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Implementing DMS

We are considering implementing DMS what are the pros and cons to doing this?
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Anonymous_User Absent Member.
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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


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


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Anonymous_User Absent Member.
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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


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

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



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

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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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Anonymous_User Absent Member.
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Re: Implementing DMS

peter@cistron.nl wrote:

> Novell Quickfinder, which has the same backend (database software) as the
> GW Quickfinder, as a Novell spokesman told me, does search in PDF.


Well, not really. Novell Quickfinder is a newer version of the software,
and it's not an "easy" swap by any means. Indexing PDFs is probably one of
the most asked for enhancements for DMS.

--
Danita Zanre
Novell Support Forums Volunteer
GroupWise 7 Upgrade Guide!
www.caledonia.net/gw7upg.html
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Anonymous_User Absent Member.
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Re: Implementing DMS

Hi Danita,

>Well, not really. Novell Quickfinder is a newer version of the software,
>and it's not an "easy" swap by any means.


Ok

And there is no easy way to use the Novell QuickFinder to search in
GroupWise mail I suppose. (I can't image myself a system that had such a
free access to the GW mailsystem.)

>Indexing PDFs is probably one of
>the most asked for enhancements for DMS.


Understandable.

Thanks and greetings, Peter


__________________________
Peter Bakker Informatisering
peter@antenna.nl
http://peter.bakker.name
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Anonymous_User Absent Member.
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Re: Implementing DMS

Well, here at least, we just keep all the PDF files on the Web servers
where they can be both indexed and accessed easily. As generally PDF files
are 'frozen' images of another document, we keep the actual Word/Excel
whatever docs in GW DMS, and then put the PDFs produced from these docs
onto the web server directories. Seems to give us the best of both worlds,
security to the original docs, and easy access to the PDFs

Cheers Dave


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



>>> On 7/25/2006 at 1:50 PM, in message

<0Ssxg.3794$a27.1579@prv-forum2.provo.novell.com>, <peter@cistron.nl>
wrote:
>
> Are all those people and organization to stupid to use a good free
> product
> (they have already GroupWise)? Or is it just a dutch desease? 😉


I assure you that such stupidity is rampant over here.

Our office is quite receptive to purchasing a $20,000 document management
system that they heard about from the other office over there,
in spite of the fact that GW DMS is just as good and probably better
for them.

After ten years using Groupwise, and dozens of memos and demos of DMS,
they still seem somehow ashamed of Groupwise and anxious to be using
the same thing everyone else is using in spite of the cost in money,
time, and software trouble.

Don't destroy my illusion that there is more rationality in Europe. 🙂

FWIW.

Tom

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Anonymous_User Absent Member.
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Re: Implementing DMS

Tom Breeden wrote:

> Don't destroy my illusion that there is more rationality in Europe. 🙂


Heehee - I feel your pain!

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