SIGCAT DISCOURSE
The Professional Journal of the Special Interest Group on CD-ROM
Applications & Technology
Volume 8, Issue 6
September/October 1994
Copyright 1994
SIGCAT
P.O. Box 3706
Reston, VA 22090
President: E. J. (Jerry) McFaul
U.S. Geological Survey
(703) 648-7126
(703) 648-6536 (Fax)
Internet: JMCFAUL@ISDRES.ISD.USGS
.GOV
Executive Vice President: Duane Marquis
Department of Commerce
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(202) 482-4595 (Fax)
Vice President: Mike Rubinfeld
National Institute of Standards and Technology
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(301) 590-0932 (Fax)
Internet:
MIKER@MML.NCSL.NIST.GOV
Vice President: Reenie Prettyman
National Institutes of Health
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(301) 480-6183 (Fax)
Treasurer: Carol Cini
U.S. Government Printing Office
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(202) 512-1255 (Fax)
Secretary: Joan McKean
National Oceanic and Atmospheric Administration
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(301) 713-1179 (Fax)
Editor: Yvonne Kidd
Kidd and Company
(703) 385-1323
(703) 385-1493 (Fax)
Technical Editor:
Kathie Fraser
The Special Interest Group on CD-ROM Applications & Technology (SIGCAT) is a network of people who share a vision that CD-ROM will profoundly change the way in which they deal with information. Begun in 1986 and sponsored by the U.S. Geological Survey, SIGCAT provides an open forum for people from all walks of life to investigate CD-ROM technology and its myriad applications. SIGCAT now comprises a wide spectrum of individuals from government, industry, academia, and the interested public. With its global network of over 6,700 members representing more than 300 organizations, SIGCAT has grown into the world's largest CD-ROM user group.
SIGCAT members benefit from the ongoing exchange of ideas, information, and experiences through SIGCAT meetings and the bimonthly SIGCAT DISCourse newsletter. Members receive substantial discounts on CD-ROM drives, media, software, and publications, plus free passes to technical expositions. Members can also participate in any of 15 working groups that address specific special interests.
Membership in SIGCAT is free. Subscription rates for the SIGCAT DISCourse newsletter are $40 per year.
SIGCAT INFORMATION LINE: (703) 648-4452
The SIGCAT Information Line provides an update on the latest SIGCAT events. You can also obtain SIGCAT information by dialing into the SIGCAT Bulletin Board. To register as a new SIGCAT member, simply call SIGCAT Central, (703) 435-5200, and leave your full name (please spell out), title, organization, address, and phone and fax numbers.To receive the SIGCAT DISCourse newsletter, please register as a SIGCAT subscribing member by filling out the subscription form on page 15 of this newsletter and sending it with your $40 check payable to SIGCAT Foundation, P.O. Box 3706, Reston, VA 22090.
(This article was excerpted from the Association for Information and Image Management's (AIIM's) INFORM Magazine, October 1994. It is the result of an exclusive technology evaluation agreement between INFORM Magazine and Doculabs. All reuse rights revert to INFORM Magazine.)
In 1994, CD-Recordable (CD-R) technology debuted as a viable, do-it-yourself method of cost-effectively producing CD-ROMs in- house and on-demand. While many document managers still view CD-ROM as just another storage media, CD-R is destined to grow rapidly as a subset of document management. CD-R's capability to store high volumes of information (each disc holds 650 MB) at low cost (as little as $15 per CD-R disc) and operate according to accepted industry standards (ISO 9660) will contribute to its growing acceptance in the market.
With this in mind, Doculabs, in association with the University of Illinois, Chicago (UIC), conducted a "technology assessment" of various CD-ROM software products. Although other studies have compared CD-R premastering software and hardware, few discuss what can consume 80% of a CD's development time: authoring.
The test evaluated the state of the authoring software available in the industry today, and sought to determine the strengths and weaknesses of each software package. It provides insights into the viability of CD-R as a tool for desktop and departmental users, rather than just a specialized medium limited to use in service bureaus.
Students from UIC tested seven authoring products. The test focused on the process of authoring CD-Recordable discs (in the DOS and Windows environments only). For each product, the students went through the entire process of authoring and recording discs, using the same set of source data. The students were timed to see how long the process took using each tool. The students were also asked to rate each product using criteria such as:
The following table describes a number of factors that influence each test variable, and shows what each variable might indicate for users when making purchasing decisions.
Variable Influencing Factors Indicates
Time Installation Time Performance
Learning Curve
Product Speed
Data Manipulation Authoring Features Best Application
(Text, Images,
Structured Data)
Usability The Interface Level of User
Online Help
Experience Required
Ease of Installation
Documentation
Cost Initial Return on
Ongoing (upgrades, etc.) Investment
Authoring software may be used for publishing, archival, or reference applications. Publishing might include annual reports, conference proceedings, or marketing proposals. Archival applications typically are used for inactive documents. Reference applications might include directories, catalogs, or listings.
The study evaluated the four test variables in software packages from the following seven companies: Adobe, Alchemy, Dataware, Folio, KAware, TextWare, and ZyLab.
The findings in this study are not product endorsements of Doculabs or the University of Illinois. Different products are designed for different applications. For example, Dataware's product provides excellent price performance for specific applications requiring customized indexing and "super fast" retrieval - but it is designed for production-oriented applications and requires extensive training (which is included in the purchase price).
For this reason, in addition to test results presented in this section, Doculabs has composed an interpretive analysis for each product. These reviews present the testers' general impressions of each product, and identify the applications in which each product would be most viable. For these product reviews, refer to the "Reviews" section in the box at the end of this article.
Time is critical to understanding how long it will take to build a CD-R. For all three testers across the seven products, we measured time in the following components:
Table - Experience = Low
A=Acrobat
B=Alchemy
C=Dataware*
D=Folio
E=KAware
F=Textware
G= Zylab
A B C D E F G
Install 40 4 10 20 20 10 5
Learning 85 60 3600 120 120 60 180
Authoring - 10 Pages 50 15 500 20 60 50 5
Authoring - Course Pak 360 165 1200 240 280 180 40
Table - Experience = Medium
A B C D E F G
Install 90 5 5 20 20 5 5
Learning 90 30 3600 90 200 60 120
Authoring - 10 Pages 20 45 500 20 120 50 5
Authoring - Course Pak 122 360 1200 165 280 135 35
Table - Experience = High
A B C D E F G
Install 20 3 10 20 20 5 5
Learning 30 20 300 60 90 60 60
Authoring - 10 Pages 10 10 240 10 150 30 5
Authoring - Course Pak 90 60 1200 90 240 90 30
Table - Authoring Time, Across Experience Level
A B C D E F G
Low 360 165 n/a 240 280 180 40
Medium 122 135** n/a 165 280 135 35
High 90 60 n/a 90 240 90 30
* Dataware's times are estimated, when italicized.
** The medium experience tester experienced trouble importing
images while testing Alchemy, which was not due to the
performance of the software. The authoring time for Alchemy
(medium experience) in the chart and graphic reflects our
adjustment, and is an estimate.Overall, Zylab was the fastest tool for authoring, and Alchemy was the second-fastest. Zylab performed well because the testers did not have to create specific indices (Zylab indexes everything). Alchemy was efficient because it allows users to assign indices or "profiles" to groups of files, thus automating the indexing process.
Folio, Acrobat, and Textware all require slightly more total authoring time; these tools are designed to give the user more flexibility for creating hypertext links, which is a time-consuming manual process. KAware's authoring time was slow due to the difficulty encountered using the interface.
In general, we found time and experience level to be directly related for all of the products except Acrobat. With Acrobat, the experienced tester was not as productive as would have been expected, due to the process of printing to Postscript and Distilling (see the "Reviews" section for details).
Many features and functions are necessary to manage the data to be put on CD-R. Key features to consider when determining which product meets your application needs include: importing files without having to convert them to another format; creating your own index links; editing the work that has been performed; indexing the data; outputting the material to a file or printer; and data retrieval. (See Data Manipulation Table below.)
Given the diverse range of data manipulation attributes tested, no single product emerged as a clear cut leader for all of the attributes tested. If one product emerged as a clear-cut leader for one data manipulation attribute (Alchemy-indexing, Dataware- retrieval, Folio-linking and grouping), the applications most appropriate for these products are shown in the "Conclusions" section of this article. This is also reflected in the product analyses that appear in the "Reviews" section of this article.
Our testers were unable to incorporate either audio or video, which does not mean the products were incapable of handling these types of data, but that they were not intuitively easy.
Data Manipulation Table
A=Acrobat
B=Alchemy
C=Dataware*
D=Folio
E=KAware
F=Textware
G= Zylab
A B C D E F G
Importing Files 3.25 6.0 3.2 6.75 1.5 2.5 7.25
Linking and Grouping 7.8 4.5 4.0 9.3 4.0 5.2 2.0
Editing 3.5 4.0 4.0 6.25 6.0 4.25 6.75
Indexing 5.95 7.2 6.0 5.8 6.05 5.2 5.4
Output 5.85 6.5 5.0 6.42 5.2 5.2 5.5
Retrieval 4.0 8.0 8.2 5.5 6.1 6.5 8.2
* Because of the time limitations, only the experienced user
was able to complete the test using Dataware. The results listed
in this table for Dataware are based on only a single tester's
responses.
A user's ability to work efficiently with a product is influenced by the ease of configuration, the access to help, and the ability to navigate using the interface. Again, we tested across the various experience levels to determine if some products excel with the novice user, while others cater to the experienced user. The test identified no significant variance between experience levels. The table at the top of the next page presents the numeric values of these averages.
For usability, the products were fairly competitive with the exception of KAware, which was difficult for the testers to use regardless of the tester's experience.
Usability Table
A=Acrobat
B=Alchemy
C=Dataware*
D=Folio
E=KAware
F=Textware
G= Zylab
A B C D E F G
Installation / 5.5 6.4 6.0 7.4 2.0 3.6 7.3
Systems Robustness
Help / Documentation 5.09 5.29 6.0 6.09 4.63 4.81 5.18
Graphical User 4.9 5.6 6.0 4.9 3.9 5.0 5.6
Interface
* The results listed in this table for Dataware are based on
only a single tester's responses.
The costs of the products are listed in the chart on the next page at their published price, unit one, in U.S. Dollars.
Authoring Package Costs (U.S. $) Acrobat $940 Alchemy $995 Dataware $30,000 Folio $495 KAware $2,000 Textware $695 Zylab $995 The costs of the products are listed at their published price, in U.S. Dollars.
When considering the impact of electronic document retrieval on CD-R compared to paper document retrieval, you must recognize that paper is extremely efficient. If the electronic equivalent to a paper document is just a series of scanned pages, users will tend to revert back to their paper sources. Thus, in the electronic media, there is a need to increase the utility of the documents. Retrieval, navigation, and user interface all need to be considered in measuring an electronic retrieval "vehicle."
Application ProductReference Zylab, Textware, KAware, in order of preference. Dataware stands out as a leader with structured data. Publishing Folio for text, Acrobat for text and images.(If your data contain mostly text, Folio's development time will be 1/2 that of Acrobat). Archival Alchemy does the best job of moving many files over to CD-R.
Following the acknowledgments are our recommendations for the applications mentioned in this article.
Below is a list of the test participants from Doculabs:
Thanks to the following individuals who assisted with this review:
The following section analyzes the seven software tools evaluated in this test. These views are interpretive, and should not be considered product endorsements by the Doculabs or UIC. The purpose of these reviews is to comment on the viability of each software product for various business applications.
Acrobat (Version 2.01A)
Business applications for CD-R: annual reports, presentations,
electronic publications
Adobe has spent considerable time and effort improving Acrobat's usability. Text and images can be incorporated easily. Acrobat's compression is good, and it does surprisingly well with images and their refresh rates. Authoring times (post-conversion) are fairly quick. Acrobat also emulates working with actual paper better than all products tested. One of the unique innovations of Acrobat is the "panning hand," which is a small hand-shaped icon you can use to "move" the "paper" on the screen to the area you wish to read. With the "panning hand," you are not limited to a tool bar or icons to navigate in a document.
One complaint about Acrobat is in the data preparation process: all files (text, image, spreadsheet, database, or a combination) must be converted into Acrobat's Portable Document Format (.PDF) in order to be authored. Fortunately, the drivers for printing to a PDF file on disk are available in Windows 3.1, so many PDFs can be created easily. However, if you have applications that are not capable of printing PDFs, the files must be converted into postscript, then "distilled" into a PDF. Acrobat PDF files are non-editable. To make changes to a document in Acrobat (like removing page numbers), you must go back to your source document, make the change, and go through the whole process again. Thus, if you are considering authoring 6000 pages from 150 different sources, do not expect to be doing anything other than printing and distilling 24 hours a day. Be sure that any file you intend to put into Acrobat is in its final form, proofed, and ready to be authored.
Alchemy (Version 2.01)
Business applications for CD-R: human resource documents, spec
sheets, mainframe data
Alchemy can claim first rights to the idea of truly using CD-R for archival purposes. Most of the other products (perhaps with the exception of Zylab), are designed around the idea of spending considerable resources designing CD-ROM titles, and mass- replicating them. Alchemy is positioned to compete with film and paper. Yet, the product is still immature, has limited viewing capabilities, and lacks a fully robust text retrieval engine.
Alchemy has two attributes that set it above the rest. One is the indexing and file compression algorithm. No other package we tested had such high compression rates for the data and indices. Files are indexed and compressed into one large file, and retrieval from CD-ROM is under 3 seconds from an index that is only 3% to 4% of the size of the original data. The second attribute is the automatic batch indexing for images, which automates the indexing (or "profiling") of scanned images. You can include thousands of images in one index identifier "profile," or choose to enter key fields for specific pages. These attributes make Alchemy an efficient tool to span your data across not just one, but several CD-Rs, perhaps in a jukebox. Alchemy appears well-poised to take on the CD-R archival needs of the imaging community.
Dataware (Version 3.21)
Business applications for CD-R: catalogs, technical manuals,
mainframe data
One of the pioneers in the industry, Dataware spends the most time and money promoting CD-ROM through advertising and seminars. Dataware is the only company we tested that sells a complete line of products for the CD-ROM world: structured data authoring, text authoring, premastering and writers. Its structured data product is recognized as one of the fastest on the market (we did not test Dataware's text product, Reference Set). Because Dataware's engine is optimized for structured data (and a majority of the data we tested were not), expect data preparation and conversion to be extensive. And because the product is highly customizable, it is not as easy to learn to use as other "shrink wrapped" products tested. Price may also be a concern: Dataware still feels their product is worth $30,000.
Authoring in Dataware amounts to converting a "database" of information into a proprietary format. Once converted, it cannot be edited or changed. Structured data would include database files, worksheets and other fielded data from mainframe applications. So, if you plan on authoring large amounts of data only a few times a year, Dataware is strong in this area. With Dataware, the final cut to a CD-R is made easy with a separate "install" module that creates an "image" file of all files that need to be transferred to CD-R. Because of Dataware's highly efficient retrieval engine and time-tested CD-ROM experience, the end result is worth the effort - if you can afford the time and expense.
Folio (Version 3.0)
Business applications for CD-R: annual reports, user manuals,
litigation support
Folio is an excellent "true" publishing software package. With plenty of users already building infobases, the product will continue to mature. Folio gives the author the ability to edit the data files in an infobase, perhaps deleting pieces or adding others, just as if you were using your native word processor. This is the only product in the group we tested that allowed us to edit this way, which saved considerable time in the authoring process. Folio also has a nice module called "Pro-Publish," which makes all infobase-related data (such as links) CD-R ready. For example, files linked over a network are copied into the local drive, and all the network links are automatically updated.
Folio's performance is poor when navigating inside of an infobase with many images, and we experienced intermittent problems with full page TIFs. Images are also automatically scaled down approximately 75%, which might represent a limitation for some business applications. Yet, if the intent is to simply author pages of text as though you were creating an electronic magazine, Folio is strong in this area. Therefore, Folio is ideal for desktop publishing rather than archiving.
KAware (Version 1.52)
Business applications for CD-R: technical manuals, lists,
database applications.
KAware offers strong retrieval and viewing modules for text and images. With KAware, we experienced longer learning curves (we were incapable of producing anything that looked like their demo), but had good results with text indexing and image viewing. If you are working with fielded/structured data, KAware could be considered a "low end" Dataware. Authoring is performed in DOS, requires low overhead, and handles large files well. If you are patient with user manuals, if you don't mind non-standard installation procedures, and if you are very familiar with DOS- level functionality with files and formats, you are ready to author with KAware.
KAware performs well with a fairly static set of data that needs infrequent updates. Files best suited for KAware include database and ASCII files. Viewing and navigating are Windows-based, and the user-interface and search and retrieval are both strong. If infrequent updates and fairly structured data are what you are authoring, KAware is a fair product.
Textware (Version 4.0)
Business applications for CD-R: manuals (large),
regulatory/governmental information
Textware is a full-text indexing and retrieval package with PCX and TIF viewer capabilities. Textware has a method of hypertext linking (such as using color or highlights) that is almost as effective as Folios. Unlike the other packages tested, Textware uses a "cardfile" system that allows the user to follow a file cabinet metaphor. Although it has only two image viewing options, Textware has a long list of text and word processing formats that it can index. Its text and index compression averaged only 50%, which could be a limitation depending upon storage. Its viewing module for PCX files is satisfactory, but it could stand a better refresh rate. TIF images are shown as full size, and the TIF refresh is also slow.
Textware's strength is just that - text. Therefore, Textware is not appropriate for image-intensive authoring applications. Effective, somewhat "quick and dirty" DOS authoring is an advantage of Textware for those users with no-nonsense, text intensive applications they need to complete quickly.
Zylab (Version 2.10)
Business applications for CD-R: in-house text archival, reports,
litigation support
Zylab's product does the best job of integrating all of the components of CD-R publishing. Designed to be used with Caleras WordScan 2.0 and Meridian's NetScribe 2000, Zylab is the only product we tested that provides a "turnkey," end-to-end CD-R solution. Having seen Zylab about one year ago, we expected it to do poorly with images; instead, we were surprised with the robustness of the current image viewer. The text and image linking was seamless and effective, resembling the functionality of MaxThinks HyGen engine (one of the best hypertext linking applications we have seen).
The building process in Zylab is somewhat cumbersome, and it requires a good working knowledge of DOS file names, format extensions, and directory structuring compared to the other products tested. One interesting feature was Zylab's ability to index the contents of zipped files, or files compressed using PkWare's archival compression software. The advantage of this is saving even more space on a CD-R if needed.
SIGCAT is in the process of establishing a CD-ROM Information Resource Center (CIRC) which we believe will fill an important need in the CD-ROM community. Our first activity will be to make available, in a centralized location, most of the leading authoring software packages. CIRC members will be able to compare these programs in an efficient and time-saving manner. We will also have a large selection of CD-ROM discs published by the federal government available for users to test. Finally, we will have a selection of CD-ROM hardware including jukeboxes and CD-Recordable devices which CIRC members can evaluate. Look for more details on the CIRC, including how to schedule an appointment, in the November 1994 BLER newsletter and in future issues of DISCourse.
SIGIMAGE is a special interest group of SIGCAT established to provide a forum for users, vendors, consultants, and others that are interested in the document imaging applications, especially when they call for the use of CD-ROMstorage media. "Documents" in the newly accepted definition will mean traditional as well as the new multimedia versions
The content will remain fairly flexible and will reflect topics selected by the majority of the attending members. Some of the potential subjects might be ways to get your backfile converted more efficiently and inexpensively, clever ways to ease into your first imaging system without risking the future of your existing records, or issues about the use of standard formats.
To join SIGIMAGE, please call Reed MacMillan at (703)435-4661.
A spokesperson for the National Archives and Records Administration (NARA) clarified NARA's recently-issued policy on "Use of Compact Disc-Read Only Memory (CD-ROM) Medium to Transfer Records to the National Archives" (NARA Bulletin 94-4) during SIGCAT's October 18-19, 1994, regional meeting.
Fynnette Eaton, Chief, Technical Services Branch, NARA Center for Electronic Records, said that NARA issued the policy bulletin to address questions raised by agencies that are using CD-ROM technology to distribute information to their users. The bulletin authorizes agencies to transfer CD-ROMs to NARA so long as they are "in compliance with the American Standard Code for Information Interchange (ASCII) standard." Eaton clarified that NARA will accept CD-ROMs that contain fielded data or text data in a format other than ASCII, so long as the CD-ROM provides export capability to ASCII. (At this time, NARA is not accepting image data on CD- ROM).
Eaton stressed the following major points concerning the NARA bulletin:
1) NARA views CD-ROM as an acceptable transfer medium for permanent records, but has not yet sanctioned it as an archival medium. This means that federal government records that have long- term or permanent value (about 1-3% of all federal records) may be transferred to NARA on CD-ROM media but will not be stored permanently on CD-ROM. Once NARA receives such records on CD-ROM, NARA will copy them onto 3480 class magnetic tape cartridges - the only currently acceptable electronic archival medium - for permanent storage.
2) The bulletin reflects a change in NARA's basic philosophy concerning electronic media. In the past, NARA would not accept long-term or permanent files from agencies unless they were on an accepted archival medium. This is no longer the case. The transfer medium no longer has to meet the strict requirements that apply to archival media, so long as NARA can access information on the transfer medium and move it to an archival storage medium.
3) Most federal agency records are never transferred to NARA because they do not qualify as long-term or permanent records. Most agencies transfer only 1-3% of their records to NARA for long-term storage.
4) Agencies may submit CD-ROMs to NARA that contain both long- term/permanent records and temporary records and do not have to create separate CDs containing only long-term/permanent records to satisfy NARA requirements. If the CD-ROM contains temporary records, those records do not have to conform to the requirements that apply to long-term/permanent records that NARA will be moving to an archival medium. Only those files that NARA plans to accession must meet the requirements described in the bulletin. Those requirements are as follows:
For those who are not sure if a specific set of records should be transferred to NARA, Eaton advised they contact the Records Officer within the agency for a determination. Once files are transferred to NARA on CD-ROM, NARA will assume responsibility for their permanent preservation.
SIGCAT President Jerry McFaul recommended that a new SIGCAT working group be established to provide a forum for addressing government policies and guidelines for use of CD-ROM as an archival medium. Eaton said that she probably would be interested in participating in such a working group provided she could get agency approval to do so. SIGCAT members interested in participating in such a group are invited to contact Reed MacMillan at the SIGCAT Administrative office, (703) 435-4661, for further information.
Those who have additional questions or wish further clarification concerning NARA's CD-ROM policy should contact Fynnette Eaton at (301) 713-6630.
Representatives from twelve of the CD-ROM industry's leading software producers demonstrated and discussed the features and capabilities of their CD-ROM authoring packages during SIGCAT's October 18-19, 1994, regional meeting.
SIGCAT will be sponsoring a series of follow-up seminars (dates to be announced) that will provide CD-ROM producers with a chance to gain hands-on experience building an application with their own data samples using the products demonstrated at the regional meeting. Participating vendors will include CD-RPM, dataDisc, Dataware Technologies, Enigma Information Retrieval Systems, Executive Technologies, Folio Corporation, IBM Corporation, Information Management Research, Inc. (IMR), Interleaf, Jouve Software, Knowledge Access International, Microretrieval Corporation, Nimbus Information Systems, Ntergaid, Odyssey Development, On Line Computer Systems, and Textware. Those interested in attending one or more of these seminars should contact Reed MacMillan, SIGCAT Technical Education Center, at (703) 435-4661.
Reynolds Bish, president of Textware Corporation, (801) 645-9600, opened the meeting with a demonstration of Textware Lite Version 4.1, which was released in the Spring of 1994. A royalty- free product that works in Windows, DOS and Macintosh environments, Textware Lite is popular with entry level users who need an easy- to-learn package that can get an application up and running very quickly. According to Bish, Textware Lite works best with textual data applications and provides only limited fielded data capabilities. It currently supports 45 different word processing and spreadsheet formats. Future Textware Lite versions will also support SGML format.
Textware Lite's largest user is the Federal Deposit Insurance Corporation (FDIC), which uses the product to create a regularly- updated CD-ROM containing all its rules and regulations as well as bank, thrift and bank holding company performance reports to CD- ROM. Textware Lite is priced at $2,995 per platform plus $700 for the authoring package. Bish said many customers purchase all three platforms, enabling them to produce and distribute an unlimited number of CD-ROM titles for a total cost of less than $10,000.
Jim Geer, president of Executive Technologies, Inc., (205) 933-5494, demonstrated Search Express, which is designed to handle a mix of full text, fielded data (up to 255 different fields), and images. It features a "fuzzy search" capability, which allows users to locate keywords even if they have been misspelled. According to Geer, this feature can save customers money by eliminating the necessity to clean up all errors that may occur during OCR scanning.
Search Express also offers ten levels of security to control access to sensitive or confidential information. It operates in DOS, Windows and UNIX environments, and supports TIFF and PCX formats. (Macintosh capability is not yet available.) It is priced at $6,995.
Marty Steinberg, president of Odyssey Development, (303) 689-9998, demonstrated how the ISYS text retrieval program was used to create a CD-ROM product containing all of Oregon State's case law. The resulting CD-ROM is used by attorneys who have a relatively low computer literacy rate. Steinberg said that attorneys who have used it have had a "100% success rate" because it is highly intuitive and easy to learn.
According to Steinberg, one of ISYS' biggest benefits is its ability to index files from their native file format with no data preparation required. ISYS currently is available in Windows and DOS versions, supports at least 30 word processing, spreadsheet and image file formats, and is aggressively priced at $395.
Harvey Martens, president of CD-RPM, Inc., (303) 689-9998, said that CD-RPM retrieval software is "designed for people who don't want to use a computer" and is especially popular with blue collar workers and those who have neither the time nor the inclination to learn complicated search strategies.
CD-RPM features an easy-to-use, point-and-shoot approach that lets the average person access any piece of data they need with just two or three keystrokes. At the same time, CD-RPM offers high- performance capability, with one of the fastest data retrieval times on the market. It also features a 25% "index overhead rate" (i.e., the index size typically amounts to just 25% of the database size). Customers may select from seven levels of security, ranging from very simple security precautions to full-fledged data encryption.
CD-RPM adheres to the philosophy that databases should be left alone and that the software should be bent to adapt to the database's characteristics and intended functions. For this reason, CD-RPM does not offer a shrink-wrapped software package, but instead works with customers to develop custom CD-ROMs, and tailors its services to the customer's needs. Pricing is negotiated on a project-by-project basis. Full production rights are available for nominal royalties.
Scott Johnson, president of NTERGAID, Inc., (800) 254-9737, provided an overview of NTERGAID's HyperWriter authoring system. HyperWriter is a royalty-free product that is commonly used for applications such as electronic documentation, computer based training, CD-ROM title development, educational courseware, employee performance support systems, and electronic publishing. All HyperWriter applications can be created without a scripting language. Application development in HyperWriter is done through hypertext linking, easy-to-use dialog boxes and an object oriented "Action List" system. This allows both easier and faster development than in scripting language-based systems.
HyperWriter offers an automatic linking toolset that can directly convert text documents into HyperWriter format and process thousands of pages overnight. It supports numerous text formats, including ASCII, WordPerfect, Microsoft Word, AmiPro, and .RTF files. The search engine can perform full text and fielded searches, dynamic word selection, fuzzy searching, and proximity searching. The index overhead rate varies from 20-50%, depending on the size and complexity of the database.
HyperWriter currently is available in DOS and Windows versions. A Macintosh version is in development. It is currently priced at $695 for the base product, and $4,000 for a developers bundle that includes an automatic hypertext/linking module and is suitable for interactive applications.
Darren Lee, eastern regional manager for Folio Corporation, (800) 543-6546, said that design is the most important element in creating an infobase. Lee defined an infobase as a single file repository containing text, images, and an index that allows users to access the same file using either Windows, DOS, or Macintosh platforms.
Folio Corporation's FolioViews facilitates the design process by allowing various file types - i.e., documents from different software packages - to be melded into a single infobase. FolioViews can index documents at a rate of 40-60MB per hour, using a 486 33Mhz PC with 8MB of RAM. When indexing takes place, fonts and format commands carry over.
In addition to offering such common features as hypertext linking, bookmarks, and notes, FolioViews offers several unique functions. The highlighter function allows users to mark text which is of particular interest in a color selected by the user, much as one might use a highlighting pen to mark text of special importance. The highlighted information is maintained in "shadow files," which act like "transparent overlays" over the original infobase. The "shadow file" feature allows users to customize information and store it permanently without altering the original document.
Also of interest, FolioViews allows up to 125 users to access and edit the same text simultaneously. Each edit is fully searchable even before the file is saved. In addition, FolioViews displays the source of information - i.e., the document, chapter, and subsection - in the document header.
FolioViews lets users produce CD-ROM discs at a cost of $0.50- $10.00 per disc, depending on the volume produced. The price of a developer's kit ranges from $900-$4,000, depending on the components purchased.
Steve Snyder and Tom Melander, representing Dataware Technologies, (617) 621-0820, described Reference Set FullText Build, a high-end product which supports SGML. It is designed to handle large text applications with up to eight levels of hierarchical structure, and has been used to develop products such as Ziff Davis' Computer Select product, a CD-ROM that is updated monthly and contains the full text of more than 65 computer publications. Products are authored in DOS, and can run in DOS, Windows, or Mac environments using the same data.
Developers using FullText Build have considerable flexibility in product design. For example, the various levels of a table of contents may be distinguished by color, font type, and level of indentation. A default interface is provided, and it can be modified without any programming expertise on the part of the developer.
An unusual feature of FullText Build is that it allows the users of the end product to put in their own hyperlinks. It also has such standard features as notes, bookmarks, and references. Search techniques include wild card, truncation, and word wheels. Search strategies can be saved and used again. Although FullText Build is designed for text applications, up to 200 fields may also be used; these can be embedded in the text.
The imaging component of the authoring program is sold as a separate module. All major image file formats are supported, and images can be zoomed, panned, and printed (including printing a zoomed area only). Although the product does not have in-line graphics, which are integrated in the text, images can be seen side-by-side with the text in a separate window.
Pricing ranges from $14,000-20,000, depending on which modules are purchased. In addition, a per-disc royalty is charged, which depends on the number of titles and number of copies produced.
Brian Shaw, representing dataDisc Corporation, (800) 328-2347, described dataDisc's QuickSearch CD-ROM authoring software. QuickSearch, available in both DOS and Windows versions, is especially well suited to management of text and images, and has limited fielded data capability. Designed for rapid text retrieval, it offers notes, bookmarks, and text highlighting capabilities.
A unique feature of the DOS version is the remarkable similarity of its interface to the Windows interface. Designed for ease of use, the DOS version shows images and text simultaneously. QuickSearch allows several scalable windows to appear on screen at the same time, including windows showing hit list results, full text, a complete word index, and the table of contents.
The Windows version which was demonstrated at the meeting offers an easy-to-use, menu-driven authoring system. Adding to its ease of use are templates which offer default values for features such as proximity searching. The user can accept the defaults or easily customize the default values to suit their specifications. Indexing is also menu driven. Product literature cites an indexing rate of 50-100MB per hour with a minimum of overhead. However, the indexing rate may be as fast as 300MB per hour, depending on hardware speed and complexity of the data.
QuickSearch is a royalty-free product. Pricing ranges from $495 for in-house use on a single computer to $7,495 for unlimited publishing runtime.
Dan Lucarini, product manager for Information Management Research, Inc. (IMR), (303) 689-0022, demonstrated IMR's Alchemy software.
Alchemy's Build software imports and preserves files in their native format and does not require special conversions or markups. Files can be organized into "virtual" folders which can contain many subfolders and files, and which become the table of contents on the CD.
According to Lucarini, Alchemy is extremely efficient for large database applications and is capable of handling as many as 1 million records. It excels at full text indexing and allows users to search by any word, phrase or number contained within the text. A patent-pending index engine can create highly compressed indices that are only 3-5% of the database size. Alchemy indices can search for files over multiple CDs, and can be located on a single CD in a multiple set or on hard disk. Alchemy also allows users to open up to 10 windows simultaneously to compare files (provided the user's PC has sufficient memory).
A royalty-free product, Alchemy prices range from $995 for a single user license to $4,995 for a service bureau or publisher's license.
Barry Gribble, representing Nimbus Information Systems, (800) 782-0778, described the capabilities of ROMWARE, a database engine that is geared to developers, not users. He also discussed the factors and considerations that go into designing a CD-ROM. When designing a new CD-ROM title, Gribble said he aims first of all to "break the paradigm of the original data." Since CD-ROM technology allows users to access data in new and different ways, the CD-ROM product designer should forget how the data traditionally have been used and concentrate instead on how users can optimize their access to data once it is converted to CD-ROM.
When developing a CD-ROM database for a client, Nimbus first ascertains why the customer is making the title, what need will be fulfilled by the CD-ROM, who the user will be, the user's degree of computer literacy, how well the user will know the data, how often the user will use the CD-ROM, and how much time and money the customer wants to spend developing the CD-ROM. Obtaining answers to these questions is essential, as these are all factors that will influence the design of the product.
When creating a new CD-ROM title, Nimbus: (1) designs the product function, (2) decides on a database format and the fields to be established, (3) tags data in ASCII format, (4) builds data into a database, (5) builds an index, and (6) customizes the interface. Data can be changed by adding field descriptors, manual editing, macro programming to process the data, and custom programming to create special field tags or other special features.
ROMWARE pricing starts at $9,950 for a license to produce unlimited copies of a single title. According to Gribble, ROMWARE rates decrease "dramatically" for subsequent titles.
Pat Anconetani, an information specialist representing Knowledge Access International, (800) 252-9273, said that Knowledge Access' KAware software supports ten standard image file formats and a wide variety of software packages.
KAware's distinctive features include a "word wheel" which provides additional detail on indexed terms. For example, when a name is typed into the word wheel, the screen will show a complete "hit list" of every speech, paper, or other event or document indexed under that name. This feature allows the user to quickly zero in on the desired information without having to first browse through irrelevant information.
For those who prefer to browse, a "forward flashlight" feature allows users to scroll through each instance of a keyword that appears within the document.
Special indexing features include a modifiable stock list containing common words that the user does not want indexed (such as "the," "and," "a," etc.). Users can also define unusual words in the "word rule" file. For example, "AT&T" can be defined as a word, where the basic program would otherwise reject it as a word because it contains an "&" symbol. In addition to the usual hypertext searching capabilities, KAware also supports "like word" hypertext links. This feature allows users to link words or phrases that are closely associated with each other, like "Christmas," and "Santa Claus."
KAware is available in both DOS and Windows versions. The DOS version offers Windows functionality and can be operated using a mouse.
Marc Weinstein, vice president of sales for Enigma Information Retrieval Systems, (800) 364-4625, demonstrated INSIGHT Into Information, a Windows based authoring solution that is geared to the electronic publishing marketplace. According to Weinstein, this product is best used for the development of large volume, full text, multimedia databases. It is designed to be user friendly, supports more than 70 formats, and is SGML-compatible.
A unique feature of INSIGHT Into Information is its capability to support true compound document architecture, meaning that text, image, audio, and video files are presented seamlessly on the page and not in separate windows.
Other special features include the capability to hyperlink images to other images or text, complete support for multimedia add-ons, enhanced support for SGML documents, an object oriented database approach that enables easier and more intuitive data arrangements and reduced index size.
The U.S. Navy Medical Department currently is beta testing a CD-ROM multimedia application designed to help medical personnel communicate with non-English speaking patients.
The Multimedia Medical Language Translator (MLT) can be used in a wide range of situations where patients who do not speak English may be encountered - for example, in large medical centers, by a single hospital corpsman working out of the back of a truck, in field hospitals, at sea, and anywhere around the world. With the ever-increasing number of operations involving refugees, humanitarian assistance programs, disaster relief programs, United Nations operations, and joint operations and exercises, it will have expanded utility throughout the military. It can also be a useful tool in civilian, clinical and emergency room settings.
Bilingual native speakers interpret aloud a script of 1600 medically-related phrases. These phrases are recorded digitally using PC-based multimedia. The recorded phrases, together with software, are then distributed on CD-ROM.
The user selects phrases from a Windows menu in a "point and click" fashion. The selected phrases are then immediately translated aloud into the patient's language in the voice of a native speaker. By asking "Yes" or "No" questions and questions with short suggested answers, and by directing the patient to communicate with gestures, medical personnel can help the patient communicate essential information needed to permit diagnosis, treatment and cooperation with medical procedures. The long-term objective of the MLT project is to provide a basic system capable of medical communication with almost anyone worldwide.
Conceived and developed by CDR Lee M. Morin, MC, USN in 1993, the initial prototype system featured five languages. This was quickly followed by a thirteen-language version, called MEDTRANS, which included the five Balkan dialects needed to support possible operations in the former Yugoslavia.
The latest version of MEDTRANS includes 25 languages in 508 MB. (A single CD-ROM disc could hold approximately 30 languages.) This version is capable of saving and editing a phrase script, called a dialog. Dialogs, which are similar to macros, extend the utility and ease-of-use of the system. Dialogs put the phrases required for a given clinical situation at the operator's fingertips. Numerous dialogs for drawing blood, performing dental examination and treatment, explaining MEDTRANS ground rules, and other recurrent clinical situations are included. Dialogs can even be used to communicate with patients whose language is not known, through sequential use of each language available on the CD-ROM. MEDTRANS also permits the operator to construct his or her own dialogs from any combination of the 1600 basic phrases, to edit them using familiar cut-copy-paste commands, and to annotate and save them.
Additional versions of the software, which display the written script of the foreign language in addition to the sound, facilitate two-way communication with literate non-English speakers, and enhance the use of the system as a language training tool. A Russian text version has recently been completed and others are planned. These foreign language versions make the full MEDTRANS capability available to non-English language speaking users, who can interpret directly from their written language to any of the other languages available on the disc.
The MLT project is funded by the U.S. Special Operations Command. MEDTRANS will be available commercially from SUNMART, INC., in Window Rock, Arizona.
For ordering information, call SUNMART, (602) 871-5035. For technical information, call CDR Morin, (904) 452-8212.
Computer-based training has come a long way since the so- called "green screen" days when computers could do little more than present the electronic version of a page in a book. Today, computer-based multimedia training products rely on high- performance software and hardware capable of combining images, sound and video. Hyperlinking, a technique which mimics the associative way in which the human mind works, is also commonly used in multimedia training programs to stimulate more rapid and more effective learning.
In August 1994, the Society for Applied Learning Technologies (SALT) sponsored a conference on Interactive Multimedia that addressed trends in multimedia and training. SALT is a non-profit society oriented toward professionals whose work requires knowledge of various forms of instructional technology. Their conference covered interactive systems for training, education, and job performance improvement. SALT also produces three journals, Instructional Delivery Systems, Medical Education Technologies, and Educational Technology Systems. Call (800) 457-6812 for further information.
A relatively small number of SALT conference presenters and exhibitors had produced multimedia CD-ROM training products. Until recently, most computer-based training products have been distributed on video disks. Many large-scale training programs have been based in laboratories, where machines are networked and the portability offered by CD-ROMs is not required. In some cases, satellites are used to simultaneously distribute training programs to large audiences in different geographic areas. However, many SALT exhibitors saw multimedia CD-ROM technology as a useful and growing delivery platform for training.
Typically, designers of multimedia training products have backgrounds in Instructional Systems Design (ISD) and work for firms that specialize in the development and production of training materials. These instructional designers work in collaboration with subject matter experts from client companies to establish the content of the training product. Once the content is agreed upon, the designers organize and structure the information into a format that integrates multimedia elements and achieves the training objectives. The final product may include test questions and a module that records and tracks student test scores as well as the course material.
A key member of the multimedia training development team is the project coordinator, who ensures that each team member produces their assigned component(s) of the training program on time and as needed. Gary Carter of the Atlanta-based training firm Synesis says, "We always use in-house people as project coordinators to maintain careful control, but we hire contractors when we require special expertise." Typically, outside contractors might include technical writers, video producers (most multimedia training companies do not do their own video production), or programmers to assist on large jobs. Carter said that his firm is relatively small but is planning on adding several new employees who have skills in instructional design and development.
Once a project design is completed, developers select from a variety of multimedia authoring packages to create the product. The developer may work for an instructional design and development firm or may be an outside consultant. The multimedia authoring packages most frequently recommended by companies at the SALT conference were ToolBook (Asymetrix), IconAuthor (AimTech Corp.), and Authorware (Macromedia). Another popular product was Quest (Allen Communication). Some government organizations have a preference for a certain package; for example, the Federal Aviation Administration (FAA) has selected Authorware as its development package for training applications. TenCORE (Computer Teaching Corporation) was mentioned as a product often used for Navy applications.
Many firms that are now developing multimedia training products were already in the training field and are seeking to capitalize on a new market with growth potential. Applied Science Associates, Inc. (ASA) of Landover, Maryland, has been developing training products and materials since 1961. In fact, ASA was among the first to develop some early multimedia products on video discs. The company became part of the Interactive Multimedia Group (IMMG) when it was purchased by Analysis and Technology (North Stonington, CT). Through these acquisitions and internal reorganization, Analysis and Technology has established what Curtis Cox, a program manager at ASA, terms "the largest group of multimedia developers in the country today, numbering about 400 people."
One of ASA's specialties is FAA training, developing such projects as the new "glass cockpit" in which computer screens have replaced traditional analog instrumentation. In one of their most interesting projects, ASA used flight data to recreate the crash of an aircraft for a court case. The multimedia presentation, complete with sound effects, can be shown at various speeds and from a variety of perspectives. Other firms have entered the multimedia training field as a result of exploring the technology for in-house use. IBM's Multimedia Group, for example, was established to address an internal training requirement. Del Wood of the Bethesda office, says, "Training is an integral part of IBM's corporate culture, and we train thousands of people a day." A proprietary software product was developed to deliver multimedia training, and was later marketed as InfoWindows. IBM's commitment to multimedia is reflected in their hardware; every IBM computer product now has integrated multimedia as part of its functionality. With this functionality well established, the company has increasingly focused its multimedia activities on applications and services. Peter Blakeney, who manages U.S. operations for the IBM Multimedia Group, cites the Executive Briefing Center as a centerpiece of these services. "We help people get a start in this technology, and can offer anything from creative guidance to MPEG digital compression." This example suggests that SIGCAT DISCourse readers who are looking for an entree into the multimedia training field might get their foot in the door by exploring training needs and opportunities within their own company.
Coastal, a health and safety oriented firm based in Virginia Beach, Virginia, entered the multimedia training field by a different route. Most training development firms use in-house instructional systems designers who incorporate the knowledge of subject matter experts in a wide range of areas into their training products. Coastal reverses this model by specializing in the subject matter area and hiring contractors for the instructional systems design.
Coastal's primary expertise is in compliance training for the Occupational Health and Safety Administration (OSHA). The company has produced over 100 video titles on OSHA compliance and 300 on other specific skills training such as human resource management. At present, Coastal reports that they are the only health and safety company producing CD-ROM based multimedia training software. Christopher Bryant, Director of Multimedia Services, says "We produced our first CD-ROM a year ago, and have done four since then; we see it as a growing area."
Coastal used IconAuthor to develop a courseware template which was used for all of their CD-ROM products. The four CD-ROMs have a very impressive series of video segments using the ISO-standard MPEG full motion video. The template is now being marketed separately as Clarity Multimedia.
The increasing use of templates is one of the most important trends in the multimedia training field. Templates allow the structure of one courseware package to be applied to a different set of information, avoiding duplication in the development process. Thus, templates can help companies achieve significant savings in development costs.
Gary Farmer of IVI Publishing demonstrated PrimePractice at the SALT Conference. Prime Practice is a very sophisticated CD-ROM product aimed at primary care physicians. "As users of managed care services rely increasingly on primary care physicians to coordinate their medical treatment, it becomes more important for these doctors to recognize symptoms which require the intervention of a specialist," says IVI's Kathy McIlvaine. A training product which allows physicians to gain continuing education credits, PrimePractice leads the user through a series of symptoms toward a diagnosis, tracks answers, and explains why the diagnosis is correct or incorrect.
Although PrimePractice is admittedly a high end product, the half a million dollars spent to develop it is still a sobering figure. IVI Publishing will use the template which was developed for the first version to produce others, thereby reducing the cost to develop subsequent versions. IVI also is interested in licensing the template. Despite the high initial development costs, the PrimePractice disc is priced at only several hundred dollars. This price makes the product competitive with traditional classroom training, and it is more convenient for busy physicians than a scheduled class.
Other firms are also working to recoup development costs. American Airlines conducts a great deal of training through its subsidiary World Tutor. Having spent $1 million to develop templates for their own use, they are now offering consulting services and marketing their templates to other firms. The career opportunities available in the template sector are primarily in the programming and development areas.
Several SALT conference participants cited virtual reality as a field with great potential for interactive training, because of its capability to simulate a realistic environment. Currently, if a computer screen is used to show a student how to repair a machine, the mouse can be used to point to and remove a damaged part. However, this approach fails to simulate the process in a compelling way. Development of virtual reality products will require more complex visualization and programming skills on the part of designers and developers, and will offer new opportunities for implementing creative instructional techniques. Judith Lamont is a freelance researcher and writer specializing in various aspects of computer technology. She holds a doctorate in experimental psychology with a specialty in career development.
A U.S. Navy working group is developing a set of standard capabilities requirements that will provide the foundation for developing a Qualified Products List of CD-ROM authoring and retrieval systems. So far, the working group has received more than 700 responses to a recent survey encompassing all of the separate Navy communities and all of the individual functional areas within those communities.
According to the survey results, the most desired CD- ROMauthoring/retrieval features and capabilities among Navy end users include support for list lookup (i.e., table of contents, list of illustrations, word/phrase index, etc.); support for DOS- based IBM compatible PCs with minimum memory requirements; support for mouse interface; support for pull down menu interface; support for Microsoft Windows environment; and support for WYSIWYG (What You See Is What You Get) display and printing.
Ultimately, input from Navy users and the NAVSEA Technical Manual Group will be consolidated into a single set of Navy requirements that will be added to the Navy and Marine Corps Policy on Use of Compact Disc Technology (NAVINST 5230.24). Once the capability requirements are finalized, the Navy will invite industry to submit products for testing and possible inclusion on a Navy-wide CD-ROM Qualified Products List (QPL). Only those products approved for inclusion on the QPL will be eligible to be used by Navy CD-ROM producers.
Greg Velott, Chairman of the working group, said he hopes to obtain approval for a plan of action from the Navy CD-ROM Configuration Control Management Board by November 10, 1994. For further information, contact Greg Velott, Head, Automation Systems Department, U.S. Navy Tactical Support Activity, (301) 394-1620.
SIGCAT wishes to express appreciation to Vice President Gore's National Performance Review (NPR) for distributing copies of its recently published multimedia CD-ROM at SIGCAT's October 18-19, 1994 regional meeting. The disc is the product of a cooperative venture among the NPR, Lawrence Livermore National Laboratory, and the Defense Evaluation Support Activity. It contains all of the major NPR documents, including the September 7, 1993 original report and the September 1994 status report. The disc also features audio, graphics, and video, including interviews with government employees who contributed to the Vice President's efforts to reinvent government.
The disc, entitled Creating a Government that Works Better and Costs Less: Status Report September 1994, is available from the National Technical Information Service (NTIS) by calling (703) 487-4650. It also can be ordered via the NTIS FedWorld Bulletin Board System via modem at (703) 321-8020. To order via Internet, you can TELNET FEDWORLD.GOV. The price of the disc is $16.95 plus shipping.
SIGCAT supports NPR's initiatives to more effectively use information technology in government operations. SIGCAT also applauds NPR's leadership in creating a low-cost CD-ROM that effectively demonstrates the role CD technology can play in "Creating a Government that Works Better and Costs Less."
November 16, 1994
SIGCAT Class - Use Microsoft's Multimedia Viewer to Create a
Multimedia CD-ROM
November 17, 1994
SIGCAT Class - Visual Basic for Non-Programmers
Nov. 30-Dec. 1, 1994
SIGCAT Class - The What & Why of Multimedia
December 2, 1994
SIGCAT Class - Edutainment and Multimedia Training
Applications
December 5-6, 1994
SIGCAT Class - Digital Video - Capture and Compression
December 7, 1994
SIGCAT Class - Beyond Bullets
December 8-9, 1994
SIGCAT Class - The How of Multimedia CD-ROM Development
December 12-15, 1994
SIGCAT Class - How to Produce a CD-ROM
To register for any of these classes, call Reed MacMillanat the SIGCAT Technical Education Center, (703) 435-4661.
May 22-25, 1995
SIGCAT '95 Conference and Exhibition
Hyatt Regency Hotel
Reston Town Center, Reston, Virginia
May 22-26, 1995
Central European Conference and Exhibition for Academic Libraries
2nd Informatics; Riga, Latvia
If you would like to submit an article for consideration,contact Yvonne Kidd, at (703) 385-1323.
Deadline for the next issue: November 21, 1994
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