Document Management with GroupWise ®

1. Document Management with GroupWise® Gregg Hinchman Consultant Hinchman Consulting gregg@hinchmanconsulting.com Jerry Winkel Novell Escalation Engineer Novell, Inc. jwinkel@novell.com

2. Novell exteNd™ Opening the door to Web services : Novell Nsure™ : Novell Ngage Securely getting the right information to the right people The experience to solve your business problems Novell Nterprise™ The best foundation for your mixed environment Novell® one Net vision SM : : Novell Nterprise is an innovative family of products which give you the power to enable and manage the constant interaction of people with your business systems — regardless of who they are, where they are or what time of day it happens to be. © Novell Inc, Confidential & Proprietary

3. Gregg A. Hinchman Former Novell Consultant Hinchman Consulting –Novell Reseller and Consulting Partner ( www.HinchmanConsulting.com ) Tenacious Integration Services –Platinum Novell Partner ( www.tenacious.biz ) Jerry Winkel Novell employee since 1993 Escalation Engineer Speakers © Novell Inc, Confidential & Proprietary

4. Session Outline • Introduction • DMS Best Practices • Maintenance • Summary © Novell Inc, Confidential & Proprietary

5. Introduction • Impetus for session (The Motive) • What GroupWise® DMS is . . . and is NOT • How DMS benefits the user and the company • Expanding GroupWise Functionality • Questions © Novell Inc, Confidential & Proprietary

6. Introduction: What DMS is . . . and is NOT • Document Management: a storage system that utilizes indexing to retrieve documents • This includes managing: Creation, Revision, Review, Storage and Disposition of documents • IS . . . • A paradigm shift • Fast way to access documents • Easy to learn and use • ISO 9000 friendly IS NOT ... A database Shared folders File names and directories © Novell Inc, Confidential & Proprietary

7. Introduction: User and Company Benefits • Users already know GroupWise • Integration with applications • WebAccess/WebPublisher • Cost and ROI • Fast document retrieval • Security and access control • Imaging “hard copy” documents –no File Cabinets needed • Business Process Management (aka. Workflow) • A Paperless office © Novell Inc, Confidential & Proprietary

8. Introduction: Expanding GroupWise • Imaging solutions for existing paperwork • ViewWise – http://www.CompuThink.com • Workflow • MetaStorm – http://www.MetaStorm.com © Novell Inc, Confidential & Proprietary

9. Questions © Novell Inc, Confidential & Proprietary

10. Best Practice: Consider these • Factors to consider • Cost • Solution • Health • Resources • Expertise • GroupWise health • Current Issues • Pending Operations • Current Design • Design Growth © Novell Inc, Confidential & Proprietary

11. Best Practice:Optimal GroupWise Design Primary Domain GWIA Domain Secondary Domain DMS Post Office Post Office WebAccess Domain Libraries Users WebAccess GWIA All connections TCP/IP Distribution Lists Librarians © Novell Inc, Confidential & Proprietary

12. Best Practice: GroupWise Health • Tuning GroupWise Sizing Recommendations (TID 10016883) HP/Compaq GroupWise capacity and planning document http://activeanswers.compaq.com/ActiveAnswers/Render/1,1027,2611-6-100-225-1,00.htm © Novell Inc, Confidential & Proprietary

13. Best Practice: DMS Design • Centralized Libraries • Dedicated DMS Post Office • Customizing libraries • DMS administration • Training • Questions © Novell Inc, Confidential & Proprietary

14. Best Practice: Centralized Libraries Remote Office Corporate office Remote Office GroupWise Library Home Office GroupWise Library Remote Users All Libraries are physically located in the corporate offices All GroupWise servers are in this location Users at remote offices access GroupWise across WAN links Users at remote offices access Libraries across WAN links No GroupWise servers at this location © Novell Inc, Confidential & Proprietary

15. Best Practice: Dedicated Post Offices Dedicated Document Management Post Office Document Management Post Office Messaging Post Office GroupWise Libraries GroupWise Server 1 GroupWise Server 2 GroupWise Mailboxes DMS Groups Librarian Accounts QuickFinder Index (/qfinderinterval-4) QuickFinder Base Offset (/qfbaseoffset-18) Message Databases No DMS Storage Areas No DMS Libraries No DMS Databases QuickFinder Level Set (/qflevel=1) QuickFinder Delete Old IDX and INC files (/qfdeleteold) QuickFinder Index (/qfinderval-0) NO Message Databases DMS Storage Areas DMS Libraries DMS Databases QuickFinder Level Set (/qflevel=1) QuickFinder Delete Old IDX and INC files (/qfdeleteold) © Novell Inc, Confidential & Proprietary

16. Best Practice: Customize Libraries • Departmental approach • Document property page • Custom property fields • Lookup tables • Document types • GroupWise objects • Rights © Novell Inc, Confidential & Proprietary

17. Network Administrator Library 3 DMS Admin Account (External Entity) Library 2 Office Manager Librarian 1 Account (External Entity) Administrative Assistant Library 1 Best Practice: DMS Administration Document Management Administration Hierarchy The Network Administrator does NOT have Librarian rights to ANY Libraries. The Office manager uses the “DMS Administrator” Account only when performing Librarian Duties for all Libraries. The Office Manager uses their GroupWise E-mail Account when using DMS. The Administrative Assistant uses the “Librarian 1 “ Account only when performing Librarian Duties for Library 1. The Administrative Assistant uses their GroupWise E-mail Account when using DMS. © Novell Inc, Confidential & Proprietary

18. Best Practice: Training • Administrators • DMS resources: • GroupWise 6 Administrators Guide- Tay Kratzer • GroupWise 6.5 Administrators Guide- Tay Kratzer (Coming Soon) • Success with GroupWise Document Management- Danita Zanre & Gregg Hinchman (Coming Soon to www.caledonia.net ) • Document Management with GroupWise 5.5- Danita Zanre • Training Manuals and Consulting • Librarians • Help Desk Personnel • End Users © Novell Inc, Confidential & Proprietary

19. Best Practice: Questions • 5 minutes on the clock—Please. © Novell Inc, Confidential & Proprietary

20. Maintenance • Scheduled procedures • Daily • Weekly • Fixing problems © Novell Inc, Confidential & Proprietary

21. Maintenance: Please Do Not… • Delete and recreate your NGWGUARD.DB • Archive documents • Mix documents from different libraries into a single document storage area © Novell Inc, Confidential & Proprietary

22. Summary • DMS limits • Recommendations • Questions © Novell Inc, Confidential & Proprietary

23. Summary: DMS Limits • Theoretical limits • 4 billion documents per library • 255 libraries per post office • Real world limitations • Speed of backup software • Time spent indexing • Maintenance © Novell Inc, Confidential & Proprietary

24. Summary: Recommendations • Spend the time and money to train your users • Use dedicated DMS post office • Create policies and guidance documents for DMS • Stick with the real world limits to ensure manageability • Proactive Maintenance • Be flexible in design, but rigid in implementation © Novell Inc, Confidential & Proprietary

25. Questions © Novell Inc, Confidential & Proprietary

26. © Novell Inc, Confidential & Proprietary

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