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Thread: Implementing DMS

  1. #1
    Greg Barber NNTP User

    Implementing DMS

    We are considering implementing DMS what are the pros and cons to doing this?

  2. #2
    Dave Parkes NNTP User

    Re: Implementing DMS

    Depends what you are trying to achieve, most standard Office type suites
    are ODMA compliant to a greater or lesser extent, but some more specific
    apps may not be. For general purpose document control and the ability to
    find documents, the GW DMS works fine.

    Another thing to consider is the rate of document creation,

    It's a terribly open ended question really :-)

    Cheers Dave


    --
    Dave Parkes [NSCS]
    Occasionally resident at http://support-forums.novell.com/

  3. #3
    Lori Quinn NNTP User

    Re: Implementing DMS

    PROS
    Never lose a document again. Find a document by knowing any of these: who
    authored it, who typed it, when it was created, what word/phrase is in the
    document itself or in the filename (called a subject in DMS).

    Single place to save documents. Users don't have to know which folder to
    save documents into, no risk that a document is filed in the wrong folder or
    even on the wrong drive.

    Assign different document types (memo, letter, spreadsheet, report, form,
    etc) which also might be a help in finding documents later when you're
    looking for a needle in a haystack.

    Choose for fields to be required or not. Can't save the document until
    they follow the rules!

    Create new fields you want to track or use for searching. In a law firm,
    it's typical to assign documents to the client. In a large organization,
    you might assign documents to the different departments or divisions.

    Control who sees what document. If they don't have rights to view a
    document, they won't even know it exists. They could also have the right to
    view a document but not edit it. No more overwriting forms or accidentally
    changing master documents. No more need to break a password someone
    assigned because they needed to keep it private. Users can control rights to
    individual files they create. Or en masse, rights can be revoked or
    granted.

    Maintain the document collection based on creation date and/or type of
    document (memos older than 250 days get archived for instance). You can
    archive them or delete them (of course you would want to archive them... you
    know what happens when you delete them).

    Ability to see who has opened a document. Sally says she never opened that
    spreadsheet with all the employee's salaries in it.... ah haa! You not only
    can tell that indeed she did open it but the date she opened it and that it
    was opened for 11 minutes!

    People who live in GroupWise will like the DMS as part of GroupWise.
    They're probably already familiar with folders. So now they can view/open
    documents from folders similar to what they're familiar with. A much
    shorter learning curve than if they were to get a DMS system other than GW.


    CONS
    More work for the GW administrator. Increased help desk calls because
    you've got a whole new program to support.

    A learning curve for the users. Not difficult, just different. In order to
    have a successful DMS rollout, you must must must (did I say must?) have
    training for the users.

    A con for another brand is expense. But because it's part of GW, you
    already have it. Depending on your system, you might need more server space
    (another server).

    Hmmm.... more cons... Can't think of any.



    "Greg Barber" <gbarber@uca.edu> wrote in message
    news:1zssg.4858$6c7.1186@prv-forum2.provo.novell.com...
    > We are considering implementing DMS what are the pros and cons to doing

    this?



  4. #4
    Dave Parkes NNTP User

    Re: Implementing DMS

    Point 1 was and is the big one here, you can find stuff in seconds from
    years ago, and it will never have been authored by the name you have been
    given <g>

    Cheers Dave


    --
    Dave Parkes [NSCS]
    Occasionally resident at http://support-forums.novell.com/

  5. #5
    Danita Zanre NNTP User

    Re: Implementing DMS

    Dave Parkes wrote:

    > Point 1 was and is the big one here, you can find stuff in seconds from
    > years ago, and it will never have been authored by the name you have been
    > given <g>


    I just did DMS training for a customer last week. They only imported about
    10,000 documents (which apparently are all they "need" - because users
    "cleaned up" before the import! WOW!), and even with as few as 10,000
    documents they were greatly impressed at how much time it saves them. At
    first they were whining a bit about having to spend ALL THAT TIME <g>
    filling out the properties sheet, but I assured them they would save it all
    on the retrieval of docs!

    --
    Danita Zanre
    Novell Support Forums Volunteer
    GroupWise 7 Upgrade Guide!
    www.caledonia.net/gw7upg.html

  6. #6
    peter@cistron.nl NNTP User

    Re: Implementing DMS

    Hi Lori,

    Thanks you for the 'pros' and 'cons'

    >PROS

    (...)

    >CONS

    (...)

    Many 'pros' and just a few 'cons', but still a big question:
    - why are there so less organisations and firms that has Groupwise installed
    but not use GW DMS?
    - why is there no developping by Novell on GW DMS (a Dutch Novell spokesman
    and others told me)?

    I asked around in dutch forums of the NGN (a big network engeneer
    organisation with many Novell Netware and Groupwise engeneers) and the GUG
    (the GroupWise User Group), I asked deep involved GroupWise engeneers
    directly: they don't know of dutch organisations that make use of GW DMS?

    Are all those people and organisation to stupid to use a good free product
    (they have already GroupWise)? Or is it just a dutch desease? ;-)

    What 'cons' do you and others forget??

    Greetings, Peter

    BTW My writing is not meant to attack you, it's just that I don't understand
    the lack of use and the fear to give my clients a bad advice (to use DMS or
    not)


    __________________________
    Peter Bakker Informatisering
    peter@antenna.nl
    http://peter.bakker.name

  7. #7
    Danita Zanre NNTP User

    Re: Implementing DMS

    peter@cistron.nl wrote:

    > Many 'pros' and just a few 'cons', but still a big question: - why are
    > there so less organisations and firms that has Groupwise installed but not
    > use GW DMS?


    Novell has neither "marketed" this nor provided good documentation on it.
    Quite honestly, I think my book on DMS is about the only comprehensive
    documentation out there that really explains it. There was a LOT of
    adoption of DMS when GW 5.x came out as SoftSolutions clients moved that
    direction. But partly due to the lack of enhancements over the years, folks
    have moved elsewhere over time. I am in the middle of two new DMS projects
    right now though, so there are definitely sites out there still wanting to
    do it.

    > - why is there no developping by Novell on GW DMS (a Dutch
    > Novell spokesman and others told me)?


    It has been a languishing feature, no question. This does not, however,
    mean that Novell hasn't had it "on the table" a number of times for
    discussion as to how to improve it, etc. One of the things they are looking
    at for an upcoming version is how to make it less "Windows" dependent. And
    to be fair, while there have been few "enhancements" to DMS over the years,
    there have been a good number of "fixes" on the backend to keep it working
    well. But if you go googling for "document management systems" GroupWise
    doesn't pop up as a player. I've had a number of sites as me for a DMS that
    "works with GW" and they are actually surprised when I just say "GroupWise"
    <g> - so I think part of the reason folks don't use it is that they don't
    even know it's there.



    --
    Danita Zanre
    Novell Support Forums Volunteer
    GroupWise 7 Upgrade Guide!
    www.caledonia.net/gw7upg.html

  8. #8
    peter@cistron.nl NNTP User

    Re: Implementing DMS

    Hi Danita,

    >Novell has neither "marketed" this nor provided good documentation on it.
    >Quite honestly, I think my book on DMS is about the only comprehensive
    >documentation out there that really explains it.


    You book 'Success with GroupWise Document Management' I suppose.

    Just to have the eMail and all the documents of an organisation in one
    search engine is already such an advance for at least my clients (small
    organisition with at most 30 workers, so all Netware SBS users).
    Only the lack of experience here in The Netherlands (and lack of my
    experience) makes me not afraid to advice it.
    Because if they switch from a file-system to GW DMS a way back is not easy.
    And there is a learning curve I understand.
    So it's still a big step. It must 'hold' for many years after that.
    And Novell support and development must stay. The search engine does not
    recognize EXIF info in .jpg files, will it do in the future? Will it work
    with new office suits? And so on.

    >There was a LOT of
    >adoption of DMS when GW 5.x came out as SoftSolutions clients moved that
    >direction. But partly due to the lack of enhancements over the years,

    folks
    >have moved elsewhere over time. I am in the middle of two new DMS

    projects
    >right now though, so there are definitely sites out there still wanting to
    >do it.


    Ok

    >It has been a languishing feature, no question. This does not, however,
    >mean that Novell hasn't had it "on the table" a number of times for
    >discussion as to how to improve it, etc. One of the things they are

    looking
    >at for an upcoming version is how to make it less "Windows" dependent.


    Good!

    Novell did a good job by selling and promoting Netware SBS, they had do much
    better with promoting GW and GW DMS.
    Or integrate the search engine of GW with Novell Quickfinder (they told me
    it's the same database-software) in a way and promote that.

    > I've had a number of sites as me for a DMS that
    >"works with GW" and they are actually surprised when I just say

    "GroupWise"
    ><g> - so I think part of the reason folks don't use it is that they don't
    >even know it's there.


    When I look at my customers: mostly they use only a small part of GW.
    Perhaps I have to promote the (for them) usefull possibilities better too.

    Thanks and greetings, Peter


    __________________________
    Peter Bakker Informatisering
    peter@antenna.nl
    http://peter.bakker.name

  9. #9
    Uwe Buckesfeld NNTP User

    Re: Implementing DMS

    Lori Quinn wrote:
    > PROS
    > Never lose a document again. Find a document by knowing any of these: who
    > authored it, who typed it, when it was created, what word/phrase is in the
    > document itself or in the filename (called a subject in DMS).


    Lori,

    correct me if I'm wrong, but AFAIK it cannot index the content of PDF files, which makes it completely useless for us.

    Uwe

    --
    Novell Support Connection Volunteer SysOp
    Please don't send me support related e-mail unless I ask you to do so.

  10. #10
    peter@cistron.nl NNTP User

    Re: Implementing DMS

    Hi Uwe,

    >correct me if I'm wrong, but AFAIK it cannot index the content of PDF

    files, which makes it completely useless for us.

    I just tried searching in PDF files with GroupWise 7.0.1 and come to the
    same conclusion: it does not work.

    Novell Quickfinder, which has the same backend (database software) as the GW
    Quickfinder, as a Novell spokesman told me, does search in PDF.
    A question of implantation?

    Greetings, Peter

    __________________________
    Peter Bakker Informatisering
    peter@antenna.nl
    http://peter.bakker.name

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