Application of the eReference : |
eReference addresses the institutional memory of substantive work accomplished by an organisation. The software enables quick recording of and accessing of reports produced by the organisation. Other external references may also be retained in the e-Reference memory for easy and efficient access to information and knowledge relevant to the organisation. eReference addresses the following salient features:
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- Reference records, technical reports, memoranda, periodicals, magazine, books, paper and so on
- Access summaries or abstracts of reports, documents, and similar references
- Access information about author, date of publication, and so on
- Access technical documents stored by pre-defined sectoral/sub-sectotal, cross-sectoral and thematic classifications
- Parametric search by combination of reference document type, author, date, and so on
- Capturing of observations, reviews and comments on reference documents, books, etc. made by staff members in the organisation.
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| eReference may also be used as a library catalogue system. In this system references are divided into broad categories like Book, Magazine, Journal, Working Paper, Monogram, Report. The storage of these references is placed under categories like sector/theme (e.g. Economics, Agriculture, Health); and further sub-categories (such as Microeconomics, Macroeconomics or Fertilizer, Pest etc.). Thus reference documents are stored in a systematic way, amenable to quick access to the reference by way of parametric search. |
| How the system works |
| Web based application |
eReference is a web based software application that allows the system to be installed in a web server (or Web Hosting Server) with adequate security features to protect against any unauthorised access to the database. The system is based on a three-tier architecture as depicted below.
An organisation's staff members from anywhere in the country, as well as abroad, where Internet connection is available, would be able to have online access to the eReference database with assigned username and password. |
| Implementation of e-Reference |
For installation, expert technologists from knowvision software ltd. will provide training of personnel of the client organisation/ company. We shall provide two manuals - a technical manual and a user manual - which will provide ready reference for installation of the software tool. The User Manual will guide users to methods and procedures for efficient recording of data and information. The User Manual and Technical Manual would also be available online with the eReference software.
If needed, we can also provide technical support to our clients to set up LAN connectivity including server configuration and installation of the software application.
Clients may also use our capacity to organise training programme for their personnel in the application of the eReference software. The training may cover: |
- Installation of the application
- Techniques of operating the application
- Add/update reference
- Manage database server
- Help in analysis of the data
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| Sample record entry |
| We will offer cost-free data entry service for 100 sample data sets or references. We will then coach our client officers to use the system and become expert navigator of the system. |
| Long-term trouble shooting and training support |
| By entering into a retainer contract, we will be pleased to provide ad hoc trouble shooting support on a long-term basis; training of new users; and other relevant system support. |
| Decentralised data entry - a self-service system |
Recording of data is the most important aspect of the system. An organisation's staff members are expected to exercise initiative in updating information about their references/ documents. Validation of the data/ information can be cross-checked by the senior management and personnel department.
As it is a web based application, desk officers with proper authentication from anywhere can insert/ edit their documents on the fly. |
| Functionalities of the system |
| The technology capability of eReference offers flexibility in setting up the system to meet users requirements. Its dynamic capability allows users to add, delete, and edit reference information with appropriate restrictions. |
| Authentication mode |
The system provides two levels of authentication:
1. User mode
2. Admin mode |
| User mode |
| In this mode, users would be able to surf through all the available references. They would be able to find their desired documents/ references quickly by parametric search. They may search by document type, sector/ theme, sub-sector/ sub-theme, document/ reference creation date, and author or by any word. Search result will first produce a list of records found each with reference name, author(s), publisher after clicking on one of this records will produce detailed description of the reference with abstract and if available attachment of the particular reference. Users can even view the reviews on the particular reference posted by someone else who has already gone through it. Users can also submit own review on a particular reference. A sample page of user mode is shown below. |
| Admin mode |
| Someone needs to populate and maintain the references. Working in the 'Admin mode' authorised persons would be able to add, update and delete any reference/ document or reviews contained in the e-Reference. |
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