Development of an Ontology for the Document Management Systems for Construction

Problem and purpose. The problem of improving the training of IT specialists in the field of electronic document management in the process of studying at a university is examined. Methodology . The study used an analysis of practical activities in working with electronic document management systems and training in working with these systems in the process of training IT specialists in the field of electronic document management. Results. A proposal has been put forward on the need to create a special educational system for electronic document management for use as an object of study and as a means of training in the education of IT specialists in the field of electronic document management, the requirements for it were formulated, and step-by-step models of its preparation are described. Conclusion. The proposed software and technological tools and organizational and methodological methods will allow solving the problem of improving the quality of training of IT specialists in the field of electronic document management.

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Principles of reusability of XML-based enterprise documents

Acta Universitatis Agriculturae et Silviculturae Mendelianae Brunensis ◽

10.11118/actaun201058060295 ◽

2010 ◽

Vol 58 (6) ◽

pp. 295-302

Author(s):

Roman Malo

Keyword(s):

Main Idea ◽

Content Management ◽

Document Management ◽

Management Systems ◽

Data Types ◽

Software Infrastructure ◽

Basic Principles ◽

Xml Databases ◽

Extensible Markup ◽

Partial Redundancy

XML (Extensible Markup Language) represents one of flexible platforms for processing enterprise documents. Its simple syntax and powerful software infrastructure for processing this type of documents is a guarantee for high interoperability of individual documents. XML is today one of technologies influencing all aspects of ICT area.In the paper questions and basic principles of reusing XML-based documents are described in the field of enterprise documents. If we use XML databases or XML data types for storing these types of documents then partial redundancy could be expected due to possible documents’ similarity. This similarity can be found especially in documents’ structure and also in documents’ content and its elimination is necessary part of data optimization.The main idea of the paper is focused to possibilities how to think about dividing complex XML documents into independent fragments that can be used as standalone documents and how to process them.Conclusions could be applied within software tools working with XML-based structured data and documents as document management systems or content management systems.

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Managing Converging Content in Organizations

Encyclopedia of Information Science and Technology, Second Edition ◽

10.4018/978-1-60566-026-4.ch396 ◽

2011 ◽

pp. 2490-2496

Author(s):

Anne Honkaranta ◽

Pasi Tyrväinen

Keyword(s):

Information Retrieval ◽

Social Role ◽

Content Management ◽

Document Management ◽

Management Systems ◽

Management Approach ◽

Web Content ◽

Government Organizations ◽

Access Rights ◽

Content Management Systems

Content management is essential for organizational work. It has been defined as “a variety of tools and methods that are used together to collect, process, and deliver content of diverse types” (McIntosh, 2000, p. 1). Content management originates from document management. In fact, a great deal of contemporary content management system functionality has evolved from document management systems. Documents are identifiable units of content, flexibly structured for human comprehension (Murphy, 2001; Salminen, 2003). They have traditionally been considered as containers for organizational content. Document management considers the creation, manipulation, use, publishing, archiving, and disposal of documents as well as the continuous development and design of these activities in organizational domains. In different domains, the requirements for document management differ accordingly. For example, manufacturing companies possess a bulk of technical drawings to be managed, and in e-government organizations, the document content may act as a normative reference that needs to be frozen and archived for long periods of time (Honkaranta, Salminen, & Peltola, 2005). Therefore document management in e-government is commonly split into two types: document management focusing on document production and the records management considering document repository management. Research on document management in organizations has been carried out focusing on a multitude of issues, including document standardization (Salminen, 2003), document metadata (Murphy, 1998), document and information retrieval (Blair, 2002), the social role of documents for organizational groups (Murphy, 2001), as well as document engineering (Glushko & McGrath, 2005). The wide selection of content management systems available has evolved mainly from document management systems (Medina, Meyers, Bragg, & Klima, 2002). They combine into single systems various functionalities developed separately in domains such as library sciences, text databases, information retrieval, and engineering databases. The essential features of document management systems cover: • Library services and version management • Management of user roles and access rights • Text retrieval based on metadata and full-text search • Support for document life-cycle and related work- flows • Management of metadata, as information about documents • Multi-channel publishing for a multitude of devices and print A survey on content management systems revealed that many of the systems still have a monolithic and closed architecture and their ability to adopt proprietary encodings is scarce (Paganelli & Pettenati, 2005). Contemporary content management systems’ support for access management and for customizing workflows for integrating content into organizational processes may be modest. For example, the popular Microsoft SharePoint Server (http://www.microsoft. com/sharepoint/default.mspx) only assigns access rights to folders, not to individual files or units within the files. Content management software may include limited functionality for the design and management of an organization’s Web site. The applicability of the document management approach and the systems for content management have been limited due to an orientation towards using documents as the only unit for managing content. As a consequence of this approach, long documents are difficult to browse through, portions of document content are difficult to reuse in other documents, and long documents are inconvenient for Web delivery (Honkaranta et al., 2005). At least two recent approaches on content management which aim at complementing these weaknesses can be identified. These are Web content management and the use of structured documents in the form of XML.

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A Metadata-Based Approach for Unstructured Document Management in Organizations

Selected Readings on Information Technology Management ◽

10.4018/978-1-60566-092-9.ch014 ◽

2010 ◽

pp. 230-252

Author(s):

Federica Paganelli ◽

Maria Chiara Pettenati ◽

Dino Giuli

Keyword(s):

Relevant Information ◽

Document Management ◽

Management Systems ◽

Markup Language ◽

Web Based ◽

Metadata Model ◽

Information Reuse ◽

Organizational Information

Effectively managing documents is a strategic requirement for every organization. Available document management systems (DMSs) often lack effective functions for automatic document management. One reason is that relevant information frequently is conveyed by unstructured documents, whose content cannot be easily accessed and processed by applications. This article proposes a metadata model, the DMSML (Document Management and Sharing Markup Language) to enable and to ease unstructured document management by supporting the design of DMSs. We argue that the extensive use of this metadata language will render organizational information explicit, promoting information reuse and interoperability in a more profitable way than what is guaranteed by proprietary DMSs. We also briefly depict the design and deployment phases of a Web-based DMS prototype based on DMSML. Our overall intent is to increase the awareness of what managers should account for when considering the possibility of adopting a DMS.

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