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EDMS User Group Meeting

EDMS User Group Meeting. August 7, 2013. Agenda. FileNet Aduiting FileNet Disk Encryption FileNet Java Warning HTML 5 FileNet Viewer Update ILINX Capture Update and Demo. FileNet Audit Logging.

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EDMS User Group Meeting

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  1. EDMS User Group Meeting August 7, 2013

  2. Agenda • FileNet Aduiting • FileNet Disk Encryption • FileNet Java Warning • HTML 5 FileNet Viewer Update • ILINX Capture Update and Demo

  3. FileNet Audit Logging • http://pic.dhe.ibm.com/infocenter/p8docs/v4r5m1/topic/com.ibm.p8.doc/ce_help/audit/al_concepts.htm • Agency Reasons: • Regulatory agency is requiring it. (IRS) • Employee Reviews – Employees should only be accessing what they need to see. • ITD Take aways: • How will performance be affected? • Can the logs be exported and used by the agencies?

  4. FileNet Disk Encryption • Has your agency discussed needing files stored in FileNet to be encrypted? • Is your agency being required to have encryption? If so, what are the requirements? • ITD Take away: • IRS is not so worried with encryption at rest. What is our plan for encryption in transit?

  5. FileNet Java Warning • Problem: When people open multiple files their browser crashes. • Fix: Make a quick fix to FileNet • Additional Info • Changes to Java by Oracle are causing signing of applets to change. When users try to do a Drag n Drop or a Check out/ Check in, they will be prompted to make a choice.

  6. FileNet Java Warning

  7. Java Security Warnings • IBM Support: Our applets are signed and always have been, but the requirements from Oracle changed in JRE 1.6.0_45 and 1.7.0_21 causing these new prompts to display. Our files are signed, but Oracle changed the rules.  We now need to sign the files and dependencies differently and to sign more files than before.  Development is working on this, they tell me it's not as simple as it seems.  Regarding the dependencies, for example, if you add using drag and drop, the drag and drop applet calls the file tracker applet. This means that drag and drop and file tracker need to know about each other and trust each other

  8. FileNet HTML 5 Viewer • Daeja is still working on an HTML 5 Viewer • No Release date as of now.

  9. ILINX Capture Demo • ILINX Costs • One time cost of $2,900 per license, which includes scanning and indexing in both ILINX and ABBYY • $90 per month per license • ILINX has both a web client and a desktop client. We demoed the web client today. We will put together a demo with the desktop client. • ILINX Email Import • I talked about a $60 per license cost and need to clarify. We don’t have a service setup at this point. There are infrastructure costs (server licenses and setup) that need to be built into a one time cost and a monthly ongoing cost needs to be determined. If you are interested in more information on ILINX Email Import please contact Chuck.

  10. ILINX • DHS has been using and they find it easier than TeleForm. • If you’re bringing in an electronic file, you can bring in different document types (Word, PDF, TIF, JPG). Recommend they go out to FileNet as a PDF or TIF • There is not a lot of space on the left to show index fields, so users will want to have their templates built so the most used indexes show up at the top. If you have a lot of index fields you’ll have to scroll down. • Can you read multiple bar codes? You would use ABBYY FlexiCapture for OCR. There is a link/interface between ILINX and ABBYY. • Can you annotate or redact information on the document? Yes, but you won’t be able to remove it in FileNet. It is burned into the image and is not stored as a separate layer.

  11. ILINX • ILINX Email Import – If they use this, will their faxes have a date stamp. Yes they would, but this is an add-on component that the Enterprise doesn’t have at this point. DOT currently has this component. It is licensed per user. ITD has done some testing, but have encountered an issue with SSL and RightFax. • Reporting • ITD will do some further research on this and show you what is available. • Timeframe to get agencies off TeleForm – as soon as possible. The support contract for TeleForm expires at the end of September and we won’t be renewing it. We will pay for support as needed until all agencies have been moved off TeleForm.

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