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HARNESSING THE !
DOCUMENT HYDRA
HARNESSING THE !
DOCUMENT HYDRA
Rob Ladd!
Application Development Specialist!
NC State University!
College of Agriculture ...
HARNESSING THE !
DOCUMENT HYDRA
• The Problem!
• The State of Document Storage at NC State!
• The Historical Workflow!
• Wh...
THE PROBLEM
• NC State’s web presence has historically been
decentralized!
• Each department may have several websites,
fo...
NUMBERED PUBLICATIONS
FACT SHEETS
THE PROBLEM
• Result: thousands of documents!
• In this case, our documents fall roughly...
Formal, reviewed publications
Informal documents!
Often (but not always) HTML web pages
NUMBERED PUBLICATIONS
FACT SHEETS
...
• ManyVersions!
• Many Formats!
• No Tracking!
• No Formal Review!
• No Idea What’s Out There
THOUSANDS OF DOCUMENTS
THE P...
CREATE
• Write document in Word and either:!
• Convert to PDF (Either by creator, or by sending
to Comm Services)!
• Save ...
EDIT
• Find Word .doc!
• Make changes!
• Convert to PDF (Either by creator, or by sending to Comm Services)!
• Find / repl...
• 1000s of documents!
• ManyVersions!
• Many Formats!
• No Tracking!
• No Formal Review!
• No Idea What’s Out There
THE PR...
DOCUMENTS NEED TO
• Be available for review!
• Have original source available for editing!
• Expire after 5 years!
• Have ...
PHASE I - RESOURCE REPOSITORY
• Gather all the docs in one place!
• Store documents with source!
• Links never expire or g...
RESOURCE REPOSITORY | PUBLICVIEW
RESOURCE REPOSITORY | PUBLICVIEW
RESOURCE REPOSITORY | EDITORVIEW
RESOURCE REPOSITORY | EDITORVIEW
RESOURCE REPOSITORY | EDITORVIEW
RESOURCE REPOSITORY | EDITORVIEW
• Write document in Word!
• Convert to PDF (Either by creator, or by sending
to Comm Services) !
• Enter into Resource Rep...
NEW WORKFLOW (PHASE I)
• Download original from Resource Repository!
• Edit document in Word!
• Convert to PDF (Either by ...
• All links to document still work!
• Document can be reviewed before publishing!
• Document expires after 5 years!
• Orig...
Some problems are solved,!
But some remain…
PHASE I - RESOURCE REPOSITORY
THE PROBLEMS WITH PDF
• not mobile friendly
• not automatically ADA compliant
• not editable
• not trackable with analytic...
THE PROBLEMS WITH PDF
• nobody reads them
According to a May 2014 report by the
World Bank, of the thousands of PDF
docume...
1. Once we’ve taken our info and put it into a
PDF, it’s dead*.
2. If we need the info in another application, we
have to ...
We need a way for users to create a !
document once, and have it become: !
• a printable document!
• a web page (ADA acces...
FACTSHEET GENERATOR | EDITORVIEW
FACTSHEET GENERATOR | EDITORVIEW
FACTSHEET GENERATOR | PUBLICVIEW
FACTSHEET GENERATOR | PUBLICVIEW
FACTSHEET GENERATOR | MOBILE
FACTSHEET GENERATOR | MOBILE
FACTSHEET GENERATOR | PRINT
FACTSHEET GENERATOR | PRINT
• The Document of Record!
• THIS is the original.We all know where it is, when it was last
updated, by whom. !
• If we nee...
• This is possible because we are no longer
treating the documents as just documents.!
• We’re treating them as data!
• Da...
FACTSHEETS BECOME REUSABLE
All the data entered into the FactSheet
Generator are accessible via our FactSheet API*.
That m...
FACTSHEETS BECOME REUSABLE
• Strawberry Key demo!
• WP Demo!
• PDIC Demo
STRAWBERRY DIAGNOSTIC KEY
STRAWBERRY DIAGNOSTIC KEY
STRAWBERRY DIAGNOSTIC KEY
STRAWBERRY KEY | ADD / EDIT
All you have to do
is choose the fact
sheet here.
STRAWBERRY KEY | ADD / EDIT
WORDPRESS INTEGRATION
WORDPRESS INTEGRATION
WordPress “Short Code”
PHASE III - PRINT
THERE ARE SOME DOCUMENTS THAT
SIMPLY WANT TO BE PRINTED
• But we also want them to exist on the web, so we need a
web vers...
ADOBE INDESIGN
• Your institution is likely already using it!
• Allows importing XML to create documents!
• set up format ...
ADOBE INDESIGN
PHASE III - PRINT
ADOBE INDESIGN
PHASE III - PRINT
xml
ADOBE INDESIGN
PHASE III - PRINT
xml
ADOBE INDESIGN
PHASE III - PRINT
xml
ADOBE INDESIGN
PHASE III - PRINT
xml
• Tighter integration!
• Fewer forms to fill out!
• Large-scale documents!
• Master Gardener manual!
• Ag-Chem manual!
• Ed...
OUR HERO
✓ Monster slain
✓ Damsel de-stressed
✓ Kingdom saved
?
Rob Ladd!
rob_ladd@ncsu.edu
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
Harnessing the Document Hydra: The Print, Mobile, Web solution
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Harnessing the Document Hydra: The Print, Mobile, Web solution

We have thousands of PDF documents; some very old and new ones being generated every day. Unfortunately, on websites, mobile devices and screen viewers, PDF is not ideal. We need a way to keep documents in sync across all platforms, and for the platforms to be able to access current data. We have it with our new Factsheet Generator. Rather than creating a document and saving it to PDF, users create documents in our web-based tool. It is then entered into our repository, where it becomes a mobile-friendly, 508 compliant web page; indexed and available via a Google search. It can also be instantly posted to one or more WordPress sites - not just a link, but all the text, tables and images. Furthermore, since the data and formatting are stored separately, a print-ready document can be created from the same input. In one step, the document is on the web, mobile and the bookshelf. We are currently transitioning our 600+ page Master Gardener Manual to the new format. Instead of printing the entire expensive book every 15 years, new sections are added and updated in real time. And users can save time and resources by printing just the sections that they need.

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Harnessing the Document Hydra: The Print, Mobile, Web solution

  1. 1. HARNESSING THE ! DOCUMENT HYDRA
  2. 2. HARNESSING THE ! DOCUMENT HYDRA Rob Ladd! Application Development Specialist! NC State University! College of Agriculture & Life Sciences! Extension InformationTechnology! rob_ladd@ncsu.edu
  3. 3. HARNESSING THE ! DOCUMENT HYDRA • The Problem! • The State of Document Storage at NC State! • The Historical Workflow! • Why the workflow wasn’t working! • The 3 Phases of an Iterative Solution! • Phase I -The Resource Repository! • Phase II -The FactSheet Generator! • Phase III - Industry Standard Print Integration! • Phase IV -The Future! • Questions
  4. 4. THE PROBLEM • NC State’s web presence has historically been decentralized! • Each department may have several websites, for which they are responsible! • That means different technologies, formats and storage locations
  5. 5. NUMBERED PUBLICATIONS FACT SHEETS THE PROBLEM • Result: thousands of documents! • In this case, our documents fall roughly into two classes:
  6. 6. Formal, reviewed publications Informal documents! Often (but not always) HTML web pages NUMBERED PUBLICATIONS FACT SHEETS THE PROBLEM
  7. 7. • ManyVersions! • Many Formats! • No Tracking! • No Formal Review! • No Idea What’s Out There THOUSANDS OF DOCUMENTS THE PROBLEM
  8. 8. CREATE • Write document in Word and either:! • Convert to PDF (Either by creator, or by sending to Comm Services)! • Save as html! • Upload a copy somewhere WORKFLOW
  9. 9. EDIT • Find Word .doc! • Make changes! • Convert to PDF (Either by creator, or by sending to Comm Services)! • Find / replace the old version you uploaded! • Find / replace all the links to that document! • ???! • Notify everyone in the world that the document has changed! • Authors retire, revisions stop, documents get lost WORKFLOW
  10. 10. • 1000s of documents! • ManyVersions! • Many Formats! • No Tracking! • No Formal Review! • No Idea What’s Out There THE PROBLEM AND Workflow is awful
  11. 11. DOCUMENTS NEED TO • Be available for review! • Have original source available for editing! • Expire after 5 years! • Have authors retain control! • Have a streamlined create / edit workflow! • Persist (still be findable after edits, etc.)
  12. 12. PHASE I - RESOURCE REPOSITORY • Gather all the docs in one place! • Store documents with source! • Links never expire or get stale! • Allow review and reporting! • Expire documents that are out of date
  13. 13. RESOURCE REPOSITORY | PUBLICVIEW
  14. 14. RESOURCE REPOSITORY | PUBLICVIEW
  15. 15. RESOURCE REPOSITORY | EDITORVIEW
  16. 16. RESOURCE REPOSITORY | EDITORVIEW
  17. 17. RESOURCE REPOSITORY | EDITORVIEW
  18. 18. RESOURCE REPOSITORY | EDITORVIEW
  19. 19. • Write document in Word! • Convert to PDF (Either by creator, or by sending to Comm Services) ! • Enter into Resource Repository! • Link generated that can now be shared CREATE NEW WORKFLOW (PHASE I)
  20. 20. NEW WORKFLOW (PHASE I) • Download original from Resource Repository! • Edit document in Word! • Convert to PDF (Either by creator, or by sending to Comm Services) ! • Save into Resource Repository! • Link stays the same EDIT
  21. 21. • All links to document still work! • Document can be reviewed before publishing! • Document expires after 5 years! • Original is easy to find NEW WORKFLOW (PHASE I)
  22. 22. Some problems are solved,! But some remain… PHASE I - RESOURCE REPOSITORY
  23. 23. THE PROBLEMS WITH PDF • not mobile friendly • not automatically ADA compliant • not editable • not trackable with analytics • nobody reads them • nobody does http://www.nngroup.com/articles/pdf-unfit-for-human-consumption/
  24. 24. THE PROBLEMS WITH PDF • nobody reads them According to a May 2014 report by the World Bank, of the thousands of PDF documents on their website between 2008 to 2012, nearly one third had never been downloaded, not even once!! Another 40 percent of their reports had been downloaded fewer than 100 times. http://documents.worldbank.org/curated/en/2014/05/19456376/world-bank- reports-widely-read-world-bank-reports-widely-read
  25. 25. 1. Once we’ve taken our info and put it into a PDF, it’s dead*. 2. If we need the info in another application, we have to recreate it. 3. It isn’t indexed or searched. 4. We can't tell who reads it, oh wait… 5. Nobody reads it. THE PROBLEMS WITH PDF * “Dead” means static, non-dynamic. The information just sits on the page or screen and gets old.
  26. 26. We need a way for users to create a ! document once, and have it become: ! • a printable document! • a web page (ADA accessible and mobile-friendly)! • searched and indexed by Google, Bing, etc.! • able to be shared across multiple platforms! • The Document of Record * THE SOLUTION TO PDF
  27. 27. FACTSHEET GENERATOR | EDITORVIEW
  28. 28. FACTSHEET GENERATOR | EDITORVIEW
  29. 29. FACTSHEET GENERATOR | PUBLICVIEW
  30. 30. FACTSHEET GENERATOR | PUBLICVIEW
  31. 31. FACTSHEET GENERATOR | MOBILE
  32. 32. FACTSHEET GENERATOR | MOBILE
  33. 33. FACTSHEET GENERATOR | PRINT
  34. 34. FACTSHEET GENERATOR | PRINT
  35. 35. • The Document of Record! • THIS is the original.We all know where it is, when it was last updated, by whom. ! • If we need to update or fix a typo, we can do it INSTANTLY! • If we need to REMOVE a document, we can do it, instantly! • We can easily track who is reading, how much time they’re spending and how they’re finding our publications! • The documents are indexed; they show up when people search on a topic, worldwide! • Our workflow is now 2 steps! ! • Type and Save PHASE II - FACTSHEET GENERATOR
  36. 36. • This is possible because we are no longer treating the documents as just documents.! • We’re treating them as data! • Data are dynamic! • That means, we get a free bonus! PHASE II - FACTSHEET GENERATOR
  37. 37. FACTSHEETS BECOME REUSABLE All the data entered into the FactSheet Generator are accessible via our FactSheet API*. That means a website or RSS reader or mobile application can get the data using a simple web query. * API = application programming interface
  38. 38. FACTSHEETS BECOME REUSABLE • Strawberry Key demo! • WP Demo! • PDIC Demo
  39. 39. STRAWBERRY DIAGNOSTIC KEY
  40. 40. STRAWBERRY DIAGNOSTIC KEY
  41. 41. STRAWBERRY DIAGNOSTIC KEY
  42. 42. STRAWBERRY KEY | ADD / EDIT
  43. 43. All you have to do is choose the fact sheet here. STRAWBERRY KEY | ADD / EDIT
  44. 44. WORDPRESS INTEGRATION
  45. 45. WORDPRESS INTEGRATION
  46. 46. WordPress “Short Code”
  47. 47. PHASE III - PRINT
  48. 48. THERE ARE SOME DOCUMENTS THAT SIMPLY WANT TO BE PRINTED • But we also want them to exist on the web, so we need a web version! • Instead of two versions, lets take the data from the publication, and use them to:! • create a mobile-friendly, ADA compliant web page! • create a print document PHASE III - PRINT
  49. 49. ADOBE INDESIGN • Your institution is likely already using it! • Allows importing XML to create documents! • set up format of your printed document! • import the data as XML! • Good News: Our fact sheet data can easily be sent around as XML (remember the API?) PHASE III - PRINT
  50. 50. ADOBE INDESIGN PHASE III - PRINT
  51. 51. ADOBE INDESIGN PHASE III - PRINT xml
  52. 52. ADOBE INDESIGN PHASE III - PRINT xml
  53. 53. ADOBE INDESIGN PHASE III - PRINT xml
  54. 54. ADOBE INDESIGN PHASE III - PRINT xml
  55. 55. • Tighter integration! • Fewer forms to fill out! • Large-scale documents! • Master Gardener manual! • Ag-Chem manual! • Education and training PHASE IV - FUTURE
  56. 56. OUR HERO ✓ Monster slain ✓ Damsel de-stressed ✓ Kingdom saved
  57. 57. ? Rob Ladd! rob_ladd@ncsu.edu

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