ECM - Documentum Zone

Low disk space on McLaren Enterprise Engineer 3.7 server

2012-04-13T01:12:00.000-07:00

Cause: EE stores temporary files at ..\Program Files\Apache Software Foundation\Tomcat 6.0\temp folder. It is supposed to clear these temporary files in order to ensure its smooth running.
Solution: It is a known bug in McLaren EE and hot fix will be provided. In order to keep going clear temporary files periodically.

McLaren Enterprise Engineer Reprographics Server

2012-04-08T09:04:00.000-07:00

McLaren EE Repographics server polls a job source continually for work items.

It provides following features:

· Watermarking
· Moving files
· Rendering to PDF/HTML/Tiff formats
· Content transfer to the transmittal server
· Properties update
· Title Block Synchronization

Technical details:

· It polls a specific inbox and finds tasks. It processes task based on the configuration information.
· It runs on .Net framework 3.5
· It is used as wither Windows service or a standalone GUI.(Administrator account is needed when installing Reprographics as a Windows service)
· It is built on top of McLaren Work Manager

Hardware/Software detail

· McLaren Work Manager Client (With Office integration and Drawing Manager)
· MS IIS 7.0
· Native apps like CAD, Adobe Acrobat Professional and MS Office (for rendering purpose)
· One repro server needs one reprographics user account.
· Reprographics specific entries are present in the computer registry as following location: HKEY_LOCAL_MACHINE\SOFTWARE\Mclaren\
· Reprographics console is accessed by visiting URL http:///ReproAdmin
· Reprographics server uses log4Net to create and maintain logs and controlled by ReprographicsController.exe.config file available at c:\Program Files\Mclaren\Reprographics\. The log file is located in the user’s profile at c:\Users\\AppData\Roaming\Mclaren\EnterpriseEngineer\logs

Important Configuration Files

JobSources.xml

This configuration file tells the server which inbox to poll for tasks.

TaskPerformers.xml

This configuration file contains settings that guides transformation of native file into various different formats viz. PDF/XML/HTML etc.

Servers.xml

This configuration file tells Repro about the ECM servers [Repository (for Documentum)/ Content Server (for FileNet)] to connect to and provides connection information (configured via Reprographics Connection window).

Preferences

As Webtop in Documentum and Workplace/Workplace XT in FileNet P8 allow users to have set their profile preferences, Reprographics has following types of preferences:

a). General

This type of preferences include polling interval, the default timeout, daily boot time etc.

b). Email Notifications

Sends email notifications to administrator when job fails to complete.

This tab needs SMTP server information to be configured and email account of an administrator who needs to be notified via an email.

How Reprographics Works?

Step1: It finds a Work Task

Step2: Uses configuration information to determine necessary processes (Uses Parameter Gatherers)

Step3: Selects Task Performer* based on Parameter Gatherer information.

* = A component that executes the task usually defined in TaskPerformers.xml

Task Performers render the native files such as CAD into PDF and also performs non-rendering tasks such as change of lifecycle states of documents.

Multiple servers process same queue

Multiple Reprographics servers can poll the same inbox queue. If one server goes down the other will process all tasks. Multiple servers help to handle high volume of tasks. Reprographics server picks the task in FIFO fashion.

Multiple servers process different queues

In multiple Reprographics servers’ scenario (require multiple licenses), each server can poll a different inbox queue as well. JobSources.xml needs to be modified for queue (inbox) information. Specific tasks can be configured for different queues such as change of lifecycle state of documents, PDF publications etc.

There are various benefits of having multiple Reprographics servers:

a). In the event of a server failure, the other available server will continue to process remaining work tasks.

b). Handles high volumes and covers scenarios like large PDF creation

c). Improves processing of package.

Note: Reprographics server can be monitored remotely by visiting a URL such as http:///ReproAdmin/viewQueueContents.aspx

Prioritizing Queues

In case of multiple Reprographics queues, priority can be set on each of them. Repo server process each queue in order of priority. For example, server will finish processing the tasks of highest priority queue first before it starts processing lower priority queue.

By default all queues has priority 1 unless it is set in JobSources.xml.

Following can cause Reprographics server to fail:

a). Corrupt or password protected content

b). Infrastructure and/or configuration issue

e.g: An immutable document cannot be rendered. Network slowness causes timeout for task processing.

Useful DQLs

2012-03-01T20:18:00.003-08:00

1). Changing the folder location of a document [New folder object id=0b024afe804641qq, Old folder object id =09024afe7044b7bd]
update dm_document object set i_folder_id='0b024afe804641qq' where r_object_id='09024afe7044b7bd'

2). Changing the folder location of all documents present in a specific folder[new folder object id =0b024afe80464199]
update dm_document object set i_folder_id='0b024afe80464199' where folder('/Workgroups/OldFolderLocation',descend)

3). Getting count of documents present in a particular folder
select count(*) From dm_document(all) where folder('/Workgroups/NewFolderLocation',descend)

4). Getting all or a specific property info of documents present in a folder
select r_object_id From dm_document(all) where folder('/Workgroups/MyFolder',descend)
select * From dm_document(all) where folder('/Workgroups/MyFolder',descend)

5).Getting folder path for documents (when object ids are known)
SELECT r_folder_path FROM dm_folder WHERE r_object_id in(select i_folder_id From dm_document(all) where r_object_id in ('0b024afe804641sss','0b024afe804641wer','0b024afe804641010'))

6). Getting document of a particular type
SELECT * from dm_document where a_content_type='html'

7). Getting a list of users belong to a group
select * from dm_user where user_group_name='group_name_to_search'
SELECT user_name,client_capability FROM dm_user WHERE user_name IN (SELECT users_names FROM dm_group WHERE group_name like 'group_to_search%') ORDER BY user_name

8). Changing the owner/target group of the documents
update dm_document objects set owner_name='new_ownername',set targetgroup='new_group' where folder('/Workgroups/MyDocFolder',descend)

9). Get the document list that were modified after a particular date and are present in a specific folder

select count(*) From dm_document where folder('/Workgroups/MyDocFolder',descend) AND r_modify_date > DATE('01/01/2010 09:00:00','MM/DD/YYYY hh:mm:ss')

select * From dm_document where folder('/Workgroups/MyDocFolder',descend) AND r_modify_date > DATE('01/01/2010 09:00:00','MM/DD/YYYY hh:mm:ss')

10). Get mandatory attribute information of a Custom Type
select * from dmi_dd_attr_info where type_name like 'customType01' and is_required = 1

11). Get all attribute information of a Custom Type

select * from dmi_dd_attr_info where type_name like 'customType01'

12). Query - get documents which are being worked on by users (checked out)
select * from TYPE where r_lock_owner is not NULLSTRING and r_lock_date is not NULLDATE

13). Query - get document which are not immutable (enables meta-data update)
update TYPE(all) object set Field1='NewValue' where Field1='OldValue' and r_immutable_flag=False

14). Get all users which belong to a specific group

select group_name,i_all_users_names from dm_group where group_name like '%group1%' or group_name like '%group2%' order by group_name

Business process re engineering (BPR)

2012-01-23T21:23:00.000-08:00

BPR is rethinking and redesign of business processes to achieve improvement in cost, quality, service and speed.

Factors that motivate for re engineering:
a). Customers
- Demanding
- Sophistication
- Changing Needs
b). Competition
- Local
- Global
c). Change
- Technology
- Customer Preference

Key Characteristics of BPR:

a). Process-based (BPR initiatives must add value above the existing process & must meet the needs of the customer)

b). People centred

c). Focus on End-customers

d). Radical improvement - (Process improvements will not happen over night they need to be gradually introduced)

e). Integrated change - (Process improvement must be realistic and practical.)

Implementing BPR Strategy:
1. Select the process and appoint process Team -
   TIP -> Select a process - (Understand customer needs, Select core processes, Ask questions, Organize
               meetings and don't assume anything)
   TIP-> Appoint a process team - (Appoint BPR champion, Identify process owners,Establish executive
              improvment team, Provide training to Executive team)
2. Understand the current process - (Develop a process overview, clearly define the process{Mission, scope, boundaries},Understand customers expectations, Identify improvement opportunities).
3. Develop and communicate vision of improved process
4. Identify Action Plan
5. Execute plan

Checking user’s permission on a document using WebTop

2012-01-12T17:00:00.000-08:00

Step 1: Select the document.

Step 2: Select ‘View’ -> ‘Properties’ -> ‘Permissions’

Step 3: Properties dialog box opened for the selected document while the ‘Permissions’ tab was selected. Click on the Search link available at the bottom

Step 4: A new dialog box opens, enter the user/group name in the ‘Starts with’ text box as shown below and then press ‘OK’ button available at the bottom.

A new dialog box opens which displays Permission Summary for the user/group

DSN Architecture mismatch error while installing EMC content Server 6.5/6.6 on 64 bit machine

2012-01-02T21:28:00.000-08:00

Problem: Issues while installing EMC Content Server 6.6 on Windows 7 (64bit) machine.

Environment: Windows7 (64bit), SQL Server 2008 R2 (64bit) and Content Server 6.5/6.6 on a single machine.

Error: “The specified DSN contains an architecture mismatch between the Driver and Application ERROR(-1) “

Scenario: Tried installing Content Server but it throws aforementioned error while setup program tries to use the Data Source Name(DSN) to use existing SQL database or attempts to create a new database in order to create/configure a repository.

Solution: It is assumed that SQL Server 2008 R2 is installed on the machine.

When DSN is created on 64 bit machine it is meant to be used by a 64bit application. The Content Server setup is a 32 bit installation so cannot used 64bit System DSN and as a result throws error and cannot proceed. Follow below steps to rectify this issue:

a). Download and Install patch KB956717 for 64 bit machine from the Microsoft Technical Support website.

b). Create a case sensitive database using SQL Server Config manager. Visit http://social.msdn.microsoft.com/Forums/en/transactsql/thread/f5cd6d91-0a0e-41be-8801-97d5b7bef98b for more information.

Note: If the database is not created as a case sensitive DB, the Content Server installer throws error similar to the one “Database is not case sensitive”.

c). Create a new user and make sure this user has appropriate access so that new DB and required objects like Tables, views etc are created during installation.

d). Download SqlCmdLnUtils utility (SqlCmdLnUtils-2008-64bit.msi, SqlCmdLnUtils-2008-32bit.msi) from Microsoft Website and install it on the machine (Windows 7).

e). Start odbcad32.exe from %WINDIR%\SysWOW64\ location. This program is referred to as ODBC Configurator. Create a System DSN by selecting SQL Server driver. Test the connection to make sure DSN has been configured as expected. The following SQLCMD command can be used to test the DSN:

C:\sqlcmd –S <SQLServer> -U <UserID> -P <Password>

Note: Make sure SQLCMD.exe is installed at C:\Program Files \Microsoft SQL Server\90\Tools or C:\Program Files \Microsoft SQL Server\100(90)\Tools location.

f). Check the below path exists for SQL Server 2008

C:\Program Files (x86)\Microsoft SQL Server\100\Tools\Binn; and add it to the PATH environment variable.

Right click on ‘Computer’ icon on desktop and choose ‘Properties’ option.
Click on ‘Advanced system settings’ in the left pane.
Click ‘Advanced’ tab in the System Properties window and click on ‘Environment variables’
Find PATH variable under System Variables section and edit it as explained above.

For more information visit

https://solutions.emc.com/emcsolutionview.asp?id=esg107602

https://community.emc.com/thread/110174

Document Control

2011-12-22T19:29:00.000-08:00

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

2011-12-13T00:49:00.001-08:00

Good article

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

Load balancing

2011-12-12T00:56:00.001-08:00

http://www.loadbalancing.org/

Content Analytics

2011-12-08T19:23:00.000-08:00

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

2011-10-19T20:31:00.000-07:00

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.

2011-09-15T21:55:00.000-07:00

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

2011-09-12T00:39:00.000-07:00

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

2011-09-12T00:35:00.000-07:00

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

2011-09-07T20:44:00.000-07:00

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

2011-09-01T23:16:00.000-07:00

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

2011-09-01T22:50:00.000-07:00

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)

2011-09-01T22:41:00.000-07:00

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)

2011-07-09T04:26:00.001-07:00

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)

2011-07-09T04:23:00.000-07:00

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

2011-06-28T20:02:00.001-07:00

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

2011-06-27T23:31:00.000-07:00

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.

Repository Objects and Storage

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Persistent Objects

Those object that are stored in the repository on permanent basis. Type of the persistent object is called persistent type. These objects have following properties:

r_object_id: Unique identifier that helps in identifying the object and is assigned by the Content Server.

i_is_replica: This is used in replication and tells whether an object is a replica of another in a different repository.

i_vstamp: This is used internally and holds the number of committed transactions that have altered this object.

Non Persistent Objects

Those object that are not stored in the repository. They are created during a session and vanish when session ends.

Object Naming

ObjectId represents type of object, repository id and unique id. For example an object id 0900055080007FIC

09 – Represents Type of the Object

000550 – Represents repository id

80007FIC – Unique id

Type Storage

The Content server stores properties of each object type in up to 2 database tables:

TypeName_s (Single valued property)

TypeName_r (Repeating valued property)

Note:

1). Object type dm_folder contains no single-valued attributes of its own so its properties are stored only in one table dm_folder_r.

2). Object type dm_cabinet contains no repeating valued attributes so it has only dm_cabinet_s table.

3). Object type dm_document has no unique properties of its own so all of its properties are stored in dm_sysobject tables.

Type Name and Property Name

a).Each object type has a label and internal name. For example the object type dm_document has the label Document. For content server, internal names start with the word dm. For example:

· dm_ : represents general objects such as dm_document, which is used for storing documents.

· dmr_ : represents read-only object type such as dmr_content, which stores information about the content file.

· dmi_ : represents internal object type such as dmi_workitem, which stores information about a task.

· dmc_ : represents object types supporting Documentum client applications. For example, Collaboration services use object such as dmc_calendar.

b).Each property like an object type also has a label and internal name. For example, the label for property object_name is Name. Following prefixes are used with properties:

· Property name starting with r_ exhibits following characteristics:

a) It is read only and cannot be modified by users or applications.

b) It is controlled by the Content Server.

Example: r_object_id represents the unique ID for the object while r_version_label on the other hand is a repeating property has at least one value supplied by the Content Server while others may be supplied by users or applications.

· Property name starting with i_ exhibits following characteristics:

a) It is internal property and cannot be seen by users or applications

b) The property is used internally by the Content Server

Example: i_chronical_id property binds all the versions together into a version tree and managed by the Content Server

· Property name starting with a_ exhibits following characteristics:

a) It is intended to be used by applications.

b) It can be modified by applications and users

Example: a_content_type property is used to store the format of the document. This property helps WebTop to launch the appropriate desktop application to open the document.

· Property name starting with _ (underscore) exhibits following characteristics:

a) This property is normally read-only for applications and not stored in the repository.

b) Content server computes it as required.

c) Many computed properties are related to security while other used to store caching information in the user session.

Example: Each object in the repository has a property _changed, which indicated whether it has been changed since it was last saved.

Type Category

Object types are divided into various categories for internal processing by the Content Server. Here are these categories:

Standard: Most of the commonly used types are standard types.

Shareable: These objects are used in conjunction with the lightweight object types. A single instance of shareable type can be shared among many lightweight objects.

Lightweight: These objects are used to minimize storage for multiple objects that share common system information. The shared properties reside in an instance of a shareable type while rest of the properties in the lightweight objects. A lightweight type is a subtype of a shareable type.

Data Table: This is a collaboration feature that facilitates user to manage structured collection of information.

Aspect property: Aspects enable addition of properties to any object regardless of its type. Users and client applications are not aware of these types.

The Content server uses dm_type.type_category property of the object type to determine the object category.

Value	Category Description
0	Standard object type
1	Aspect property object type
2	Shareable object type
4	Lightweight object type
8	Data table type

Versions and Renditions

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VERSION

1). When a document is modified and checked back in to the repository, it creates a new version of the document.

2). By default user automatically access the most recent (CURRENT) version.

3). Depending on the privileges, user can select one of the following while checking in the document:

Save as -> Current Version / Major Version / Minor Version

4).Each version has a unique numeric label and one or more optional Symbol label. For example:

1.1 Pending , CURRENT

The numeric part 1.1 is Implicit Label where the number before the decimal sign represents the Major Version while the number after decimal sign represents Minor Version.

Words ‘Pending’ and ‘CURRENT’ form symbolic label. ‘Pending’ is the optional part of Symbolic label and set by the user while CURRENT is set by system.

When a document is checked in as a minor version, the number after decimal sign is incremented by 1. While checking a document in as a major version, increments the number before the decimal sign by 1 and changes the number after decimal to 0. So a new minor version would be 1.2 while major version would be represented by 2.0

5). Branch Versions: When a non leaf version from the version tree is checked out, a branch version is created upon check in. A branch version is obtained by adding .1.0 at the end of the original version number.

For example: If a version tree contains versions 1.0, 1.1 and 2.0 and version 1.1 is checked out it would create a branch version. The new branch version would be represented by 1.1.1.0

Version Tree Relationship

Documents in the same version tree are related to each other through i_chronicle_is and i_antecedent_id.

RENDITION

Rendition is a process of creating a copy of original document in a different format such as PDF, HTML, ASCII, TEXT etc.

1).Rendition is a read-only representation of the content. Rendition cannot be edited and versioned.

Using rendition removes the need of installing the proprietary software/viewer on the user’s machine.

2).Every version of the document is associated with its own rendition. When a new version is created, new rendition is also required to be created for that version.

3).Rendition can be created manually or automatically. In the second approach, the Content Server uses additional services called Content Transformation Services (CTS). CTS is another EMC product which is a suite of services:

a). Document Transformation Services (DTS) - used for creating PDF and HTML renditions.

b). Advanced DTS

c). Media Transformation Services – used for creating JPEG, PNG, PICT renditions

d). Medical Image Transformation Services

e). Audio and Video Transformation Services

Searching Objects in a repository

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The main application used for searching objects in Content Server Repository is WebTop. This is a WDK based application. Following bullet points cover how the search works:

1). Objects are searched using object properties (meta-data) and content (optional).

2). Search never returns objects for which the logged in user has no access (NONE).

3). Objects becomes searchable using keywords present in its content if Full-Text indexing feature has been used in Documentum System setup. In addition to have Full-Text Index server enabled, the content should be first indexed.

4).There are two type of search functionality provided to WebTop users: Simple and Advanced.

5).By default maximum numbers of results returned by the search query is 1000 but this number can be modified.

6). If a repository is configured for Full-Text indexing, search is not case sensitive. For example: searching for ‘engineering’ and ‘Engineering’ would result in the same search result set. But in case of non-indexed repository, the search would be case sensitive but this behavior can be changed by system admin.

7). The Full-Text engine can be configured to include search terms variation in the result.

8). Simple Search is a single-field search that matches the search criteria against selected object properties and indexed contents (in case of Indexed Rep). System admin can configure which properties/meta-data field can be used for a simple search. By default the search is executed against following attributes: Subject, Title and Object_Name

A phrase can be specified by enclosing it in the double quotation mark. For example: “Manufacturing electronics”.

9). Use of operators while searching for objects in Documentum repository:

‘AND’/’and’ operator: Example - John AND Letter

‘OR’/’or’ operator: Example - John OR Letter

‘NOT’/’not’ operator: Example- John NOT Letter / John AND NOT Letter / John OR NOT Letter

‘AND’ and ‘OR’ operators together: Example – Smith AND Kevin OR John

Use of the above operators is not case sensitive.

10). Use of parentheses while searching for objects in Documentum repository:

The search terms that must be processed together are enclosed in the parentheses (). For example: Smith AND ( Letter OR Report ) The important thing to be noted here is the use of blank space before and after “(“ and “)”

11). Use of wild cards while searching objects in Documentum repository:

The two special characters “*” and “?” are used as wild cards while executing a search using WebTop. For example:

(a). Search term d*ment would return all those documents that contain the word document, detachment, deployment etc.

(b).Search term t?n would return all those documents that contain the word then, them, than etc.

12). There are various symbols that cannot be indexed and searched:

( ) + = < > ! @ # $ % & ; : ^ _ , .

While indexing the content if Full-Text Index Engine finds any of aforementioned characters, it treats them as blank. For example: DCL (Documentum Client Library) would be indexed and stored as DCL Documentum Client Library