Text Retrieval on the Web
Publishing your Minutes, Reports, Agendas etc. on the Intra/Internet, then being able to search for words or phrases, is very simple and entirely automatic when using our Committee Management system.
If you don't already use this, then all you need is Microsoft WordŽ and then be able to e-mail the documents to your web site.
Once the documents are loaded, all a user needs do is enter a word or phrase (or use the 'browse' facility) to make an enquiry, as shown here:
In all cases, the word(s) you wish to look for are highlighted and on view in the opening screen. Don't overlook the importance of this point. Several other system merely take you to the start of the document and leave you to scroll through to what you want to see, or else require you to start a second search. In the example below, we looked for the single word 'presented' (phrases can also be searched for).
If the documents are sensitive they can be protected by up to 9 levels of password. Users need to log on with a user name and password to gain access to these documents. Logging on is not required for public access.
It's not just the Word document that can be searched: our system allows any type of file to be attached to a document, so that a user may, after conducting a successful search, open any of the attached files. The only limitations here are that the user has the necessary software to view these files.
Another useful facility allows you to repeat a search rapidly within a new database. For example, if you are looking at a report and want to see the associated minute, a single key operation will take you there. It works in any direction, within as many different databases as you require. In the example below we looked for 'trading surplus' in Agendas. The search results are shown, and we can then look in Minutes for the same thing by pressing 'Continue'
