implementing docushare
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Implementing Docushare. Lessons Learned. Phil Jones | Manager, QA & Training | TRIUMF. Canada’s National Laboratory for Particle and Nuclear Physics. Members University of Alberta University of BC Carleton University University of Guelph University of Manitoba Université de Montréal - PowerPoint PPT PresentationTRANSCRIPT
Owned and operated as a joint venture by a consortium of Canadian universities via a contribution through the National Research Council Canada Propriété d’un consortium d’universités canadiennes, géré en co-entreprise à partir d’une contribution administrée par le Conseil national de recherches Canada
Canada’s national laboratory for particle and nuclear physics Laboratoire national canadien pour la recherche en physique nucléaire
et en physique des particules
Accelerating Science for CanadaUn accélérateur de la démarche scientifique canadienne
Implementing DocushareLessons Learned
Phil Jones | Manager, QA & Training | TRIUMF
Canada’s National Laboratory for Particle and Nuclear Physics
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TRIUMF is owned & operated by a consortium of 18 universitiesFounded 44 years ago in Vancouver
MembersUniversity of AlbertaUniversity of BCCarleton UniversityUniversity of GuelphUniversity of ManitobaUniversité de MontréalQueen’s UniversitySimon Fraser UniversityUniversity of TorontoUniversity of VictoriaYork University
Associate MembersUniversity of CalgaryMcGill UniversityMcMaster UniversityUniversity of Northern BCUniversity of ReginaSaint Mary’s UniversityUniversity of Winnipeg
Research focus:• Advancing isotopes for science & medicine• Probing the structure & origins of matter
• Diameter of 18 m• Accelerates 1000
trillion particles per second to speeds of 224, 000 km/s
• Control room manned 24 hrs a day 365 days
Home to the World’s Largest Cyclotron
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• 350 fulltime staff• ~150 visiting
researchers and students on any given day
• ~500 scientific visitors per year
• Collaborate with over 50 international partners
An International Lab
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• Operate 4 smaller cyclotrons for the production of radioisotopes
• 2.5 million patient doses per year
• Proton therapy treatment of choroidal melanomas
Nuclear Medicine
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Docushare
• TRIUMF started out as a small lab• Run like a university physics department• No quality management system until 2003• No central storage location for documents • No standards for computing
• Operating systems• Web browsers• Word processing
The Problem
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• Cross platform (browser and webdav)• Lower or comparable cost• Local contacts• Integration with Xerox multifunction
devices• The only system that could run on Linux
servers• The only system we were able to install
and test extensively
Why Docushare?
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• Installed Docushare 3.0 in 2004• Linux Red Hat, Postgres database• 100 users
• Today: Docushare CPX 6.6.1• Scientific Linux, Postgres database• 200 full Docushare users• 100 Read-only users• 20 CPX• ~100,000 documents
Docushare History
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Lessons Learned
• Choosing the solution
• Troubleshooting• Integration with
other systems• Software
upgrades• Command Line
Utilities• Oversight
Lesson 1: Computing Support
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• What are the documents and where are they?
• Who is going to do what?• Plan your top level collections
Our initial plan:• Top level structure was based on work
groups managing their own documents• Similar sub-collection structures for each
group
Lesson 2: Have a Plan
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Problems:• Multiple copies of documents• Deleting documents• Organizational changes• Global permission changes• Inconsistent naming and keyword
conventions
Lesson 3: Don’t Lose Control
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• Many of the previous problems were due to users not understanding how to use Docushare• Deleting documents vs uploading new versions• Adding multiple copies vs adding multiple
locations• Users need to understand the document
management goals and policies
Lesson 4: Provide Adequate Training
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• Just because the tools are available doesn’t mean people will use them
• If people don’t find it easy to use they won’t
• In the end you may have to do it for them
Lesson 5: Keep it Simple
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Our Solutions
Document Type Index
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Document Manual
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Top Level Collections
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• Content can only be added by trained users
• Checklist for document controllers to follow
Document Controllers
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Organizational Structure
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• Content rules for:• Ensuring keywords are entered• Access permissions• Adding multiple locations for documents
Notifications and Content Rules
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• Document Management Basics• Basic Docushare Training• Advanced Docushare Training• Document Controller Training• Document Checklist• Document Manual• Online Tutorials
Training and Education
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Saved Queries
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Saved Queries
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Docushare Weblog
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Email Agent
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Scan Coversheets
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• Dsuploadgui• Useful for
importing many documents at once
• Can add titles, keywords and other properties from a metadata file
Command Line Utilities
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Success Story
• TRIUMF hires approximately 75 students per year
• Receive between 20 and 100 applications per posting
• The student coordinator used to print each application and submit a package to the supervisors for review• Time consuming and costly
• Tried a web site approach • Time consuming • Difficult to set access permissions properly
Student Applications
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• A Docushare collection is created for each posting
• Applications can be added easily• Permissions can be easily set up easily• Saves time and cost of printing
applications• Supervisors can search the collection for a
specific term in the application
Current Solution
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• Lesson 1: Have a Plan• Lesson 2: Don’t Lose Control• Lesson 3: Computing Support• Lesson 4: Training and Education• Lesson 5: Keep it Simple
Summary
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Owned and operated as a joint venture by a consortium of Canadian universities via a contribution through the National Research Council Canada
Propriété d’un consortium d’universités canadiennes, géré en co-entreprise à partir d’une contribution administrée par le Conseil national de recherches Canada
Canada’s national laboratory for particle and nuclear physics Laboratoire national canadien pour la recherche en physique nucléaire
et en physique des particules
Thank you!Merci
TRIUMF: Alberta | British Columbia | Calgary Carleton | Guelph | Manitoba | McMaster Montréal | Northern British Columbia | Queen’s Regina | Saint Mary’s | Simon Fraser | Toronto Victoria | Winnipeg | York