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RE: Searchable Filing System

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  • Fitzpatrick, Wendy
    My suggestion is to use Excel or Access. Both are powerful, pretty standard and fairly easy to use. Plus they allow usage of Word files. Excel can offer pivot
    Message 1 of 4 , Apr 4, 2005
      My suggestion is to use Excel or Access. Both are powerful, pretty
      standard and fairly easy to use. Plus they allow usage of Word files.
      Excel can offer pivot tables, Access a stronger database tool. In some
      ways this gentleman is asking for some functionalities which in a higher
      form may not be achievable unless he's willing to pay the big bucks.
      Even a Computer Science student out of university would want a hefty
      price to do this development project. Mind you not $100,000 - perhaps
      2-5% depending on the hours put in. Therefore my suggestion is to go
      with either Excel or Access if the driving force behind the want is a
      need subject to cost.

      Wendy Fitzpatrick
      Administrative Assistant, E9-2257
      New Ventures,
      International New Ventures Exploration
      EnCana Corporation
      Ph. 403-645-3427
      Fx. 403-290-2240

      -----Original Message-----
      From: owner-compsigtips@...
      [mailto:owner-compsigtips@...] On Behalf Of Bill Mumford
      Sent: Saturday, April 02, 2005 8:14 PM
      To: compsigtips@...; Alan Cassley
      Subject: Re: Searchable Filing System

      There are a number of ways to skinning this cat. <c> Considering the
      request is for a digital filing system that can link scanned documents
      I'd suggest Clooz. www.clooz.com This is an electronic filing system. A

      review of the program is available at www.mumford.ca/reportcard/. The
      program is based on Access, price is $39.95 US. It's designed
      specifically for document storage.



      Alan Cassley wrote:
      > Hi Gang
      > Can anyone help this gentleman?
      > Alan Cassley
      > Hello ...
      > I write to ask if you or others you know may be able to provide
      > with the matters summarized below. If you or they do are not able to
      > me directly, can you or they suggest who I might contact for
      assistance with
      > this matter?
      > Also, you have my agreement to post this request for assistance on a
      > computerized "Bulletin Board" at ALBERTA FAMILY HISTORIES SOCIETY, if
      > believe this might help me find the assistance I seek. If you do
      > please let me know it has been done AND advise how I can access that
      > Bulletin Board. Thank you.
      > Context:
      > I currently hold about 300 handwritten letters written between family
      > members over a 75 year period. I also have many other related
      > documents reaching back 200 years that I would like to digitize.
      > What I am looking for:
      > A) Someone to help me identify an off-the-shelf computer program that
      > could readily use in the following ways?
      > B) ALTERNATIVELY, someone I could hire who would customize an existing
      > OFF-THE-SHELF PROGRAM so that I could then use it in the following
      > What I expect to do and to accomplish:
      > 1) I wish to type each and every letter, and to associate some key
      > with each letter, such as:
      > - date of the letter
      > - place where letter was written from
      > - written by NAME
      > - written to NAME
      > - key topic or theme of the letter
      > - perhaps two, three, four or five key words that would help users to
      > cluster certain files/letters
      > - room, of course, for the full body of the text
      > - perhaps also room for a scanned (unsearchable) image of the letter
      > - I would prefer to place each typed letter and its related tags into
      > separate file, rather than entering them all into a single file
      (though I'm
      > open to understanding why this may not be essential or the best way to
      > However, I would like my computer to recognize that the entire
      collection IS
      > single/related collection for use as detailed below.
      > 2) Similarly, I would like to scan-in the many related historic
      > one per file, and be able to attach information to each file such as:
      > - date
      > - origin of the document
      > - description of the document
      > - key interesting facts about the document
      > - the scanned image itself
      > - again, I would prefer to place each document in a separate file, as
      > of a collection of searchable files.
      > 3) I would then like to be able to do searches on the entire
      collection of
      > letter-files and related document-files, AND be able to printout or
      > otherwise display the letters and documents that match my search
      > For example:
      > - list all letters that make reference to the individual John Doe or
      > city of Philadelphia or the word "chocolate."
      > - then let me view and then print the documents I want
      > - let me imbed a particular file/letter/document OR a particular
      segment of
      > that file/letter/document into some other overview document that I
      > which summarizes the highlights of the collection AND which allows me
      > 'footnote' the source file or document which is imbedded in the
      > document.
      > Level of my own computer knowledge:
      > a) I use Microsoft Word, but do not believe this has the capabilities
      > refer to.
      > b) I have not used Microsoft Access ... but would be willing to learn
      > (and to pay someone to design how I could maximize the use of Access,
      > that is necessary).
      > c) I use ACDSee, a database program, to file and manage a large number
      > digitized photographs.
      > d) I use Family Tree Maker, a database program, to file and manage a
      > amount of data regarding family history and genealogy
      > e) I use a scanner extensively (HP5590)
      > I contacted the Glenbow Museum for help with this. They suggested
      only that
      > I type all documents into one single Word file. They did speak of a
      > $100,000 program that they use for managing some of their many
      > but realize this would not be a reasonable purchase for an individual
      > such as myself.
      > Thank you for you assistance with this matter.
      > Sam Aylesworth
      > Calgary, Alberta, Canada
      > email: saylesworth@... <mailto:saylesworth@...>
      > Phone: 403-286-9259

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