ARCHIDO / ELISAD Project: European Internet Gateway on Alcohol & other Drugs Project group meeting 12 and 13 June 2003 Trimbos Institute, The Netherlands

MINUTES OF THE UTRECHT GATEWAY MEETING

Participants:

Susanna Prepeliczay, Archido, Germany, co-ordinator
Diana Rahn, Archido, Germany, assistant to co-ordinator
Gunnel Larsson, CAN, Sweden
Anne Singer, Elisad, France
Marianne van der Heijden, Andromeda, Netherlands
Christine Goodair, Drugscope, UK
Thomas Rouault, Toxibase, France
Daniela Zardo, Gruppo Abele, Italy
Hana Sovinova, SZU
Angita Peterse, Trimbos Institute, Netherlands
Toine Ketelaars, Trimbos Institute, Netherlands (minutes)

part of the time:
Bernd Titz, University of Bremen, informatician

Project administration

- Susanna Prepeliczay announces that the EU-commission has approved the continuation of the Gateway working plan untill the end of September 2003. The last meeting of the Gateway working group will be in Dublin on 24 September, before the Elisad meeting.

- Susanna asked the participants to hand in the tickets for reimbursement.

The papers for the reimbursement of the personal costs are distributed. The following papers must be returned to Archido, otherwise no reimbursements will be paid:

* working time proof

* final financial statement

* invoice (preferably in English).

Reports on data collection

405 website descriptions are available online on 11 June 2003

French language sites (by Toxibase)

- France: 60 of 90 approved sites have been described;

- Switzerland: 7 of 20 ,, ,, ,, ,,

- Belgium 3 of 15 ,, ,, ,, ,,

Italian language sites (by Gruppo Abele)

- Italy: 50 of 50 approved sites have been described (200 rejected)

- Switzerland: 2 of 2 ,, ,, ,, ,, ( 2 ,, )

Dutch language sites (by Trimbos)

- Netherlands: 39 of 49 approved sites have been described ( 14 rejected)

- Belgium: 4 of 16 ,, ,, ,, ,, ( 6 ,, )

German language sites (by Archido)

- Germany: 38 of 72 approved sites have been described ( 16 Rejected / 66 new URLs)

- Austria: 12 of 32 ,, ,, ,, ,, ( 6 rejected / 7 new URLs ,, )

- Switzerland 14 of 43 german-languaged (50 URLs with it/fr Swiss sites) ,, ,, ,, ,, (4 rejected / 9 new URLs? ,, )

English language +`Paneuropean sites (by DrugScope):

- UK: 93 of 125 approved sites have been described (? rejected)

- Ireland: 11 of 22 ,, ,, ,, ,, ,, (?rejected)

- Paneuropean: 6 of 27 ,, ,, ,, ,, ,, (? rejected)

82 sites out of 180 total identified URLs have been rejected.

Scandinavian sites (by CAN):

- Sweden: 37 of 54 appproved sites have been described (13 rejected)

- Finland: 5 of 11 ,, ,, ,, ,, ,, (6 rejected, 3 new URLs)

- Norway: 7 of 15 ,, ,, ,, ,, ,, (8 rejected, 2 new URLs)

- Denmark 1 site of 10 has been described

Spain and Portugal (by PND and IPDT/EMCDDA)

- Spain: 40 of 70 approved sites hav e been described (15 rejected)

- Portugal: 1 of 18 ,, ,, ,, ,, ,, ( ? rejected)

Greece (by Ektepn): 5 of 7 approved sites have been described

Central and East European sites (I) (by Hanna Sovinova)

- Czech Republic: 11 of 11 approved sites have been described (2 rejected)

- Slovakia: 2 of 2 ,, ,, ,, ,, ,, (1 rejected)

- Poland: 1 of 1 ,, ,, ,, ,, ,, (5 rejected)

- Slovenia+Romania: no sites approved (5 rejected)

Central and East European sites (II) (by Susanna Prepeliczay):

- Of each of the following countries one site is described: Bulgaria, Estonia, Latvia, Rumania and Serbia and 2 of Hungaria (by ESZSM) (in total, 104 URLs are known from 8 countries: Bulgaria, Estonia, Hungary, Latvia, Lithuania, Poland, Romania, Serbia. Many sites were rejected due to language barriers, and 404 errors )

Time amount

Most of the participants agreed that it takes 2 to 4 hours to make a full description of a website. Also, most of them find the WINPUT-form too complicated. It is impossible to check all the topics of the form. Everbody agrees with the remarks of Thomas Rouault that priority has to be given to the website descriptions and the evaluation part.

Networking

Most of the participants did some networking in their own countries as well as in neighbouring countries. Networking has two objectives:
a). to try to involve librarians in the Gateway project from countries who do not yet participate;
b). to lessen the burden of the current participants.

Diane Rahn told about the cooperation with other institutes. It costs about two hours to correct the Winputform. Thomas thinks networking is not very fruitful. It cost to much time. Also, Daniela agrees with him.

It is suggested to make translations of the Winput-form in order to get more collaboration.

Rejected and to be analysed sites

It is decided to enter sites under process at the Gateway server. This part of the Gateway will only be accessible for the Gatway Group. It allows to check those URLS already known and to be completed lateron. Everybody has to fill in the following items:

- URL

- Title/name of site

- Publisher

- Keyword: IN PROGRESS

It is also decided to make a list of de-selected sites ("Black list"). This list will have the following items:

- URL

- date of evaluation

- reason for de-selection

- e-mail adress of evaluator

In this way we can give account of the amounts of sites we have evaluated. This is very important for EU-commission. Before the end of September 2003 every site which was selected in the first place has to be in the Gateway.

The black list will be published in a password protected section of the gateway, only available for the group.

The "in progress" files and "black lists" shall avoid duplication of work by ourselves and the new participants of the project phase 2.

Proof reading

Anne Singer and Stephan Schulte-Nahring did the proof reading. Every participant gets his paper. Stephan has a lot of useful remarks. It is important to keep in mind that in making descriptions one has to formulate the main spirit of the content of the website. Not simply Copy+Paste the descriptions of the producer.

Decisions on the website development

- Interim research report and greatest part of the ABOUT-section will be placed at the ELISAD-site. Only short decription of "What is the Gateway" on the Gateway-site.

- HELP-section will be set up as on the SOSIG-site.

- A SITEMAP (TOC) will be made.

- On HOMEPAGE a button will be made, which will be connected with the database field UPDATED. So, automatically the date of database updating will be displayed whenever any change is done to our records, or new records are added.

- The SEARCH GLOSSARY and the LIST OF KEYWORDS will be integrated.

- An explanation of what OVERALL RATING means will be written by Susanna and Bernd and placed at the HELP-section.

- In the HELP-section there will be an explanatory note explaining the possible discrepancy between a used KEYWORD and the RESULTS.

- The FREE TEXT search field will be maintained.

- GUESTBOOK: we will keep the Guestbook for at least three months; if nobody will leave messages, it will be deleted.

- The terms of the BROWSING CATEGORIES are not clear. Christine will make a proposal to improve the terms used before the end of July.

- Instead of the button INVOKE FIELD-ORIENTED SEARCH a button named ADVANCED SEARCH will be displayed on the first screen.

- The SUBJECT CATEGORIES will be displayed on the DETAILS-display screen.

- The interim research reports will be placed at the Elisad-site, not on the Gateway-site.

- The phrase "supported by the EC" will be placed at the first screen of the Gateway; a link to and description of the EC-site must be made

Revision of the first screen.

Instead of European Information Gateway: European Gateway

We decided to revise the design of the first screen. It will look like this (as I'm not a designer, I try to make it clear as good as I can):

HEADING: home; about us; selection; help; disclaimer; guestbook

LIST OF KEYWORDS: (clickable; in alphabetical order)

THEMATIC BROWSE: {Christine will give feedback on the terms to be used before July;]

FREE TEXT SEARCH: one box [NO BOOLEANS)

At the left side, next to the three existing filters (boxes), there will appear 2 additional pulldown menue boxes :

COUNTRY

LANGUAGE

POPULATIONS

TYPE OF INFORMATION

ENVIRONMENTS

Results of the Gateway prototype test

Anne Singer has organised this first test of the Gateway interface. The participants get the handouts with the main results. 235 Gateway Users (GUs) did receive a questionnaire. Of them 30 did react. There is no time to write an evaluation of the GU-consultations before the launch of the Gateway.

We agreed to do the BOBBY-test for the Gateway website.

Some important remarks of first GU feedback:

- search by keyword list is missing;

- searching by "free text field" and by "browsing-option" produces different results: it is unclear why this is the case;

- the "detailed result-screen" must present more than one result at a time;

- need for a quick help about how to search and navigate;

- need for different sorting possiblities;

- many important sites are missing.

Presentation on keeping up strategy

Thomas Rouault gives a presentation about the updating process and possible technical solutions for keeping the Gateway as easy as possible on the Internet. The sheets are handed out to the participants. Thomas tells about two interesting tools: the Website Watcher and the Website Crawler. The participants will take a look at these tools.

Phase II of the Gateway project

- The process of updating the Gateway has to start immediately after the launch in September.

- A draft proposal for the European Commission (EC) will be prepared by Thomas Rouault, Susanna Prepeliczay and Christine Goodair before September 2003: proposal for continuation of financial backing by EC.

- Thomas will invite the Elisad members, who are not yet participating in the Gateway, for the Gateway meeting on 24th of September in Dublin.

- In order to get more collaboration from local librarians, most of the particpants agree on the need for a translation of the WINPUT-form in other languages (French, Italian, Spanish, German). Afterwards a translation in English of the input. Who will do the translations?

- Keeping up strategy: Thomas Rouault will inform gateway participants about existing software.

- Hosting of the Gateway at Bremen (on UNIX-platform) can not be guaranteed. Toine will inform on the possibility of hosting at Trimbos. Christine will ask the University of Bristol about the possibility of hosting at that University.

- Susanna and Bernd will produce a document about the technical ins and outs of Database Management which can be used by the new Database Administrator. In December 2003 there has to be a new Database Administrator, as Susanna is leaving Archido in October. She is prepared to do some work until December. It will take two days to learn the basics.

- In order to guarantee some continuation of the Gatway product all Elisad-members will get the obligation to maintain the descriptions and changes of the websites of their own country. A propasal to change the Elisad-statute in this way will be made.

- To develop a technical possibility to print all the detail-findings of one search.

- To develop a more user-friendly interface has to be done during the second phase of the Gateway-project.

- Efforts have to be undertaken to involve the Eastern European countries in the Gateway project.

- Marianne van der Heyden will no longer be involved in the Gateway-project.

- The promotion of the Gateway will be done according to the Promotion Plan of Anne Singer.

- Partnerships with SALIS, ADIN or Virtual Clearinghouse must be considered.

- contacts should be made to all website publishers of sites catalogued, e.g. to include the gateway logo and a link to the catalogue on their websites, to enhance the networking effect.
- Marianne and Susanna will meet in Bremen in late July in order to revise the HELP section text.