ULTIMA

ULTIMA is a revolutionary Enterprise Content Management System (ECM) that enables and organization to create, organize and fully exploit information pertaining to their collections and inventories, in one centralized, complete and user-friendly Information System.

This system has been designed to manage collections as diversified as those found in museums, archives and libraries.

In other fields as well, organizations must manage a mass of diversified information that is constantly evolving. The mounting numbers of documents—sometimes in the millions—in paper, electronic or other formats, can lead to serious and costly problems. All this information must be managed to ensure organizational efficiency on every level, given its effect on the organization’s financial, legal, administrative, historic or heritage assets.

To remedy this problem, GCI has merged all its software products into a single innovative package called ULTIMA.

This software package allows organizations to converge large amounts of data, information and knowledge into one system instead of managing these elements in separate and incompatible Information Systems (IS), or simply not managing them at all. The consolidation of data, information and knowledge into a single information system enhances content and knowledge management.

 

Available functions :

 

 

Multi-organization management

Management of a number of individual organizations.

 

 

Multi-environment management

Management of multiple deployment environments, such as development, validation, training and production.

 

 

Multi-collection management

Management of multiple collections and inventories.

 

 

Multi-profile management

Gestion de plusieurs profils d'utilisation.

 

 

Multilingual management

Management of multiple languages, including English and French.

 

 

Customized dashboard

Single user portal providing access to a wide range of resources and services.

 

 

ActiveX GID (Integrated Records Management)

Integrated acquisition, filing, storage and archival management of documents in digital or other formats.

 

 

Windows binding wizard

Opening and saving of digital documents from all available Windows software.

 

 

Workflow

Management of business processes.

 

 

Semantic

Semi-automatic classification of digital documents and advanced semantic representation.

 

 

State-of-the-art inventory and search system

Management of collections and inventories using a user-friendly web interface that lets users post descriptions, hierarchical localization and relationships among all the items in the inventory.

 

 

Management of user requests

An interface that enables users to perform a simple search (universal topic), an advanced search (Boolean), or to simply browse the inventory.

 

 

Relationship management

Management of hierarchal and associative relationships among objects.

1. Hierarchical: Hierarchical relationships define the “container-content” or “parent-child” relationship between two inventory objects.

 

• a. Objects with identical entities: The same entity is repeated, but is offset from the previous entity. Organizational structure and classification structure are two examples.

 

• b. Objects with different entities: Two or more entities are offset from the previous entity. Document management is an example: container-file-documents.

2. Associative: Associative relationships define the relationship between two objects that are not part of the same hierarchical chain.

 

• a. Objects with identical entities: Two or more identical entities are linked together. For example, one file is linked to another.

 

• b. Objects with different entities: Two or more different entities are linked together. For example, a book is linked to a painting, which is linked to an artist, which is linked to the painting’s acquisition file.

 

 

Organizational and classification structure management

Management of a number of organizational (offices, departments, etc.) and classification structures.

 

 

Life cycle management

Management of multiple conservation calendars, for any entity.

 

 

Thesaurus and indexing management

Management of terms that constitute a standardized vocabulary in a field of knowledge, linked together through synonymic, hierarchical and associative relationships.

 

 

Borrowing/loan/reservation management

Management of inventory loan items from within or outside of the organization.

 

 

Security management

Security management of all inventory items in the system and of user rights and permissions.

 

 

Basket management

Management of baskets that contain inventory items from one or multiple searches. The baskets may list items required for a project, a meeting, a publication or an exhibit.

 

 

IMPRES report management

Use of multiple reports from the IMPRES software package.

 

 

Follow-up management

Management of follow-up for each inventory item.

 

 

Note management

Management of notes on each inventory item.

 

Available entities :

 

AR Artefact (SMQ) Archaeology: an artefact from the field of archaeology, as defined by the SMQ.

 

FA Artefact (SMQ) Fine arts/Decorative arts: a piece of work from the fine arts field, as defined by the SMQ.

 

EH Artefact (SMQ) Ethnology/History: an object from the field of ethnology-history as defined by the SMQ.

 

ST Artefact (SMQ) Sciences/Technologies: an object from the field of sciences and technology as defined by the SMQ.

 

Filing cabinet: a physical filing cabinet.

 

Knowledge: a type of knowledge.

 

Container: a physical container.

 

Life cycle: the life cycle of objects in the inventory.

 

Document: a paper or digital document.

 

FRBR document (IFLA): an FRBR document as defined by the IFLA.

 

ISBD document (IFLA): an ISBD document as defined by the IFLA.

 

Data: a piece of data.

 

File: a physical or virtual file.

 

NS Ecofact (SMQ) Natural sciences: a specimen from the field of natural sciences as defined by the SMQ.

 

Set: a set of data.

 

Space: a storage space.

 

Fonds (RAD): a note in an archival fonds as defined by RDA standards.

 

Group of persons: a group of persons.

 

Organization: an outside organization.

 

Person: a person.

 

Project: a project.

 

AR site (SMQ) archaeological sites: a site in the field of archaeology as defined by the SMQ.

 

Classification structure: a component of a classification structure.

 

Organizational structure: a component of an organizational structure.