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Experience with Document Management at DESY
Jens Kreutzkamp
DESY, IPP Division
Overview
FOR MORE INFO...
Project Goals What is Document Management? Features & Benefits Document Types & Lifecycle TuoviWDM Case Study D3A Current Status & Statistic
Project Goals
Manage Technical Documents with document relevant life cycles with an easy, world-wide (web-based)
access workflow implementation
Acceptance Management for EDMS
What is Document Management?
creation save
distribution copy convert
processing change (contents) adapt (format) transmit
archiving search visualize
managing history, version and
status
Features & Benefits
easy online accesseffective recherche for documentsdocument types and electronic life
cycleshigh data securityincrease productivity, support
teamworkidentification, classification of data
Document Life Cycle
publishingworkflow
userroles
documentlife cycles
data vault
Web interface
save
for approval
obsolet
approvecontroller
approved
author
create
draft
distribute
visualizereader
secretary
TuoviWDM
Tuovi Web Data Management System structural navigation (e.g. product breakdown
structure) upload and download through Web description with attributes and free text
(metadata) search options configurable
developed by Helsinki Institute of Physicsplenary talk by A. P. Hameri, Wednesday
TuoviWDM
documentlife cycles
publishingworkflow
userroles
data vault
Web interface
save
for approval
obsolet
approvecontroller
approved
author
create
draft
distribute
visualizereader
secretary
TuoviWDM users at DESY
TESLA & TESLA Test Facility (TTF) TTF design drawings minutes of project meetings
Accelerator Groups luminosity upgrade drawings HERA operational status
Experiments internal publications & physics papers
Geographical Information System DESY site map & floor plans
DESY Digital Drawing Archive (D3A)
Case Study D3A
current situation still > a dozen paper-based archives
difficult to find specific drawingstime-consuming reproduction by scanning and
plottingaging effects on drawings
to improve this situation, the access and retrieval of design drawings D3A will replace the paper based drawing archives
this is possible by the use of workflow definitions within the Document Management System
D3A Workflow & Archive Process
Archivists
Select a set of drawings
Scanning Facility
Scanning
Archivists
Create Metadata
Tuovi Support
Automatic “Check in”
Set of filesSet of drawings
235345 23513456 adfg 345
235345 23513456 adfg 345235345 23513456 adfg 345
235345 23513456 adfg 345
235345 23513456 adfg 345
Metadata(spread sheet)
Tuovi(Web access)
D3A Workflow & Archive Process
drawing hierarchy drawings
printingoption (cgi)
Current Tuovi Status & Statistic
20 projects with:- 6 GB data vault- 2400 project nodes- 18600 files- 3300 registrated user
Tuovi 1.2 Up- and Download Statistic in 1999
1
10
100
1000
10000
100000
Month
Nu
mb
er
of
Ac
tio
ns
upload
download
Conclusion
the number of Tuovi- projects and users shows the good experience with the system
Tuovi does not support all user requirements on a Document Management System - an EDMS is necessary for the near future
experience with Tuovi is important for acceptance management especially IT based workflows
