Implementing Docushare

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