# Presentation: 139612

## Basics of Electronic Document Delivery

- Instructor: Denise O’Shea, NN/LM Middle Atlantic Region

## Course Objectives

- Describe the two main approaches to providing electronic document delivery (EDD).
- Describe equipment and software requirements for EDD.
- Describe the two common file types used in EDD (tiff, pdf) and discuss working with them.
- Describe major considerations for EDD implementation
- Update DOCLINE’s DOCUSER records to indicate EDD participation
- Know how to determine whether your library’s electronic publications can be used in EDD

## Agenda

- What Is Electronic Document Delivery and Why Should You Care? (30min)
- Getting Started (90min)
- Break (15min)
- File Types (45min)
- DOCLINE’s DOCUSER records (30min)
- License and Copyright Considerations (15min)
- Wrap-up and Final Questions (15min)

## What is EDD?

- Definition of Electronic Document Delivery:
- The combination of electronic equipment and software used to provide services that scan and transmit electronic (digital) copies of paper documents between libraries or between a library and an end-user (library patron).

## Approaches to Providing Document Delivery 

- Sending via the Internet using FTP or email
- FTP (Internet File Transfer Protocol)
- GEDI (Generic Electronic Document Interchange)
- Adobe Acrobat
- Adobe Reader
- MIME (Multipurpose Internet Mail Extensions)
- Posting on the Web

## Benefits of Electronic Document Delivery

- Cost savings
- Time savings
- User attitudes

**Notes:**
Additional Benefits of EDD
Produces better quality copies than faxing documents
Enhances services that the library provides to its users

## Common Software Applications and Tools part 1

- Ariel
- Clio
- ILLiad
- NLM Software and Tools:
- DocMorph
- DocView
- MyMorph

## Common Software Applications and Tools part 2

- Prospero
- Relais
- VDX

## Ariel 3.4

- Software that works with PC, scanner, and printer for document transmission and receipt.
- Scan articles, photos, and other documents directly; transmit the electronic images to other Ariel workstations anywhere in the world, using either FTP or e-mail; and convert them to PDF for easy patron delivery via Web, FTP, or email.
- Ariel website is at: http://www4.infotrieve.com/ariel/

**Notes:**
Pricing – Full package is $996, Receive only is $598. Volume discounts are available.

What's New in Version 3.4 
Patron list categorization improves workflow efficiencies: Ariel users can now organize their patron lists into user-defined categories, making ILL processes faster and more efficient. 
Document counter gives users a tool to track ILL activities: Users now have the option to track document transmission activity in their send and receive queues, with a password-protected reset option. A new way to help you report on your activity. 
Default port setting ensures better firewall protection for all Ariel users: Ariel 3.4’s firewall setting now defaults to Ariel’s own registered port 422 for document transmission, increasing the usage of this port, which translates to better firewall protection for all Ariel users. 
Improved stability features: 
Ariel installation defaults to popular TWAIN scanners instead of ISIS. 
Bug fix is included so users don’t have to restart Ariel when they have viewed firewall and patron delivery options without making any changes to these options. 
Grays-out document options for items in delivery queue, depending on their status so that users know that they can no longer send them. 
When saving documents to the archives, the file-naming options are no longer limited to 8 characters. 

## Clio

- An ILL management system that includes billing, statistics and reports, automatic handling of patron-initiated requests, patron notices, and communications with OCLC, Docline, other libraries via email, and a library’s OPAC system.
- The ClioAdvanced product includes a complete patron-interaction website. Clio also provides the ILL module for Endeavor Information Systems’ Voyager OPAC system.
- Clio Web site is at http://cliosoftware.com/public/Products.cfm

## Illiad

- ILL management software—sold and supported by OCLC—that manages a library's borrowing, lending and document delivery through a single, Windows-based interface.
- Seamlessly integrated interface to OCLC WorldCat and OCLC ILL; can also be used with DOCLINE (but not yet seamlessly).
- Manages lending and borrowing statistics and copyright and financial information, and includes desktop delivery.
- ILLiad’s new Odyssey protocol enables its servers to send documents to, and receive from, each other directly via the Internet.  ILLiad systems can also receive Ariel transmissions.
- ILLiad Web site is at http://www.oclc.org/illiad/

## NLM Software and Tools

**DocMorph:**  A Web site from NLM at which files in more than 50 formats (such as Word, Postscript, HTML, etc.) can be converted into TIFF, PDF, text, or speech, free of charge.  Web address http://docmorph.nlm.nih.gov/
**DocView:**  Free viewer/printer software from the National Library of Medicine.  A library with DocView can receive Ariel documents from another library, and then open and print them or forward them to a patron via email or Ariel FTP (if the patron also has DocView).  Available from http://docmorph.nlm.nih.gov/docview/
**MyMorph:** Free software from NLM that can be used to convert files in more than 50 formats (such as Word, Postscript, HTML, etc.) into PDF.  Beta test version first released in June 2002; in beta version 9 as of October, 2003.  Available from http://docmorph.nlm.nih.gov/docmorph/MyMorph1.htm

## Prospero

- Free software from Ohio State University’s Prior Health Sciences Library.
- Converts Ariel TIFF documents into PDF and makes them available on a Web server for patron pickup, sends an email alert to the patron, restricts access to requester, removes document automatically after a period of time or a number of accesses.
- Prospero Web site is at http://bones.med.ohio-state.edu/prospero/

## Relais

- ILL transmission and management software.  Includes a range of delivery options: to Ariel, fax, Post to Web in PDF format, email attachment and print for traditional delivery, also receipt of documents from Ariel for Post to Web delivery with PDF conversion.
- Pricing begins at $1,095 for single workstation software, which can be used with any TWAIN compatible scanner.
- Relais Web site is at http://www.relais-intl.com/

## VDX

- VDX (Virtual Document eXchange):  an ILL management and resource discovery system from Fretwell-Downing that includes electronic delivery via Web pickup and multiple database searching via Z39.50.
- VDX Web site is at http://www.fdusa.com/products/vdx.html

## Basic Scanning Terminology and Concepts 

- TWAIN
- Bit Depth and Resolution
- Common File Types:
- TIFF
- PDF
- Viewing Files and Changing a File Type

**Notes:**
TWAIN
TWAIN:  An image capture interface typically used between image processing software and a scanner, allowing the scanned image to be passed to the host PC.  The word TWAIN is from Kipling's "The Ballad of East and West" - "...and never the twain shall meet...", reflecting the difficulty, at the time, of connecting scanners and personal computers. It was up-cased to TWAIN to make it more distinctive, which led people to believe it was an acronym, even though it is not.  Nearly all scanners come with a TWAIN driver, which makes them compatible with any TWAIN-supporting software. Not all scanner software is TWAIN-compatible.
Bit Depth and Resolution
Bit Depth:  The number of bits used to define each image pixel.  (The term pixel is a computer abbreviation for picture element, the smallest element of a digital image.)  The greater the number of bits, the more colors or levels of gray that can be represented.  A scanner works by digitizing an image -- dividing it into a grid of boxes and representing each box with either a zero or a one, depending on whether the box is filled in, with one bit for black and white text or lineart.  For color and gray scaling, each box is then represented by up to 24 bits, with different pixels different colors or the transition from black though shades of gray to white.  The resulting matrix of bits, called a bit map, can then be stored in a file, displayed on a screen, printed, and manipulated by programs.  8-bit greyscale works well for most non-color images, and gives a good, clear image.  8-bit color ("color photo") gives a less photo-realistic image than 24-bit color ("millions of colors"), and can look a little grainy at times.  24-bit color gives a much more photorealistic image, but results in a much larger file than 8-bit color.  For color scanners, this is also referred to as “color depth.”  The denser the bit map, the higher the resolution.
Resolution:  This is expressed in dots per inch (dpi) and gives an indication of how much detail the scanner can record. The more dpi, the higher resolution you'll achieve.  If the image is later printed to paper, a high resolution will render a high-quality image.  Text-based documents usually require a lower resolution (i.e. fewer dpi) than photographs.  The typical scanner used for library projects produces 300-600dpi images, although resolution will depend on the proposed use of the stored data as well as the type of image to be scanned.  For example:  a 300 DPI scan of an 8 x 11 image takes about 46MB in full color (24 bits per pixel), and a 600 DPI scan of the same image takes 253MB.
Common File Types
a.	TIFF
TIFF (Tagged Image File Format)  An image file format that has become the standard archiving format for library use.  TIFF files use ".tiff" or ".tif" extensions.”  Although Adobe Systems, Inc. holds the copyright for TIFF, it has not released new specifications for TIFF since 1992, and is no longer investing in its development.  Instead, Adobe developed PDF to supercede TIFF.  TIFF images are of high quality but cannot be viewed from a Web browser or embedded into a Web page.
b.	PDF
PDF (Portable Document Format)  File format developed by Adobe Systems, Inc. that preserves the fonts, images, graphics, and layout of any source document, regardless of the software and equipment used to create it.  High quality, relatively small file size, any published document looks exactly the same for every viewer.  Can be shared, viewed, and printed by anyone with free Adobe Reader.
Working with these files
(creating them, viewing them, transforming a file into a different type, advantages and disadvantages of each)

## Major Considerations for EDD Implementation

- Learning what users want
- Starting slow with receiving via EDD
- Deciding whether to lend via EDD
- Examining workflow, costs and cost savings
- Choosing a scanner and other tools

**Notes:**
The success of EDD services will depend on the reliability, speed, cost, ease of use and overall quality of the equipment, software and scanned documents.  Success will also depend on the ability of staff to implement effective workflow practices as well as user preferences and capabilities.

## Getting Started part 1

- Software requirements
- For transmitting and receiving
- For viewing
- For Web pickup
- Hardware requirements
- PC
- Printer
- Scanner
*A faster CPU, more RAM, and a larger hard drive are recommended for installations where grayscale and color support are used and in particular for PDF delivery to patrons.*

**Notes:**
Operating system: Windows® 98, 2000, NT 4.0, or XP Professional 
CPU: Pentium, 300 MHz or faster; for grayscale/color, Pentium III, 450 MHz or faster; for PDF delivery, Pentium III, 650 MHz or faster 
RAM: 64 MB or more (128 MB for NT 4.0); for grayscale/color, 256 MB or more—faster processor and more RAM will improve performance 
CD-ROM drive 
Hard drive: Average users can expect to need 50-100 MB for document files; 150-300 MB for grayscale/color; for PDF delivery, up to 20 GB depending on usage and retention policies 
Printer: Windows-compatible (Postscript printing not recommended) 
Scanner: Most scanners with an ISIS or TWAIN driver; 
Internet access: 
direct high-speed connection to the Internet through a local area network (we do not recommend using low-speed or dial-up) 
for FTP, a permanent IP address for the Ariel PC (usually through an Ethernet LAN); users who dial up for FTP must be connected while scanning, even if not currently sending 
for MIME e-mail, a dedicated POP3 e-mail account 

Scanner
A scanner is like a copy machine. It allows you to scan photos, paper documents, books, journals, maps, etc. But instead of creating a duplicate piece of paper like a photocopier, a scanner creates an image in memory. This image can be saved as a file and then e-mailed, posted on the Web, printed or otherwise displayed on a computer.
Flatbed scanners are constructed with a flat glass plate over the photosensitive array and a cover to go over the glass. You can place paper or objects like open books on top of the glass. Light emitted from under the glass reflects off the object being scanned and is picked up by the moving CCD array (“charged-couple device” that measures light intensity and converts it into an electrical charge) in the scan head. Flatbeds come in both monochrome and color.  For general article scanning, mainly text and some graphics, do not need highest resolution or bit capacity—figure to spend between $70 and $200.  For scanning photographic images, where high-resolution and accurate colors are needed, higher quality (more expensive) scanner needed.  (Operations with very high volume should consider overhead scanners.)(Other kinds of scanners:  Sheetfed, Handheld, Slide/Film/Transparency)
When you buy a scanner you're also paying for the software that's bundled with it. The bundle will probably contain a driver program, color calibration software, image-editing software and optical recognition software (OCR). For Windows the driver program is usually TWAIN compatible.

## Selected Web Sources

- For equipment reviews, specifications, background, price comparisons:
- ZDNet (_[http://www.zdnet.com](http://www.zdnet.com/)__)_
- CMP TechWeb (_[http://www.techweb.com](http://www.techweb.com/)__)_
- C-NET (_[http://www.cnet.com](http://www.cnet.com/)__)_

## Getting Started part 2

- Testing your present capabilities
- Workflow considerations

## Technical Issues

- Email file size limitations
- Firewall issues
- Scanning issues

**Notes:**
Email file size limitations
Email documents by “attaching” them to an email message.  Some email servers may limit the maximum email file size, perhaps to about 2MB.  A minimum mail storage capacity on the email server of 20-30Mb is recommended.  The space allowance for sent emails must take into account that documents may contain images as well as text.  An average file can be 200k per scanned page, with many files as much as 5-10Mb.  The email MIME encoding causes the number of bytes actually sent to be about 40% greater than original file size, so email is perhaps 40% slower than sending the same file via FTP or making it available on a Web site.
Firewall issues
Ariel requires dedicated open ports, which hospital IT people often will not allow.  May be a problem with other transmission methods involving FTP.  Can get around by using Ariel “store and forward” server, Web pickup, email delivery.
Scanning issues
Trouble with bound volume margins, glare, need to rescan and resend if image quality is not good enough, scanning speed, ergonomics

## Getting Started part 3

- Check with your institution’s IT department
- An example of a troubleshooting guide for library users:
- From University of Illinois, Urbana-Champagne’s Information Resource Retrieval Center: _[http://door.library.uiuc.edu/irrc/eddhelp.htm](http://door.library.uiuc.edu/irrc/eddhelp.htm)_

**Notes:**
Make sure your equipment and software will be compatible with your institutional environment, maybe they have discounts available, maybe they have other plans (as with Kalispell Regional Medical Center and eCopy as reported by Heidi Sue Adams in Northwest Notes, January-April 2003 24(1):2, 6, 11.)

## Email Discussion Lists part 1

- ARIE-L
- List Address: _[ARIE-L@listserv.idbsu.edu](mailto:ARIE-L@listserv.idbsu.edu)_
- Subscription Address: _[listserv@listserv.idbsu.edu](mailto:listserv@listserv.idbsu.edu)_
- Archives at _[http://listserv.boisestate.edu/archives/arie-l.html](http://listserv.boisestate.edu/archives/arie-l.html)_
- Clio
- List Address: _[clio-l@uconnvm.uconn.edu](mailto:clio-l@uconnvm.uconn.edu)_
- Subscription Address: _[listserv@uconnvm.uconn.edu](mailto:listserv@uconnvm.uconn.edu)_
- Archive at _[http://www.lib.uconn.edu/online/services/ill/Clio/ClioArchive.html](http://www.lib.uconn.edu/online/services/ill/Clio/ClioArchive.html)_
- ILLiad-L
- List Address: _[illiad-l@listserv.vt.edu](mailto:illiad-l@listserv.vt.edu)_
- Subscription Address: _[listserv@listserv.vt.edu](mailto:listserv@listserv.vt.edu)_
- Archive at _[http://ill.vt.edu/ILLiad-L.html](http://ill.vt.edu/ILLiad-L.html)_
- Prospero
- List Address: _[prospero@auto.med.ohio-state.edu](mailto:prospero@auto.med.ohio-state.edu)_
- Subscription Address: _[Prospero-request@auto.med.ohio-state.edu](mailto:Prospero-request@auto.med.ohio-state.edu)_
- Archive at _[http://auto.med.ohio-state.edu/mailman/listinfo/prospero](http://auto.med.ohio-state.edu/mailman/listinfo/prospero)_

## Email Discussion Lists part 2

- DocView
- http://docmorph.nlm.nih.gov/docview/distrib/14.htm

## DOCLINE’s DOCUSER Records 

- Delivery Methods
- Routing Profile
- Routing Considerations
- DOCLINE Version 2.1

**Notes:**
Delivery Methods (part of Interlibrary Loan tab—indicate how you will send and receive)
Routing Profile (part of Interlibrary Loan tab—indicate preferred defaults for receipt)
Routing Considerations (based on delivery methods in addition to holdings)

## License and Copyright Considerations

- Print Materials that You Own
- Fair use—MLA Position Statements and FAQs at _[http://mlanet.org/government/positions/](http://mlanet.org/government/positions/)_
- Copyright notice—MLA DMCA Copyright Notice Requirement at _[http://mlanet.org/government/dmca/dcmarequire.html](http://mlanet.org/government/dmca/dcmarequire.html)_
- Electronic Content that You License
- License terms trump copyright to determine authorized users and uses
- If license is silent
- Emailing PDFs from full-text ejournals

## Wrap-up and Final Questions