Implementing Docushare

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 Queen’s University Simon Fraser University University of Toronto University of Victoria York University Associate Members University of Calgary McGill University McMaster University University of Northern BC University of Regina Saint Mary’s University University of Winnipeg • Research focus: • Advancing isotopes for science & medicine • Probing the structure & origins of matter TRIUMF is owned & operated by a consortium of 18 universitiesFounded 44 years ago in Vancouver Lessons Learned Implementing Docushare

Home to the World’s Largest Cyclotron • 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 Lessons Learned Implementing Docushare

An International Lab • 350 fulltime staff • ~150 visiting researchers and students on any given day • ~500 scientific visitors per year • Collaborate with over 50 international partners Lessons Learned Implementing Docushare

Nuclear Medicine • Operate 4 smaller cyclotrons for the production of radioisotopes • 2.5 million patient doses per year • Proton therapy treatment of choroidal melanomas Lessons Learned Implementing Docushare

Docushare Lessons Learned Implementing Docushare

The Problem • 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 Lessons Learned Implementing Docushare

Why Docushare? • 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 Lessons Learned Implementing Docushare

Docushare History • 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 Lessons Learned Implementing Docushare

Lessons Learned Lessons Learned Implementing Docushare

Lesson 1: Computing Support • Choosing the solution • Troubleshooting • Integration with other systems • Software upgrades • Command Line Utilities • Oversight Lessons Learned Implementing Docushare

Lesson 2: Have a Plan • 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 Lessons Learned Implementing Docushare

Lesson 3: Don’t Lose Control Problems: • Multiple copies of documents • Deleting documents • Organizational changes • Global permission changes • Inconsistent naming and keyword conventions Lessons Learned Implementing Docushare

Lesson 4: Provide Adequate Training • 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 Lessons Learned Implementing Docushare

Lesson 5: Keep it Simple • 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 Lessons Learned Implementing Docushare

Our Solutions Lessons Learned Implementing Docushare

Document Type Index Lessons Learned Implementing Docushare

Document Manual Lessons Learned Implementing Docushare

Top Level Collections Lessons Learned Implementing Docushare

Document Controllers • Content can only be added by trained users • Checklist for document controllers to follow Lessons Learned Implementing Docushare

Organizational Structure Lessons Learned Implementing Docushare

Notifications and Content Rules • Content rules for: • Ensuring keywords are entered • Access permissions • Adding multiple locations for documents Lessons Learned Implementing Docushare

Training and Education • Document Management Basics • Basic Docushare Training • Advanced Docushare Training • Document Controller Training • Document Checklist • Document Manual • Online Tutorials Lessons Learned Implementing Docushare

Saved Queries Lessons Learned Implementing Docushare

Docushare Weblog Lessons Learned Implementing Docushare

Email Agent Lessons Learned Implementing Docushare

Scan Coversheets Lessons Learned Implementing Docushare

Command Line Utilities • Dsuploadgui • Useful for importing many documents at once • Can add titles, keywords and other properties from a metadata file Lessons Learned Implementing Docushare

Success Story Lessons Learned Implementing Docushare

Student Applications • 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 Lessons Learned Implementing Docushare

Current Solution • 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 Lessons Learned Implementing Docushare

Summary • 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 Lessons Learned Implementing Docushare

Implementing Docushare