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.