Download H1.20 CORRESPONDENCE 2006

THE
ONTARIO
F'OUNDATION
_
LA
_ONDATION
_
DE
L'ONTARIO
_
•
June 12,2006
Ms. Mary McDiarmid
President
Ontario Health Libraries Association
3560 Bathurst Street
Toronto, ON M6A 2E1
Dear Ms. McDiarmid:
Re:
Request File No.: 9970909
Thank you for your application to the Ontario Trillium Foundation's granting program.
After reviewing the information you provided, we regret having to inform you that we are
unable to support your request for funding.
You may recallrthat we list a number of instances in our Program Guidelines where the
Foundation is unable to respond to a request for funding. Unfortunately, the application
submitted by you falls into this category.
Hospitals and their agencies are not eligible for OTF funding, unless they are part of a
community collaborative that involves at least one eligible organization.
If you have not already done so, you may wish to consult Imagine Canada's Canadian
Directory to Foundations and Grants. Some of the foundations listed in that directory
may be in a position to support your funding request. The directory is also available in
many public libraries. Imagine Canada's telephone number is (416) 597-2293.
raine Gandol
Area Manager
Province-Wide Region
po
,'
45 Charles Street East, Fifth Floor, Toronto, Ontario M4Y 1S2 Canada
Telephone 416.963.4927 Fax 416.963.8781 TTY 416.963.7905 Toll-free 1.800.263.2887 www.trilliumfoundation.org
45, rue Charles Est, 5e 6tage, Toronto
(Ontario)
M4Y 1S2 Canada
T616phone 416.963.4927 Telecopieur 416.963.8781 ATS 416.963.7905 Sans frais 1.800.263.2887 www.trilliumfoundation.org
T416-646-1600
info@chla-ab
C]HLA
ABSC
a9 RiverSt.Toronto,ON.
F416-646-9460
www.chla-absc.ca
M5A3P1Canada
January 19th,2007
Mary McDiarmid
President, Ontario Health Libraries Association
Staff Library
Baycrest
3560 Bathurst Street
Toronto, ON, M6A 2El
Dear Mary,
On behalf of the Board and members of CHLA/ABSC, I would like to extend
congratulations to OHLA on its 20 th anniversary and express the hope that the celebration
you have planned at the 2007 OLA Supercohference will be a stellar occasion.
You and the members of your association are, I'm sure,justly proud of OHLA's
achievements since its inception. Over the 20 years of its existence, OHLA has served
(often during some very politically turbulent times) as a major advocate for Ontario
health librarians and libraries, as well as the vehicle for relevant, professionally-delivered
continuing education. OHLA has also served as an effective vehicle for communication,
both to its members and beyond. A browse through the various issues of your newsletter
demonstrates that issues affecting health libraries - from copyright through the changes
being brought about by LHINs - are always dealt with in a timely and forthright manner
by your association
OHLA's activities and accomplishments serve as modelpar excellence for all library
associations, be they health-related or otherwise. CHLA/ABSC is proud to be affiliated
with OHLA, and we look forward to many more years of fruitful cooperation between
our two associations.
Sincerely,
Linda Slater
President, CHLA/ABSC
/
I
.,
(2;*r_:_d_ai_
i {ea!thLibraries A_sociatio_ Associatlo_ de._bibIioth_ques de la _a_zt¢i
dt_Ca,_ada
.
**..•
Ministry of Culture
Minister
Minist_re de la Culture
Ministre
5thFloor,Mowat Block
900 Bay Street
Toronto ON M7A 1L2
Tel: (416) 325-1660
Fax: (416) 325-1726
58_tage, ddificeMowat
900, rue Bay
Toronto(Ontario) M7A 1L2
Tall:
(416) 325-1660
Tdldc: (416) 325-1726
_
_1_
_
iim_i=umy "_"_'_
Ontario
M2006-8398
JUL2-62006
Ms. Mary McDiarmid
President, Ontario Health Libraries Association
Manager, Staff Library Services
Baycrest
3560 Bathurst Street
Toronto, ON M6A2E1
Dear Ms. McDiarmid:
Thank you for your letter regarding funding for the Ontario Health Libraries Association's archive
initiative.
As Minister of Culture, I was very interested to leam more about the association's activities.
I recognize the long-standing service of the Ontario Health Libraries Association and would like
to take this opportunity to congratulate the association as it marks its 20manniversary.
Ontario's public libraries and First Nations libraries, as established under the Public Libraries
Act, are eligible for funding under my ministry's support programs. I regret that health libraries
are not eligible.
t
I would encourage you to consider archival support programs. Information can be found online
at http://aao.fis.utoronto.ca/aa/grants.html. You may also wish to monitor the activities of
Knowledge Ontario as it begins to develop its online services. My ministry has recently
provided support to this initiative. The OurOntario.ca website is the component of Knowledge
Ontario that is dedicated to developing and enhancing Ontario digital content. The website
•states that: "This project will facilitate the creation of new scholarship, and enable all
communities in the province, large or small, to contribute to the development and continual
growth of digital information resources about Ontario."
I hope that this information is helpful.
Sincerely,
i
CarolineDi Cocco
Minister
Invoice
Date:
October 25, 2006
From:
William Dampier
192 Jarvis St. # 703
Toronto ON
M5B 2J9
[email protected]
416-363-6275
To:
O.H.L.A.
c/o Mary McDiarmid
Staff Library
Baycrest
3560 Bathurst St.
Toronto, ON
M6A 2El
(416) 785-2500 ext 2353
[email protected]
I Re:
Amount:
Professional Services _ write and edit a submission for funding
in connection with a proposed centralized information
acquisition and delivery system for Ontario health professionals
through LHINs.
$1,000.00
Thank you
W.T. Dampier
, January 15,2007
Mary McDiarmid
Manager, Staff Library Services
Baycrest
3560 Bathurst St
Toronto, ON M6A 2E1
Ma
r_/,
....
.
Enclosed is a cheque for $168.00 for reimbursement for brochure printing expenses
incurred in 2006.
Thanks,
ch,stioa [I q/_ _°'°°°
C. Woodward,
Treasurer, OHLA
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Ontario Health LibraryAssociation
ElectronicDocument Archive User Manual- Demo
May 23, 2006
Table of Contents
INTRODUCTION ...............................................................................................................................
2
SOFTWARE INSTALLATION INSTRUCTIONS ..................................................................................
3
CD CARE & SPECIFICATIONS .........................................................................................................
4
PICTORIAL SEARCH INSTRUCTIONS ..............................................................................................
5
INDEX AND META DATA INFORMATION ..........................................................................................
9
DEMO ............................................................................................................................................
ARCHIVE PROCESSING HISTORY ...............................................................................................
9
10
OntarioHealthLibraryAssociation
Emmatt
Digital 3o/utions
Inc. -May
2006
Document
Retrieval
User 23,
Manual
- Demo
emmaff
*_D_
_B_or4
Ontario Health LibraryAssocation
ElectronicDocument Archive User Manual - Demo
May 23, 2006
INTRODUCTION
The Archive Processing History section of this manual contains a list of all the original paper document types
processed into the electronic document archive system. Each archived collection is supplied on two sets of CDs.
The Master Copy set should be stored off-site, preferably in a safety deposit box. The Working Copy set should be
used to load the data onto the network server and made available as an on-site backup copy. Please refer to the
CD Care & Specifications section of this manual for proper handling instructions.
Please note that all examples provided in this manual are for general reference purposes. Index titles, folders, and
file names for individual data types will change with each year, or group of years, processed. Referring to the
Archive Processing History will assist in determining the correct file required when attaching indexes. Refer to Page
5 for detailed instructions regarding index attachment.
Also provided, as a reference resource only, is a full data report for each document type processed. The full data
report is called the Full Report Listing and can be found on the first disk of each data set by searching (using the
search facility) for REPORT. This report contains the header data for every file, from which the indexes were
created. In the event that a search does not yield the desired result, this report may be consultedas a backup
reference. A sample of the reportlistingfor the Inspection Reports archivecan be found as AppendixA for
reference.
Visual Example:
}
_,_* _d_m)e
.... I,}--_-I I
WhoLwordorphrasewouk:l
youliketo searchFor?
I
J
ReturnresulLs
containing:
LookIn:
UseI:ho_eadditionalcriLeria:
gl
N Ix,e,0ct_ N
l_J
I-i
1"3
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r_ whole wordsonly
I_ C_=se;Sensitive
[]
[]
ProximalLy
J.
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Book.nna_ [] Include
Co_tw,
ents
r'_ IncludeALted'_nents
I_ 5earththe internetusineVahoo!
E_ Finda word in the currenl:PDFdocurnen_
OntarioHealthLibraryAssociation
DocumentRetrievalUserManual.Demo
EmmattDigital SolutionaInc.- May 23, 2006
Page2
emmatt
_l]i_.lt_
_do_Qr_
SOFTWAREINSTALLATIONINSTRUCTIONS
Adobe ReaderVersion7 (Thisinstructionset worksfor Version6 as well.)
Downloadthe Adobe Readersoftwarefilefromwww.emmatt.com
and saveit to C:\MyDocuments.Next,using
WindowsExplorer,double-click
theAdbeRdr70_enu_full.exe
filelocatedin C:\My Documents.Followthe installer's
on-screeninstructions.
Re-bootyourcomputerif prompted.
To runthe program,go to Start\Programs\Adobe ReaderandselectAdobe Reader7.
Important: Pleasefollow these steps BEFOREopeningthe .pdf files for the FIRST time.
Search Preferences:
1. Startthe Adobe Reader program.
2. Fromthe menubar choose:Edit\Preferences\Search.
3. Check "AlwaysUse AdvancedSearch Options",and set "MaximumNumberof DocumentsReturnedin
Results"to "10,000",then click OK.
Toinitialize the search procedure, followthe Pictorial. Search hstructions beginningon Page5.
Formoredetailedinstructions
pleasereferto theIndex and Meta Data Information foreachdatatypeorreferto
theAdobeSearchOnlineGuideundertheHELPmenu.
Network/HardDiskArchiveInstallation
Althoughthe datastoredontheCDssuppliedwiththisusermanualcanbe accesseddirectlyfromtheCDs, in
manycasesin a multi-user
environment,
it makesgoodsenseto installthedataon a networkserveror sharedhard
drive.Whenthedataisto be storedona server(orlocalharddrive)pleasefollowthefollowinginstructions:
1. Createa separatedirectoryforeachdatatypethatisto be copiedontothenetworkandapplythe
appropriate
accessrights.It is recommended
thatdirectorynamesbe 8 charactersorlessand containno
spaces.
2. StartingwithCD #1, copythecontentsandstructureof eachCD (orsetof CDs)to theappropriate
directory.Donotoverwriteanyfilesor folderswhenprompted.
3. Workstations
accessingindexesacrossa networkrequirea mappeddriveto thelocationwherethefiles
arestoredonthe network.
Please remember to always handle the CDs with care. CDs are susceptible to direct sunlight,
fingerprints, moisture,and scratching.Whenno in usethey shouldbe stored in a cool,dark, dry
place.
Ontario Health Library Association
EmmattDigitalSolub'ons
Inc.-User
May23,
2006
Document Retrieval
Manual.
Page3-
emnmlt
Demo
_-r_---
=€O_]Ol=
CD CARE& SPECIFICATIONS
VerbatimDataLife Plus (taken
from http://www.verbatim.com/)
VerbatimDataLifePlusdiscsfeaturea patentedAzo recording
dyethatreactsfasterandwithgreatersensitivityto
laserlightthanotherdyes.Thisuniquedye,formulatedby Mitsubishi
Chemical,allowsfor a quickerburn,so
performance
isensured.VerbatimCD-Rdiscsalsofeaturean advancedsurfacecoatingthatprotectsfrom
scratchesthatcandamagetherecordinglayer.DataLifePluscarriesa LifetimeWarrantyand is backedby
Verbatim'stoll-freetechnicalsupport.
DyeMakesthe Difference
The characteristics
of a recordableCDwere specifiedintheOrangeBookII standardin 1990.The technology
involveschangingthereflectivityof theorganicdye layershownin FigureA.Thisistypicallyeithercyanine(cyan
bluein color),phthalocyanine
(moreor lesscolorless)orazo (deepbluein color).Thesedyesarephotosensitive
organiccompounds,
similartothoseusedin photography•
A microscopic
reflectivelayer--eithera proprietary
silveryalloyor24-caratgold-is coatedoverthedye.Testsshowa silverreflectivelayerprovidesimproved
reflectivity
and maximizesread/writeperformance.
The silver/blueCD-Rs,whichare manufactured
witha process
patentedbyVerbatim,combinethebenefitsof silverreflectivity
withtheincreaseddata reliabilityand longarchival
life offeredwithmetalazo dye(FigureB).The metalizedazo layeralsogivesVerbatimCD-R mediaitsuniquedeep
blueappearance,whichcanbe easilydistinguished
fromthegreenof Cyanandgoldof Phthalocyanine
dyes.
Storage:
•
•
Pre-writing
storage:Keepdiscsinthe originalbulkpackcontainerorjewelcaseat normalroom
temperature(75°F/24°C).
Archivalstorage:Archivediscsat 68-72°F(20-22°C)with40% RH;theseconditions
willsupporta data
lifetimethatexceeds100years.
Ontario Health Library Association
Document Retrieval User Manual. Demo
EmmattDigitalSGlutionsInc.- May 23, 2006
Page4
emmatt
0_
_nlgl_gl_
PICTORIALSEARCHINSTRUCTIONS
The following is a pictorial instructionset to assist in becomingfamiliar with using the search function of Adobe
Reader Version 7. (This instruction set works for Version 6 as well.)
(9
After openingAdobeReader,clickthe searchbuttonlocatedon the topleft hand sideof the
window.Alternatively,from the basictoolbarclick on EDIT, SEARCH.
This window should appear.
If this window appears, go back to Page 3 and
follow the "Search Preferences" instructions.
(_)
1]--_-_'
Wh_twordorphrasewouldy'ou_
tosearchfor?
I
J
Whatwordor phrasewouldyouhl,_e
_ 5eorchFor?
I
I
Returnreg..tits
cond:ab-mo:
INatchAnyoFthewords
•
I_
Wh_cr_:
wouldyouI_ LosearchT'
(_' ]'nthe currer_PDFdocument
look_n:
'"o Curre=nL
PDFOocume,
n[
O AIJPOPDooJments
in
.[]
u_eb_r,eeddtior_ critetia_
Whdowordson_.
PlyDocument_
•
[] Wholewordsonly"
[] Case-Sent;iti',/e
[] Case-Sensitive
[] Indgd_Bogl_k.f;
[] F'ro_dmP:,i
[] Stemming
[] [ndud=Comm_nb
[] IncbdeBod_arl_
[] IncludeComrnent_;
II_
[] IndudBAttachments
5earchtheinLernetusinaYahoo!
I_ Search
theinternet
udn_Yahoo!
_
I_
lt_ UseAdvancedsearchOptions
Finda wordiu the current PDFdocul_eul:
lt_ Finda word in the curr©nt PDFdecument
OntarioHealthLibraryAssociation
Document Retrieval User Manual- Demo
EmmattDigitalSolutions
Inc.- May23,2006
Page 5
emmatt____
O_ital
_IdolJoI_
Once"AdvancedSearchOptions" is enabled proceed.
®
.
Whatwordorphra_;e
wouldyouliketo_;earch
for?
J
Returnresultsco_aining-"
!l%tch
Anyofthewords
LookIn:
Currently
Selected
Indexe,
'_ TheCurrent:
PDFDocumenk
_m
_
Click Here
F
Curren_l_'3elec--ted
Indexes
Pressthedownarrowin theLookIn
myDocuments
_
Des_op -
-
my'Computer
Floppy(A:)
5canlc(c:)
31h
drop-downmenuand left clickSelect
index ... This is the first step in
attaching the index you wish to search.
SCAmIO(o:)
compactD_ (E:)
+_ compact
_c (_=)
_row_;eforLocation...
NOTF_:For subsequentsearches,
pleaseselect "CurrentlySelected
Indexes"in the Look In menuas
illustrated in Figure 7.
r_ 4Vhole'^,otd;only
I'_ Ca_e-Send_ivo
[] ProximiLy
_ Stemming
IncludeBookmar_
_ IncludeComments
IncludeAttachments
I_ Searchthe internetu¢inqYahoo!
Find a word in the current PDFdecumenL
emmatt
Ontario Health Library Association
Ernmatt
DigitalS
olutions
Inc.-User
May23,2006
Document
Retrieval
Manual.
Page6
Demo
'"
,+
_t[_----
so_o_r_
®
5ele(:t
whlc:h_Indexes,wili_e
searc_e,€l:
(Current
_,UnaVa
"bl_"
r_exa_L_graygd_out)_.
Now make an index(s) available to Adobe Reader to enable the search of your documents.
You do this by selecting the "Add" button.
®
e:_ktop_
Adobe Reader next needs the locationof the index files to enable the search. The index
(*.PDX file) will be either on your CD-ROM drive or on a mapped network drive. Locate the
directory where your index file resides by using the drop down arrow in the "Look in" box. Click
on the appropriate ".pdx" file and click "Open".
Please note: The example index file name shown here is for demonstration purposes
only. Your index name(s) will be different; refer to the Archive Processing History for
more information.
OntarioHealthLibraryAssociation
DocumentRetrievalUserManual-Demo
EmmattDigitalS_lutionsInc.- May 23, 2006
Page7
emm_l_.._==
'
..
Dig_l_do_om;
Once you have found the Index file, make sure the checkbox is filled prior to clicking "OK".
NOTE: For subsequent searches, in Step 3 (Page 6) you would select "Currently
Selected Indexes" in the "Look In" drop.down menu as illustrated in Figure 7.
Steps 4, 5 and 6 will not be required again to search the index selected initially.
'What?word'0rphr_se.'#ouldi_
I_.l;0.Searc.h
f0t?-::
'1 .............
I
The next step in your search is to enter your search
criteria.
Lo.,ok,Zn!
I_"_rre_l_.Sele_ed_Z_Jexes
'
[_1'
Select the field(s) you wish to search on from the
drop-down list(s).
_11co_a,
i6s;:
L-] _D_N_f!6_'s_ii_fi_i_:
[]
Next enter the data you are searching for in the text
box under the correspondingfield name. Partial
_1I[.'_:_k
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[]
UseLhese6Lld_iona
c;i__ia:,'
[-'-I[_
i,:_itle.,
_[-'1
L_]
I
J
section
on Page
of this
document
information
may9 be
used.
Refer tofor
themore
Meta Data
information.
[]
_.Whol_,_oJ'd_
6i_ly:'
_ __5
_h:,_il;i:_:_
FYJ:Indude
At_a_hrnerts"
OntarioHealthLibraryAssociation
DocumentRetrievalUserManual-Demo
Emma#DigitalSolutionsInc.- May 23, 2006
Page8
Press the "Search" buttonto retrieve the matching
document(s).
Click on the document that you wish to view.
emmn___._
_'_'_1_O_O_JOP_
INDEX AND META DATA INFORMATION
Meta data refers to the data used in data entry to perform searches to retrieve documents.The followingIndex and
Meta Data informationprovidesthe data details pertinentto each documenttype.
t Please note that all examples provided in this manual are for general reference purposes. Index titles, folders, and
file names for individualdata types will change with each year, or groupof years, processed. Referring to the
Archive Processing History will assist in determiningthe correctfile required when attaching indexes.
Note: Punctuation was not used in any data entry fields. Also, where there was missing or illegible
information, the code ID was used to indicate incomplete data.
•*'''",.*o.
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,..,.,
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DEMO
Index File Name: '
Index Title: _
demo.pdx
OHLADemo
Title Field Data Layout:
DOCUMENTDESCRIPTION
Example:
CORNWALL ADVOCACY LETTERAPRIL 2005
Visual Example:
|
J.
],
OntarioHealthLibraryAssociation
DocumentRetrieval
User Manual.Demo
EmmattD/gila/So/u_ionaInc.-May23,
200_
Page9
emma#
"
: _I
i_i_l I_U_JlI_
ARCHIVE PROCESSING HISTORY
DELIVERY DATE
May 23, 2006
DESCRIPTION
OHLA Demo
OntarioHealthLibraryAssociation
DocumentRetrievalUserManual. Demo
ErnmattDigitalSolutionsInc.- May 23, 2006
Page10
INDEX FILE
demo.pdx
CD SET SIZE
1 CD
emmatl
OigitBI
_gf]gr_
From: Eeva K. Munoz [[email protected]]
Sent: Wednesday, December 13, 2006 4:56 PM
To: McDiarmid, Mary (2353)
Co: [email protected]
Subject: OHLA Request for Funding
Dear Mary,
I would like to congratulate you and OHLA for the document "Creating a centralized
information delivery system for health care workers in Ontario", dated November 2006.
In a recent meeting of the Consortium of Ontario Academic Health Libraries (COAHL)
in Toronto, the members discussed this proposal. We support the concept and would like
to wish you success with this initiative. Wealso felt that it would be useful to bring to
your attention the previous province-wide eHealth library proposal by the Ontario
Hospital eHealth Council, eHealth Library Working Group, called "Enabling eHealth
through Information Access: the case for a province-wide eHealth Library in Ontario".
This proposal is available at the CHLA website at http://chla-absc.ca!nnlh/ehealth.pdf.
All the best with your project
Eeva K. Munoz
Chair, Consortium of the Ontario Academic Health Libraries
Eeva K. Munoz
Assistant University Librarian (Allyn and Betty Taylor Library)
The University of Western Ontario
London, Ontario
N6A 5B7, Canada
Ph. 519-661-211lx 86362
Fax. 519-661-3435
www.lib.uwo.ca/taylor