Exposing online content in Trove

Exposing your online content in Trove is easy with special Libraries Australia “triggers”. Next time you include a URL to an online document in your record, include the trigger and Trove will index the text. Or, include the URL of a thumbnail image and have it display in the Trove interface.
  • searchableresource – Get finding aids, transcripts, lists & other documents indexed in Trove
  • Thumbnail – Add a thumbnail to pictures in Trove

Get finding aids, transcripts, lists & other documents indexed in Trove

Libraries Australia members can take advantage of Trove’s powerful search features to better expose collection lists, finding aids and other uncatalogued or briefly catalogued material.
By following the instructions below, you can let Trove’s search engines know about documents on your website in text, unencrypted PDF, XML (including EAD) or HTML format. When Trove knows there is a searchable document available, it will index all the text on the page. When someone in Trove searches on a term only found in the document, it will still return the record for the document, and a link to the text.
Example: Summer is researching former WA premier John Tonkin’s life. She searches in Trove for eulogy John Tonkin. The first result returned in the Diaries, Letters and Archives zone of Trove is a link to the papers of Governor Sir Francis Burt, held at the State Library of WA. While there is no reference to John Tonkin in the catalogue record, Summer clicks through to the finding aid, discovers that Sir Francis gave the eulogy at the premier’s funeral, and a copy is available at the State Library.
Instructions:
  1. Choose some material you think would be useful for the public to be able to search. This could be finding aids, summaries, transcripts, or lists. This material must:
    • Be publicly available online at a persistent URL
    • Be in one of the following formats: XML (including EAD in XML format), txt, unencrypted PDF, or HTML.
      (PDF’s must contain text, not a picture of text. To check, try searching for a word in the PDF using Adobe Reader. If the word is found, the PDF is ok to use. If the word is not found, Trove will not be able to find the word either. If you can’t search the PDF, it may be possible to convert it to a searchable type.)
      (Only the first page of a HTML website will be indexed. Links to other pages won’t be followed. All words on the page will be indexed, including navigation and menus, so it’s best to have a page that doesn’t include a lot of extraneous information.)
      (Please note: Word documents are NOT indexed and should be saved in PDF or txt format in order to be indexed by Trove)
    • Be less than 3 Mb
    • Have a relevant catalogue record in (or able to be added to)Libraries Australia.
  2. Add the trigger to the MARC record in Libraries Australia: In the 856 for the link that Trove should follow, add $xsearchable resource. The trigger can be added to more than one 856 in the same MARC record. If you remove this trigger at any time, the list will stop being searchable in Trove. (If you are using the Record Import Service, let Libraries Australia know first, as they will need to ensure that the 856 is added correctly.)
    Example:

    856 42 $uhttp://www.slwa.wa.gov.au/pdf/mn/mn2001_2500/mn2023.pdf
    $zView the list of items in this collection$xsearchable resource
  3. When the record has been updated in Libraries Australia, it should only take a few moments to appear in Trove. (If there is a lot of activity on Libraries Australia at the time, it may take longer). Search Trove for a word or phrase in the list, which is not in the record metadata. If there are too many results, you can also add the Libraries Australia number to the search terms to help your testing.
  4. If you update the linked documents, you will need to re-upload the records to Libraries Australia, to ensure that Trove re-indexes correctly.
Notes to consider:
  • Trove will index the whole page at the URL link, not just the main “frame” of the web-page. The indexing will include any navigation terms on the webpage and any terms used to describe outside links. This can cause false hits, which are minimized by providing an indexing friendly webpage.
  • If using html or xml, data needs to be in a format where the Trove indexing service can take most advantage of it. i.e. the data can’t be inside the tag. Formatted like<author>J.Smith</author> Trove would index ‘J. Smith’. However, if the data was formatted as <author name=”J.Smith/> then J.Smith would not be indexed.
  • On Trove, the document text will only be indexed in keyword format. It won’t be available within command or advanced search; and the data won’t be findable through the facets on the left-hand side of the page. If users are limiting their search by facet, the results won’t appear unless the collection level record is included in that facet. (e.g. a collection that includes many maps, but where the collection level record is not coded as a map, will not appear in a search restricted to maps.)
  • Trove’s relevance ranking considers terms indexed from a searchable resource link as less important than terms found in the catalogue record. If a search returns many results, it is not likely that matched records from searchable resources will appear on the first page.

Add a thumbnail to pictures in Trove

Maximise the visibility of your records by using the Libraries Australia thumbnail trigger, which will add a thumbnail image to your record in Trove. All you need to do is include two separate 856 URL fields in your record:
  1. 856 $u – The URL of the webpage that contains the full-sized image, this goes into an 856 tag, $u subfield. The URL will show up in Trove for users to click on. They expect to see the full-sized image, so make sure this is a persistent URL to the record in your OPAC or other online system. The page should show your library’s name, logo or other branding, making it clear users have left Libraries Australia/Trove and are now in your local system. For example
    856 40 $uhttp://handle.slv.vic.gov.au/10381/84448
  2. 856 $3Thumbnail $u – The URL of the thumbnail-sized image, this goes into an 856 tag, $u subfield, with the extra $3Thumbnail trigger. When a user does a search and your record is returned, Trove will display this image live from your website “on the fly”. The thumbnail picture URL should only be a jpg or gif file on your website, not a full webpage. For example
    856 42 $3Thumbnail$uhttp://digital.slv.vic.gov.au/webclient/DeliveryManager?pid=761263
To see a live example of a record with the Thumbnail trigger, take a look at AN 49177399 in Libraries Australia. Then see it in Trove http://trove.nla.gov.au/work/166979886
000 01196ckm a2200337 i 4500
001 000049177399
003 AuCNLKIN
005 20121023211921.0
006 knnn g ku
007 kh bo
008 100810s1969 vrannn g k| d
035 __ $a(OCoLC)794623200
037 __ $aH86.98/437$bState Library of Victoria
040 __ $aVSL$dVSL
042 __ $aanuc
043 __ $au-at-vi
245 00 $aFountain at corner of Rathdowne St. & Victoria Pde, Melbourne.$h[picture].
260 __ $c1969.
300 __ $a1 photographic print :$bgelatin silver ;$c9 x 11 cm.
500 __ $aTitle written on verso.
500 __ $aDate written on verso: 20/6/69.
520 __ $aView shows a fountain and pool of water, with vehicles on the road behind and a park in the background.
540 __ $aCopyright restrictions apply.
542 __ $lThis work is in copyright
650 _0 $aFountains$zVictoria$zMelbourne.
651 _0 $aMelbourne (Vic.)
655 _7 $aGelatin silver prints.$2gmgpc
830 _0 $aWilson P. Evans collection.
850 __ $aVSL$b2096857$cheld
856 40 $uhttp://handle.slv.vic.gov.au/10381/84448
856 42 $3Thumbnail$uhttp://digital.slv.vic.gov.au/webclient/DeliveryManager?pid=761263
If you have any further questions about using this service, the Help Desk would love to help you out!