Convergence of Document Management Records Management and the

Convergence of Document Management, Records Management, and the Web Dennis E. Hamilton Nuovo. Doc System Architect AIIM DMware Technical Coordinator Dennis. Hamilton@acm. org http: //nuovodoc. com/activities/A 020401 -japan. htm

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 2

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 3

Web Standards Provide High Interoperability § IETF: Internet Engineering Task Force is Guardian of Internet Interoperability § W 3 C 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. 4

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 5

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 6

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 7

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 8

Expansion of Interoperability and Interchange § Government and civil authorities migrating to Web and XML as part of e. Government initiatives for coordination of all agencies § Financial institutions and commercial firms using XML for e. Business and Business-to. Business 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 9

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 10

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 § e. Gov is seen to depend on careful application of XML by US GAO. § Similar initiatives in e. Business for working between companies: suppliers and customers. 11

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 12

Web. DAV: 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: § Web. DAV for basic distributed authoring § Delta. V for comprehensive versioning and configuration management § ACL for fine-grained authorization § DASL for multi-collection search and access § Use XML Metadata Presentation 13

Web. DAV: Enabling Interoperability § Web. DAV Disguised as File Systems § Web. DAV Uses Web Server Organization § Customization Permitted § Every Web. DAV Resource (File) Has Extensible Property Set Every Web. DAV Server Is A Web Server § Web. DAV Capabilities Discoverable 14

Web. DAV: 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 Delta. V Versioning Extensions to Web. DAV Proposed Standard Status § 2002 – RFC 2518 update for promotion to Draft Standard § 2002 – Security and Search continue 15

Web. DAV: 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 16

Major Web. DAV Clients § Microsoft: Office 2000/XP (Word, Excel, Power. Point, 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: Web. Drive § XML editors § Excosoft: Documentor § Altova: XML Spy § Soft. Quad: XMetal 17

Major Web. DAV Servers Microsoft: IIS 5/6, Exchange 2000, Sharepoint Apache: mod_dav (over 95, 000 sites) Oracle: Internet File System Adobe: In. Scope Xythos: Web File Server Novell: Netware 5. 1, Net Publisher W 3 C: Jigsaw Endeavors: Magi-DAV IBM: DAV 4 J (Developer. Works) File. Net: Panagon ECM 18

Web. DAV Resources § Web. DAV § http: //www. webdav. org/ § A central collection of pages and links to all things Web. DAV. § Web. DAV Working Group § http: //www. ics. uci. edu/pub/ietf/webdav/ § Contains links to active documents, and a complete list of Web. DAV-supporting applications. § Electronic Records Management Work § http: //www. cse. ucsc. edu/~dgordon/ § Select Draft ERM Schema Paper (ERMSchema. Paper. doc) § AIIM 2002 Web. DAV Tutorial § http: //DMware. info/Web. DAV/ 19

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 20

Web. DAV: 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 21

Web. DAV: Limitations with Managed Documents § Discovery of Rules and Constraints not part of Web. DAV. § Discovery of nature of properties not built into Web. DAV. § Web. DAV 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 22

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 23

Opportunities: Metadata Agreement and Rules GAP § Web. DAV 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 Web. DAV with Standard Practice for discovery of metadata requirements and rules § Take advantage of DMA Experience § Use AIIM DMware for publishing practice 24

Opportunities: Metadata Agreement and Rules - II § Repository (Web. DAV) 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. 25

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 26

Opportunities: Integration into User Practice GAP § Legacy applications not compatible with Web. DAV § User must leave application to make Web. DAV Access § Policies for creating and using managed document not automatically implemented OPPORTUNITY § Transparent intermediary between desktop and Web. DAV invisible to application § Use DMware and ODMA-style cooperation 27

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. 28

Convergence of DM, RM, and Web § § § § Web Standards Provide High Interoperability Attraction of XML Expansion of Interoperability and Interchange Web. DAV: Distributed Authoring on the Web. DAV: Managed-Document Capabilities Opportunities: Metadata Agreements & Rules Opportunities: Integration in User Practice Standards for Stability and Predictability 29

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 Do. D 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 JTC 1 SC 32 efforts 30