designing, developing, and implementing a document repository joshua simon & liza weissler

Designing, Developing, and Implementing a Document Repository

Joshua Simon <[email protected]> &Liza Weissler

<[email protected]>

LISA 2003: Designing, Developing, andImplementing a Document Repository2

Overview

• What’s a document?– Types– Classes– Subclasses

• What do we want to track?• What’s the application do?


What’s a document?

• Administrators' Guide• Analysis• Article (publication)• Blurb• Book• Case Study• Code Documents• Column (publication)• Contract• Course

• Database Query/Reply• Development Plan• Fact Sheet• FAQ• Financial (e.g. W4, I9)• Fireside Chat• Functional Specification• Graphics, Diagrams, &

Movies• HR/Insurance forms


More documents

• Handout • Job Acceptance • Job Offer• Letter of Intent• Meeting Minutes• Methodology• Other (unspecified, catch-

all)• Paper• Policy• Poster

• Practice Offering• Presentation• Press Release• Product Offering• Profile• Project Fact Sheet• Project Plan• Proposal• Report• Requirements


Still more documents

• Results• Review• Schedule A• Self Evaluation• Service Offering• Specifications Sheet• Statement of Work• Style Guide• Technical Interview

• Technical Talk• Users' Guide• Web Page/Site

– External (Internet)– Internal (intranet)

• Boy, that’s a lot of different types of documents to track!


Document types

• External (customer)– Start of project

• Contract• Letter of Intent• Schedule A• Statement of Work

– End of project• Analysis• Recommendations• Reports• Results

• Internal (corporate)– Finance– HR– IT– Legal– Marketing– Recruiting– Sales


Document classes

• Customer• Internal• Marketing• Recruiting• X for other


Customer and Other Subclasses

• Strategy• Planning• Evaluation &

selection• Classification &

organization

• Transition• Recurring operations• Audit

• X for other


Internal subclasses

• Code• Documentation• HR & Finance• IT documentation• Legal• Reviews


Marketing subclasses

• Advertisement• Offering• Publication• Sales• X for other


Recruiting subclasses

• Agency-specific• Candidate-specific• Internal recruiting documentation• Job description• X for other


What do we want to track?

• Bibliography– Author(s)– Document title– Revision string– Publication date

• Description or summary• URL (location)• Keywords

• Permissions– Approved– Checked out– Frozen– Public

• Search flags• Class (CIMRX)

• Subclass– Depends on Class– One of ACDEHIJLOPRSTX


What’s the application do?

• What do users do?• What do librarians do?• Other features


What do users do?

• Add new document records• Edit own document records• Upload new documents• Download new document templates• Search

– Browse all documents– Search with one or more criteria– “Match any,” “match all,” or a combination


Searching

• Can search based on any criteria• Pure OR search:

author is (fred OR wilma) OR class is (C OR X)

• Pure AND search:author is (fred AND wilma) ANDkeyword is (nfs AND nis)

• Joint OR and AND search:author is (fred OR wilma) AND class is (C OR X)

• Controlled by which type=submit button used


What do librarians do?

• Everything users do• Delete document records• Edit others’ document records


Other features

• Online documentation– Integrated online help– Administrators’ Guide– Users’ Guide

• Real-time statistics


Availability

• Real soon now• Under some form of public license• Contact authors by email

– [email protected]– [email protected]


Questions?

• Please use the microphone• Introduce yourself

• Available post-session for more discussion– at the Royal Palm Court at 5:30– sign up sheets near the Registration desk

Designing, Developing, and Implementing a Document Repository

Joshua Simon <[email protected]> &Liza Weissler

<[email protected]>