Document Control

Document Control

Document Control is a critical process of controlling registration, review, distribution and transmission of documents in an organization.

Document Controller’s duties

•  Control the registration, filing, review, approval, distribution & transmission of documents & provide associated regular progress & performance reporting (expediting as required to eliminate delays)
•  Log, check / verify & transmit documentation to internal, external parties
• Ongoing monitoring, training & cleanup of documentation in the document management system
• Provide timely ad-hoc assistance to locate & retrieve project documents.
• Generate reports meaningful for management to make informed decisions.

Becoming a doc controller

http://www.aconex.com/document-control-course

Roles hierarchy in Doc Control

Document Control Manager

Lead Document Controller

Senior Document Controller

Document Controller

Junior Document Controller

Guide lines for Doc Controller

The Document Control Manager normally sets the guidelines and they are to do with document numbering, storing, archiving etc.

Useful links

http://en.wikipedia.org/wiki/Document_management_system
http://www.aiim.org/Resources/Archive/Magazine/2007-May-Jun/33461

Performance tunning and monitoring - Performance Corner

Good article

https://community.emc.com/docs/DOC-12038

Load balancing

http://www.loadbalancing.org/

Content Analytics

http://www.aiim.org/Research/Industry-Watch/content-analytics

User get 'Unable to download the applet due to security error' while opening a document they have proper access to. WebTop 6.5 using IE7 on Windows Vista

Reason: Internet explorer security update 'Cumulative Security Update for Internet Explorer 7 for Windows Vista (KB2586448)' was installed along with the below patches but the machine was not restarted:

Security update for Windows Vista (KB2564958)
Security update for Microsoft .NET Framework 4 on XP, Server 2003, Vista, Windows 7, Server 2008x86(KB2572078)
Security update for Windows Vista(KB2579686)
Security update for Windows Vista(KB2567053)
Security update for Microsoft .NET Framework 2.0 SP2 on Windows Vista SP2 and Windows Server 2008 SP2x86(KB2572075)

Solution: Restart PC and trying opening the document again. The above mentioned error no longer appears.

Error while creating IDFClient object.

Scenario: While trying to create a session of IDFClient, the Java program throws following error:

Exception in thread "main" java.lang.NoClassDefFoundError: com/rsa/certj/cert/CertificateException

        at com.documentum.fc.client.security.impl.InitializeKeystoreForDfc.<init>(InitializeKeystoreForDfc.java:45)

        at com.documentum.fc.client.security.internal.KeystoreMgr.initForDfcWithDefaultPolicy(KeystoreMgr.java:70)

        at com.documentum.fc.client.security.impl.IdentityManager.initFromKeystore(IdentityManager.java:170)

        at com.documentum.fc.client.security.impl.IdentityManager.<init>(IdentityManager.java:40)

        at com.documentum.fc.impl.RuntimeContext.<init>(RuntimeContext.java:52)

        at com.documentum.fc.impl.RuntimeContext.<clinit>(RuntimeContext.java:181)

        at com.documentum.fc.client.DfClient.<clinit>(DfClient.java:700)

        at TutorialCheckOut.execute(TutorialCheckOut.java:61)

        at TutorialCheckOut.main(TutorialCheckOut.java:110)

Caused by: java.lang.ClassNotFoundException: com.rsa.certj.cert.CertificateException

        at java.net.URLClassLoader$1.run(Unknown Source)

        at java.security.AccessController.doPrivileged(Native Method)

        at java.net.URLClassLoader.findClass(Unknown Source)

        at java.lang.ClassLoader.loadClass(Unknown Source)

        at sun.misc.Launcher$AppClassLoader.loadClass(Unknown Source)

        at java.lang.ClassLoader.loadClass(Unknown Source)

        at java.lang.ClassLoader.loadClassInternal(Unknown Source)

        ... 9 more

Solution: Make sure dfc.keystore file is present at c:\documentum\config folder.

Custom Types

Custom types are the object types created to meet the business requirements. They inherit all characteristics of its parent type while having their own properties (custom properties).

For example, In order to create a custom type with contents, use dm_document as a supertype. So a custom type can be considered as a sub type. Following are the valid types a custom type can inherit from:

dm_sysobject, dm_user, dm_relation, dm_audittrail, dm_java etc.

Existing sub types of the supertype dm_sysobject:

dm_document, dm_folder, dm_cabinet, dm_component, dm_job, dm_note, dm_process, dm_query etc.

Permissions required to create a custom type:

User must have SUPERUSER, CreateType or SYSADMIN. User who created a type becomes its owner.

Custom type can be created without any parent type; such a custom type is called Null type. In order to create Null type user must have SUPERUSER privilege.

Custom Type Naming conventions

Custom type name should not begin with dm, as this word is reserved for the Documentum object type.

If you name the custom type starting with dm, you would not be able to delete it in future.

Application to use to create a custom type

A custom type can be created using any of the following:

Documentum Administrator (DA)

Documentum Query Language (DQL)

Documentum Composer (Eclipse based UI)

Technical details

When a custom type is created, the Content Server creates up to two tables in the repository database and the views corresponding to the newly created tables. The below Information about the type is stored in the data dictionary upon its creation:

a). Default value for properties.

b). Constraint defined for property.

c). Mapping information for properties (showing different display name for a property value) etc.

Data Dictionary in Documentum

It stores server-based information (rules) about objects and properties. These rules are allowed to be used for client/server web based development. The information in Data Dictionary is not used by the Content Server for its internal processing but by the client applications. The Content server only stores and retrieves information form Data Dictionary.

Data Dictionary Information about a object type is defined using the Documentum Composer. Before this information is used by the client application, it must be published to the repository. If you are using Documentum composer then it is automatically published. Publishing of the information creates/amends following three objects (types):

dmi_dd_common_info

dmi_dd_type_info

dmi_dd_attr_info

dm_DataDictionaryPublisher job is used to publish the information.

Error while Promoting a document to its next lifecycle state in WebTop

Scenario: Created a new LifeCycle for a custom object type (inherited from dm_document) using the Documentum Composer and installed it in the repository. Created a new document using the new type and applied the lifecycle to it.

When tried to promote the document to the next lifecycle state, got the following error:
Error in promoting the file [DM_POLICY_E_ERROR_0010]error: "BP transition script error. Details:Error saving the sysobject;[DM_ACL_E_CANT_CREATE_INSTANCE]error:"Cannot create an instance dm_4500000180002505_80000900 of template ACL Approved based on alias set Custom_App.

Reason: The ACL specified in the error message either does not exist or has some issue associated with it.
Solution: Create the ACL and try promoting the document again.

Note: For other possible Documentum (v 5.3) errors visit http://www.dmdeveloper.com/articles/programming/messages53.html

Creating and Configuring a new Format in DA

Format objects define file formats. Content Server only recognizes formats for which there is a format object in the repository. When a user creates a document, the format of the document must be a format recognized by the server. If the format is not recognized by the server, the user cannot save the document into the repository.

The Content Server installation process creates a basic set of format objects in the repository. You can add more format objects, delete objects, or change the properties of any format object.

Let assume that we want to create a new format for the file format .MSF and files with this extension are plain text files.

To create a new format:

1. Navigate to Administration > Formats to access the Formats list page.

2. Select File > New > Format to access the New Format ‑ Info page.

3. Complete the properties for the new format.

4. Click OK to save the new format or Cancel to exit without saving the changes.

The system displays the Formats list page.

5. Add File extension in Windows so that when you edit a file of this format it open in the default editor. Follow the below steps:

Step (a).

Step (b).

Step (c).

Testing the newly created Format Object

Step 1: Login to the WebTop

Step 2: Add a new Format in Tools->Preferences->Format

Step 3: Go to your cabinet and select File-> Import

Step 4: Drag and drop a file with MSF extension or just add .MSF file and click ‘Next’. A dialog similar to the one shown below will appear on the screen:

                                  

Step 5: Click Next button and dialogue box contents are changed. These entries indicates that new format has been used for the extension of the document you are importing.

Step 6: Finish importing the document by clicking on ‘Finish’ button.

Editing MSF file

Step 1: Locate the MSF document you have just imported.
Step 2: Right click the file and choose ‘Edit’ from the context menu.

Step 3: As the file type MSF was associated with Notepad as an editor, the document being edited opens in the Notepad as shown below:

If the File association for MSF is not set, executing ‘Edit’ operations on MSF file shows following dialog box:

Docbase service startup issue

Scenario: Stop Docbroker and DocBase from Start->All Programs->Documentum Server Manager. Open the log file by clicking on ‘Viewlog’ button under ‘Docbase’ tab for viewing the log. Now started Docbroker and it started with out an issue. Now tried to start DocBase service and got the following error:

Reason: The log file is opened while trying to start the Docbase service.

Solution: Close the log file and try starting the Docbase service again. Service should start with out any problem.

Error while running a Job in Documentum Administrator (6.5)

Scenario: Running Job dm_Filereport does not execute properly and 'View Job Report' shows following report showing the error that caused Job to fail
FileReport Report For DocBase <DocbaseName> As Of 30/8/2011 09:45:38
Aborting--Job can't run in it's time window, please check the window_interval argument which is currently set to 60
Report End 30/8/2011 09:45:38
Solution: Follow the below procedure to fix the issue:
Step 1: Right click the Job and open its Properties window.
Step 2: Go to the 'Method' tab and click on the 'edit' link available in front of  'Arguments'
Step 3: Modify the parameter window_interval value to 1440 to give sufficient time for the job to execute.
Step 4: Close the Properties window and try to run the job again. It should work fine now.

Digital Rights Management (DRM)

DRM is a method of controlling access to copyrighted material in available digital format. In other words, DRM is a shield around the digital content like videos and music to stop privacy. It is a digital management of rights.

In order to design and implement DRM systems, the following two architectures to be considered:

1). Functional Architecture

This covers the high-level modules of DRM system that together provide an end-to-end management of rights.

The DRM system can be modeled in three areas:

a). Intellectual Property (IP) Asset Creation and Capture This module manage the creation of content so it can be easily traded and includes asserting rights when content is first created.

b). IP Asset Management

To manage and enable the trade of content.

c). IP Asset Usage

To manage the usage of content once it has been traded.

These models needs to be complemented by the functional architecture that provides the framework for the modules to implement DRM functionality.

 2). Information Architecture

This covers the modeling of entities within the DRM system as well as their relationships.

DRM Vendors

Below are the some of the DRM vendors

Microsoft

Real Network

Macrovision

IBM

Seclore

Seclore - Information Rights Management
Seclore FileSecure’s IRM connector for IBM FileNet®  empower enterprises with the ability to robustly secure and monitor access to content and information within and outside of IBM FileNet® without any compromise to collaboration and way people work.
 
http://www.seclore.com/ibm_filenet.html

DRM from IBM

IBM has developed two solutions to enforce DRM at low level:

a). DRM-JVM

In this solution digital rights management has been enforced at Java virtual machine(JVM) level. DRM-JVM does not affect the non DRM solutions.

b). WebGuard

This solution enforces copyrights at the browser level.

Digital Asset Management (DAM)

DAM consists of management tasks related to storage, retrieval and distribution of digital assets. It also refers to the protocol for downloading, renaming, rating, grouping, maintaining and exporting files. The media asset management (MAM) mainly addresses audio, video and animation.

Read More

ECM Basics

Data

Data is a collection of facts and figures. Data is unprocessed and uninterrupted. For example, data behind a payroll system for a small company includes <N> employee names, <N> deduction entries, <N> time entries, and so many calculations. The data here is a very large number of small, uncooked ingredients.

Meta-data

It is the data about data.

Information

When data is processed it becomes information.

Content

Raw information becomes Content when it is given a usable form intended for one or more purposes. In other words the information becomes content when meta-data is applied to it. The association of meta-data helps during the content retrieval at later stage.

Content Management

Content management consists of collecting, managing, and publishing content.

Collecting Content

To collect content, you work with authors or content sources. You work with application developers to supply software code segments that create the functionality. You also make an agreement with a system administrator, who assures that, when the source code is executed the supporting systems such as database will be available and ready to respond.

Managing Content

To manage content, you send it through a variety of workflows that ensure its accuracy and relevance.

Publishing Content

To publish content, you create templates to ensure that the content always makes sense relative to the other content that surrounds it.

Enterprise Content Management

Enterprise Content Management is a framework of applications, including content management, document management, records management, Web content management, scanning and imaging tools, and collaboration tools, as well as workflow and business process reengineering tools. Enterprise Content Management solutions are normally aimed at larger organizations.

Document

Documents consist of information or data that can be structured or unstructured and accessed by people in an organization. Documents are editable and can be versioned.

Record

Records provide evidence of the activities of a given organization’s functioning and policies. Records often have strict compliance requirements regarding their retention, access and destruction, and generally have to be kept unchanged. There are often very stiff penalties for not doing so. Study has found that depending on the company, 80% or more of all documents are records. Conversely, all records are documents.

Document Management

Document management is about providing effective controls on documents through their lifespan

·         templating and metadata, including tracking of related documents

·         version and revision control

·         workflows (including sign off and publication)

Records Management

Records management is about tracking business decisions and actions

·         not simply documenting the decisions and actions, but also all information required to contextualize and justify them

·         needs strong controls for evidentiary purposes.

·         must be able to demonstrate the authenticity and integrity of records kept.

·         control rights of people to read or modify records.

·         track when actions to create or change records were taken and by whom

Document Management System

Document management System makes it easier to store, manage and collaborate on electronic information. DMS consists of following components:

·         Document Repository

·         Integration with Desktop Applications

·         Check-In and Check-Out

·         Versioning

·         Auditing

·         Security

·         Classification and Indexing

·         Search and Retrieval

Records Management System

Records management systems helps in managing the life cycle of records so that organizations can easily comply with regulations and support eDiscovery process. RMS consists of following components:

·         Repository

·         Folder Structure

·         Scanning and Imaging

·         Classification and Indexing

·         Retention and disposal of records

·         Records safety

·         Managing physical records

·         Capturing and declaring records

·         Search and retrieval

·         Compliance with standards

·         Workflow

·         Auditing and reporting

EMC Documentum Client Applications

WebTop

Webtop is a WDK based application that provides comprehensive content management functionality.

CenterStage

CenterStage client comes in two flavors: CenterStage Essentials and CenterStage Pro.

CenterStage Essentials: It is a web-based client that provides basic content management features and supports collaboration.

·         Included with the Content Server licenses.

·         Provides content templates.

·         Provides easy version of ECM by hiding the complexities.

·         Access to lifecycles

·         Library Services

·         Workspace for Team

CenterStage Pro: It is a Web 2.0 client that provides features such as Wikis, blogs and RSS feeds.

·         It is available to be customized

·         Template and component based UI

·         Federated search (FS2 built in)

·         Advanced search and discovery

·         Personal space

·         A separate license is required.

My Documentum Offline

This is a client application that allows users to work with the contents while not connected to the server. It enables the download of the content from the repository on to the user’s machine. Once the desired content has been downloaded user can work as if she is online. User can add documents, folders etc. When user connects to the server again, My Documentum Offline’s synchronizing feature takes care of the changes made by her. Synchronization can happen automatically at a prescribed time or event or manually as and when required.

Initial synchronization copies the server repository folder structure for the files that you intend to edit offline into a folder called My Documentum which resides in My Documents folder on the machine.

This is a licensed product and requires the purchase of separate license.

Task Space

This is a WDK based task processing interface. It is highly configurable by application and role. Application design does not require writing and maintenance of code.

·         Facilitates task processing and document retrieval

·         Basic content management features such as Import/Export, Check in/Check Out, Version management

·         A TaskSpace application is made up of TaskSpace components. These components are special kind of template created in Forms Builder.                                                                                [Forms Builder:-  A design tool based on the WDK component framework, providing the ability to design user interfaces that permit users to interact with workflows, business processes and document retrieval.]

·         Serves as an alternative to Webtop for process-oriented applications.

·         The TaskSpace offers integrated document viewing with annotations. It comes with Adobe Acrobat Reader and High Fidelity Forms and also integrates with several third party viewers such as:

a)      Brava - supports BMP, EMF, GIF, JPEG, TIFF, PCX, PDF, PNG etc.

b)      DAEJA View One – supports GIF, JPEG, PDF, TIFF and other common imaging formats.

c)       PDF Annotation Services from EMC

d)      IE and FireFox support GIF, JPEG, PDF and PNG. While IE also supports MS Office formats also.

TaskSpace is a licensed product and requires the purchase of separate license.

Media WorkSpace

This is a Web 2.0 application built using Adobe Flex technology. It seamlessly integrates with Digital Asset Manager. At the moment its initial version supports image-centeric workflows but would be supporting video and presentation centric workflows in future versions.

Media WorkSpace requires the purchase of a separate license.

Application connectors and plug-ins

Application connectors for MS Office suite of products including Word, Excel, Outlook and Powerpoint provides content management functionality from within Office applications. CM functionality includes Browse, Check in/Check Out, Subscription, Search etc.

Application plug-ins include File Share Services (FSS) and Documentum Authoring Integration Services (FTP and WebDAV – Web-based Distributed Authoring and Versioning).

Digital Asset Manager

Digital Asset Manager helps in management of digital assets like videos, audio files, product images, animation videos, power point presentations etc. This is a web-based client and requires the purchase of a separate license.

In addition to webtop’s features, DAM offers following additional features that are tailored to digital media content management:

·         Content publishing workflow management

·         Thumbnail previews

·         Video storyboarding

·         Video details and annotation

List of client applications that use Service-based Business Object (SBO):

Business Process Services (BPS), Documentum Foundation Services (DFS), Webtop with queue management/presets enabled, Webtop, DAM or any WDk based application with collaborative edition (separate license feature) enabled.