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A strategic view of document and digital object management for the University of the Witwatersrand, Johannesburg Prof Dere...
 
What are documents? How does  the computer 'see' them?
The storage view
The manipulation view
The structural view
The operational view
The storage view The operational view The manipulation view The structural view
The storage view The operational view The manipulation view The structural view Time Time Time Require software that under...
Survival The future Today Physical deterioration Digital obsolescence Accidental damage Loss of  metadata Devices File for...
Survival A major  threat to proprietary file formats common in proprietary systems Today Physical deterioration Digital ob...
Device obsolescence
File format  obsolescence Software supporting the format fails in the marketplace or is bought by a competitor and withdra...
File format  obsolescence Software upgrades fail to support legacy files The format itself is superseded by another or evo...
> A small subset of commonly used media formats! Media
If you don't have the software, even a perfectly preserved  document is of no use.
Digitization Document management Born digital Analogue Digital Time Digital assets Digital recovery Digital  archiving Dig...
As a component of how we manage our digital assets
Why digital asset management? <ul><li>We are a knowledge organization
Knowledge workers spend 30-40%  of their time on document related tasks
This increases significantly when  other digital assets are taken into consideration
Digital assets are increasing and increasingly easy to lose
Digital assets form the basis of much of our research </li><ul><li>And much more is possible </li></ul></ul>
Digital archiving and preservation <ul><li>Institutional papers and documents </li></ul>Other  digital  assets <ul><li>His...
Library collections
Various history projects
Rockart collections
Video and audio collections </li><ul><li>e.g. Wits TV </li></ul><li>Donations of significant collections  from industry
History of human evolution research
Research output and theses
Research data </li></ul>
The curse of the  born-analogue
Capture Create Classify Share Archive Destroy Protect Retain Find & use Preserve Route Social and semantic elements
Creating  semantic and  socially connected document stores archives repositories museums herbaria 21 st  Century
Semantic and social 'X' <ul><li>Fedora commons
Fedora commons  SWORD API
Chisimba </li></ul>Chisimba Fedora Commons SWORD API Chisimba API XMPP eLearning 'Portals'
Workflow WEWE
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A strategic view of document and digital object management

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A strategic view of document and digital object management for the University of the Witwatersrand, Johannesburg. This was a presentation given to senior managers who have an interest in enterprise digital asset management at Wits.

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Transcript of "A strategic view of document and digital object management"

  1. 1. A strategic view of document and digital object management for the University of the Witwatersrand, Johannesburg Prof Derek W. Keats Deputy Vice Chancellor (Knowledge & Information Management) The University of the Witwatersrand, Johannesburg http://kim.wits.ac.za [email_address]
  2. 3. What are documents? How does the computer 'see' them?
  3. 4. The storage view
  4. 5. The manipulation view
  5. 6. The structural view
  6. 7. The operational view
  7. 8. The storage view The operational view The manipulation view The structural view
  8. 9. The storage view The operational view The manipulation view The structural view Time Time Time Require software that understands the 'document' and knows how to present it.
  9. 10. Survival The future Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Devices File formats
  10. 11. Survival A major threat to proprietary file formats common in proprietary systems Today Physical deterioration Digital obsolescence Accidental damage Loss of metadata Devices File formats
  11. 12. Device obsolescence
  12. 13. File format obsolescence Software supporting the format fails in the marketplace or is bought by a competitor and withdrawn.
  13. 14. File format obsolescence Software upgrades fail to support legacy files The format itself is superseded by another or evolves in complexity The format &quot;take up&quot; is low or industry fails to create compatible software The format fails, stagnates, or is no longer compatible with the current environment
  14. 15. > A small subset of commonly used media formats! Media
  15. 16. If you don't have the software, even a perfectly preserved document is of no use.
  16. 17. Digitization Document management Born digital Analogue Digital Time Digital assets Digital recovery Digital archiving Digital preservation Risk without long term planning
  17. 18. As a component of how we manage our digital assets
  18. 19. Why digital asset management? <ul><li>We are a knowledge organization
  19. 20. Knowledge workers spend 30-40% of their time on document related tasks
  20. 21. This increases significantly when other digital assets are taken into consideration
  21. 22. Digital assets are increasing and increasingly easy to lose
  22. 23. Digital assets form the basis of much of our research </li><ul><li>And much more is possible </li></ul></ul>
  23. 24. Digital archiving and preservation <ul><li>Institutional papers and documents </li></ul>Other digital assets <ul><li>Historical papers
  24. 25. Library collections
  25. 26. Various history projects
  26. 27. Rockart collections
  27. 28. Video and audio collections </li><ul><li>e.g. Wits TV </li></ul><li>Donations of significant collections from industry
  28. 29. History of human evolution research
  29. 30. Research output and theses
  30. 31. Research data </li></ul>
  31. 32. The curse of the born-analogue
  32. 33. Capture Create Classify Share Archive Destroy Protect Retain Find & use Preserve Route Social and semantic elements
  33. 34. Creating semantic and socially connected document stores archives repositories museums herbaria 21 st Century
  34. 35. Semantic and social 'X' <ul><li>Fedora commons
  35. 36. Fedora commons SWORD API
  36. 37. Chisimba </li></ul>Chisimba Fedora Commons SWORD API Chisimba API XMPP eLearning 'Portals'
  37. 38. Workflow WEWE
  38. 39. Workflow
  39. 40. WeWe Basics <ul><li>Rules-driven workflow engine
  40. 41. Rules represented in XML
  41. 42. Sequential event support
  42. 43. Conditional Return support
  43. 44. Written in Perl
  44. 45. Uses PostgreSQL Database
  45. 46. Open Source
  46. 47. Originally developed for The University of the Witwatersrand, Johannesburg
  47. 48. Multiple Management interfaces </li></ul>
  48. 49. WeWe Designer <ul><li>Web-based design tool for designing workflows
  49. 50. Supports multiple events with multiple return types/states
  50. 51. Drag and drop interface
  51. 52. Written in JQuery
  52. 53. Open Source Interface
  53. 54. Adapt from Design “Template” support </li></ul>
  54. 55. WeWe Developer <ul><li>Developers create Rules Modules
  55. 56. Modules can be written in Perl or any other language that can be executed from the Linux commandline
  56. 57. API
  57. 58. Commandline Interface </li></ul>
  58. 59. Workflow Process
  59. 60. Enterprise document management An approach using private cloud Workflow managed by WEWE layer Folder server WEWE Chisimba Private cloud infrastructure Site Ingest Born digital Shared folder Network WEWE Network Site Site Site Shared folder WWW WEWE
  60. 61. Private cloud infrastructure Robotic tape library Spinning disks Flash memory Hosted services Digital archive Virtualization Chisimba Fedora Chisimba Other Wits portals eLearning OS: Open Solaris SOA layer email Zimbra iRODS Remote site Remote site Remote site Remote site WEWE Compute cloud Hierarchical storage
  61. 62. Private cloud infrastructure Use in establishing digital archive Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage
  62. 63. Private cloud infrastructure Use in establishing digital archive Compute cloud Storage cloud Robotic tape library Digital archive Fedora WEWE Chisimba Archon WEWE rules Ingest Source artifacts Digital conversion Remote site Ingest Source artifacts Digital conversion WEWE rules Remote site Born digital Docs Audio Video etc SOA layer OS: Open Solaris First tier storage Scanning & assembly
  63. 64. The real challenge is getting the document scanned and into a PDF and sent off to somewhere meaningful. Thats why we need expensive document imaging software. Right? #!/bin/bash #Scan in the pages scanadf --mode &quot;Black & White&quot; --resolution 200 #Convert each page to a pdf file do convert $file $file.pdf rm $file done #Concatenate all the individual pdf files pdftk image-*.pdf cat output $1.pdf rm image-*.pdf mv *.pdf /home/$USER/monitored/outgoing/ . exit 0
  64. 65. Let's have one digital asset management project for Wits and let us create the synergy that leads to innovation.
  65. 67. Attribution file: http://www.dkeats.com/usrfiles/users/ 1563080430/attribution/attrib.txt
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