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Implementing Docushare. Lessons Learned. Phil Jones | Manager, QA & Training | TRIUMF. Canada’s National Laboratory for Particle and Nuclear Physics. Members University of Alberta University of BC Carleton University University of Guelph University of Manitoba Université de Montréal

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slide1
Implementing Docushare

Lessons Learned

Phil Jones | Manager, QA & Training | TRIUMF

canada s national laboratory for particle and nuclear physics
Canada’s National Laboratory for Particle and Nuclear Physics

Members

University of Alberta

University of BC

Carleton University

University of Guelph

University of Manitoba

Université de Montréal

Queen’s University

Simon Fraser University

University of Toronto

University of Victoria

York University

Associate Members

University of Calgary

McGill University

McMaster University

University of Northern BC

University of Regina

Saint Mary’s University

University of Winnipeg

  • Research focus:
  • Advancing isotopes for science & medicine
  • Probing the structure & origins of matter

TRIUMF is owned & operated by a consortium of 18 universitiesFounded 44 years ago in Vancouver

Lessons Learned Implementing Docushare

home to the world s largest cyclotron
Home to the World’s Largest Cyclotron
  • Diameter of 18 m
  • Accelerates 1000 trillion particles per second to speeds of 224, 000 km/s
  • Control room manned 24 hrs a day 365 days

Lessons Learned Implementing Docushare

an international lab
An International Lab
  • 350 fulltime staff
  • ~150 visiting researchers and students on any given day
  • ~500 scientific visitors per year
  • Collaborate with over 50 international partners

Lessons Learned Implementing Docushare

nuclear medicine
Nuclear Medicine
  • Operate 4 smaller cyclotrons for the production of radioisotopes
  • 2.5 million patient doses per year
  • Proton therapy treatment of choroidal melanomas

Lessons Learned Implementing Docushare

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Docushare

Lessons Learned Implementing Docushare

the problem
The Problem
  • TRIUMF started out as a small lab
  • Run like a university physics department
  • No quality management system until 2003
  • No central storage location for documents
  • No standards for computing
    • Operating systems
    • Web browsers
    • Word processing

Lessons Learned Implementing Docushare

why docushare
Why Docushare?
  • Cross platform (browser and webdav)
  • Lower or comparable cost
  • Local contacts
  • Integration with Xerox multifunction devices
  • The only system that could run on Linux servers
  • The only system we were able to install and test extensively

Lessons Learned Implementing Docushare

docushare history
Docushare History
  • Installed Docushare 3.0 in 2004
    • Linux Red Hat, Postgres database
    • 100 users
  • Today: Docushare CPX 6.6.1
    • Scientific Linux, Postgres database
    • 200 full Docushare users
    • 100 Read-only users
    • 20 CPX
    • ~100,000 documents

Lessons Learned Implementing Docushare

slide10

Lessons Learned

Lessons Learned Implementing Docushare

lesson 1 computing support
Lesson 1: Computing Support
  • Choosing the solution
  • Troubleshooting
  • Integration with other systems
  • Software upgrades
  • Command Line Utilities
  • Oversight

Lessons Learned Implementing Docushare

lesson 2 have a plan
Lesson 2: Have a Plan
  • What are the documents and where are they?
  • Who is going to do what?
  • Plan your top level collections

Our initial plan:

  • Top level structure was based on work groups managing their own documents
  • Similar sub-collection structures for each group

Lessons Learned Implementing Docushare

lesson 3 don t lose control
Lesson 3: Don’t Lose Control

Problems:

  • Multiple copies of documents
  • Deleting documents
  • Organizational changes
  • Global permission changes
  • Inconsistent naming and keyword conventions

Lessons Learned Implementing Docushare

lesson 4 provide adequate training
Lesson 4: Provide Adequate Training
  • Many of the previous problems were due to users not understanding how to use Docushare
    • Deleting documents vs uploading new versions
    • Adding multiple copies vs adding multiple locations
  • Users need to understand the document management goals and policies

Lessons Learned Implementing Docushare

lesson 5 keep it simple
Lesson 5: Keep it Simple
  • Just because the tools are available doesn’t mean people will use them
  • If people don’t find it easy to use they won’t
  • In the end you may have to do it for them

Lessons Learned Implementing Docushare

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Our Solutions

Lessons Learned Implementing Docushare

document type index
Document Type Index

Lessons Learned Implementing Docushare

document manual
Document Manual

Lessons Learned Implementing Docushare

top level collections
Top Level Collections

Lessons Learned Implementing Docushare

document controllers
Document Controllers
  • Content can only be added by trained users
  • Checklist for document controllers to follow

Lessons Learned Implementing Docushare

organizational structure
Organizational Structure

Lessons Learned Implementing Docushare

notifications and content rules
Notifications and Content Rules
  • Content rules for:
    • Ensuring keywords are entered
    • Access permissions
    • Adding multiple locations for documents

Lessons Learned Implementing Docushare

training and education
Training and Education
  • Document Management Basics
  • Basic Docushare Training
  • Advanced Docushare Training
  • Document Controller Training
  • Document Checklist
  • Document Manual
  • Online Tutorials

Lessons Learned Implementing Docushare

saved queries
Saved Queries

Lessons Learned Implementing Docushare

saved queries1
Saved Queries

Lessons Learned Implementing Docushare

docushare weblog
Docushare Weblog

Lessons Learned Implementing Docushare

email agent
Email Agent

Lessons Learned Implementing Docushare

scan coversheets
Scan Coversheets

Lessons Learned Implementing Docushare

command line utilities
Command Line Utilities
  • Dsuploadgui
  • Useful for importing many documents at once
  • Can add titles, keywords and other properties from a metadata file

Lessons Learned Implementing Docushare

slide30

Success Story

Lessons Learned Implementing Docushare

student applications
Student Applications
  • TRIUMF hires approximately 75 students per year
  • Receive between 20 and 100 applications per posting
  • The student coordinator used to print each application and submit a package to the supervisors for review
    • Time consuming and costly
  • Tried a web site approach
    • Time consuming
    • Difficult to set access permissions properly

Lessons Learned Implementing Docushare

current solution
Current Solution
  • A Docushare collection is created for each posting
  • Applications can be added easily
  • Permissions can be easily set up easily
  • Saves time and cost of printing applications
  • Supervisors can search the collection for a specific term in the application

Lessons Learned Implementing Docushare

summary
Summary
  • Lesson 1: Have a Plan
  • Lesson 2: Don’t Lose Control
  • Lesson 3: Computing Support
  • Lesson 4: Training and Education
  • Lesson 5: Keep it Simple

Lessons Learned Implementing Docushare