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E A Simple Document Management System
N (sDMS)
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Advisor: Author:
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E Asist. Ing. SZABÓ László Zsolt ZSIGMOND Rezső
Târgu Mureş, 2009

Goals
S Efficient document management is an important
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factor for an organizations performance.
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E Our goal was:
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To allow a group of people to collaborate on a
I complex set of documents, like the “Dosarul de
A Acreditare”
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To overcome the restrictions of the existing
M document storage (shared network drive), and
T to add new features like versioning, logging,
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better security, locking capabilities
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Document Management Systems
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A A DMS is a set of computer programs that store
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I and track electronic documents.
E Functions of a DMS:
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Store documents and their metadata
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Index documents
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Retrieve the stored content
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Security features
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Collaboration
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Versioning
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

JSR-170
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Content Repository for Java technology API
P (Day Software, from February 2002)
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Content repository is a hierarchical content store
N for structured or unstructured data
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Was created to provide a standardized interface
I for different repositories
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JSR-170 compliance levels: level 1(browse), level
- 2(write), optional features
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A repository is like an n-ary tree. The tree consists
E of Items (nodes, properties)
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Apache Jackrabbit
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Fully conforming implementation of the JCR based
A on the JSR-170 specification
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Consists of three layers: Content Applications,
N Content Repository API, Content Repository
T implementation
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Configuration: file system, security, workspace,
- versioning, search, persistence, clustering
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configurations
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Node types and properties
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Existing DM Systems
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jLibrary: open source DMS based on
P Jackrabbit and a J2EE compliant application
I server
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OpenKM: open source DMS based on
T Jackrabbit, JBoss and GWT
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Alfresco: Java based CIFS server available in
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- multiple languages
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KnowledgeTree: commercial open source
M web based DMS developed using PHP
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Requirements for my application
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Authenticate users
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Create and rename folders
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Upload files
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Change file attributes
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Delete files and folders
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Download file
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Replace file
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Lock file or folder
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Store multiple versions of the files and folders
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Move files and folders
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Search the content of the repository
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Architecture
S My application is a web based DMS designed with
A J2EE technology. It can be divided into three layers:
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Client interface: web browser
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Web container: Apache Tomcat 6.0
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Storage Layer: consists of the Jackrabbit content
T repository and an Apache Derby database
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Security
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Authentication is handled by the web container
A (Tomcat 6.0)
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User login information is stored in an Apache
N Derby database
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Jackrabbit requires authentication on the
A repository level, meaning that users are
- authenticated for the second time on that level.
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This authentication is hidden from the user.
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Jackrabbit configuration
S Configuration options:
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FileSystem: LocalFileSystem has been used
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Security: configures the Access Manager and Login
N Module
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Workspace: default workspace configuration
A template
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Versioning: configures how versions are stored
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SearchIndex: the default implementation uses
Apache Lucene
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Uploading a file
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Lock file
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Preventing files from being modified
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Only the user that placed the lock can unlock it
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Two types of locks: the first locks only the selected
T item; the second option locks all the child items also
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Delete file
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removing files from the repository
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A deleted file can be recovered, if versioning is
E enabled
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Previous versions of the file are not deleted
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

User interface
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Test cases
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deployed on a PC with a 1.6 GHz Centrino Duo
A CPU, 2GB RAM, 5400 RPM hard drive, Windows
P XP Professional
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Tested with several use case scenarios and it
T performed as expected
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Every functionality was tested several times using
- different input data in order to ensure proper
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functioning
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Future tests will be carried out in pre production
environment
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Test case example
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Repository upload time in good network
A conditions (localhost)
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Results and improvements
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I've managed to build a DMS that will serve our University
A and other small organizations
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It has all the functionality that is required to effectively
E manage and organize documents
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Next steps:
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
improve certain parts of the application, like search, user
- interface, multilingual version, mass document upload and
E download
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Make it available for small organizations
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Thank you for your attention
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Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009