ADAMS USER GROUP MEETING

April 2, 2003

1-3 p.m.

NRC Headquarters

Room T2 B1

Agenda for ADAMS User Group Meeting #6

1. Opening remarks - Tom Smith, Moderator (1:05-1:15 p.m.)

General announcements (1:15-1:20 p.m.)

How the meeting will be conducted for

 persons present

 persons on the telephone bridge

2. Action items from the 9/18/02 meeting update (1:20-1:30 p.m.)

 Deployment of Web-based ADAMS/Beta Testing 

 Q&A

3. Issues related to Web-based ADAMS (1:30-2:00 p.m.)

 Discuss the schedule for populating documents in the Web-based ADAMS. How

does it differ from the CITRIX-based version? How far behind is it?

 Refining searches. A user had pulled up 1910 hits (later expanding the 

number of hits requested to 3000). After refining that search with another key

word the user received 100 hits. The refinement of the original search

automatically defaults back to a 100-hit limit. Can this 100-hit limit default be

overridden? 

 How can you do not equal to” a document type? A user wanted to take out

FSAR updates, TS amendments, etc. in a search but couldn't figure out how

to do it.

 How do you get to the entire list of known values” in the Advanced

Search page?

 Q&A

4. Could ADAMS use the PDF format for its documents instead of TIFF? Documents in

TIFF have no search capability, and it is awkward to selectively print

certain pages from a multi-hundred page document. 

 Q&A

5. Can the time to display Web-based TIF images be shortened? Also, how do you

account for discrepancies in search results in CITRIX versus Web-based ADAMS? 

Break (2:00-2:15 p.m.)

6. Status of the Public Legacy Library and Web-based ADAMS (2:15-2:25 p.m.)

 Future plans 

 Q&A

7. Future Direction of the ADAMS User Group (2:25-2:55 p.m.)

 How do the members want to proceed?

 Q&A

8. New business (2:55-3:00 p.m.)

 Plans for next meeting

 Set a date (August 6 or 13, 2003 ???)

9. Adjournment (3:00 p.m.)
Meeting Minutes

The ADAMS Users Group met on April 2, 2003. The proposed agenda was published on the

ADAMS Users Group page on the external Web site and noticed in the Public Meeting Notice

System.

Opening remarks

The sixth meeting of the AUG was held on Wednesday, April 2, 2003. Thomas Smith called the

meeting to order at 1:05 p.m. Four AUG members were present along with Roy Choudry,

ICIO/ITID, and Teresa Linton, PDR. At least three AUG members participated via the phone

bridge. Mr. Smith asked the attendees present to introduce themselves, then the members on

the phone bridge.

General announcements

Mr. Smith announced that the Web Search would be brought down for maintenance for

approximately 2 hours that evening. A notice to this effect was posted on the external Web

site.

Actions items from the last meeting, September 18, 2002

1. An AUG member urged that the Web-based search interface be deployed without further

delay. The Web-based search and retrieval interface was deployed on January 24, 2003.

2. AUG members wanted an opportunity to test Web-based ADAMS from home before

deployment. One possible reason for this request was that CITRIX upgrades worked fine in

the PDR, but there were problems when Citrix was deployed to public users. The AUG was the

beta test group for Web-based ADAMS and had access to the URL for almost 2 months before

the application was deployed. The PDR received some very positive feedback during the test

period. Some problems were found after deployment but were resolved immediately or put on a

wish list” for future upgrades. 

3. AUG members had wanted a meeting scheduled shortly after the deployment of Web-based

ADAMS. A meeting could not be held until now due to scheduling conflicts with other agencywide meetings that would be of interest to members of the group.

Issues related to Web-based ADAMS

1. Discuss the schedule for populating documents in the Web-based ADAMS. How does it

differ from the CITRIX-based version? How far behind is it?

CITRIX-based ADAMS has a series of daily and monthly folders. The daily folder for the next

day is populated the day before the folder is released. This next day’s folder is hidden until the

next day. Users, however, can do date added greater than” searches to see new documents

as they are replicated to the next day’s folder. There is no such folder structure in the Webbased ADAMS. Documents are indexed once a day (usually 3-4:30 a.m. during which time the

system is down) and added to the database. Therefore, Web-based ADAMS is approximately

1 day behind the CITRIX-based PARS library.
The question was asked, does RetrievalWare index the OCR’d text of the Filenet document? Is

the text file in Retrievalware the OCR’d text? Mr. Smith will get clarification on this for the next

meeting.

2. Refining searches. A user had pulled up 1910 hits (later expanding the number of hits

requested to 3000). After refining that search with another key word the user received 100 hits. 

The refinement of the original search automatically defaults back to a 100-hit limit. Can this

100-hit limit default be overridden? 

Ms. Linton explained that Advanced Searches must be refined from the Advanced Search

screen, not from the Web-based ADAMS Results List page. Refining an Advanced Search

from the Web-based ADAMS Results List page will reset the maximum number of documents

returned at the default of 100. The 100-document limit is set by the system as the default for a

basic search. 

3. How can you do not equal to” a document type? A user wanted to exclude FSAR updates,

TS amendments, etc., in a search but couldn’t figure out how to do it.

Ms. Linton explained how to not out” a document type in the Advanced Search document type

field.

4. How do you get to the entire list of known values” in the Advanced

Search page?

Teresa Linton explained that the known values tables for PARS and Web-based ADAMS are

not currently available for public users as a list that can be printed or downloaded. Users can

scroll through the tables and type a letter of the alphabet to jump to the portion of the table they

want. Ms. Linton said she would try to get a version of the tables that could be put into ADAMS

and into the Helps and Tips Folders in PARS.

5. Questions

a). Are the records being retrofitted into PARS (i.e., license renewal documents) also in the

Legacy Library?

Certain types of documents, such as SECY papers, Regulatory Guides, and certain licensing

documents, are being retrofitted into ADAMS at the request of program offices. The scanned

images of these documents are in the PARS but the Legacy Library has only the bibliographic

citations to these older documents.

Does Web-based ADAMS contain the same records as PARS?

Except for being approximately 1 day behind, the Web-based interface contains all records in

PARS.

Are there plans for a Web search interface for the Public Legacy Library (PLL)?

Yes. Plans are under development to have the PLL as a searchable library in Web-based

ADAMS. A date has not been given for the deployment of this new application.

There was a discussion of the default file names that CITRIX gives to saved documents. Ms.

Linton pointed out that if the user opens a file and saves it, the default file name is the ADAMS
accession number. If the user saves a file by right clicking on the title and selecting save, the

default file name is an RXXXXX number.

Could ADAMS use the PDF format for its documents instead of TIFF? Documents in

TIFF have no search capability, and it is awkward to selectively print certain pages from

a multi-hundred page document. 

The question was asked, Will TIFF files not be accepted by the NRC at some point? Is NRC

moving to PDF files only?” 

One member present at the table mentioned that licensees are encouraged to submit electronic

files. Mr. Smith noted that the NRC is moving to replace TIFF with PDF files. Mr. Smith

explained the various types of PDF files under consideration.

Ms. Linton explained that TIFF files are multi-page images and the user may need to download

a TIFF viewer in order to open the documents. She told the AUG members where they could

get a TIFF viewer for download.

Can the time to display Web-based TIF images be shortened? Also, how do you account

for discrepancies in search results in CITRIX versus Web-based ADAMS? 

Mr. Choudry, OCIO/ITID, spoke to this question. Users were being timed out when trying to

open documents. The system was originally set to time out after 15 minutes to avoid using up

band width with inactive sessions. The timeout period was extended to 3 hours. In that time, a

56K modem can download a 24MB file.

Part of the problem in downloading TIFF files is that the image must go from the Filenet

repository to a server to a workstation. Mr. Choudry said that there could also be proxy server

issues. This is being investigated.

The reasons for discrepancies in search results between the CITRIX and Web-based ADAMS

were discussed. Various reasons explain why there might not be exact matches. The Webbased interface is a day behind the CITRIIX-based application. The two interfaces have

different dictionaries and thesauri. A concept” search in Web-based ADAMS search also

searches synonyms.

The meeting took a 10 minute recess at 1:55.

Status of the Public Legacy Library and Web-based ADAMS

Mr. Smith and two PDR staff members, Marsha Ward and Richard Smith, shut down BRS on

April 1. Mr. Smith asked the members to provide any input they may have on the Web-based

interface as it is extended to the Public Legacy Library.

Future direction of the ADAMS User Group

Mr. Smith asked for feedback from the members on the future direction of the AUG. Did

members want to moderate the meetings? Did anyone want to change the structure of the

group? Were members satisfied with the meetings? Attendees felt that the present format and
frequency of meetings was good. One member attending via the phone bridge asked if Mr.

Merschoff could be asked to attend the next meeting.

New business

Topics of discussion for the next meeting were suggested.

1. Could a list of abbreviations used in BRS/NUDOCS titles be developed to aid searching the

Legacy Library?

2. Could a table be created that would give a docket number and all forms of the names of the

licensee (utility) associated with that docket number?

3. Could there a table be developed to show the NRC affiliation code from BRS/NUDOCS and

the decoded” affiliation used in PARS?

4. Could there be an update on the document security issues since September 11, 2001? 

What documents are restricted or removed?

5. How is a document date determined on an undated document?

6. How can you find documents cited in one document (with ML number) but not in PARS?

Ms. Linton responded to this question. Situations like this are handled on a case-by-case basis. 

Members were advised to contact the PDR, and the PDR will look on the internal ADAMS

system, determine the status of the document, and make appropriate contacts with NRC staff.

The next AUG meeting was scheduled for Wednesday, August 6, 2003, from 1-3 p.m.

Adjournment

The meeting was adjourned at 2:40 p.m.