sDMS, a simple Document Management System

S
A
P
I
E A Simple Document Management System
N (sDMS)
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M
Advisor: Author:
T
E Asist. Ing. SZABÓ László Zsolt ZSIGMOND Rezső

Târgu Mureş, 2009

Goals
S Efficient document management is an important
A
P
factor for an organizations performance.
I
E Our goal was:
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T

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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E

To overcome the restrictions of the existing
M document storage (shared network drive), and
T to add new features like versioning, logging,
E
better security, locking capabilities
Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Document Management Systems
S
A A DMS is a set of computer programs that store
P
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
A 
Retrieve the stored content
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Security features
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
Collaboration
T 
Versioning
E


JSR-170
S
A 
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
T 
Was created to provide a standardized interface
I for different repositories
A 
JSR-170 compliance levels: level 1(browse), level
- 2(write), optional features
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M
T

A repository is like an n-ary tree. The tree consists
E of Items (nodes, properties)


Apache Jackrabbit
S 
Fully conforming implementation of the JCR based
A on the JSR-170 specification
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I
E

Consists of three layers: Content Applications,
N Content Repository API, Content Repository
T implementation
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A 
Configuration: file system, security, workspace,
- versioning, search, persistence, clustering
E
M
configurations
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
Node types and properties
E


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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N

OpenKM: open source DMS based on
T Jackrabbit, JBoss and GWT
I 
Alfresco: Java based CIFS server available in
A
- multiple languages
E 
KnowledgeTree: commercial open source
M web based DMS developed using PHP
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E


Requirements for my application
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A 
Authenticate users
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Create and rename folders
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E

Upload files
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
Change file attributes
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Delete files and folders
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Download file
A 
Replace file
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Lock file or folder
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M

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


Architecture
S My application is a web based DMS designed with
A J2EE technology. It can be divided into three layers:
P 
Client interface: web browser
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E

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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A
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E
M
T
E


Security
S 
Authentication is handled by the web container
A (Tomcat 6.0)
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I
E

User login information is stored in an Apache
N Derby database
T
I 
Jackrabbit requires authentication on the
A repository level, meaning that users are
- authenticated for the second time on that level.
E
M
This authentication is hidden from the user.
T
E


Jackrabbit configuration
S Configuration options:
A 
FileSystem: LocalFileSystem has been used
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E

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

Uploading a file
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Lock file
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T 
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
E


Delete file
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E
N
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I

removing files from the repository
A
- 
A deleted file can be recovered, if versioning is
E enabled
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
Previous versions of the file are not deleted


User interface
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A
P
I
E
N
T
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A
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E
M
T
E


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

Test case example
S 
Repository upload time in good network
A conditions (localhost)
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E
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Results and improvements
S 
I've managed to build a DMS that will serve our University
A and other small organizations
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I 
It has all the functionality that is required to effectively
E manage and organize documents
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T
Next steps:
I
A

improve certain parts of the application, like search, user
- interface, multilingual version, mass document upload and
E download
M
T 
Make it available for small organizations
E


S
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P
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E
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T
Thank you for your attention
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sDMS, a simple Document Management System

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