IBM DB2 Document Manager with IBM Records Manager Solution Guide

Chapter 8. Basic Document Manager implementation 241

8.1 Basic implementation road map

In Chapter 3, “Document Manager solution design and planning” on page 47, we

show you the basic Document Manager solution planning process, which

consists of the following steps:

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.

In addition, we describe the tasks you should perform to design the solution:

1. Define the users, groups, and roles.

2. Define the data model.

3. Define the life cycle processes.

4. Design the Document Manager user interface.

For records management-related planning and design, we also provide a general

guideline, which consists of the following steps:

1. Identify corporate records.

2. Review or define records retention rules.

3. Identify how documents are organized.

4. Define the file plan.

5. Define the records’ life cycle.

6. Define the users and security.

7. Plan for records destruction.

In this section, we lay out the approach to implement a Document Manager

solution. Figure 8-1 shows the core Document Manager objects and how they

relate to each other as well as a guideline in the order of their creation.

According to Figure 8-1:

򐂰 The Storage Collection (A), ACL (B), and Users/Groups (C) are to be created

in Content Manager.

򐂰 Attributes (1) and Item types (2) can be created in either Content Manager or

Document Manager.

򐂰 The shared objects in Document Manager are: Classes (3), Actions and

Dialogs (4), CVL List (4a), CVL Links (4b), New Item Templates, Property

Modification, Roles (9), States (10), Lifecycle Map (11), and Notifications.

Note: Storage collection is beyond the scope of this redbook. We do not

address this topic in this chapter.

242 IBM DB2 Document Manager with IBM Records Manager Solution Guide

򐂰 The objects related to the Document Manager Desktop are: View Templates

(5), Search Templates (6), Menus (7), Application Integration and Property

Exchange, and Desktop Templates (8).

򐂰 The blue lines show the objects that affect document access.

򐂰 The solid or dashed black lines show objects that affect the metadata.

Figure 8-1 Document Manager objects relationship diagram

In general, we recommend using the creation order, denoted by the numbers

next to the objects, as suggested in Figure 8-1, to create various Document

Manager objects. However, sometimes, you may need to deviate from the

guideline.

Always create the users, groups, attributes, and item types first. Adapt the order

in which you choose to create the other Document Manager objects to your

situation. We recommend the strategy of configuring a little and test, configuring

a little more and test, until you complete the entire implementation.

By describing to you how we implemented our case study in this chapter and the

following three chapters, we show you the practical steps that you need to do to

Property

Modification

(10) States

Notification

(3)

Classes

(11)

Life

Cycle

Map

(2)

Item Types

(A)

Storage

Collections

(7)

Menu

(4a)

CVL List

(1)

Attributes

(C)

ACL

New Item

Templ ates

(9) Roles

(5)

View Templates

(6)

Search Templates

App. Integration &

Property Exchanges

(8)

Desktop

Templates

(4b)

CVL Links

(B)

Users/

Groups

(4)

Actions & Dialogs

Red only in CM

Blue in CM or DM

Purple shared objects in DM

Green Desktop configuration

Blue lines affect access

Black lines affect metadata