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Users' Guide for Citrix-Based Access to ADAMS

Contents

• Publication Information
• Figures
• Purpose
• About the ADAMS Public Libraries Users' Guide
• How to Log into ADAMS
• What Are the User Tools in ADAMS?
• Browsing ADAMS Document Manager
• ADAMS Folders
• ADAMS Documents
• Working with Documents
• Document Properties
• Viewing Document Profile Fields in Document Manager & Search Results List
• ADAMS Packages
• ADAMS Saved Searches
• Searching for Documents
• USING SIMPLE FIND
• ADVANCED FIND
• Date Searches
• Order of Search Criteria
• Advanced Property Searches
• Browsing Values
• Searching the Text of Documents
• Broadening and Narrowing Your Search
• Combining Boolean Operators
• Narrowing your Search
• Broadening your Search
• Using Wildcards in Advanced Search
• Searching for Document Packages
• Canceling/stopping a search
• Finding How Many Documents You'll Retrieve
• Clearing Search Criteria
• Managing and Viewing your Results List
• Saving Search Strategies
• Viewing Documents
• Marking Documents for Action ... Printing, Copying, etc.
• Printing Documents
• Downloading/Copying Documents
• Selecting and Copying Text
• Creating Lists or Bibliographies
• Ordering Copies of Documents
• Logging Off ADAMS
• FAQs
• TROUBLESHOOTING -- Error Messages and What They Mean
• Quick Reference - 12 Steps for Simple Search and View
• Glossary

Publication Information

ADAMS Public Libraries Users' Guide

Date Published: October 8, 1999, Revised February 2003

Information Management Division
Office of the Chief Information Officer
U.S. Nuclear Regulatory Commission
11545 Rockville Pike
Rockville, Maryland 20852

Figures

1. See both ADAMS and Users' Guide at same time
2. FileNET Logon Screen
3. Changing Libraries
4. ADAMS Document Manager
5. Folder Properties
6. Document Manager showing image options
7. Search Results List showing PDF file options
8. Properties Screen
9. Document Profile
10. Selecting Views
11. Changing Views
12. Package Properties
13. Package Profile
14. Folders containing the Packages
15. Package Contents
16. SIMPLE Find Screen
17. ADVANCED Find Screen
18. Property Searches
19. Browse Value Button
20. Browse Value Window
21. Text Search
22. Boolean Diagrams
23. Nested Boolean Searches
24. Find Now Button
25. STOP Button
26. Find Count Button
27. Clear Criteria Button
28. Results Options
29. Saving Searches
30. Message when you have PDF and TIFF in a marked list
31. Connection Status
32. ICA Client File Security

Purpose

This Users' Guide tells you how to search for, view, copy and print NRC documents that are stored in the ADAMS Public Libraries. ADAMS stands for Agencywide Document Access and Management Systems.

About the ADAMS Public Libraries Users' Guide

You may access and use this document in one of three versions:

To move between Users' Guide and ADAM Libraries, there are several options:

Figure 1. See both ADAMS and Users' Guide at same time.

How to Log into ADAMS

When you choose to enter ADAMS, go to the ADAMS web site in the Electronic Reading Room. There are two methods to access ADAMS. The Web-based access uses a web-based search engine and has an online help facility. This manual explains how to use the Citrix-based access. Before you can access ADAMS, you must obtain a Citrix plugin. See Installation instructions.

To Logon

• Enter guest as the User name. There is no password to be entered. Do not check “Show select group dialog” box.

Figure 2. FileNET Logon Screen

To Change Libraries

• At Logon Screen, select Cancel.
• Select the appropriate library and enter guest as the User Name The ADAMS Document Manager will open.

Figure 3. Changing Libraries

What are the User Tools in ADAMS

Three User Tools in ADAMS:

To move from the Document Manager to the FIND options:

• select the Tools option on the Menu Bar and then
• select the ADAMS Find option

To move from the Viewer to the Document Manager:

• select the File options on the Menu Bar and then
• select the ADAMS Open option

Finding your options:

You can move from task to task in ADAMS by using the standard Windows capabilities. For example:

Figure 4. ADAMS Document Manager

When in Doubt, Right Click!

If you drag the right edge of the Column Header, you can change the size of that property.

If you click on the Column Header, documents will be sorted by that attribute. NOTE that you can not sort on a Multi-Valued (MV) property.

Browsing ADAMS Document Manager

You will see the following icons in ADAMS.

	Libraries
	Folders
	Documents	The electronic documents are stored in the ADAMS PARS Library in several formats.
		Documents that are captured as electronic files from other applications have been converted into PDF files.
		Documents that are captured from paper are captured and stored as TIFF images with attached text files created by the OCR process.
	Packages
	Saved Searches

ADAMS Folders

Folders shown in ADAMS contain pointers to some of the documents and other objects that are stored and managed in the libraries. A single document may be found in more than one folder because of its subject matter (just as a copy of a paper document can be filed in more than one file folder). In the case of an electronic ADAMS document, each folder merely has an electronic link or pointer to the same document. A title viewed, printed, or copied from one file will be the same as if viewed, printed, etc., from another folder.

Warning: NOT ALL DOCUMENTS IN ADAMS COLLECTIONS ARE IN FOLDERS. If, by browsing through the folders in the Document Manager, you do not find the document for which you are looking, you can search to find documents in the library.

To open a folder:

• Click the folder icon to display its contents

• Double-click the folder icon to expand or collapse it

Folder Properties

To see the properties of a folder:

• Right click on the folder title
• Select Properties option

Figure 5. Folder Properties

ADAMS Documents

NRC documents contained and/or described in the ADAMS libraries vary in form and format depending on the source of the document and the Library in which it is contained. See Documents for more information.

Working with Documents

To work with a document, right-click a document title and select:

Lists of documents are found in the Document Manager and in the Search Result List:

Figure 6. Document Manager showing image options

Figure 7. Search Results List showing PDF file options

Document Properties

To display document properties:

• Right-click the document icon
• Select Properties

Each document has a set of properties that store additional information about a document. Document properties are displayed on a group of tabbed screens.

Properties Tab

Displays:

• Title
• Accession Number
• Class
• Library
• Estimated Page Count
• File Size(s)

Figure 8. Properties Screen

Profile Tab

Lists fields that describe the document including its Authors and Document Type.

To display a long title or multiple values in a field:

• Click the value field
• It will expand to display any additional values

For a complete description of profile fields, see Indexing Rules, Methods, and Profile Fields or see ML003725284.

Figure 9. Document Profile

Packages Tab

Displays the names of any packages of documents that include this document

Folders Tab

Displays the names of folders that contain this document. If the folders containing the document have been archived, the folder names will not appear.

Viewing Document Profile Fields in Document Manager and Search Results List

Views and Options let you choose how you want document pointers to display on your screen. You can choose a view to see more or less information about the document you see listed in a folder or found in a search.

To select a view for a window that displays document pointers:

• Right-click a "blank" area of the window
• Select View
• Choose Large Icons, Small Icons, List, or Detail

Figure 10. Selecting Views

To select the columns that appear in Detail view:

• Right-click a blank area of the window
• Select Options
• Add Columns of Properties to the display
• Delete columns from the display
• Use Arrows to rearrange the order of the columns
• Click APPLY and then OK

Figure 11. Changing Views

TIP! Avoid adding columns of multi-value (MV) properties like Document Type or Docket Number. These columns take a long time to display, and cannot be sorted.

To create and save lists of documents, see Create Reports.

ADAMS Packages

Package is a concept used at NRC to describe a group of related documents, for example, a cover letter and it attachments. An attachment may be an older document being discussed, forwarded, or referenced in a new letter.

This concept and the linking of related documents is handled differently in the Public Legacy Library and in the PARS Library. For more information, see Searching for Document Packages.

Package Properties ... in PARS Library only

Figure 12. Package Properties

Figure 13. Package Profile

Figure 14. Folders containing the Packages

Figure 15. Package Contents

ADAMS Saved Searches

Searches created in ADAMS FIND have been saved and stored in folders for your use.

To run a Saved Search found in an ADAMS folder:

• Right Click on the Saved Search icon
• Select Open

To see the search criteria:

• Run the search.
• Open the View dropdown menu.
• Select the View Criteria option. Once selected, it will be checked ().

To return to your result list:

• Open the View dropdown menu. When the screen form is shown,
• View Criteria will be checked ().
• Click on View Criteria to deselect the option and return to the search result list

You can also save search statements, store them locally, and rerun them any time.

Searching for Documents

In the library, you will have access to documents that can not be found by browsing the folders in the Document Manager.

To move from the Document Manager to the FIND options:

• From the Document Manager screen, click on Tools to get a dropdown menu
• Select ADAMS Find

You may use capitals and lowercase when searching; searches are NOT case sensitive

There are two modes for searching ADAMS Libraries: SIMPLE and ADVANCED

See QUICK REFERENCE TO SEARCHING.

There are two Libraries available for searching. See ML993470030 for a guide to Legacy records.

There are differences about how to search in the different ADAMS libraries

Each library has to be searched separately. There are differences between the libraries that should be noted when developing your search strategy.

• TIME PERIOD:

The Public Legacy Library contains only documents released before November 1999. Generally, documents in the PARS Library will be dated after October 1999. However, some documents dated before this time can be found in the PARS Library for the following reasons:

• An older document may have been attached to a newly created document.
• An older document may have been released in response to a FOIA request.
• NRC may decide to retrofit certain sets of significant documents into ADAMS.
• DOCUMENT TYPE:

The schema used in the Document Type field is not the same in both libraries. See ML022820650 for a list of commonly used document types with the format for PARS and Legacy Library searches.

• KEYWORDS:
• PARS Library -- Keywords in this library are added by staff who generate or finalize a document based on local rules and procedures, not by professional indexers. This is not a mandatory field. Keywords will not be added to documents submitted to the Agency from external sources. Therefore, use of this field will only retrieve a sample of documents on a topic.
• Legacy Library -- Keywords added to the profiles in the Legacy Library were generated by a process that evaluated the words used in the Title field and assigned more consistent Keywords trying to decode acronyms and abbreviations and use one word or phrase for synonyms. Contact the PDR Reference Staff for more information. For a copy of the PDR Thesaurus see ML023380725.
• SEARCHING THE TEXT:
• PARS Library -- Almost all of the documents in the PARS Library can be retrieved by searching for words and phrases within the text. Exceptions would be older documents where the OCR process could not generate useful text. See Optical Character Recognition for more information about the OCR process.
• Legacy Library -- Only a small portion of the documents described in this library have searchable text files or abstracts. By searching for words within text you are eliminating thousands of documents. It is advisable to use the text searching feature only when you are looking for a document that you know exists.
• PACKAGES: See Searching for Document Packages for more information.
• INDEXING RULES, METHODS, AND PROFILE FIELDS:

The profile properties describing the Legacy Library documents were assigned by professional indexers contracted to evaluate and describe each document. In the PARS Library, the same indexers are used to profile the incoming documents received from external sources. The documents generated by NRC staff were profiled by the staff as they entered their documents into the ADAMS Libraries. No review or enhancements are done on these internal documents by the indexing staff. In FY 2001 OCIO became responsible for completing processing of final NRC-generated records into ADAMS, with offices providing minimal profile data and the electronic files of created documents when they are available. (See the ADAMS Assessment Action Plan ML003764449.)

Using Required Fields: Be careful when using a non-required field or text search in your query statement. Not all profile fields have entries. Of the most used fields in searching, only Title, Document Date, Document Type, and Author Affiliation will always have a value. Other often-used fields in search, for example Docket Number or Author Name, are not always used. Therefore, if you used a non-mandatory field and you don't find the document for which you are looking, try eliminating that field from your search statement.

PARS Library

The following fields are mandatory when profiling NRC documents.

Title
Document Date
Document Type (MV)
Author Affiliation (MV)
Availability
Document Sensitivity
Estimated Page Count
Vital Records Category
Media Type
Physical File Location
FACA Document
Text Source Flag
Date To Be Released

Legacy Library:

The following fields are not used in the Legacy Library.

Document Date Received
Vital Records Category
Document Status
FACA Document
Date to be Released
Contact Person
Official Record

USING SIMPLE FIND

To choose the Library you want, in the Look In: box, click on Public Legacy Library or Publicly Available Records Systems (PARS) Library. Maximum returned defaults to 10 files. Click in the box and type in a number or use the arrows to change the number of files returned.

Find Now

Stop

Find Count

Clear Criteria

Figure 16. SIMPLE Find Screen

The Simple Find feature lets you quickly locate documents in the library by their

• Accession Number
• Docket Number
• Document Type
• Case or Reference Number
• Author Name
• Document Date
• Title
• Document Text

Simple Find Features

• Pick Lists permit you to see a list of the values used in some of the profile fields. If you click in the field and begin typing, you can move quickly through the list. The list will show the next 100 occurrences. To move further in the list, type the first few characters.
• Title Contains and Document Text Contains fields are for word or phrase searches. You can enter up to 32 characters, and multiple words to narrow your search results.
• Searching the text of a document using the Document Text Contains box of Simple Find is similar to using the Title Contains box, but is not the same. The difference is in the use of Wildcards. Unlike Title Contains, when searching Document Text, you need to use the wildcards * or ? to find all word variants, except for words ending in ‘s' or ‘ 's ‘.

TIP: When in doubt, use the wildcard * after words that might have relevant ending, such as es, ed, edly, ing, etc.

• Like using Title Contains, use quotes “ ” around words to find phrases. But remember, given variants in punctuation and the limitations of OCR software, if you are not finding what you need using Simple Find, try using the proximity capabilities of Advanced Find.
• You can enter search criteria into multiple areas of the Simple Find window. A logical "AND" automatically combines the search criteria together to narrow the search results to documents that match all of the search criteria.
• In Simple Find, you can use the Packages Tab in top left part of screen to limit your search to Package Titles.

ADVANCED FIND

Results Options

Find Now

Stop

Find Count

Clear Criteria

Browse Values

Figure 17. ADVANCED Find Screen

Use Advanced Find instead of Simple Find when you want to

• Use wildcards in document property searches
• Search on document profile fields that are not available using the Simple Find
• Control how search criteria are combined together, using Boolean Operators
• Change the display of your search results
• Save your search criteria to use again
• Retrieve both documents and packages when doing Title searches

The Advanced Find features will become increasingly valuable as the number of documents in ADAMS increases.

Date Searches

There are now four options for the operators when searching on Date formatted properties.

Is After
The Is After Date operator, when selected, automatically includes the time 11:59:58PM after the date you select. This search specifies that retrieved records must have a date-value of the next day or later.

Greater Than or Equal
The Greater Than or Equal operator, when selected, automatically includes the time 12:00:00AM after the date you select. This specifies that retrieved records must have a date-value of the date you specified or later.

Is Before
The Is Before operator, when selected, automatically includes the time 12:00:00AM after the date you select. This specifies that retrieved records must have a date-value of before the date specified.

Less Than or Equal
The Less Than or Equal Date operator, when selected, automatically includes the time 11:59:58PM after the date you select. This specifies that retrieved records must have a date-value of the date you specified or earlier.

WARNING: If you change the Operator after selecting the date, the appended time will not be changed. If you want to change the Operator, then delete the row and start over.

Order of Search Criteria

Select Single Valued Properties First

To improve search performance and to see properties in your results list, the order in which you select your properties is now important. You should now select a Single Valued property as your first search criteria. If you do not, your search could take longer and the results list will only list the Titles of the retrieved items. It is recommended that you use either Document Date or Date Added as your first criteria.

You can also select the properties you want to see about retrieved items and sort order before you run your search by using the Results Options Tab.

Advanced Property Searches

To enter an Advanced Property Search:

• Click the blank area under the Property heading
• Click on the arrow to drop down a list of properties and click on a property
• Click the blank area under the Operator heading
• Click on the arrow to drop down the list of operators and select an operator. See Wildcards and Boolean
• Click the arrow under the Value heading to drop down a list of known values and select a value.

You can also type in a value or consult the Browse Values list.

Figure 18. Property Searches

Browsing Values

Figure 19. Browse Value Button

The list of entries you see for each field when using the picklist (dropdown list) or when you use the BROWSE VALUES feature in ADVANCED Find represent the values that have been entered into that field. There should be at least one document retrieved if you select one of these values. In both Simple and Advanced Search, you have Picklists

Figure 20. Browse Value Window

In Advanced Search to use the Browse Values feature

• Click the Browse Values button in the lower right corner of Advanced Search Screen
• In the ADAMS Profile Browser window, Select the Profile Element of interest
• In the Select Profile Value window, click on the down arrow to display the first 100 values used
• You can type the first characters of a value to move further down the list of values used
• Highlight the value of interest
• Click on the Copy Button
• Click on the Close Button
• Place the cursor in the Value column and
• Hold down Control (Ctrl) key and type 'V' at the same time to copy the value on which you wish to search

Searching the Text of Documents

The bottom section of the Advanced Find screen lets you build complex word or phrase searches that search the full text content of the document.

Advanced Word or Phrase Search:

• In words or phrases type in a word or multiple words
• You can enter a maximum of 32 characters. You need to use the wildcards * or ? to find word variants, except for words ending in ‘s’ or ‘ ’s ‘.
• Click the blank area under the Order heading
• Drop down the list and select words in any order

Select Words in order if you want to search for the words in the exact order that you entered them. Or select Words in any order if you want to search for the words in any order. Or If you are only searching on one word, you can pick either.

If you specify more that two words per condition, a Words In Order search will retrieve more documents than a Words In Any Order search, even though you think that using Any Order would be less restrictive than In order

Words in Order: If you specify Accident Safety Analysis with a range of 10, ADAMS will retrieve documents where Accident is found within 10 characters of safety in order AND Safety is found within 10 characters of Analysis in order. But there is no proximity requirement between the words Accident and Analysis. The mention of Accident close to Safety may be on page 15 and the mention of Safety in proximity to Analysis may be on page 2.

Words Any Order: If you specify Accident Safety Analysis with a range of 10, ADAMS will retrieve documents where the three words are found together in any order but none of the words are more than 10 characters away from the two other words. The setting of the range is important. In this phrase, if the range were set at 5, no documents would be found because all the words specified are over 5 characters

• Click the blank area under the Range heading
• Type in the max. number of characters that can separate words

Note: The range is the maximum number of characters (not words) that can separate words. Stop words like "the" and "of" will not be counted toward the range. A blank range or a 0 allows an infinite number of characters to separate individual words in a document.

For example, if you enter the phrase Measured System, and specify a proximity of 5 characters, the search will find every occurrence of these two words that are separated by 5 or fewer characters (not including blank spaces). This document would be retrieved because of the phrase ... measured by the system ... in the above paragraph.

Recommendation: Accounting for punctuation -- In some cases, depending on the source file, the quality of the OCRed text, and/or the type of punctuation, there are non-alpha and hidden characters that must be accounted for. Therefore, we recommend that you set your range to at least 3 in order to assure higher recall.

Figure 21. Text Search

Stop Words: You can now search for stop words. These are commonly occurring words such as "and," "of," and "the."

Warning: When searching the text of documents, you should be aware that the text searchable file for documents stored as TIF images was generated by the OCR process and is not a perfect match to the original.

SEARCHING THE TEXT IN:

• PARS Library -- Almost all of the documents in the PARS Library can be retrieved by searching for words and phrases within the text. Exceptions would be older documents where the OCR process could not generate useful text.
• Legacy Library - Only a small portion of the documents described in this library have searchable text files or abstracts. By searching for words within text you are eliminating thousands of documents. It is advisable to use the text searching feature only when you are looking for a document that you know exists.

SEARCHING TEXT WITHIN OPEN DOCUMENTS

The TIFF (Tagged Image File Format) format is used for storing bit-mapped images. The PDF (Portable Document Format) format makes it possible to send/view formatted documents as they were intended. To view a file in the PDF format, you need Adobe Acrobat Reader. After completing an ADAMS PARS search, you may wish to locate words or phrases within an ADAMS document. Both TIFF files and PDF files have a FIND facility, but the procedures are different.

Searching Tiff files

The Search Statement:

• Search PARS for a list of ADAMS documents.
• Look at the file symbol and if the file to be searched is a TIFF file, highlight the document with a RIGHT CLICK on the title of the document.
• Select OPEN TEXT from the menu.
• The document opens in a Notepad file.
• Select SEARCH or EDIT from the Notepad Menu Bar and select FIND from the menu.
• Enter your search word at the FIND WHAT cursor then click on FIND NEXT to begin the search.

Searching PDF files:

• Search for a list of ADAMS documents.
If the file to be searched is in PDF format, DOUBLE CLICK on the title to open the document.
• In the Adobe Acrobat Reader, click on the BINOCULARS symbol in the Tool Bar, and enter your search word at the FIND WHAT cursor.
Click on FIND to begin the search.

Broadening and Narrowing Your Search

By using Boolean Operators in Advanced Find, you can expand (increase) or restrict (decrease) your search result list. You can enter a total of 10 sets of search criteria.

To choose the Boolean Operator that combines search criteria:

• Pull down the Options menu
• Choose the desired Operator
• AND narrows your search results to documents that match all the search criteria. This is indicated by a red block at the end of the line of search criteria.
• OR broadens your search results to documents that match any set of search criteria. This is indicated by a blue block at the end of the line of search criteria.

Combining Boolean Operators

If you need to use a combination of Boolean operators, you can select the Boolean operators that combine specific sets of Property Search or Word and Phrase Search criteria together.

Figure 22. Boolean Diagrams

To apply a Boolean Operator to a set of search criteria:

• Enter the sets of search criteria
• Use the Options menu to select the desired default operator
• Point to the selection box to the left of the first set of criteria
• Drag the mouse down to highlight additional selection boxes
• Click the AND or OR button in the toolbar
• - a red AND or a blue OR will appear on the right side

If you need to change the Boolean operator, follow the same steps to re-select the lines of search criteria and apply the correct operator.

Clicking the X button in the toolbar will delete the line of search criteria.

Figure 23. Nested Boolean Searches

Narrowing your Search

To limit the number of retrieved items:

• Use the AND operators
• Narrow the time period by using the Date
• Do not use Range feature in text searching

Broadening your Search

To increase or expand the number of retrieved items:

• Use the OR operators
• If searching the text, increase the range value and select Random order

Using Wildcards in Advanced Search

• * An asterisk is a wild card for multiple characters (i.e. radio* will find radioactive and radioactivity)
• ? A question mark is a wild card for a single character (i.e. wire? will find wires and wired, but not wiring)
• " Quotation marks create a phrase search or allow you to embed a single quote in your search criteria (i.e. "cable tray"and "NRC's")

Note: You must use the LIKE or NOT LIKE operator if you wish to use a wildcard like * or ? in the value. For example, Document/Report Number LIKE SECY-97-* will find all SECY papers issued in 1997. When searching the title property, insert an asterisk both before and after the value entered.

Warning: Software bug -- There are two Boolean features, that when used separately or in combination, may give results not expected. Be careful. The underlying software used in ADAMS uses relational database tables. When using the NOT EQUAL Boolean operators and/or when using the wildcards on multivalued fields, you will get results that are strictly correct as a relational search statement but will not be as expected if you are used to searching traditional Library or Bibliographic systems. Please contact the PDR staff for more information and for help.

NOT EQUAL search limitation: You can specify that your result set should return documents where a property does not have a certain value, for examples:

The problem occurs because of how the ADAMS software interprets your query. The ADAMS software, being a relational system, evaluates (a) each value separately in the field specified for (b) only the records that have a value in that field.

The profile data is stored in relational tables. There is a table for each profile field. There is a row in the table for every value in that field. So, there are multiple rows in that table for a document if that document's profile has more than one value. Documents with no values in a certain field are not include in the table for that field.

If the field specified is a mandatory field in indexing, such as example 1 above, the second problem (b) will not occur.

Searching for Document Packages

A package stores a group of pointers to related documents. These may include a main document which is a cover letter, and one or more attachments. Large documents may be divided into smaller files that are packaged together to make them easier to work with.

There are differences in how packages are handled in the ADAMS Libraries.

In the Legacy Library

To find a package:

• Pull down the Tools menu
• Select ADAMS Find
• If necessary, change the Find Type to Advanced
• Select the Package Number Profile field
• Select the Operator Like
• Enter a 10 digit Accession Number of the Primary document, followed by the Wildcard '*'
• Click Find Now

In the PARS Library

To find a package:

• Pull down the Tools menu
• Select ADAMS Find
• If necessary, change the Find Type to Simple
• If necessary, display the Packages tab
• Enter word(s) or a phrase from the package's title
• Click Find Now

When you open a package, you will see a list of the documents it contains. You can then work with each document individually.

To view the contents of a package:

• Double-click the package icon

Find Now

Figure 24. Find Now Button

After you have used the Find Count button to determine that your search will have an acceptable number of results, use the Find Now button to execute your search. A list of the documents found will be displayed in order by Item ID. This usually means the older documents will be displayed first. See Managing and Viewing Your Results List for more information about formatting your search results.

Canceling/Stopping a Search

Figure 25. STOP Button

The Stop button will appear in the status line during a long search. Click it to cancel a search that is taking too long. Note: The stop button is not active until the search has been completed and record display begins.

Finding How Many Documents You'll Retrieve

Figure 26. Find Count Button

The Find Count button lets you see the number of documents that match your search criteria.

Use the Find Count button to:

• avoid executing a search that will not find any documents
• determine if you need to increase the default maximum return to a number greater than 10 to get a complete list of documents
• reformulate your search criteria to find fewer documents before executing a search that will list too many documents
• NOTE that the Find Count does not work with text search

Clearing Search Criteria

Before you begin another Simple Find, you should clear your search criteria. This will also clear the list of search results.

To completely clear your search criteria and search results, click the Clear Criteria button

Figure 27. Clear Criteria Button

Managing and Viewing your Results List

To see more of your result list,

• open the View dropdown menu.
• When the screen form is shown, View Criteria will be checked.
• Click on View Criteria

This tab allows you to move between the search criteria screen and your list of documents found.

Working with Search Results

You can work with the document pointers in the Search Results. Right-clicking a document, or group of selected documents displays the same short-cut menu as the ADAMS Document Manager window. See Viewing Document Profile Fields in Document Manager & Search Results List for more detail.

To add an additional column to your search results before selecting Find Now:

• On the Advanced Find screen, display the Results Options tab
• Click Add to display the Result Column Specification window
• - select the property for the new column
• - enter a label to appear in the column heading
• - a Multi-Valued (MV) property will be slow to display
• - click Add
• - click Close
• Edit, Delete, or Move the columns to change their order
• When setting up the results option tab, a single valued property (for example, Accession Number) must be selected for display first (after the title which is always first) or the results list will only show the title.
• Set the Maximum number of documents to be returned
• Use Find Now to execute or redisplay the search results

Figure 28. Results Options

Saving Search Strategies

You can save your search criteria in a document called a "Smart Search" on your local workstation. You can use your Smart Search to quickly re-execute your search in the future. This will allow you to perform the same search at a future time without reentering the search criteria.

A Smart Search developed in one library cannot be used to search in another library. For example, a search saved in the Public Legacy Library will not work in the PARS library.

To save your search criteria in ADAMS, you must be at the ADVANCED Screen:

• Pull down the File menu
• Select Save
• Select Local Drives
• Navigate to the desired location on your workstation
• Name the search
• Click Save

Figure 29. Saving Searches

To run a Smart Search:

• Pull down the File menu
• Select Open
• Select Open Local Search
• Navigate to the desired search located on your workstation
• Double-click the Smart Search

To see the Search Criteria stored in a Smart Search:

• Right-click the Smart Search and select Show Criteria

Example: Saving and Retrieving a Search Strategy in Advanced Find

The Search Statement:

Logon to ADAMS, from the Tools Menu select ADAMS Find then Advanced Search Select the appropriate Library (Public Legacy Library or Publicly Available Records System). Enter the search strategy. Be certain the AND operator is selected before entering the search strategy.

To search specific dockets for documents added after a certain date (each time the search is run the Date Added Value (11/01/1999) will need to be changed):

• Place the pointer in the selection box to the left of the first set of criteria (Docket Number) and drag the pointer down to highlight additional selection boxes (the rest of the Docket Numbers).
• Click the OR button on the toolbar and the OR will appear to the right of the selected criteria.
• The Date Added criteria should have an AND which will also surround the OR boxes.
• To run the search, select Find Now and the system will perform the search and display the results.
• To save the search click on File and select Save.
• Select Local Drives and save to your workstation, either the C or A Drive. Name the search (the extension will be .fss) and click Save.

Recalling and Modifying the Saved Search Statement:

• To recall a search, go to File and Open Local Search.
• Select Local Drives and either A or C (wherever you saved your search strategy). Open your saved search.
• The saved search will appear and changes can be made in the search strategy and saved.
• The Date Added property was changed. At this point the new search can be run and the modified search strategy saved.

Viewing Documents

The public documents are stored in ADAMS in one of three formats: PDF, TIFF, or OCR text. When you are using ADAMS Libraries, documents can be viewed using the ADAMS viewers. If you make copies of NRC documents and want to view them after you have left the ADAMS Libraries, you will need to have software that will view the PDF and the TIFF files. If your Web browser cannot view these files, we have provided some information below about viewers that you may benefit from downloading and installing. Please note that NRC can neither endorse nor take responsibility for these software tools. In addition, the pages and links at these sites may change without our knowledge. Please read our site disclaimer for further details.

PDF files are viewed using Adobe Acrobat Reader. See the Adobe Acrobat site for information about this reader and to download a copy.

TIFF files can be viewed by a variety of image viewers. However, not all image viewers can handle the NRC documents because most NRC documents contain more than one page or image. NRC has tested and found that Imaging for Windows by Wang (95/NT) or Imaging for Windows by Kodak (98), which are included as a part of the operating system, can successfully view TIFF images with subfiles (multiple pages in a single TIFF file). For Macintosh users, image viewers such as GraphicConverter (shareware from http://www.lemkesoft.de) can successfully view and print multiple pages from a single TIFF file. For UNIX machines, there are several viewers in the public domain. The names of the viewers vary depending on the type of UNIX.

Viewing a Document

You can display a document in the ADAMS Document Viewer. This is a read-only window that can display a variety of file types.

Double-click the document title

Note: A warning will appear if the document is copyrighted.

To view Images and their OCR files at the same time:

• Double-click the Image title to view the document image
• Click the Pin button, far left button on the toolbar of the Viewer window
• Drag the Viewer window out of the way
• Right-click the Image title to get the options list
• Select the View Text option to view the ocr file

You can use the Pin feature to compare two documents. There is a limitation: You cannot view two PDF files at the same time.

The ADAMS Document Viewer has features that are only enabled to work with specific types of documents. For example, some of the buttons on the toolbar are only activated when you are viewing a TIFF image. The Adobe Acrobat toolbar will appear when you view a PDF document.

Marking Documents for Action ... Printing, Copying, etc.

To select multiple files:

• In the folder or Search Result list window, hold down the CTRL key, and
• click on each item you want to select:

To select a group of files that are next to each other in ADAMS Document Manager:

• click anywhere in the blank area of the window.
• A box appears
• you can drag the box around the files you want to select.

To select a group of files that are next to each other in ADAMS Document Manager or in FIND:

• click on a document title at the top of the group of files
• hold down the Shift key, and
• click on the last document title in the group

Printing Documents

About Printing ADAMS Documents

You can print to your local printer. Two items must be correctly configured before local printing is possible. The first component is your responsibility. Your computer and printer must be configured with the correct print drivers and configuration settings. You must be able to print locally. You should be able to open an application on your computer and print correctly.

Secondly, see this list of printers that are supported by the Citrix ICA Web Client software. This list was updated in the September 2002 upgrade. Users can also choose to download the new printer software that supports all printers from the ADAMS web page. See the section on ADAMS installation information.

If you experience problems when trying to print documents directly from the ADAMS Libraries, please try the following:

• Download or copy the document to a local drive and print that file.
• Find a printer type on the list that is a similar model to yours. Contact your printer vendor via the Web to obtain and load the printer driver for that printer. You may then be able to print ADAMS documents.
• Contact the PDR for information on ordering a copy for a fee.

Note: Many NRC documents have more than 10 pages. It may take some time for a large document file to be loaded onto your printer. See File Size(s) for more information about determining the size of the document files.

There are several ways to print documents

• To print one document while viewing it:
• If printing a PDF file, select the Printer Icon
• If printing a TIFF file,
• select the File Menu
• select the Print option
• To print one or more documents from the Document Manager or from a Search Result List:
• Click on one title or mark several titles
• Right click to the options menu
• Select Print option

Note: If you have a combination of PDF and TIFF documents that you want to print, mark all the PDF files and print them. Then mark the TIFF files and print them. If you mark a combination of PDF and TIFF files and select Print Image, you will get this message:

Figure 30. Message when you have PDF and TIFF in a marked list

If your marked list includes packages, you will not receive a print option.

Downloading/Copying Documents

About Downloading/Copying ADAMS documents to your workstation --

If you will be a regular visitor to the ADAMS Libraries, you may want to create subdirectories on your workstation, named "ADAMS copies" as a place to stored documents that you choose to download.

Note: Many NRC documents have more than 10 pages. It may take some time for a large document file to be copied to your workstation, especially if they are TIFF image files. Based on tests conducted, you can estimate that it will take about one minute for every 100,000 bytes of data in a document file if you are using a 28.8 Baud modem. The time can vary depending on your Internet connection.

See File Size(s) for more information about determining the size of the document files.

To download a document:

• Right click on Document Title
• Select the Copy To option
• Navigate to directory on your workstation where you want Copy Files To
• Select Save
• You will see ICA Client File Security Message
• You must select option to provide Full Access
• The files will then be copied

The screen will freeze while you are saving the file. Because this may take some time, you can monitor the progress by selecting the Connection Status option on the ADAMS Citrix ICA Client drop down menu

Figure 31. Connection Status

NOTE: If you have a combination of PDF and TIFF documents that you want to save, mark all the PDF files and print them. Then mark the TIFF files and save them. If you mark a combination of PDF and TIFF files and select Copy To Image, you will get like a message like the one shown at Figure 30.

If your marked list includes packages, you will not receive the Copy to option.

Selecting and Copying Text

ADAMS uses TIFF (Tagged Image File Format) for storing bit-mapped images and PDF (Portable Document Format) which makes it possible to view formatted documents as they were intended. After completing an ADAMS PARS search, you may wish to copy pages or phrases from an ADAMS document to one which you have created. Both TIFF files and PDF files have a Copy/Paste facility, but the procedures are different. Text can be copied from an ADAMS document without having to download an entire document or typing in a portion of the desired text into a new document. Note that the maximum amount of text that can be copied is one page at a time.

PDF Documents

• Search PARS for a list of documents then select a PDF document by highlighting the title. Right click on the title and select View.
• Click on the Text Select tool in the Adobe Acrobat tool bar and highlight the desired text.
• Then click on the Copy tool to put the selected text in the clipboard.
• Open your word processing document and move the cursor to where you want the new text to appear and select Edit, then Paste.

TIFF Documents

• Search PARS for a list of documents then select a TIFF document by highlighting the title. Right click on the title and select Open Text.
• Move the cursor to the section of text to be copied and highlight (left click on the beginning text and drag the cursor to the end of the selected text).
• Move the cursor to the toolbar and select Edit, then Copy. Return to your word processing document and Paste the highlighted selection into your document. Note that the text image is not always accurate and you may wish to view the image file to compare what you have copied.

WARNING!!!

THE TEXT FROM AN .OCR FILE SHOULD NOT BE COPIED FOR REUSE WITHOUT COMPARING THE PASSAGE TO THE TIFF IMAGE COPY. NRC scans documents received in paper format to create electronic TIFF images for storage in ADAMS. These TIFF files are processed by Optical Character Recognition (OCR) software, which tries to recognize the shapes on the page as alphabetic characters and create a searchable text file. If the document being scanned is a typed, clean version, the OCR process can be 95-98 percent accurate. In ADAMS, no effort is made to correct the errors nor to format the text to look like the image. While not perfect, this text file allows users to find the document when they search for words that appear in the document. Because it is assumed that the words in the subject of a document will be repeated somewhere within the document, they will be recognized at least once within a document, thus allowing the document to be found via a text search.

Creating Lists or Bibliographies

About Creating Lists of Citations to ADAMS documents.

You can create a report that will include the profile properties of a group of selected documents. This process generates a text data file that is displayed on your screen. It is similar to a bibliography that describes the documents that met your search criteria.

To create a report:

• Select a document or mark a group of documents. (You may need to limit the number of documents marked.)
• Right-click
• Select the Create Report option
• Select a Report Format
• Select from the list of options, being sure you select a format with a prefix matching the Library in which you are working.
• Click OK
• The data about documents will be provided in a NOTEPAD file
• Name the file to your local workstation
• Navigate to directory on your workstation where you want Save Your Report
• Select Save
• You will see ICA Client File Security Message
• You must select option to provide Full Access
• The report will then be saved

Creating a Report of Documents in a Daily Folder

Ordering copies of documents

Obtain copies of ADAMS documents for a fee: Contact the PDR staff at PDR.Resource@nrc.gov or call 800-397-4209 or 301-415-4737.

ADAMS users can order documents online: Ask the PDR staff for a free copy of the "ADAMS Online Order Guide."

Logging Off ADAMS

To close your session in the ADAMS Libraries:

• Dropdown the menu in the upper left corner of the ADAMS windows
• Select Close

FAQs

Lean more about ADAMS at Frequently Asked Questions (FAQ) About the Agencywide Documents Access and Management System (ADAMS).

Q. Are there any limitations for users who have MAC or UNIX workstations?

A. No. Visit http://download.citrix.com for more information.

A. Yes. There are no restrictions on access to ADAMS Libraries.

A. Yes. Your network must allow access through port 1677. If you have problems, you may want to contact your LAN administrator.

A. No. This is currently not possible. Also, given the variances in the profiling methods between the two libraries, you will probably need to construct searches with different criteria in each library. See There are differences about how to search in the different ADAMS libraries for more information about the differences.

TROUBLESHOOTING -- Error Messages and What They Mean

ICA Client File Security

When you take an action, such as opening or downloading/copying a file, that will write or read data from your workstation, you will get the following message. You must select the "Full Access" option to proceed.

Figure 32. ICA Client File Security

Timing Out

If you do not interact with ADAMS for 30 minutes, the ADAMS Session will be terminated.

Quick Reference - 12 Steps for Simple Search and View

1. Click on ADAMS Libraries Icon
2. At the ADAMS Document Manager window, click on TOOLS drop down menu
3. Select ADAMS FIND
4. At the Look In: box, select either Legacy or PARS Libraries
5. At the FileNET Logon screen, enter "guest" as the User ID, no password or group needed
6. If ADVANCED Find screen appears, select Simple option in the upper right corner of the screen
7. Select the search criteria box (e.g., Document Type, Author name, etc., known)
8. Click on the dropdown button and enter first few characters known
9. Click on Find Count button to see how many documents meet your criteria
1. If too many, fill in another known criteria (e.g., word in title or text)
2. If no records found, eliminate a criteria or widen the date range
10. Click on Find Now
11. Click on View menu option and click on Show Criteria to see more of the results
1. If you see the Title of the needed document before the search is complete, you can click the STOP button
12. Right click on the Title of the needed document to see optional actions

Glossary

Copyrighted Documents: The ADAMS Public Libraries may contain some documents submitted to the Agency that are copyrighted. NRC has obtained permission to store these documents in ADAMS Public Libraries. However, the copyright restrictions remain.

Warning Concerning Copyright Restrictions: The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

OCR = Optical Character Recognition: OCR software processes scanned bitmapped images and tries to recognize the shapes on the page as alphabetic characters and creates a searchable text file with an *.ocr file extension. If the document being scanned is a typed, clean version, the OCR process can be 95-98% accurate.

Documents received by the NRC in paper are scanned to create electronic TIF images for storage in ADAMS. These image files are processed by OCR software. In ADAMS, no effort is made to correct the errors nor to format the text to look like the image. While not perfect, having this text file allows you to find documents when searching for words in the document. It is assumed the words used to represent the subject of a document will be repeated within the document. Therefore, even if the words are not always recognized, they will be recognized at least once within a document, thus allowing the document to be found via text search.

THE TEXT FROM THIS .ocr FILE SHOULD NOT BE COPIED FOR RE-USE IN OTHER DOCUMENTS WITHOUT COMPARING THE PASSAGE TO THE TIFF IMAGE COPY.

PDF: Short for Portable Document Format, a file format developed by Adobe Systems. PDF captures formatting information from a variety of desktop publishing applications, making it possible to send formatted documents and have them appear on the recipient's monitor or printer as they were intended. To view a file in PDF format, you need Adobe Acrobat Reader, a free application (plugin) distributed by Adobe Systems.

TIFF (.tif): Acronym for Tagged Image File Format, one of the most widely supported file formats for storing bit-mapped images on personal computers (both PCs and Macintosh computers). Other popular formats are BMP and PCX. TIFF graphics can be any resolution, and they can be black and white, gray-scaled, or color. Files in TIFF often end with a .tif extension.

Viewers: Software external to a browser that helps the browser view files that it could not otherwise view.

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Monday, December 08, 2008