Adlib by Axiell ALM - Profile

Note

This profile was completed by the software vendor at CHIN's request and does not reflect the views or opinions of CHIN. It is presented for information only and does not indicate approval or accreditation by CHIN. Inclusion of specific products does not mean that CHIN recommends the software, but that members of the community expressed interest in learning about these products.

This information was accurate as of January 2018. For more information or to request updated information, please contact the vendor directly.

Product name

Adlib

Vendor name

Axiell ALM

Vendor overview

Website URL

http://alm.axiell.com/collections-management-solutions/technology/adlib/

Head office

Fältspatvägen 4
Lund 224 78
Sweden
Year founded: 1987
Telephone number: +46 (0)46 270 04 00
Email: sales-alm@axiell.com

Canadian/North American office

124 Church St. 3rd Floor
Toronto, Ontario M5C 2G8
Canada
Year opened: 1998
Telephone number: +1 (416) 238-5032
Fax number: +1 (416) 238-5022
Email: sales-alm@axiell.com
Contact person: Brad Lickman
  • Product overview

    Product description

    Adlib is a flexible and customisable collections management system which can be adapted to all collections from the simplest through to the most complex and high profile.

    Adlib software is renowned for its flexibility and the ease with which it can be tailored on-site by the customer. Specialised versions are available for Archive, Library and Museum collections, as well as fully integrated solutions for any combination of these.

    With more than 25 years of service to the sector, our success is built upon our experience, resulting in software that is both easy to learn and pleasant to use. We ensure the resilience, high performance and future sustainability of our systems by employing Microsoft SQL database technology.

    Adlib products readily integrate together to build an organisation-wide information management solution which is both efficient and comprehensive. Our software offers a completely "open" platform for managing and publishing collections data, which includes multi-lingual operation and support for all relevant data standards.

    Adlib's flexibility is almost legendary. The adaptable nature of our applications means that they can be configured by the (trained) user to deal with almost any eventuality, however unusual. This also means that your investment in software is protected against unforeseen requirements that may arise in future.

    These unique qualities have firmly established Adlib as the system of choice for more than 1,600 archives, libraries and museums throughout the world, from private collectors to the most prestigious national institutions.

    Disciplines supported

    • Archives
    • Art Collections and Galleries
    • Public Libraries
    • Film Collections
    • Library Special Collections
    • Multi-discipline Collections
    • History Collections
    • Archaeology Collections
    • Anthropology Collections
    • Private and Corporate Collections
    • Universities, Research, and Education

    Product launch date

    1987

    Last major revision

    • Adlib Version 7.4 released March 2017
    • Model Application Version 4.5 released 2015

    Product history

    Adlib Collections Management Systems have been at the forefront of collections management for more than three decades. Comprehensive and flexible, Adlib can accommodate the requirements of any collecting institution, but is widely acknowledged to be the pre-eminent system for multi-discipline collections including Museum, Archive and Library materials.

    Future development

    Innovation

    We build long term relationships with our customers by providing collections management solutions that meet their needs and stay relevant in an ever-changing collections management environment. Ours is a proactive development strategy. It demands both an understanding of where collections management is heading and the expertise to adapt our solutions to trends in collections management and to new technologies.

    Expertise and knowledge are necessary ingredients but they are not sufficient to ensure that our collections management solutions remain relevant. Achieving that requires the availability of resources to support research and development and a willingness to commit those resources.

    We have always committed resources to research and development, but we are now the leading provider of collections management software solutions for Archives, Libraries and Museums, and success affords us greater opportunities to do so. Approximately 10% of staff are dedicated to core research, with a further 20% engaged in development.

    Our willingness to commit resources to research and development is driven by a commitment to building long term relationships with our customers. Our motto is "Close to the Customer" and we remain close to our customers by meeting their collection management needs now and always.

    While a detailed product roadmap for Adlib is actively maintained, updated, and progressed, the specific details of our future development represent commercially sensitive information and cannot be publicly shared.

    Demo version

    Please contact an Axiell Sales representative for a comprehensive demonstration of the Adlib Collection Management system, by email at sales-alm@axiell.com or by phone at +1 416 238 5032.

  • Support

    Support methods

    Ninety days maintenance is included with the licence fee. After this time the customer may enter an annual support program priced at 20% of the current licence cost. A current annual support program provides all software upgrades; help desk support via phone/fax/email; remote issue resolution via modem or internet; and user community website and discussion forum.

    Support language(s)

    English and French.

    Support availability and hours

    Monday to Friday, 9 a.m. to 8 p.m. EST.

    Support fees

    20% of licence purchase cost annually.

    Client support network

    User discussion form available on Axiell's website.

    Training

    A range of courses are available in Canada, and can be viewed on Axiell's website.

    System updates and maintenance

    Ninety days maintenance is included with the licence fee. After this time the customer may enter an annual support program priced at 20% of the current licence cost. A current annual support program provides all software upgrades; help desk support via phone/fax/email; remote issue resolution via modem or internet; and user community website and discussion forum.

  • Cost

    Pricing

    Licensing for Axiell Adlib is by concurrent users of the Axiell Adlib database engine. Thus, Adlib can be made accessible to a wide user base with the license only affecting the number of users who can run the system simultaneously. Additional licences can be purchased at any time in groups of one or more. Costs for licences scale in number of licenses, thus the 8th license would be cheaper than 7th for example.

    The Axiell Adlib license applies to the server machine and so one server can service the requirements of several campuses of an institution. Alternatively, if each campus requires its own server, then separate licenses would need to be purchased. However, bulk purchase discounts are available in such cases.

    Additionally, as Adlib is a multi-discipline collections management system, the Adlib software is packaged into a tiered model, dependant on the types of collections it will manage (i.e., museum, archive, library, film.) This structure is defined as Adlib Standard (1 module), Adlib Plus (any 2 modules), Adlib XPlus (any 3 modules).

    Maintenance costs

    Ninety days maintenance is included with the licence fee. After this time the customer may enter an annual support program priced at 20% of the current licence cost. A current annual support program provides all software upgrades; help desk support via phone/fax/email; remote issue resolution via modem or internet; and user community website and discussion forum.

    Additional fees

    Installation and security model configuration

    As part of the implementation process, Axiell will install Adlib on the client server, if locally installed, remotely. In addition to this installation, Axiell staff can configure the security settings to ensure user profiles, views, and privileges are configured to suit the preferences and roles outlined by the institution and the users of the system. Alternatively, there is an administrative tool that accompanies the Adlib Product, Adlib Designer, which would allow the database administrator at the client institution to set up and configure their own security settings which would make the implementation costs, more cost-effective.

    Customization

    Adlib is a comprehensively structured, full-featured collections management system. It includes a broad range of standard management and catalog support modules. Where possible, these conform to relevant world standards, most notably the Spectrum standard for museum documentation. As each institution differs, the catalogue, and supporting collections management datasets are customisable to meet the needs of the institution in order to manage their workflows effectively and efficiently.

    Data migration

    Most clients switching to Adlib have one or more sources of legacy data in various software systems. An important component of a successful implementation of Adlib is the migration of those legacy data into Adlib.

    Based on Axiell's experience with legacy data systems, the data migration cost can be estimated to be anywhere in the range of a couple of thousand dollars to tens of thousands of dollars, depending on the number of different data sources and the complexities of each. Axiell would have to undertake a thorough investigation of a client's legacy data sources before being able to provide a more accurate figure. Alternatively, data migration can be performed on a time and materials basis. This data migration cost could be reduced if museum staff are able to prepare and export the existing data in a suitable format.

    Training

    Axiell offers a wide variety of courses. Training is organized on site. If the institution would like ongoing training or training for more staff, it can be arranged. Our training is very flexible, and we can work with project coordinators to tailor a training plan that will enable you to make the most of the project. More information.

    Project management

    One of Axiell's professionally trained and certified project managers will be assigned to the implementation project. Our project manager will work with both Axiell and customer project resources to efficiently manage the entire project from initiation through to go-live, ensuring a successful, smooth transition to Adlib.

  • System specifications

    Operating systems supported

    • Server: Windows Server 2008 R2 or later.
    • Workstation: Windows 7 or later; Current web browser versions.

    Underlying database

    Microsoft SQL Server.

    Platform(s)

    Adlib is a client/server application. The client side runs natively under Windows, and on a Mac using a Windows emulator. Because it is a Windows-based application it can automatically invoke any Windows-based applications such as word and image processors, and exchange data directly with such applications.

    Adlib also offers a browser-based interface, Axiell Collections that gives browser access to many of the core functions of the Adlib collections management software. With this browser-based platform, users can access the collections management system from any browser, on a PC or Mac such as, Internet Explorer, Mozilla Firefox, Google Chrome, Safari, etc.

    Hardware requirements

    Minimum hardware requirement for server:

    • Processor: Intel dual core Pentium
    • RAM: 4 GB
    • Disk space: 100 GB depending mostly on digital assets

    Staff requirements

    It is recommended that a minimum of one staff member be assigned the role of application administrator.

    Plug-ins and/or modules available

    Axiell DAMS
    A Digital Asset Management System for Museums and Archives
    Axiell DAMS provides simple, user-friendly access to the digital media stored in your collections management system, and to the full range of digital media (such as marketing collateral and other digital files) across your organisation. Designed to meet the needs of both marketing and collections departments, Axiell DAMS allows you to leverage your digital assets to raise awareness of your collections and institution. Axiell DAMS facilitates the efficient and secure sharing of digital media within an organisation, and supports the protection, preservation and management of digital assets. More information.
    Axiell Onyx
    iBeacon Technology
    Provide visitors to your museum or gallery with multimedia-rich information about the objects they are interested in with Axiell Onyx on their iPhone or iPad. More information.
    Reading Room module
    This option provides all the functionality you need to deal efficiently with requests from researchers or others who wish to use your collections in a reading room environment.
    The Circulation Management module (loans)
    For quick and efficient lending transactions.
    The Serials module
    For managing magazine and loose leaf subscriptions.
    The Acquisitions module
    To manage the entire book ordering process.
    Axiell Move

    An app that operates on iOS devices to support location information, movement tracking, and packaging information.

    Several Modules are also available as add-ons to the Internet Server software:

    SDI (Selective dissemination of information) alerting
    Makes it possible to deliver custom-made services. Your users can register an interest profile, so that the system can automatically inform them about relevant information and new acquisitions.
    Online reservations
    Allows web based users to reserve material from their web browser, and the user can also see what books you currently have on loan.
    Axiell Connect
    Adlib Office Connect is a plugin for Microsoft Office. In combination with an Adlib wwwopac.ashx server, the plugin allows you to search your Adlib databases from within Word, PowerPoint or Excel, with a very simple search interface: no knowledge of Adlib applications and their user interface is required. Selected data from the search result can be copied to the current document with a single mouse click, where the user can change the layout as desired. An easier way to access and present data from your Adlib databases is simply not possible.

    Third-party requirements

    None

    Interoperability

    Adlib API

    The Adlib API is a command library that can be used to interact with Adlib databases or a 3rd party application such as a DAM/MAM/PAM. Using this API you can easily build your own applications through one of the three available methods: URL requests, Adlib.Data Windows .dll or jQuery plugin.

    Accessibility

    We are committed to ensuring everyone can use Axiell software and have developed our applications to suit different user needs.

    There are a number of programs available that enable your computer to talk to you.

    Microsoft Windows comes with a basic screen reader called Narrator, which reads text on the screen aloud and describes some events (such as an error message appearing) that happen while you're using the computer. You can find more information on how to use Narrator on the Microsoft website.

    For Mac users, the Mac operating system also has a built-in speech to text function, which you can access by going to 'System Preferences' and selecting 'Universal Access'.

    All recent versions of Microsoft Windows include magnification software. This allows you to greatly increase text size, although this will be restricted to only a small proportion of the screen. To use Windows magnifier, click on 'Start' then select 'Programmes' followed by 'Accessories' and 'Magnifier'. You can then select the amount of magnification you want from the dialog box that will appear on screen.

    For Mac users, you can select the screen magnifier option by going to 'System Preferences' and selecting 'Universal Access'.

    Adlib implements many keyboard shortcuts to provide access to data entry and searching functions for users that have difficulty using a mouse.

    The Level AA Web Content Accessibility Guidelines 2.0 of the W3C proscribe extensive options for accessibility, and these guidelines are important facets of our design and development for web-based applications.

    Customization

    Adlib is a comprehensively structured, full-featured collections management system and so rarely requires customization. It includes a broad range of standard management and catalog support modules. Where possible, these conform to relevant world standards, most notably the Spectrum standard for museum documentation. There are many more fields available in Adlib than most users' legacy systems accommodate. Further, the Adlib model makes extensive use of text boxes for notes related to various parts of the catalog, while every module also includes a Notes tab for any other miscellaneous information.

    Other features of Adlib include locally configurable user and institution defined pick lists and authority files; a rich suite of supporting modules, including rights and copyright, artist biographies, and an institution configurable security system.

    However, should the pre-configured Adlib system not completely meet the needs of a client, Adlib includes a product called Adlib Designer that allows the System Administrator the ability to customize virtually any component of the system to the specific requirements of that client without compromising the "upgradeability" of the system. Customization of the catalog, or other Adlib modules, can be performed by Axiell on a time and materials basis or can be undertaken for a fixed price. In the latter case, Axiell requires a comprehensive specification of those customizations before this price can be determined.

  • Web integration capabilities

    Cloud functionality

    You are collections management experts and your time and resources are best expended managing collections, not maintaining hardware and software and networks on which your Collections Management System (CMS) runs.

    We can host the CMS for you.

    We are able to provide and manage the infrastructure to run your system securely, reducing infrastructure and staffing costs, leaving you to do what you do best: managing collections.

    When we host your CMS, we:

    • Manage the back-up of your data.
    • Take care of upgrades, ensuring that your system is always up to date.
    • Run professional grade hardware in a secure data centre.
    • Provide secure access to your CMS from any web connection.
    • Ensure you always have enough storage space.

    Operation of the hosted CMS is covered by a Service Level Agreement (SLA).

    Server location
    Negotiated with customer as part of hosting SLA.
    Security protocols
    Negotiated with customer as part of hosting SLA.
    Typical or average uptime
    Negotiated with customer as part of hosting SLA.
    Back-end maintenance procedures and downtime
    Negotiated with customer as part of hosting SLA.

    Browsers supported

    Adlib and associated products are compatible with Internet Explorer version 8 and later, Safari Version 5 and later, Firefox version 29 and later, and Google Chrome Version 18 and later.

    Web-based access for data entry

    Web-based access for collections management

    Work with your collections data anytime, anywhere through a web browser. Enable even inexperienced users to access data through an easy to use, modern interface. Facilitate data entry directly into your CMS from anywhere in the world.

    • Axiell Collections Web UI is a free add-on to our collections management systems.
    • Work with your data anytime, anywhere through a web browser.
    • Axiell Collections Web UI works on PCs, Macs and Tablets.
    • Check and edit object information in real time.
    • Access insights and information when you need it.
    • Work remotely and access your data.

    Web publishing platform

    Adlib Internet Server is a complete package to make library catalogues and museum collections accessible through the internet, for interested visitors from all over the world. Via this web application the visitor can perform simple or advanced searches for publications or objects in the collection, in the language of choice if so desired. Step by step, you easily move from the search tab to the results of a search, to the detailed presentation of one or more records, to making your own selection, and finally, to printing it for example, or to make a reservation.

    Aside from the ease of use that this Adlib model web application already offers, there are many possibilities to customize the application, so that the web site properly represents the character of the institution. An Intranet is also available for staff read-only access.

    Linked open data functionality

    Adlib offers the creation of URI's which can be used to create linked data.

    The Adlib Internet Server comes with a tool called "Sitemapper" that produces a URI (Uniform Resource Identifier) for each collection item which can be used for different purposes. For instance, with the use of Google Web Mastertools, it can be used for indexation. This way your collection items can be found with a Google search.

    Performing a search with the Adlib Internet Server and clicking on a specific object produces a unique URL which can be linked to by third parties (portals etc.) I don't believe that is regarded as linked data though.

    Using linked (open) data in Adlib:

    • Creating a link between Adlib record and e.g. Getty Vocabularies (Getty AAT etc.) enables you to use "live" concepts and data in the Adlib collection management system. This way the CMS is being provided with standardized concepts and contextual data automatically. This gives the museum faster and better and continuously updated descriptions.
    • The customer needs the API and it needs to be configured. If the customer likes to derive specific information included in the Adlib fields then that is possible but this will not be "refreshed" automatically.
    • You can also create a reference field in the Adlib database and simply copy and paste the URL you would like to use. Clicking the URL in the Adlib database gives access to the information.
  • User groups and security

    User profiles

    Adlib software employs a role-based security system. Roles may have the following rights: None, Read, Read/Write or All for any part of the Adlib application (e.g. screens, reports) or Adlib database (datasets and fields). Access rights can also be applied to individual records.

    Pre-determined access rights are assigned to roles and these roles are assigned to individual users or user groups, which can be associated with users or groups defined in Microsoft Active Directory. This offers efficient protection against unauthorized access to data or application functionality. At the same time, the whole process of user authentication and access management are simplified, as administration tasks such as managing and enforcing password policies may be carried out within Active Directory, while application specific access rights are managed in Adlib Designer.

    User groups

    Adlib software employs a role-based security system. Roles may have the following rights: None, Read, Read/Write or All for any part of the Adlib application (e.g. screens, reports) or Adlib database (datasets and fields). Access rights can also be applied to individual records.

    Pre-determined access rights are assigned to roles and these roles are assigned to individual users or user groups, which can be associated with users or groups defined in Microsoft Active Directory. This offers efficient protection against unauthorized access to data or application functionality. At the same time, the whole process of user authentication and access management are simplified, as administration tasks such as managing and enforcing password policies may be carried out within Active Directory, while application specific access rights are managed in Adlib Designer.

    Visitor profiles

    Adlib has an extensive and sophisticated access management system that provides Administrators with the ability to control access to nearly every facet of Adlib by user. A user account with a "visitor profile" can be created and maintained by the application administrator with appropriate access, both to data and functions, as is required.

    Installations

    There are no restrictions on the number of computers that can have the Adlib client installed or running simultaneously.

    Audit trails and/or edit history

    Adlib offers the ability to track all logged actions that have been processed on the server through the History feature. This feature allows users to select the History button and be presented with a part of the log of all actions processed on the server; to view all actions processed, users can select Get More to view additional log entries.

    Additionally, in each record, across all datasets within Adlib there is a tab designated to track and document all changes that occur within the record and be displayed to users in read-only format.

    Offline access

    Adlib does not provide offline access.

    Privacy features

    No

  • Data migration and stability

    Import formats

    Adlib is an open system and interoperability is an important criterion in the design of the Adlib Software Suite. As standard, Adlib can import and export data in XML, in comma separated values or in Adlib tagged text format. EAD version 2 is included as standard and other XML formats required can be added by the system administrator by including the appropriate XSLT. These then become available to users as pre-defined input/output formats.

    Adlib is capable of converting (importing) databases from the following exchange file formats to the Adlib database format:

    • Adlib tagged
    • dBase III/IV (*.dbf)
    • ASCII delimited (*.csv)
    • ASCII fixed length
    • PICA III
    • MARC (general ISO 2709)
    • MARC (Ocelot)
    • XML
    • MARC (CDS-Isis)
    • Image directory
    • Modes

    Export formats

    Adlib is an open system and interoperability is an important criterion in the design of the Adlib Software Suite. As standard, Adlib can import and export data in XML, in comma separated values or in Adlib tagged text format. EAD version 2 is included as standard and other XML formats required can be added by the systems administrator by including the appropriate XSLT. These then become available to users as pre-defined input/output formats.

    Backups

    Adlib requires no special backup software and does not use raw partitions. Any standard backup and restore software provided with an operating system or third party product (e.g. Arcserve) may be used. Axiell can provide backup options for their hosted service.

  • Standards and schemas

    Metadata schemas

    • Dublin Core
    • MARC
    • RDA
    • RDF
    • LIDO
    • EAD
    • EAC

    Data content standards (cataloguing rules)

    • Spectrum
    • CIDOC CRM Core
    • MIDAS
    • ICOM Documentation Guidelines
    • CDWA
    • LIDO
    • CCO
    • VRA Core
    • CHIN Data Dictionaries
    • Object ID
    • EDM

    Vocabulary standards

    Adlib has the functionality to link subject and name headings to collection records. This is done using controlled vocabulary, i.e., the Thesaurus dataset. Fields can be set to automatically be validated against the thesaurus dataset to ensure fluid and accurate data entry. Many friendly-thesauri can be ingested into Adlib (Getty A&AT, LCSH), or thesauri such as Chenhall and CHIN Data dictionaries. Adlib can be configured so that any field can be subject to thesaural control.

    Local terminology lists

    Adlib is able to maintain Local Terminology Lists in addition to standard vocabulary lists.

    Accreditation

    Collections Trust – Spectrum compliance.

  • Data entry and content

    Media upload/linking

    Digital assets can be ingested into the Adlib DAMS in many ways, including:

    • Individual asset upload to a particular dataset within the application.
    • Though bulk upload through the batch import utility available in Adlib Designer.
    • Using the bulk upload utility, Adlib Ingest Module, which enables users to create Adlib records and store their Digital Assets safely by dragging and dropping these into a "hot" folder.

    Media formats supported

    • BMP
    • TIFF
    • WMF
    • JPEG
    • PNG
    • GIF
    • ASF
    • AVI
    • MP4
    • MPEG
    • WAV
    • AAC
    • AIFF
    • MP3
    • WMA
    • Any format supported by Windows Media Player (varies according to Windows version)

    In addition any other format can be supported by a direct link to open the file in the appropriate external viewer.

    Data entry features

    Adlib provides a suite of powerful data entry tools in the Adlib desktop application, as well as in a variety of web-based applications useable across a wide range of functions and roles.

    Copy and paste
    Yes
    Search and replace
    Yes
    Spellcheck
    Yes
    Bulk cataloguing
    Yes
    Batch edit
    Yes
    Batch location change
    Yes
    Duplicate record search
    Yes, upon import – Adlib can identify if a record already exists and merge/update data in the record.
    Template record
    Yes.
    Date selection and formats
    Yes
    Mandatory fields
    Yes. Application Administrators can set desired fields as mandatory.
    Others
    No response.

    Spreadsheet editing view

    Yes, the browser-based interface, Axiell Collections, allows users to edit single records, or groups of records through a spreadsheet editing view type.

    Geographic mapping

    Yes, the browser-based interface, Axiell Collections offers a geographic mapping view. The view is meant to display locations (as registered in different fields in your records) on a world map for a quick visual overview. You can use it to easily track down main locations of storage or the geographical distribution of production places of a certain record selection or the range of content subjects of objects manufactured by a single creator, for example. Any field which contains geographical places may have been set up for the geographical map functionality.

    Multilingual fields

    Adlib supports multiple languages at both the system and data level. All prompts, menus and button can be displayed in the language selected by the user, and data can be stored and displayed in multiple languages. Switching between languages can be performed dynamically at any time. Compliant with Unicode, Adlib can display a vast range of characters, as well as supporting right-to-left (RTL) languages, including Arabic and Hebrew. Again, dynamic switching between RTL and LTR languages is supported.

    Barcoding

    Adlib supports the creation of unique barcode strings, printing of barcode labels, and retrieval of data through a variety of interfaces and devices, through barcode technology.

    Labelling

    Adlib supports the creation and printing of label information through its various printing formats. A word template can be used to support the creation and printing of labels for use in exhibitions, etc.

  • Search and reporting

    Types of search supported

    Adlib offers you three effective search tools. The Search wizard is easy to use, and runs on a selection of indexed fields. The Query by Form can be used to combine search queries and search multiple fields simultaneously. A powerful search language makes it possible to query every field of the database. You can compose your own queries and include operators such as 'equal to' or 'less than'. Logical operators (such as 'and' and 'or') are also supported. Both queries and their results can be stored for future re-use as a "pointer file".

    Boolean queries
    Yes
    Query any field
    Yes
    Sort query results
    Yes
    Saving search results
    Yes, search criteria can be saved as a 'pointer file' for future use.
    Filter search results
    Yes
    SQL-based search
    No
    Export search results
    Yes
    Free-text (Google) searches
    No
    Search result views
    Search results can be displayed in a list or form view.

    Multilingual searching

    Yes

    Report styles included

    Adlib comes with a selection of pre-defined reports. The reports available differ according to which part of the system is being used. For example, in the Archive Catalogue extended or hierarchical record listings can be created, whereas in the Accessions dataset Accessions lists can be created.

    The system manager may create further 'pre-defined' report definitions and then insert them into the appropriate menu to become available for other users, via Adlib Designer, so the customer has full control over what 'standard' reports are available to system users.

    Adlib is equipped with a very flexible report generating tool. It can create reports using its Print Wizard, writing to Microsoft Word templates, or by outputting in the preferred format of the client.

    Microsoft Word can be used very conveniently for creating letters, labels and documents in which the company style of an organization is very important. For this purpose, default Word templates can be edited to enable printing of Adlib data with such a template. Documents that are created this way, can be saved, printed or sent through email.

    Axiell Connect

    Adlib Office Connect is a plugin for Microsoft Office. In combination with an Adlib wwwopac.ashx server, the plugin allows you to search your Adlib databases from within Word, PowerPoint or Excel, with a very simple search interface: no knowledge of Adlib applications and their user interface is required. Selected data from the search result can be copied to the current document with a single mouse click, where the user can change the layout as desired. An easier way to access and present data from your Adlib databases is simply not possible.

    Report customization

    Adlib is equipped with a very flexible report generating tool. It can create reports using its Print Wizard, writing to Microsoft Word templates, or by outputting in the preferred format of the client. Using this tool, users are able to define the fields and presentation of the report through the Print Wizard, allowing you to output the required information for a number of purposes. Alternatively, Word Templates can be created to facilitate a number of report requirements and can be created in-house to meet the reporting needs of the institution.

    For creating advanced reports, for which some pre-processing of data is necessary, the Adlib programming language ADAPL or XSLT will be required. Complex calculations, manipulations of field contents, etc., will be managed by ADAPL procedures (output formats) or XSLT stylesheets.

    Report program

    Adlib comes with a series of tools to generate new and customized reports in numerous formats using a wide range of report writers, including XML, Microsoft Word, Excel and PowerPoint.

  • Museum functions

    Collections management function overview

    Spectrum procedures:

    • Object Entry (primary)
    • Loans In (primary)
    • Pre-entry
    • Inventory
    • Location and Movement (primary)
    • Transport
    • Cataloguing (primary)
    • Condition Checking
    • Conservation
    • Risk Management
    • Insurance
    • Valuation
    • Audit
    • Rights Management
    • Use of Collections
    • Object Exit (primary)
    • Loans Out (primary)
    • Loss and Damage
    • Deaccession
    • Retrospective Documentation (primary)
    • Acquisition (primary)

    Registration

    A primary obligation for a museum is the duty of care for its collections. Amongst other responsibilities this requires the museum to manage its collections, keep track of its objects, ensure they are well maintained, securely stored, properly insured and appropriately accessible. Adlib facilitates this duty of care through collection management processes and tools designed in compliance with the Collections Trust's Spectrum standard for museum documentation.

    The Spectrum standard is recognized internationally as the industry standard for Collections Management. Spectrum is a guide to good practice for museum documentation and contains procedures for documenting objects and the processes they undergo. Adlib is fully compliant with the latest version of this standard.

    Acquisitions

    Adlib fully documents the arrival of objects at your institution, some or all of which may ultimately be accepted into the collection and thus fully cataloged. Accession information is stored within the internal object catalogue for museum collections, whereas, there is a separate dataset when working with Archival materials called, Archives (accessions), to manage the accession information and establish the relationship to the catalogue record when the material is ready to be fully catalogued into the collection. These tabs and datasets document a summary of the objects/materials that are donated, gifted, bequeathed, etc. to the institution and can track the status (i.e., under consideration, accept, reject, etc.). All details related to the accession would be managed, such as actual purchase price for acquisition, receipt date, accession number, rights and restrictions, etc.

    Inventory management

    No response.

    Internal tracking

    This is standard functionality in Adlib. Every movement can be recorded at all levels of the catalogue. Future movements can also be planned and the system automatically keeps a full audit trail of previous location movements, including details of time, date and authoriser, etc.

    Information relating to loans, exhibitions etc. are recorded in their specific datasets and can also be used to keep check of an item's location. Additional fields not included in the standard application can be added using Adlib Designer.

    An additional feature (costs not currently included) there is an optional barcode/RFID movement module, Axiell Move, which can update the database location of items by scanning them. This includes functionality for packing, moving and unpacking containers holding several items, the individual locations of each is tracked by the system.

    External shipments

    The Transport dataset tracks all information pertaining to objects and materials that are physically leaving from or coming into the institution. A new entry record should be created for every time an object or unit of description enters the institution. An entry record can be linked to one or more objects or units of description. Also, an object or unit of description can be linked to multiple entry records, for example, one entry record can cover the moment when the object was acquired by the organization and another can cover the return from a loan to an external organization. In addition to documenting the entry of objects and units of description, the transport dataset can also track exit procedures and information in a similar fashion to the Entry record described above.

    Cataloguing

    The Adlib system is centred on the catalogue, and here the emphasis is on clear, logical structure. Although very comprehensive in scope, the degree of detail to be entered into each catalogue entry can be determined by each institution. The derive record function allows bibliographic records to be downloaded directly into the catalogue from a variety of on-line sources such as the Library of Congress, while powerful tools for managing terminology ensure that data is consistently recorded. The standard catalogue includes the following functionality: Bibliographic description and imprint; Abstract, classification and keywords; Historical/rare book information; Administrative data; ISBD presentation; Unlimited number of copies per title description; Attach digital media. Adlib is flexible enough to deal with all kinds of publications, including digital and multimedia files. The standard catalogue includes templates for several different types of material including: books, audio-visual materials, journals, loose-leafs and articles. Of course, the layout of these templates is fully flexible and can be edited to suit the needs of the library/museum, including the definition of completely new custom templates if required.

    Conservation

    The Assessments and treatments dataset documents and tracks the condition and conservation activities related to the collection. Conservation work on objects can be scheduled and monitored, capturing examination details, a description of the damage or other reason for conservation treatment, details of the treatment performed, the results of those treatments, and any associated costs. Assessments and treatments records make extensive use of the multimedia repository to record images and video of objects before and after conservation work, as well as audio and written documents describing treatments. Conservation information is retained in perpetuity, giving a comprehensive history of the treatments applied to an object, and also providing a knowledge-base to improve the effectiveness of future conservation activities.

    Curatorial research

    The Research/Use dataset documents the use of collections which are relevant for the archive or museum. These include education handling collections, the operation of objects, research, enquiries, and the commercial use of objects and associated documentary archives. Users include staff, volunteers, or the public – whether in person, by letter, telephone or any other means of communication.

    Publications and printed material

    General bibliographic references, including books, journals, articles, papers and theses are recorded in Adlib in the datasets related to the Library. Additionally, there is a Copies dataset that allows the institution to track copies of materials and manage the activities related to though individually while still maintaining the relationship to the original.

    Rights management and reproduction

    This is standard functionality in the Adlib Archive module via fields in the Conditions of access and use (ISAD) tab, which includes fields for recording conditions governing access and reproduction. More complex rights management is available via the Rights tab from the Adlib Museum application, this is Spectrum compliant and part of the system configuration.

    The Adlib Museum application includes detailed copyright and other rights data can be recorded in each catalogue record.

    There are fields to record information about Rights Type (i.e. assigned externally, or incoming); Reference; Holder; Consent status; Requester; Authoriser; Start and end dates; Notes.

    Risk management and valuation

    The value of an object, the date of its valuation, the valuing authority and the next scheduled valuation are documented in Adlib, with a history of valuation information automatically maintained. It is possible to:

    • Set a regular valuation interval frequency (in years or months).
    • Set a specific date for the next valuation.
    • Using the Scheduled Search functionality, users can receive a notification report when the next valuation is due.

    It is common for security reasons to restrict access to an object's valuation details to valuation staff and management.

    Exhibitions

    Adlib Museum includes an Exhibitions module which includes tabs for Exhibition Details, Related exhibitions, Documentation, Linked objects, Loans, Reproductions and Management details. It is a friendly database with the Internal and External Catalogue.

    Loan management

    Adlib manages your incoming and outgoing loans, using the Incoming loans and Outgoing loans datasets to manage these activities. From the Incoming and Outgoing Loans datasets, users are able to document and track all loans and related information while maintaining that relationship to the objects or units of description which are a part of that particular loan. They capturing details such as the borrower, objects loaned, start and end dates, approvals, and associated costs. Loan documentation, including a loan agreement form, can be generated from within Adlib and can even be scanned and attached to the loan record as a permanent soft copy of the signed agreement. These datasets also store the Loan History of a particular object of unit of description over the lifespan of that item in the collection.

    Deaccessions

    Deaccessioning an object results in the object's logical removal from the collection: for most users the object will appear to have been removed from the Internal Object Catalog. Authorized users however are able to search for and retrieve deaccessioned object records, allowing audits of deaccessioned objects to be undertaken. Deaccession details include the date of deaccession, a reason for deaccession (lost, stolen, destroyed, etc.), terms and conditions of the deaccession, and authorization details.

    Digital asset management

    Images, movies, audio files, documents, and born digital files can be linked to records and are stored in the client. When a record contains one or more media files, like images, those images will be shown in the Media Viewer during the detailed presentation of a record. The Media Viewer has three viewing options – Normal (one image at a time), Thumbnails and Filmstrip view. It is also possible to zoom in and out of images.

    Adlib complies with EXIF, IPTC and XMP digital metadata standards.

    Additional features and functions

    Derive functionality

    Adlib includes a Derive function which allows an external source(s), such as the Library of Congress thesauri. For example, to derive a record from the Library of Congress, you open the Books dataset, choose Start, Derive, Library of Congress to open a search form with which you can search in the external source. Original records will never be deleted from the external sources, of course.

    In some model applications, but possibly in your customized application as well, external sources may have been defined as friendly databases.

    The following add-ons are available:

    • Reading Room module: This option provides all the functionality you need to deal efficiently with requests from researchers or others who wish to use your collections in a reading room environment.
    • The Circulation Management module (loans): for quick and efficient lending transactions.
    • The Serials module: for managing magazine and loose leaf subscriptions.
    • The Acquisitions module: to manage the entire book ordering process.
    • Axiell Move: An app that operates on iOS devices to support location information, movement tracking, and packaging information.

    Several Modules are also available as add-ons to the Internet Server software:

    • SDI (Selective dissemination of information) alerting: Makes it possible to deliver custom-made services. Your users can register an interest profile, so that the system can automatically inform them about relevant information and new acquisitions.
    • Online reservations: Allows web based users to reserve material from their web browser, and the user can also see what books you currently have on-loan.

    Axiell Connect

    Adlib Office Connect is a plugin for Microsoft Office. In combination with an Adlib wwwopac.ashx server, the plugin allows you to search your Adlib databases from within Word, PowerPoint or Excel, with a very simple search interface: no knowledge of Adlib applications and their user interface is required. Selected data from the search result can be copied to the current document with a single mouse click, where the user can change the layout as desired.

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