Search Options | ||||
Index | Site Map | FAQ | Facility Info | Reading Rm | New | Help | Glossary | Contact Us |
Users' Guide for Citrix-Based Access to ADAMSContents
Publication InformationADAMS Public Libraries Users' Guide Date Published: October 8, 1999, Revised February 2003 Information Management Division Figures1. See both ADAMS and Users' Guide at same time PurposeThis 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' GuideYou 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 ADAMSWhen 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
Figure 2. FileNET Logon Screen To Change Libraries
Figure 3. Changing Libraries
What are the User Tools in ADAMSThree User Tools in ADAMS:
To move from the Document Manager to the FIND options:
To move from the Viewer to the Document Manager:
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 ManagerYou will see the following icons in ADAMS.
ADAMS FoldersFolders 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:
Folder Properties To see the properties of a folder:
Figure 5. Folder Properties ADAMS DocumentsNRC 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 DocumentsTo 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 PropertiesTo display document 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:
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:
For a complete description of profile fields, see Indexing Rules, Methods, and Profile Fields or see ML003725284. Figure 9. Document Profile Displays the names of any packages of documents that include this document 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 ListViews 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:
Figure 10. Selecting Views To select the columns that appear in Detail view:
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 PackagesPackage 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 SearchesSearches created in ADAMS FIND have been saved and stored in folders for your use. To run a Saved Search found in an ADAMS folder:
To see the search criteria:
To return to your result list:
You can also save search statements, store them locally, and rerun them any time. Searching for DocumentsIn 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:
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.
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:
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.
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 Legacy Library: The following fields are not used in the Legacy Library. Document Date Received USING SIMPLE FINDTo 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. Figure 16. SIMPLE Find Screen The Simple Find feature lets you quickly locate documents in the library by their
Simple Find Features
TIP: When in doubt, use the wildcard * after words that might have relevant ending, such as es, ed, edly, ing, etc. ADVANCED FINDFigure 17. ADVANCED Find Screen Use Advanced Find instead of Simple Find when you want to
The Advanced Find features will become increasingly valuable as the number of documents in ADAMS increases. Date SearchesThere are now four options for the operators when searching on Date formatted properties. Is After Greater Than or Equal Is Before Less Than or Equal
Order of Search CriteriaSelect 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 SearchesTo enter an Advanced Property Search:
You can also type in a value or consult the Browse Values list. Figure 18. Property Searches Browsing ValuesFigure 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
Searching the Text of DocumentsThe 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:
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 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. 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:
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:
Searching PDF files:
Broadening and Narrowing Your SearchBy 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:
Combining Boolean OperatorsIf 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:
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 SearchTo limit the number of retrieved items:
Broadening your SearchTo increase or expand the number of retrieved items:
Using Wildcards in Advanced Search
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 PackagesA 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:
In the PARS Library To find a package:
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:
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 SearchFigure 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 RetrieveFigure 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:
Clearing Search CriteriaBefore 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 ListTo see more of your result list,
This tab allows you to move between the search criteria screen and your list of documents found. 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:
Figure 28. Results Options Saving Search StrategiesYou 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:
Figure 29. Saving Searches To run a Smart Search:
To see the Search Criteria stored in a Smart Search:
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. Example: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):
Recalling and Modifying the Saved Search Statement:
Viewing DocumentsThe 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.
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:
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:
To select a group of files that are next to each other in ADAMS Document Manager:
To select a group of files that are next to each other in ADAMS Document Manager or in FIND:
Printing DocumentsAbout 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:
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
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 DocumentsAbout 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:
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 TextADAMS 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
TIFF Documents
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 BibliographiesAbout 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:
Creating a Report of Documents in a Daily FolderStep 1. Under Tools, open ADAMS FindStep 2. Select Publicly Available Records System (PARS) Step 3. Go to the Advance Search (be certain you are still in PARS) Step 4. Click on the box next to Look In:______ (a spyglass in a yellow folder). You will be asked to browse for a folder. Double click on Publicly Available Records System and again on Recently Released Documents Step 5. Select a folder and click once to open then click on OK box. Your search will now be restricted to that folder. Step 6. Click on Find Now and a box will appear with the statement [No Criteria is entered. Search Anyway?]. Click on Yes. Step 7. The system will search the folder opened in PARS. Step 8. To view the list, go to View at the Adams Find Toolbar and select Show Criteria, this will display the entire list. Right click on the Field Bar (Name) and select Options... Click on the Use Default button and then ok. Step 9. The default fields will be displayed. Click on the Field Bar (Text Source Flag). Step 10. The files should be sorted with the packages together. Step 11. Highlight the files. Right click on the highlighted files, choose create report and select a format. Print or save the created file. Ordering copies of documentsObtain 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 ADAMSTo close your session in the ADAMS Libraries:
FAQsLean 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. Q. Can foreign guests/visitors to NRC's Web site use ADAMS?A. Yes. There are no restrictions on access to ADAMS Libraries. Q. Can I access ADAMS through my company's LAN?A. Yes. Your network must allow access through port 1677. If you have problems, you may want to contact your LAN administrator. Q. Can I search both Libraries at the same time?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 MeanWhen 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
GlossaryCopyrighted 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. |
Privacy Policy |
Site Disclaimer |