DocsRoom Public Documents Register Pilot: by DG ENTR Vision: a corporate tool DG ENTR – Information Activities Unit Gregor NOVAK, Piotr INGLING DG ENTR – Enterprise Information Systems Unit Razvan BRADEA Email: ENTR DocsRoom ADMIN

DG ENTR - Europa websites 1 23.000 daily visits (external stakeholders/citizens); 2 Over 20.000 documents currently published in Documentum 3 Over 10.000 documents currently published via our Information Systems (e.g. Newsroom, etc) 4 Unknown number of documents published in DG ENTR satellite public websites 5 Multiple web platforms: Documentum, Drupal, Joomla, etc. 6 A subset of these documents already exist in the corporate repository = Hermes (via ARES) ! 7 Document types: reports, marketing materials, presentations, minutes, decisions and actions points, documentation linked to working groups, technical annexes, guidelines, templates, events materials, publications, proposals, Q&A, assessments, etc. ec.europa.eu/enterprise 80% are PDFs

DocsRoom - context DG ENTR problems with the documents published on Europa websites: 1 Use of different systems and databases on EUROPA; 2 Pertinent metadata is not collected, analyzed and used; 3 Management of document versions does not exist; 4 No stable URLs/URIs for documents; 5 Difficulties in retrieving and updating documents; 6 Limited search capabilities or possibility to generate reports; 7 The current systems do not comply with the e-Domec standards.

DocsRoom – basic process Back-Office Front-Office 1. Capture metadata & attachment bla bla .doc DocsRoom 2. Externalize document and obtain public URLs 3. Integrate and Download document(s) on Europa bla IDOL Documentum Drupal Newsroom Hermes/ARES -Corporate Repository All documents in scope of DocsRoom are considered important documents and will be stored in the corporate repositories (Hermes/ARES). ONLY publishing flow supported. NO external uploads into DocsRoom from Europa. SG & DIGIT corporate projects: Hermes repository (database of ARES) HRS (Hermes Repository Services) – upload & extract docs from Hermes External repository – 2013: an external Hermes repository ERS (External Repository Services) – 2013: externalize & extract docs from External Repository W3.org asserts that cool URIs do not change. REST

1. Capture Using DocsRoom Back-Office: Add & publish a new document on Europa in 1 minute! There is no approval workflow for publication (only prior authorization is needed) Add new attachments OR reuse the documents from Hermes/ARES Ability to link keywords (EUROVOC) or custom tags Option to add multiple translations The interface is user-friendly 

2. Externalize Using DocsRoom Back-Office: On externalization only one information is required (virtual entity for filing in NomCom/ARES) All the process is automatic and public URLs are generated on externalization Metadata & attachments are stored in Hermes/ARES database, nothing is stored in DocsRoom (no local repository) Possibility to Revoke published documents Feature to redirect to another document or URL

3. Integrate Using DocsRoom Front-Office: Add the public URLs in your Documentum web pages and stop uploading documents directly in Docbase! In Documentum the translations are automatically extracted and displayed The published documents are automatically indexed in IDOL search Feeds can be integrated in Documentum or Drupal websites All Newsroom documents will be automatically migrated in DocsRoom Newsroom BackOffice & FrontOffice was modified to fully integrate and reuse DocsRoom documents Performance is well tested and satisfactory!

Governance DocsRoom has a Federated Governance Model – the DGs using it are part of the Project Board, while the Lead DGs on rationalisation are involved as Advisors (SG, DG COMM, DIGIT). SG endorsed DocsRoom as being eDomec compliant! DG COMM endorsed DocsRoom as a tool that can be used by DGs to publish documentation on Europa in a centralized and compliant manner and will stop the development of tools with could overlap with DocsRoom functionalities. DG SANCO, DG JUST started to test it. DG CNECT will integrate it into their Newsroom. DG ENTR is the 1st DG to use this tool and rationalise the management and publication of documents on Europa! Please promote DocsRoom to your peers in other DGs!

Roll-out We will organise hands-on workshops in DG ENTR IT Training room (08/180) Workshop 1 - Friday 15.11, 14:30 – 16:00 Workshop 2 - to be planned Workshop 3 - ? We estimate that DocsRoom will go-Live End of November. We aim to migrate all Newsroom documents into DocsRoom by end of this year or early in 2014.