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

2. Overview tuovi@desy.de FOR MORE INFO... zProject Goals zWhat is Document Management? zFeatures & Benefits zDocument Types & Lifecycle  TuoviWDM zCase Study D 3 A zCurrent Status & Statistic

3. Project Goals zManage Technical Documents ywith document relevant life cycles ywith an easy, world-wide (web-based) access yworkflow implementation zAcceptance Management for EDMS

4. What is Document Management? zcreation ysave zdistribution ycopy yconvert z processing ychange (contents) yadapt (format) ytransmit z archiving ysearch yvisualize z managing yhistory, version and status

5. Features & Benefits zeasy online access zeffective recherche for documents zdocument types and electronic life cycles zhigh data security zincrease productivity, support teamwork zidentification, classification of data

6. Document Life Cycle publishing workflow user roles document life cycles data vault Web interface save for approval obsolet approve controller approved author create draft distribute visualize reader secretary

7. TuoviWDM zTuovi Web Data Management System ystructural navigation (e.g. product breakdown structure) yupload and download through Web ydescription with attributes and free text (metadata) ysearch options yconfigurable zdeveloped by Helsinki Institute of Physics zplenary talk by A. P. Hameri, Wednesday

8. TuoviWDM document life cycles publishing workflow user roles data vault Web interface save for approval obsolet approve controller approved author create draft distribute visualize reader secretary

9. TuoviWDM users at DESY zTESLA & TESLA Test Facility (TTF) yTTF design drawings yminutes of project meetings zAccelerator Groups yluminosity upgrade drawings yHERA operational status zExperiments yinternal publications & physics papers zGeographical Information System yDESY site map & floor plans zDESY Digital Drawing Archive (D 3 A)

10. Case Study D 3 A zcurrent situation ystill > a dozen paper-based archives xdifficult to find specific drawings xtime-consuming reproduction by scanning and plotting xaging effects on drawings zto improve this situation, the access and retrieval of design drawings D 3 A will replace the paper based drawing archives zthis is possible by the use of workflow definitions within the Document Management System

11. D 3 A Workflow & Archive Process Archivists Select a set of drawings Scanning Facility Scanning Archivists Create Metadata Tuovi Support Automatic “Check in” Set of filesSet of drawings Metadata (spread sheet) Tuovi (Web access)

12. D 3 A Workflow & Archive Process drawing hierarchy drawings printing option (cgi)

13. Current Tuovi Status & Statistic z20 projects with: - 6 GB data vault - 2400 project nodes - 18600 files - 3300 registrated user

14. Conclusion zthe number of Tuovi- projects and users shows the good experience with the system zTuovi does not support all user requirements on a Document Management System - an EDMS is necessary for the near future zexperience with Tuovi is important for acceptance management yespecially IT based workflows