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Presentation on GNM-DMS

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My role on the Design & Development of
GNM – DMS Xtended. (Germanic National Museum, Document Management System)

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Presentation on GNM-DMS

  1. 1. Design & Development of GNM – DMS Xtended Giannis Alexakis
  2. 2. Contents • Introduction – System Purpose • GNM-DMS Basic • GNM-DMS Xtended – Specifications – Technology – Integration – Improvements
  3. 3. Introduction - System purpose • GNM-DMS – Document Management System – A partnership between • ICS-FORTH (Institute of Computer Science-Foundation for Research and Technology) • Germanic National Museum – Developed and Integrated (aprx 2000-2005) – Available to be customized for other museums (ΣΥΝΘΕΣΙΣ system) • System parts – GNM-DMS Basic – GNM-DMS Xtended • My role – Part of a team (4 developers – 2 supervisors) – Implementation of the Xtended system prototype (2003-2004) – Technical papers, user manuals writing – Installation, maintenance, user support – Basic and Xtended system integration (analysis)
  4. 4. DMS Basic
  5. 5. DMS Basic • Assists the documentation of the museum objects • Based on the CIDOC (ISO 21127) standard • Users – Registration office: initiate the inventory documents – Curator: scientific documentation, scholarly information • Documents in XML format – information using custom tags that describe the structure and meaning of the content – designers control how each document is formatted for different delivery channels – content creators concentrate on collecting, writing and approving content
  6. 6. DMS Basic • Important features – categorization and search within tags – documentation monitoring – privileges • efficient distribution of the documents among the responsible officers – versioning • which information was added • by whom • when • Historical information evolves constantly – “History always needs to be rewritten” George Santayana • Simplified example <object> <responsible curator> G. A. Shonbucher </responsible curator> <type> painting </type> <creator> El Greco </creator> <created on> 1645 </created on> <shows> self portrait of the painter</shows> <object>
  7. 7. DMS Basic •Web UI for document navigation and access •Customized Xmetal editor for easy document editing •Oracle iFS (now Content Management System) •XML document repository in an Oracle 9i database
  8. 8. DMS Xtended
  9. 9. Specifications • Apart from the basic DMS • A system used in the administration of the objects was needed - DMS Xtended - • Documentation of the main Museum events – Exhibitions outside the Museum – Temporary Loan-Outs to other Organizations – Object Moves (inside or outside the museum) – Contractual agreements (Insurance, Transport Agencies, Borrowers etc) – Condition Checks – Photo Orders
  10. 10. Specifications • Entities involved in the administration process – Objects • documented through DMS Basic (Museum objects) • or not (belong to other Museums) – Locations. • storage places • in house spaces • external addresses. – Persons • museum Staff • other individuals • organizations
  11. 11. Specifications • Procedures are co-related • ‘Parent – Child‘ relationships – An Exhibition may include a number of Loan-Outs and Contracts • ‘Next – Previous’ sequences – An object group is involved in a series of exhibitions in different places • Object group hierarchies – of unrestricted depth – defined using scientific or other criteria – objects containing parts • Locations’ hierarchies • Organization related locations (addresses)
  12. 12. Specifications • Other system features – easy to use web interface – detailed search mechanism for all entities – undo mechanism during single session – ‘Cart’ support for objects working groups – support for procedure status (past procedures cannot be altered) – detailed print-outs accompany object moves – administration mechanism – compatible with the SPECTRUM standard
  13. 13. Technology •Web UI (UIX framework) •Oracle AS 9i ( Business Components BC4J framework) Oracle 9i database (relational infrastructure)
  14. 14. Technology
  15. 15. Integration • Most difficult task: integration of the two systems Information Information common documented by documented by data DMS Basic DMS Xtended • Example – an object accidentally brakes during a move – procedure becomes part of its history • Example – objects first documented in DMS Basic – should be available in DMS Xtended – without more data entry
  16. 16. Integration • Detailed analysis of if-then-else rules – if … & if …. etc in relational database then update XML repository – if … & if …. etc in XML repository then update relational database • Custom J2EE code integrated in the two systems Update mechanism using J2EE DMS Basic DMS Xtended XML repository relational database
  17. 17. Improvements proposed • Detailed documentation – of already developed features – specifications for future developments • Later developed features – Update mechanism – Common users – Links between the two systems – Object’s photo support – Scanned contracts support
  18. 18. Thank You Thinking of Questions?

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