165 Entries Approved

As our 'approved' document tally rises to 165, the Document Controller took a break to describe the information processing stages being followed to prepare documents for addition to the Shelter Library.

The chain in essences is:

.
CONTENT IDENTIFICATION > DOCUMENT CONTROL > SHELTER LIBRARY

The mechanics of the searching process has been discussed previously this process takes up the story once a document has been downloaded

Step 1:

Once a document has been sourced and downloaded it needs to be analysed. Through discussion with Tom Corsellis a number of document 'themes' can be excluded straight away. These include:

- Academic Papers without any field trials or case studies.

- Health Documents / reports with no reference to Shelter
- Documents about conflict, civil war etc
- Annual reports for specific organisations

Step 2:

Following approval, the Content Identifier then inputs relevant information from the document into a spreadsheet entry. This entry includes document name, language, keywords, contacts etc. Continuity of entry information across different team members is ensured by a entry guideline which the Document Control team have drafted.

Standardised Entry Guide

Step 3:

The entry is then sent to document control for inputting into the Entry Database and the document is transferred to FTP document store. The entry is placed at the bottom of the database ready for checking.

Step 4:

Document control move entry to its alpahabetical position, at the same time the entry is evaluated via the following criteria:

Duplication - Whether its already been entered in the Shelter Library or the google docs
Language - Spelling and grammatical errors
Formatting - checked against guidelines above

Consistency - Whether authors, organisations and keywords are already in the Shelter Library search options. If they are not they are highlighted in green for Chris Tolles to add to the database.
Link relability - That URLs are shortened to the shortest possible term
PDF name - checked against guidelines



Step 5:
Document store and Entry Database are transferred to Shelter Centre for final approval, upload and inclusion in Shelter Library.