Category Archives: Quick Tips

Searching by Keyword with Eloquent Mobile

A keyword search can be very precise. You are not overwhelmed with irrelevant results. Eloquent Mobile makes a word search convenient on your phone as well as desktop. During implementation, the Keyword prompt is custom tailored to include as many data fields as you wish, even the full text of an attached document. (Caution: full text is usually not very precise.) A word search can be used in several search prompts (access points) in any of the Eloquent applications – Archives, Library, Museum, or Records.

Here are sample word searches with proper names:

  • Bill Smith as the Keyword prompt  will find all records with any reference to Bill Smith. If may include William Smith if somewhere in the configuration Continue reading

Searching by Date & Date Range with Eloquent Mobile

You can restrict your search to a very precise set of documents by restricting the date to a specific date or date range. Also, you can restrict it to a specific date. For example, a persons birth, marriage, or death.  Eloquent Mobile makes a date search convenient on your phone as well as desktop.

You should know the format of the date in the database. Was it entered with no controls, which means that a precision search is almost impossible. Or, does it conform to Continue reading

Need a YouTube Tutorial for your Online Database?

YouTubeIt is not that hard to create your own YouTube Tutorial as part of your public database – one that makes it easy for users to find what they are looking for.  You may have very interesting material for the public to see, but the searches are probably not as simple as a simple Google keyword. You offer more precision. it helps to know something about the subject matter and how the data is structured.

Offer your public a YouTube tutorial as soon as they log into the database. It tells them about your interesting holdings and shows them Continue reading

Large JPEG2000 maps display with any browser

When users search your database and find very large maps or architectural drawings they would like to zoom in or out and to move to different areas of the image with their favorite browser or on their iPad. It should be fast and there should be no need to download special software. This is made possible if the images are converted to JPEG2000 format before loading them into your Eloquent application.

Eloquent has specialized server-level software to manage JPEG2000 images for  fast download as well as all the other Continue reading

Huge PDFs display quickly as flip books

When your users find any digital object in your database they expect to render it quickly with their regular browser or iPad. They do not have the patience to wait for a lengthy download that is usually the case for large PDFs. You can make your users happy by converting the PDFs to flip books. Not only will they stream quickly, they have other special features.

Our professional services staff have been helping customers switch Continue reading

Users CAN file records accurately – including electronic records

In the days of “paper” we expected everyone to file all their own documents that were important enough to be considered “records”. They were expected to know what could be destroyed or should kept. They can easily take the same responsibility for electronic documents and all other digital assets.

Electronic documents go into “virtual” folders rather than paper folders. Users are offered only the folders relevant to them, making the selection easy. They do not have to understand your records classification scheme or retention Continue reading

You may have to change your digital content to a different format in the future

You know all about backup and disaster recovery for your digital content. Your IT department or Cloud provider take care of that for you. But, is that good enough? Your users depend on being able to render the object (PDFs, videos, audios, large maps and drawings) with almost any browser.

Will your users be able to find and render all these objects 5 or 10 years from now? Continue reading

Digital Content may be more difficult to find than your paper records.

Over the years professionals have devised great systems for storing physical items in a logical manner, so that can easily be found. It has been obvious to everyone that you cannot just put everything in one big pile. But now, with the magic of software, you can just dump everything into the computer. Really?

You may have heard the horror stories of the time wasted and budgets blown when Continue reading

Document destruction is as important as being able to find them

Everyone understands the importance of filing your various resources so that all authorized people will be able to find them easily. They would like only one place to look. Legal and business requirements demand that document destruction happens on timely schedule. That job can be very time consuming if they were not filed properly: Continue reading

Does your taxonomy use global synonyms?

Are people having trouble finding things in your database with a keyword search? Or, are they surprised how comprehensive the results are. They search on Mary Smith and find things related to Mary Brown (her name prior to getting married), or Missy Smith (her common nickname). They search on pollution and get things about contamination. Your software is acting like wise owl.

It is easy to add this additional intelligence into your database if it can support synonyms in a number of places: Global synonyms to apply to the entire database; table-specific synonyms to apply to all the things in that table (such as company names); or specific-item synonyms. For example, only for Mary Smith is Missy a synonym for Mary, not for all Mary(s) in the database. Continue reading