IBM DB2 Document Manager with IBM Records Manager Solution Guide

Book description

IBM DB2 Document Manager Version 8.3 is one of the newest members of the IBM Enterprise Content Management portfolio. Document Manager provides a secure and robust platform to manage the complete life cycle of business documents. It helps ensure accurate and up-to-date documents are available on demand. When configured with IBM DB2 Records Manager Version 4.1.2, the Document Manager solution also provide records management capability.
This IBM Redbooks publication provides a general solution guide for Document Manager integrated with Records Manager. This book helps you to plan and design the solution, perform end-to-end product installation and configuration, and implement the solution using a practical case study as an example.
The book is logically divided into two parts. The first part focuses on solution overview, concept, and theory. We cover Document Manager design and planning, and Records Manager options design and planning. In addition, we cover overall integrated solution security and system configuration planning. The second part focuses on practical end-to-end solution installation, configuration, implementation, and deployment. We use a case study to show you practical, implementation steps for the solution, including setting up basic and advanced Document Manager features and records declaration options within the solution.
This book is intended for IT architects and specialists, who will be responsible for planning, designing, and implementing a Document Manager solution with Records Manager. We recommend using this book in conjunction with existing product manuals.

Please note that the additional material referenced in the text is not available from IBM.

Table of contents

  1. Figures (1/2)
  2. Figures (2/2)
  3. Tables
  4. Notices
    1. Trademarks
  5. Preface
    1. The team that wrote this redbook
    2. Become a published author
    3. Comments welcome
  6. Chapter 1: Solution overview
    1. What is Document Manager?
    2. Benefits of Document Manager
    3. Document Manager components
    4. The need for records management
    5. Records Manager overview
      1. Records Manager components
    6. Content Manager Records Enabler (CMRE) overview
      1. Content Manager Records Enabler components
    7. Integrated solution overview
  7. Chapter 2: Quick start with case study
    1. Introduction
    2. Case study overview
      1. Requirements
    3. Sample solution demonstration
      1. User interface: Introducing Document Manager Desktop
      2. Adding documents
      3. Searching documents
      4. Unique document numbering
      5. Compound documents
      6. Role-based life cycle management
      7. Microsoft Word and Lotus Notes integration
      8. E-mail notification
      9. PDF rendition
      10. Dynamic search folders
      11. Adding documents from document templates
      12. Revision
      13. Records Management integration
    4. Summary
  8. Chapter 3: Document Manager solution design and planning
    1. Planning for a Document Manager solution
      1. Identify document types
      2. Identify producers, approvers, and consumers of documents
      3. Identify document characteristics and document life cycles
      4. Define documents that should be records
    2. Designing a Document Manager system
      1. Define users, groups, and roles
      2. Define data model
      3. Defining life cycle processes
    3. Designing the Document Manager user interface
      1. Define actions and dialogs
      2. Define the Document Manager Desktop
      3. Define folders structures
  9. Chapter 4: Records Manager options design and planning
    1. General Records Manager planning and design
      1. Identifying corporate records
      2. Reviewing or defining the records retention schedule
      3. Identifying how documents are organized
      4. Defining file plan
      5. Defining a record’s life cycle
      6. Defining users and security
      7. Planning for records destruction
    2. Records Manager options in Document Manager
      1. Quick declare
      2. Manual declare (1/2)
      3. Manual declare (2/2)
    3. Choosing the optimal records declaration process
      1. Records management implementation in the sample solution
  10. Chapter 5: Security
    1. Document Manager security overview
      1. Guarding against unauthorized access
      2. Managing security through document access control
      3. Managing security through document life cycle (1/2)
      4. Managing security through document life cycle (2/2)
      5. Managing security through the actions and dialog objects
      6. Managing security through the Desktop design (1/2)
      7. Managing security through the Desktop design (2/2)
    2. Records Manager security overview
      1. Security basics
      2. Local and host Records Manager users
      3. Function access right basics
      4. Permission basics (1/2)
      5. Permission basics (2/2)
    3. Access control of a declared record document (1/2)
    4. Access control of a declared record document (2/2)
      1. Impact of permission changes in Records Manager
    5. Summary
  11. Chapter 6: System configuration planning
    1. System component overview
    2. System configuration without Records Manager
      1. All in one server
      2. Separate Document Manager and Content Manager servers
      3. Separate Document Manager server and services
    3. Configuration with Records Manager
      1. All in one server
      2. Separate Records Manager and content repository
      3. Separate Document Manager server and services
  12. Chapter 7: Installation and configuration
    1. Solution architecture
    2. Sequence of product installation
    3. Configuration of DB2 Enterprise Edition V8.2
    4. Configuration of WebSphere V5.1.1
    5. Configuration of Content Manager V8.3
    6. Configuration of Information Integrator for Content V8.3
    7. Configuration of Records Manager V4.1.1
    8. Configuration of Records Manager V4.1.2
      1. Installation of Fix Pack 1
    9. Configuration of CM Records Enabler V8.3
      1. Before installing Content Manager Records Enabler
      2. Before installing Records Manager Extensions
      3. Installing Records Enabler on Windows
      4. Records Enabler post-installation tasks (1/2)
      5. Records Enabler post-installation tasks (2/2)
    10. Fix pack installation
    11. DM installation and configuration
      1. Before installation
      2. Document Manager installation (1/5)
      3. Document Manager installation (2/5)
      4. Document Manager installation (3/5)
      5. Document Manager installation (4/5)
      6. Document Manager installation (5/5)
      7. Post-installation steps for Document Manager server
      8. Separate Document Manager services to other machines (1/2)
      9. Separate Document Manager services to other machines (2/2)
      10. Document Manager Desktop client installation (1/2)
      11. Document Manager Desktop client installation (2/2)
    12. Configuration of SMTP Server/e-mail (1/3)
    13. Configuration of SMTP Server/e-mail (2/3)
    14. Configuration of SMTP Server/e-mail (3/3)
  13. Chapter 8: Basic Document Manager implementation
    1. Basic implementation road map
    2. Basic Document Manager implementation
      1. Content Manager users and groups configuration
      2. Item types configuration (1/2)
      3. Item types configuration (2/2)
      4. Global Document Manager configuration - Actions and dialogs
      5. Global Document Manager configuration - Menu (1/2)
      6. Global Document Manager configuration - Menu (2/2)
      7. Global Document Manager configuration - Desktop templates
      8. Proposal objects (1/4)
      9. Proposal objects (2/4)
      10. Proposal objects (3/4)
      11. Proposal objects (4/4)
      12. Proposal life cycle objects (1/2)
      13. Proposal life cycle objects (2/2)
      14. Correspondence objects (1/3)
      15. Correspondence objects (2/3)
      16. Correspondence objects (3/3)
      17. Correspondence life cycle objects
      18. RFP objects (1/2)
      19. RFP objects (2/2)
      20. Reference Document objects (1/2)
      21. Reference Document objects (2/2)
  14. Chapter 9: Advanced Document Manager implementation
    1. Property exchanges
      1. Create Microsoft Word property exchanges
      2. Create Lotus Notes Property Exchanges
    2. Application Integration
      1. Create a Microsoft Word menu and submenu
      2. Create Microsoft Word Integration
      3. Create Lotus Notes Integration
      4. Modify Desktop Template with Application Integration
    3. Notification
      1. Create mail notification
      2. Create Mail Notification ProjectManager
      3. Configure the Draft state for notification
      4. Configure Review state for notification
      5. Test notification
    4. Rendition
      1. Create rendition output destination (PDF Sales Destination)
      2. Create rendition object (Sales Rendition)
      3. Associate rendition object with output destination
      4. Configure Issued state for rendition
      5. Test rendition
    5. Dynamic search folders
      1. Create dynamic search folder item type (LibraryObjects)
      2. Create dynamic search folder class object (Saved Searches)
      3. Create Saved Searches dynamic search folder
      4. Create Sales Proposal dynamic search folder
    6. Document template
      1. Document template objects
      2. Add a new document in the Document Template class
      3. Create a new item template (Sales Proposal)
      4. Modify Main menu to add Template Sub Menu
  15. Chapter 10: Records Manager implementation in the Document Manager solution
    1. Records Manager configuration
      2. Components
      3. Add relationship properties
      4. Building the file plan
      5. Auto classify rules
      6. Import users
      7. Assign system components permissions
    2. Enable item types for records declaration
      1. Enable CustomerData item type
      2. Attribute mapping
    3. Configure DM classes for records declaration
      1. Configure document classes for records declaration
      2. Configure Correspondence class for records declaration
      3. Configure Reference Documents class for record declaration
  16. Chapter 11: Other record declaration options in Document Manager solution
    1. Different ways to create a record
    2. Automatic quick declare
    3. By Selection quick declare
    4. By properties quick declare
      1. Create Document Manager properties
      2. Add the properties to your item type
      3. Create CVL list and links
      4. Modify your Add dialog box
    5. Automation services declaration
      1. Create rules
      2. Create rule set
      3. Create action
      4. Create alarm
      5. Create Job
    6. Manual declare
      1. Profile configuration
      2. Default configuration
    7. Create a Records Manager link
    8. Create a Records Manager set
  17. Chapter 12: System deployment
    1. Deployment overview
      1. Pre-deployment considerations
    2. Exporting system configuration steps
      1. Export Content Manager users and group configuration
      2. Export Document Manager system configuration (1/2)
      3. Export Document Manager system configuration (2/2)
      4. Export Records Manager system configuration
    3. Importing system configuration steps
      1. Import Content Manager users and groups configuration
      2. Import Document Manager system configuration
      3. Importing Records Manager system configuration (1/2)
      4. Importing Records Manager system configuration (2/2)
    4. System verification
  18. Part 1: Appendixes
  19. Appendix A: Case study
    1. A.1: Introduction
    2. A.2: Requirements
      1. Proposals
      2. Correspondence
      3. Records and confidential documents
    3. A.3: Solution planning
      1. Document types
      2. Producers, approvers, and consumers
      3. Document characteristics and life cycle
      4. Documents that should be records
    4. A.4: Solution design
      1. Users, groups, and roles
      2. Data model
      3. Business processes to life cycle modelling
    5. A.5: Records Manager options
  20. Appendix B: Additional material
    1. Locating the Web material
    2. Using the Web material
      1. System requirements for downloading the Web material
      2. How to use the Web material
  21. Related publications
    1. IBM Redbooks
    2. Other publications
    3. Online resources
    4. How to get IBM Redbooks
    5. Help from IBM
  22. Index (1/2)
  23. Index (2/2)
  24. Back cover

Product information

  • Title: IBM DB2 Document Manager with IBM Records Manager Solution Guide
  • Author(s): Wei-Dong Zhu, Carlos A Cedillo, Irina Grijalba, Nicole Hughes, Romney Kernek, Lai-Fong Leung, Steve Studer
  • Release date: May 2006
  • Publisher(s): IBM Redbooks
  • ISBN: None