Lessons Learned in Building a Comprehensive Virtual Documents Room

1. Lessons Learned in Building a Comprehensive Virtual Documents Room Erik Bowe, Lead IT Professional Ed Rugg, Accreditation Liaison Kennesaw State University CS-81 Monday, December 10, 2007

2. KSU’s Success • 8 gigabytes of reports & linked supporting documentation were easily accessible online • 30 megabyte PDF’s were retrievable in seconds • No user problems arose with our Virtual Documents Room • Review Committees were highly complimentary of the Web site’s contents and ease of use • Interactive features of the Web site worked well • Disaster recovery and redundancy saved us one time • Highly positive reviews of compliance were received

4. Six Key Dimensions We will examine six key dimensions in the next sixty minutes: 1. Vision for virtual access to all information 2. Technological architecture of the Web site 3. Content Management issues 4. Document management issues 5. Scalability features to ensure Web site performance 6. Disaster recovery and backup options

5. Agenda Six Key Dimensions Lessons Learned Questions At the End

6. Vision for Virtual Access 5 minutes Technology Content Vision Recovery Documents Scalability

7. Vision KSU’s critical success factors (CSFs): • The decision to build an efficient, large, dynamic virtual documents room on the Web • The Accreditation Liaison’s early call for IT support & his collaborative involvement • Recognizing the expanded role for IT professionals under the new Principles • Identifying a lead IT Professional with a broad perspective & long-range view

8. Lessons Learned Vision for Virtual Access to all information 1. Start the IT planning early 2. Emphasize the importance of technology 3. Dedicate sufficient technology resources 4. Strengthen liaison role of Lead IT Professional

9. Architecture of the Web site 10 minutes Vision Content Technological Architecture Recovery Documents Scalability

10. KSU’s CSFs KSU’s Technology Architecture Existing Technologies Alternative Technologies Resources Available Backup Options

11. KSU’s Technology Stack The software stack: • Microsoft Word XP • Adobe Acrobat 7.x Professional • HTTrack Website Copier 3.x • Oracle Application Server 10g Release 2 • Portal • Oracle Database 10g Release 1 • Enterprise Edition

12. KSU’s Technology Stack The hardware stack: • Dell PowerEdge 1855 blade server • Two CPU’s (central processing unit) per server • 12 GB (gigabyte) of RAM • Two internal hard drives, mirrored (replicated) • EMC CLARiiON CX-500 storage area network (SAN) • Allocated 100 GB disk storage per server • Campus network

13. Technology Diagram

14. Lessons Learned Technological Architecture of the Web site 1. Do not underestimate technology needs 2. Build in excess capacity 3. Stress test the architecture 4. Assign the most talented IT professionals

15. Content Management Issues 10 minutes Vision Technology Content Management Recovery Documents Scalability

16. What is a Content Management System? • A content management system (CMS) is used to manage the content of a Web site • The content includes computer files, image media, audio files, electronic documents and web content • The idea is to make these files available inter-office as well as for use in an archive setting

17. Content Management Issues • The internal debate of public versus private posting of information related to the compliance process & the logistics of password protection • Indexing of public information in Internet search engines such as Google and Yahoo • The decision to take static snapshots rather than hyper-links to other Web sites for evidence used in the Compliance Report

18. KSU’s CSFs • Leveraging five years of content management system experience • Reviewing other college and university SACS Web sites and asking questions • Assessing the Georgia Open Records Act (O.C.G.A. § 51-18-70) and opting for public posting of information, but limiting search engine linkages • Addressing the need to store massive quantities of digital documents on its website versus hyper-linking to the necessary sources

19. Lessons Learned Content Management Issues 1. Write down agreed upon decisions 2. Communicate the decisions frequently 3. Address massive storage needs

20. Document Management Issues 10 minutes Vision Technology Document Management Recovery Content Scalability

21. KSU’s CSFs • The review of several Web sites related to the reaffirmation process in order to determine what KSU thought might work or not work • The decision to publish all reaffirmation reports and supporting documentation in Adobe PDF format • The utilization of templates in Microsoft Word

22. KSU’s Document Lifecycle 4) Hyperlink 5) Convert 3) Disseminate 6) Publish 2) Revise 1) Create

23. Lessons Learned Document Management Issues 1. Document the process 2. Have easy to follow instructions 3. IT professionals should provide feedback 4. Hyperlink to durable URLs 5. Utilize Web 2.0 collaboration software

24. Scalability for Performance 10 minutes Vision Technology Scalability Features Recovery Content Documents

25. Scalability Issues Questions to ensure proper performance: • What technologies could be used to deliver 30+ MB (megabyte) Adobe PDF documents in a matter of seconds from a Web site? • Does the technology architecture selected guide the efforts required to performance tune the Web site for optimal browsing capabilities?

26. KSU’s CSFs • The technology architecture selected • The use of OracleAS Web Cache • The use of 12+ gigabytes (GB) RAM per host • The Lead IT Professional’s experience • The CIO’s emphasis on having excess capacity

27. Lessons Learned Scalability features to ensure Web site Performance 1. Align the Web site design with the architecture 2. Have patience with the IT professionals 3. Outsource IT performance tuning

28. Disaster Recovery & Backup 10 minutes Vision Technology Disaster Recovery Scalability Content Documents

29. KSU’s CSFs • Planning included the creation of a backup SACS Web site on a different server after the primary site had been completed • The Lead IT Professional’s role was established as the key player in ensuring that proper tape backups of KSU’s SACS web site were made

30. Why a Backup Web Site? Due to the following business decisions: • The technological architecture • Use of a content management system • The document management lifecycle and use of Adobe PDFs …KSU generated approximately eight gigabytes (GB) of content…

31. Why a Backup Web Site? KSU’s pros and cons: Flash Drive CD-ROM DVD-ROM Web site • 700 MB limit • Instructions • Write speed • Read speed • Control (loss) • 4.7 GB limit • Instructions • Write speed • Read speed • Availability • Control (loss) • 4 GB limit • Instructions • Cost • Availability • Drivers • Control (loss) • Dependable network • Maintain Control • Existing infrastructure

32. Lessons Learned Disaster Recovery & Backup Options 1. Perform a test recovery of the Web site 2. Plan for redundancy in hardware 3. Plan for redundancy in accessability

33. Lessons Summary • Have a strong vision • Plan the technological architecture to include excess capacity • Utilize a content management system • Use a document management process • Ensure proper scalability and performance • Have a working backup

34. References • Adobe • http://www.adobe.com • Building Corporate Portals with XML • http://www.amazon.com/Building-Corporate-Portals-Clive-Finkelstein/dp/0079137059 • Content Management Systems (CMS) • http://en.wikipedia.org/wiki/Content_management_system • HTTrack • http://www.httrack.com/ • KSU SACS Web site • https://sacs.kennesaw.edu/portal/page/portal/PG_SACS_INFORMATION_CENTER • Oracle • http://technet.oracle.com

35. Contacts Thank you for your time! Contact Information: http://vic.kennesaw.edu/ Erik Bowe Ed Rugg Director Executive Director Enterprise Data Management Enterprise Information Management Kennesaw State University Kennesaw State University 1000 Chastain Road, MD 0110 1000 Chastain Road, MD 5400 Kennesaw, GA 30144-5591 Kennesaw, GA 30144-5591 770.499.3360 770.499.3609 ebowe@kennesaw.eduerugg@kennesaw.edu

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