Agenda Converter:
Automated Archival Data Processing Tool

Purpose and Development

Agenda Converter is engineered to address the cumbersome task of converting archival municipal data from XML to PDF format in the Netherlands. The prevalent method of manually processing countless folders and hundreds of files into PDFs for publication on portals like the ibabs website is both time-consuming and prone to errors. Agenda Converter automates this process, transforming it into an efficient and error-free operation.

Technical Specifications

• Frontend: Developed using React.js to ensure a user-friendly interface.
• Desktop Application: Electron.js is utilized to turn the web application into a desktop application, broadening the accessibility to users regardless of their operating system.
• Backend: The server-side operations are managed by Node.js/Express.js, offering a robust and scalable solution.

Workflow Process:

Agenda Converter simplifies the conversion process with the following steps:

1. File Structure Recognition: It starts by recognizing the XML files stored within a specific folder structure, including the XML file itself, its metadata, and the metadata of the containing folder.
2. User Interface Interaction: Users select the main folder through the Agenda Converter interface. This main folder may contain hundreds of subfolders and potentially thousands of individual files.
3. Automatic Conversion: The tool automatically identifies and isolates XML files that are convertible. With a single click, all the identified XML files are converted into PDF format without altering the original folder structure.
4. File Output: The original XML file, along with its metadata and the folder’s metadata, is accompanied by the newly created PDF file. These are then compressed and prepared for download.

Key Features:

• Batch Processing: Capable of handling large volumes of files, automating the conversion of XML to PDF without the need for manual processing.
• Structure Preservation: Maintains the integrity of the original folder and file structure during the conversion process.
• Table Format PDFs: The generated PDFs are structured in a table format, enhancing readability for citizens. It includes details such as municipal decisions, voting members, speech titles, the timing of speeches, and the duration calculated accordingly.

Benefits:

• Efficiency: Significantly reduces the time required to convert documents, allowing for a faster update of public records.
• Consistency: Ensures uniform formatting and structure across all documents, which is crucial for official records.
• User-Friendly: The intuitive interface of the tool minimizes the learning curve, making it accessible to users with varying degrees of technical expertise.

Used Technologies:

Frontend: Developed with React.js for a dynamic user interface.
Desktop Conversion: Utilized Electron.js for cross-platform desktop application support.
Backend: Employed Node.js with Express.js for efficient server-side operations.