1. A strategic view of document and digital object management for the University of the Witwatersrand, Johannesburg Prof Derek W. Keats Deputy Vice Chancellor (Knowledge & Information Management) The University of the Witwatersrand, Johannesburg http://kim.wits.ac.za derek.keats@wits.ac.za

3. What are documents? How does the computer 'see' them?

4. The storage view

5. The manipulation view

6. The structural view

7. The operational view

8. The storage view The operational view The manipulation view The structural view

9. Require software that understands the 'document' and knows how to present it. The storage view The operational view The manipulation view The structural view Time

10. The future Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Survival Devices File formats

11. A major threat to proprietary file formats common in proprietary systems Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Survival Devices File formats

12. Device obsolescence

13. File format obsolescence Software supporting the format fails in the marketplace or is bought by a competitor and withdrawn.

14. File format obsolescence Software upgrades fail to support legacy files The format itself is superseded by another or evolves in complexity The format "take up" is low or industry fails to create compatible software The format fails, stagnates, or is no longer compatible with the current environment

15. > A small subset of commonly used media formats! Media

16. If you don't have the software, even a perfectly preserved document is of no use.

17. Digitization Document management Born digital Digital recovery Digital archiving Digital preservation Analogue Digital Time Digital assets Risk without long term planning

18. As a component of how we manage our digital assets

19. Why digital asset management? We are a knowledge organization Knowledge workers spend 30-40% of their time on document related tasks This increases significantly when other digital assets are taken into consideration Digital assets are increasing and increasingly easy to lose Digital assets form the basis of much of our research And much more is possible

20. Digital archiving and preservation Institutional papers and documents Other digital assets Historical papers Library collections Various history projects Rockart collections Video and audio collections e.g. Wits TV Donations of significant collections from industry History of human evolution research Research output and theses Research data

21. The curse of the born-analogue

22. Social and semantic elements Capture Create Classify Share Archive Destroy Protect Retain Find & use Preserve Route

23. Creating semantic and socially connected document stores archives repositories museums herbaria 21 st Century

24. Chisimba Semantic and social 'X' Fedora commons Fedora commons SWORD API Chisimba Fedora Commons SWORD API Chisimba API XMPP eLearning 'Portals'

25. Workflow WEWE

26. Workflow

27. WeWe Basics Rules-driven workflow engine Rules represented in XML Sequential event support Conditional Return support Written in Perl Uses PostgreSQL Database Open Source Originally developed for The University of the Witwatersrand, Johannesburg Multiple Management interfaces

28. WeWe Designer Web-based design tool for designing workflows Supports multiple events with multiple return types/states Drag and drop interface Written in JQuery Open Source Interface Adapt from Design “Template” support

29. WeWe Developer Developers create Rules Modules Modules can be written in Perl or any other language that can be executed from the Linux commandline API Commandline Interface

30. Workflow Process

31. Enterprise document management An approach using private cloud Folder server WEWEChisimba Private cloud infrastructure Site Ingest Born digital Shared folder Network WEWE Network Site Shared folder WWW WEWE Workflow managed by WEWE layer

32. Hosted services Digital archive Virtualization Chisimba Fedora Chisimba Other Private cloud infrastructure Wits portals eLearning OS: Open Solaris SOA layer email Zimbra iRODS Remote site WEWE Compute cloud Hierarchical storage Robotic tape library Spinning disks Flash memory

33. Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon Private cloud infrastructure Use in establishing digital archive WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage

34. Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon Private cloud infrastructure Use in establishing digital archive WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage Scanning & assembly

35. #!/bin/bash #Scan in the pages scanadf --mode "Black & White" --resolution 200 #Convert each page to a pdf file do convert $file $file.pdf rm $file done #Concatenate all the individual pdf files pdftk image-*.pdf cat output $1.pdf rm image-*.pdf mv *.pdf /home/$USER/monitored/outgoing/. exit 0 The real challenge is getting the document scanned and into a PDF and sent off to somewhere meaningful. Thats why we need expensive document imaging software. Right?

36. Let's have one digital asset management project for Wits and let us create the synergy that leads to innovation.

38. Attribution file: http://www.dkeats.com/usrfiles/users/ 1563080430/attribution/attrib.txthttp://www.dkeats.com/usrfiles/users/