1. Creating a digital media archive of Irish health information Creating a digital media archive of Irish health information Aoife Lawton, Systems Librarian Regional Library HSE National Shared Services, Dr. Steevens Hospital Dublin 8, Ireland. aoife.lawton@mailk.hse.ie

2. Outline Project Background Digital Medial Archive (DMA) benefits Digitisation workflow Sample Screens Project update 2007 Future

3. Changing Organisation Became 1 organisation with 4 regions Jan 1 st 2005 11 regional health boards, 38 agencies

4. 2004 document management workflow 2004 document management workflow (replicated by 5 agencies in the East, 16 boards nationally)

5. 2005- DMA proposed solution

6. Solution = DMA “Hyperion” Solution = DMA “Hyperion” Hyperion System was purchased Dec 2004 Funding secured Technical infrastructure in place (Web facing host server residing within a DMZ ) Expertise in the area of indexing, cataloguing available within the current skills mix of library staff

7. 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 & catalogued once, accessed many times Preservation: this material is preserved in electronic format on a server that is backed up on a daily basis. Scalable host up to 100,000 documents National Knowledge Centre for health Preserving knowledge for future generations - public & historical unique resource

8. 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, marketing Q4: Beyond pilot, quest for web home for archive

9. Poster advertising archive

10. Digitisation Workflow

12. Cataloguing staff client Bibliographic Record using MARC

13. Result displayed To public user in catalogue

14. Hyperion staff client

16. Metadata record linking resource id

18. Metadata descriptive record

19. Hierarchy for archive

20. Archive browsable by Author of publication and by year

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

23. Documents by the HSE in 2006 may be added as they are published

24. Publications by the Department of Health & Children, by year

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

26. 15 hits are found for the word ‘Hanly’ within a document

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

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

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

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

31. File format supported (ppt)

32. File format supported (PDF)

33. File format supported (jpeg)

34. Project update 2006/2007 Copyright clearance gained for HSE, DOHC, EHMA, MHC, OFHM Q1: Home-grown website incorporating all HSE libraries nationally – home secure for archive (http://www.hselibrary.ie) Q2: Official launch May 2006 by CEO of HSE Q3: Project relaunch & promotion (HISI, EAHIL). Q4: integration with other projects e.g. AIEHL 2007 digital collation, partnership projects.

35. Current and prospective sources for Archive Adoption Board / Adoption Authority of Ireland Age Action Ireland Archive of Health Service Documents Association for Higher Education Access and Disability (AHEAD) Bord Altranais, An (Irish Nursing Board) Breast Check – National Screening Programme Central Statistics Office (CSO) Combat Poverty Agency Comhairle Comhairle na n-Ospideal Committee for Public Management Research Courts Service Crisis Pregnancy Agency Data Protection Commissioner Dept of Education and Science Dept of Health and Children Dept of Justice, Equality and Law Reform Dept of Social and Family Affairs Drug Treatment Centre Board East Coast Area Health Board (ECAHB) Eastern Health Board (EHB) (1970-2000) Eastern Regional Health Authority (ERHA) Economic and Social Research Institute (ESRI) Equality Authority Food Safety Authority of Ireland Further Education and Training Awards Council General Medical Services (Payments) Board Health and Safety Authority (HSA) Health Promotion Unit Health Boards Executive (HeBE) Health Research Board (HRB) Health Service Executive (HSE) HSE Employers’ Agency Higher Education and Training Awards Council (HETAC) Hospitals Institute of Public Administration (IPA) Institute of Public Health in Ireland Integrate Ireland Language and Training Ltd (ILLT) Irish Blood Transfusion Service (IBTS) Irish Council for Civil Liberties Irish Human Rights Commission (IHRC) Irish Medicines Board Irish Social Services Inspectorate Labour Relations Commission Maps Medical Council Mental Health Commission Midland Health Board (MHB) (1999-2005) Mid-Western Health Board (MWHB) (1999-2005) National Adult Literacy Agency (NALA) National Advisory Committee on Drugs National Cancer Registry Ireland National Council on Ageing and Older People National Council for the Professional Development of Nursing and Midwifery (NCNM)

36. Current and prospective sources for Archive National Disability Authority (NDA) National Disease Surveillance Centre National Economic and Social Council (NESC) National Economic and Social Development Office (NESDO) National Economic and Social Forum National Institute of Health Sciences National Qualifications Authority of Ireland National Safety Council National Treatment Purchase Fund (NTPF) North Eastern Health Board (2000- 2004) Northern Area Health Board (NAHB) (2000-2004) Pavee Point Travellers’ Centre Postgraduate Medical and Dental Board Public Health Rape Crisis Network Ireland Residential Institutions Redress Board Safe Food- Food Safety Promotion Board South Eastern Health Board (SEHB) (1982-2004) Southern Health Board (SHB) (1998- 2004) South Western Area Health Board (SWAHB) (2000-2004) Special Education Support Service Special Residential Services Board Western Health Board (WHB) (1997- 2004)

37. What next? IMMEDIATE:IMMEDIATE: establish library as central repository for documents within HSE ONGOING:ONGOING: scanning, metadata, digital collation, copyright clearance, collection analysis of other HSE libraries nationally FUTURE:FUTURE: seek funding to extend archive to become national repository of Irish health information, content enrichment, new SE