Transcript Microsoft PowerPoint slides

Convergence of Document
Management, Records
Management, and the Web
Dennis E. Hamilton
NuovoDoc System Architect
AIIM DMware Technical Coordinator
[email protected]
http://nuovodoc.com/activities/A020401-japan.htm
Convergence of DM, RM, and Web
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Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Convergence of DM, RM, and Web








Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Web Standards Provide High
Interoperability
 IETF: Internet Engineering Task Force is
Guardian of Internet Interoperability
 W3C HTML standards stable with valuable updown interoperability
 Latest application always available -- low
deployment and update cost
 Web Servers are inexpensive and widely
available, with good scaling
 Content development accomplished with little
or no programming. Software skills not so
critical.
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Convergence of DM, RM, and Web
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
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Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Attraction of XML
 Carries structure along with data
 Public standard – users own and can preserve
their own documents
 Natural successor to SGML for publishing and
HTML for Web presentation
 Arbitrary introduction of new elements and
attributes of those elements
 Common format reused among applications
 Simplifies programming with common libraries
and utilities
 Reduces fragility of electronic documents
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Attraction of XML - II
XML Modularity
1. XML 1.0 Standardizes Basic Structures
2. Name Space specification allows reuse of
metadata element definitions
3. XLINK and XPATH provide connection of
material
4. XML Digital Signature provides authenticity
5. XML Schema and XSLT Provide presentation
and transformations
Additional Modules More Specialized
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Convergence of DM, RM, and Web
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




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Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Expansion of Interoperability and
Interchange
 Government and civil authorities migrating to
Web and XML as part of eGovernment
initiatives for coordination of all agencies
 Financial institutions and commercial firms
using XML for eBusiness and Business-toBusiness transactions (replacing EDI)
 Healthcare services and insurers adopting
XML profiles for interchange and preservation
of digital medical records
 Increasing interchange between different
application domains served by XML
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Expansion of Interoperability and
Interchange - II
 Accountability for electronic records expanding in civil,
public, and commercial systems
 Electronic-document preservation expands with
adoption of ISO 9000, CMM, and other quality
processes.
 Document Management and Records Management
each require archiving and preservation. Common
solution desired.
 Commodity products are everywhere being used in
mission-critical applications.
 Documents become managed at any time, requiring
interoperability into the future
 Must assume that managed-document may be
accessed by others in the future – cannot employ
isolated technology
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Expansion of Interoperability and
Interchange - III
 Began with US Freedom of Information
 Validity of Digital Signature makes digital submission
of documents as legal as paper submission.
 Chief Information Officers of US Federal Agencies
working to provide electronic access with equal facility
and electronic interchange: Agencies, suppliers, and
citizens.
 http://www.xml.gov is key location
 http://www.gils.gov collects interoperability materials
 eGov is seen to depend on careful application of XML
by US GAO.
 Similar initiatives in eBusiness for working between
companies: suppliers and customers.
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Convergence of DM, RM, and Web
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



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Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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WebDAV: Distributed Authoring on Web
 Authors cooperating via Web server
 Edit and manipulate as easy as navigate
and view
 Honor Web model
 Extend HTTP, the Web’s foundation
 Modular Specifications:
 WebDAV for basic distributed authoring
 DeltaV for comprehensive versioning and
configuration management
 ACL for fine-grained authorization
 DASL for multi-collection search and access
 Use XML Metadata Presentation
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WebDAV: Enabling
Interoperability
 WebDAV Disguised as File Systems
 WebDAV Uses Web Server Organization
 Customization Permitted
 Every WebDAV Resource (File) Has
Extensible Property Set
Every WebDAV Server Is A Web
Server
 WebDAV Capabilities Discoverable
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WebDAV: History and Progress
SPECIFICATION DEVELOPMENT
 1996 – First Working Group Meeting
IETF Process Adopted
 1999 – RFC 2518 HTTP Extensions for
Distributed Authoring – Proposed
Standard Status
 2002 – March: RFC 3253 DeltaV
Versioning Extensions to WebDAV Proposed Standard Status
 2002 – RFC 2518 update for promotion
to Draft Standard
 2002 – Security and Search continue
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WebDAV: History and Progress
IMPLEMENTATION AND ADOPTION (March 2002)
 Clients
12 commercial, including MS Windows
& Apple OSX
4 open-source
5 open-source client SDK/libraries
 Servers
12 commercial
10 open-source
4 open-source server SDK/libraries
 11 On-Web Servers
 How So Widespread?
Interoperability Confirmation Testing
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Major WebDAV Clients
 Microsoft: Office 2000/XP (Word, Excel, PowerPoint,
Publisher)
 Adobe: Photoshop 6, Illustrator 10, Acrobat 5, In
Design 2, Go Live 5
 Macromedia: Dreamweaver 4
 Remote File Access:
 Apple: Mac OS X webdavfs
 OS X also ships with Apache and mod_dav
 Microsoft: Windows Web Folders
 Wind River Software: WebDrive
 XML editors
 Excosoft: Documentor
 Altova: XML Spy
 SoftQuad: XMetal
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Major WebDAV Servers
Microsoft: IIS 5/6, Exchange 2000, Sharepoint
Apache: mod_dav (over 95,000 sites)
Oracle: Internet File System
Adobe: InScope
Xythos: Web File Server
Novell: Netware 5.1, Net Publisher
W3C: Jigsaw
Endeavors: Magi-DAV
IBM: DAV4J (DeveloperWorks)
FileNet: Panagon ECM
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WebDAV Resources
 WebDAV
 http://www.webdav.org/
 A central collection of pages and links to all things WebDAV.
 WebDAV Working Group
 http://www.ics.uci.edu/pub/ietf/webdav/
 Contains links to active documents, and a complete list of
WebDAV-supporting applications.
 Electronic Records Management Work
 http://www.cse.ucsc.edu/~dgordon/
 Select Draft ERM Schema Paper (ERMSchemaPaper.doc)
 AIIM 2002 WebDAV Tutorial
 http://DMware.info/WebDAV/
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Convergence of DM, RM, and Web







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Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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WebDAV: Benefits for Managed
Documents
 Fits File-System and Web Models
 Provides Nested Collections of Individual
Resources (files) – familiar usercontrolled structure
 Every Collection and Resource can have
arbitrary sets of properties
 Server implementation is permitted to
add new “live” properties with specific
meanings and policies for use
 Publishing and revision of managed
documents over Web
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WebDAV: Limitations with
Managed Documents
 Discovery of Rules and Constraints not
part of WebDAV.
 Discovery of nature of properties not
built into WebDAV.
 WebDAV is not transparently available to
Desktop applications.
 Adding managed-document policies is
disruptive.
 Does not scale to high-performance
managed-document operation
 No Transaction Model
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Convergence of DM, RM, and Web








Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Opportunities: Metadata
Agreement and Rules
GAP
 WebDAV allows arbitrary metadata – is basic
carrier of properties.
 No agreed mechanism for knowing what
metadata required and rules to follow to
satisfy management requirements.
OPPORTUNITY
 Supplement WebDAV with Standard Practice
for discovery of metadata requirements and
rules
 Take advantage of DMA Experience
 Use AIIM DMware for publishing practice
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Opportunities: Metadata
Agreement and Rules - II
 Repository (WebDAV) Metadata-element
definitions can be publicized by their creators.
 Definitions can be maintained by creators or by
community group.
 Web can be used for definition sharing and
access. Repository can carry local definitions.
 Use XML “namespace” to locate definition from
documents using the element.
 Use metadata element to specify constraints
and requirements by document class.
 Make community agreement or standard for
metadata-agreement framework. Practice can
be decentralized.
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Convergence of DM, RM, and Web








Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Opportunities: Integration into
User Practice
GAP
 Legacy applications not compatible with
WebDAV
 User must leave application to make WebDAV
Access
 Policies for creating and using managed
document not automatically implemented
OPPORTUNITY
 Transparent intermediary between desktop
and WebDAV invisible to application
 Use DMware and ODMA-style cooperation
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Opportunities: Integration into
User Practice - II
 Use Metadata-element definitions to guide
correct creation of proper metadata elements by
users.
 Where possible, introduce file-system extension
that allows all file-based applications to work
transparently with document-management
system.
 Automatically interact with user when operation
of standard application involves creation or
modification of managed document.
 File-system extension can be private or public
solution.
 Extension can apply metadata-agreement
framework.
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Convergence of DM, RM, and Web








Web Standards Provide High Interoperability
Attraction of XML
Expansion of Interoperability and Interchange
WebDAV: Distributed Authoring on the Web
WebDAV: Managed-Document Capabilities
Opportunities: Metadata Agreements & Rules
Opportunities: Integration in User Practice
Standards for Stability and Predictability
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Standards for Stability and Predictability
 AIIM Standards Efforts
 http://standards.aiim.org/
 Digital imaging standards moving attention to metadata concerns
 ARMA Standards Efforts
 http://www.arma.org/standards/
 Looking at software and migration issues
 NARA
 http://www.nara.gov/records/
 Source of DoD 5015.2 and related US information
 Addressing Electronic Records Archiving
 OASIS: http://www.oasis-open.org/
 Digital Preservation: http://digitalpreservation.org/
 Metadata Registration Repositories: ISO/IEC JTC1 SC32 efforts
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