Document Management Service Pattern

• This pattern shows how document management tools can be used to provide computerized production, storage, management and distribution of documents.
• Generally speaking, not all functional components of this pattern will be required by all business problems.
• This pattern can be viewed in layers:
  • The Inputs layer can be implemented either through the web-based tools provided with the document management software, thick-client tools provided by the software, or via custom user interface development which interfaces with the software.
  • The Document Management layer provides the core document management functionality.
  • The Storage layer provides repositories for documents, metadata and collaboration data.
  • The Integration layer provides means to exchange data with the document management software.
• Purely document-centric workflow can be implemented with either embedded document management workflow or with tools contained in the Workflow/Business Process Management (BPM) Tools Brick.
• This solution provides the user with the ability to access the document management tools through a Web-enabled user interface. Access is controlled through the mechanisms specified in the Access Control Brick.
• Inter-application communication and data exchange may be accomplished through the NIH’s enterprise services bus technology (see Integration Broker Suites (IBS) Brick). NIH applications may also utilize the document management functionality through programming frameworks/APIs and web services provided by the document management tool.
• Computer Output to Laser Disc / Electronic Reports Management (COLD/ERM) are synonymous terms for systems which monitor servers and print spoolers to capture the streams and convert them into documents stored in the repository.
• Remote portlets (e.g., webparts, gadgets, widgets) can be used to embed document management functionality in portals provided by other vendors.
• Library services provide the core document management functionality (check-in/out, version control), along with search and query/reporting.
• Collaboration capabilities include the ability to share information and work and communicate effectively and efficiently with peers, customers, and the public.
• The search indexing engine can create searchable indexes from document management repositories and other repositories.  Document management repositories may also be independently indexed by NIH enterprise search engines.
• Document management systems are often integrated with Web Content Management (WCM) systems for publication of documents to the World Wide Web.

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• This pattern illustrates levels of functionality, any or all of which may be necessary for a project.
• This pattern standardizes conversation between mission and technical teams regarding components and complexity.
• This pattern can be applied to many business scenarios depending on scale and functional requirements.
• This pattern facilitates enterprise reporting and knowledge management.

• This pattern does not illustrate true complexity of security integration in NIH’s federated environment.
• This pattern does not alleviate the need for requirements and policy analysis (e.g. taxonomies, metadata, security and appropriate usage guidelines).
• Other patterns may be more appropriate based on business needs.
  • e.g., Shared Virtual Workspace Pattern