CollectionOD and Intranets

Intranets are ideal for making information accessible across your organisation.

The Intranet versions of the CollectionOD offers the various search and retrieval options and ways to access and display information very similar to websites. If you prefer, access can be monitored and controlled.

The user's experience needs to be kept in mind so they can explore the collection material. The user will be able to do various basic to advanced searches. However, they can also look up information at any point:

  • For example: if someone searches book titles they will receive a list of results. If the results include books by a particular author, the user can also click on the author and see all the books by him / her.
  • Additional cross-referencing can also be done using additional look up options such as the same categories, themes, etc.

The Intranet offers additional features, such as:

  • Access to information not available on your website.
  • Test new features prior to adding to your website.
  • Offer additional information, such as:
    • News, events and announcements for your organisation.
    • Complete staff and board details, with CV and picture - also a history of staff and people involved in your organisation.
    • Your organisational contacts and addresses: suppliers, educational institutions, media, role players, ...

Search options

Each database product will include search and retrieval options similar to these below:

Basic searches

Similar to a web search like Bing or Google where the user simply enter a search term, or terms, and the user gets a result. This kind of search avoids frustrating a user who is unsure what to search on. However, it is not a useful search option if looking for something specific; hence, an Advanced searches should also be offered.

Guided searches

The guide the visitor through your information such as:

  • Look up a list of artists or authors
  • Look up a list of item titles
  • Explore the content according to type: sculpture, furniture, memorials, ... the options here depend on your collection / inventory
  • Explore the content according to keywords - the options here depend on your content. Also, there are various Thesaurus options to carefully manage the keywords.
  • Explore according to location of items
  • Look up donors, or sources
  • Look up via categories or themes

Advanced searches

  • Search specifically on various terms across various fields: i.e. author / producer, Item title, etc.
  • Provide searches-within-searches, i.e. searching only within Media Type, etc.

Every search option will provide

  • Clear and distinct list of search results.
  • Access to relative components, i.e. if searching Items you can click through to Producer / Items.
  • The search results should offer a print button so the user can print the list for reference purposes.

Full documentation

If a user clicks on an item after a search they will view full documentation, i.e. author, title of the item, date(s), type, inscription, etc. - including any images (with click through to a larger image), documents, video or sound files.

Global searches

Apart from being able to search databases separately, there are options of searching across the databases directly from the home / front page. From this simple search box the user will be able to access information across all databases on a website.

The results per database will be displayed on a page with the option of clicking through to the specific database to view the results.


Access to your data can be completely open to the public, or via various levels of access. Essentially, if controlled, a visitor will need to register and have a username and password to access the data. Various logs can also be kept to track the visitor's activity.

Technical outline

It allows records being blocked entirely; i.e. items that need to be recorded but not allowed on the Intranet for some reason. Also, it allows the staff managing the information to choose when to make it available.

Many variations when searching such as:

A basic search where and term or terms can be entered:

Or guided search options - guiding the visitor through your collection:

Or advanced search options - more for the researcher looking for specific information:

The results can be displayed in a variety of ways, such as a list:

At any point you can click through to the full details:

Contact  |   Login  |   Support

Copyright © 1997-2018 Logos Flow™. All rights reserved.