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Experience with Document Management at DESY

Experience with Document Management at DESY. Jens Kreutzkamp DESY, IPP Division. Overview. tuovi@desy.de. Project Goals What is Document Management? Features & Benefits Document Types & Lifecycle TuoviWDM Case Study D 3 A Current Status & Statistic. FOR MORE INFO. Project Goals.

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Experience with Document Management at DESY

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  1. Experience with Document Management at DESY Jens Kreutzkamp DESY, IPP Division

  2. Overview tuovi@desy.de • Project Goals • What is Document Management? • Features & Benefits • Document Types & Lifecycle • TuoviWDM • Case Study D3A • Current Status & Statistic FOR MORE INFO...

  3. Project Goals • Manage Technical Documents • with document relevant life cycles • with an easy, world-wide (web-based) access • workflow implementation • Acceptance Management for EDMS

  4. creation save distribution copy convert processing change (contents) adapt (format) transmit archiving search visualize managing history, version and status What is Document Management?

  5. Features & Benefits • easy online access • effective recherche for documents • document types and electronic life cycles • high data security • increase productivity, support teamwork • identification, classification of data

  6. userroles publishingworkflow documentlife cycles data vault author draft save create for approval approve approved obsolet controller distribute secretary Web interface visualize reader Document Life Cycle

  7. 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 Physics • plenary talk by A. P. Hameri, Wednesday

  8. author create save approve controller secretary reader TuoviWDM userroles publishingworkflow documentlife cycles data vault draft for approval approved obsolet distribute Web interface visualize

  9. 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)

  10. Case Study D3A • current situation • still > a dozen paper-based archives • difficult to find specific drawings • time-consuming reproduction by scanning and plotting • aging 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

  11. Select a set of drawings Create Metadata Scanning Automatic “Check in” Archivists Archivists Scanning Facility Tuovi Support Set of drawings Set of files Metadata(spread sheet) Tuovi(Web access) D3A Workflow & Archive Process

  12. printingoption (cgi) drawing hierarchy drawings D3A Workflow & Archive Process

  13. Current Tuovi Status & Statistic • 20 projects with: - 6 GB data vault- 2400 project nodes- 18600 files- 3300 registrated user

  14. 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

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