
• College of Registered Nurses of BC Offers Digitized Archives
• Canadian Jewish Heritage Network Launches Enhanced Search and Mobile Interface
• St. Andrew's College Photographs, Yearbooks and Alumni Magazines Online

We have extensive experience with digitizing documents, books and audio and video materials, and developing systems to manage those collections and make them searchable or presented in virtual exhibits.

Contact us to discuss collections you have and ideas for proposals. We'll do our best to help you obtain funding from this great new program.

Just like baseball players, during Spring Training, you need to hone your skills with specialized training.  Not so you can hit a home run, catch a fly ball, or pitch a no-hitter.  As database users, searchers, and designers you need to learn the ins and outs of the program so you can score the right information in the fastest possible way and pitch it to your users in the best format.  Of course maximizing your return on investment will really score you points.

Andornot is pleased to offer another round of DB/TextWorks training sessions beginning Jan 12, 2012.  This is perfect for your New Year’s Resolution to become more proficient with the program that you probably use daily.

We are again offering a roster of Introductory, Advanced and Refresher training sessions in both January and March 2012.  See our Inmagic Training Schedule page on our website for more details.

And if you want to see which position you should play (or session you should take), check out our try-out camp quiz.

Our fall sessions were well attended and received solid endorsements in the follow-up survey with the majority of attendees indicating that they were Very Satisfied or Satisfied with all aspects of the sessions (from registration to instruction, cost, etc.).

So just like Tom Hanks yells in the movie A League of Their Own, “There is no crying in baseball”, there will be no crying following these sessions when you have all your bases covered.