KISS: Document Management for the Web Generation

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KISS Document Management for the Web Generation

• Keith Bellairs, PhDInformation Engineering
  CoordinatorIT ServicesCity of Guelph

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What are your Demographics?

• New Users who do not need or want training
• Young Users with expectations shaped by daily
  computer use
• Experienced users who do not need or want change

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The Legacy

• IT needed to install an application for every
  user
• Structured Data
• Limited index search terms
• No integration with electronic documents
• Separate set of IDs and passwords for every user

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Our Goals

• Begin the development of a data repository
• Make engineering drawings available online
• Use all of the old data
• Make it a Web application
• Provide Full text search
• Integrate multiple data sources

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User View
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Search Terms

• ID
• File System Number
• Free Text
• In Title Description
• In content of files
• By Document Type
• By Location
• By Name (Consultant, Contractor, )

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Full Text Search
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Text Search

• Relevance ranked results -- Score
• Search for more than one term
• Pond, gordon
• Search for exact term
• Gordon pond
• Wild card searches
• Demol (finds demolished and demolition)
• Special operators
• Require multiple terms
• gordon pond
• Soundex search
• !smith finds smythe
• Eliminate documents with a specific word
• gordon - pond
• Words with the same root
• demolish (finds demolished)

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Document Summary
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View Engineering Drawings
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View Related Files
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Viewing the Mail Log
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Power User View
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Usage in the Last 2 Weeks
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Results

• Online now
• Zero install
• Gigabytes of files now available
• Automatic read access by all City employees
• Additional departments asking to add their
  documents
• Built in-house using existing data