BTeV Document Management and Control
Eric Vaandering Vanderbilt University
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004
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Introduction
BTeV developed and adopted a new document database (DocDB) in late 2001 ● “One stop shopping” for all documents, including
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Collaboration meetings, reviews Technical and scientific information Project information and management
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Has been extended several times to handle new situations
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Better organization Agenda maker for meetings Most recently, sign-off capability for managed documents
The DocDB has been a great help in managing BTeV. Since late 2001: archiving and managing ~3800 documents
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering 2
Introduction, cont.
In addition to the files of a document, we store a lot of additional information: ● Title and Abstract ● Creation and modification times ● Authors, subject, who is allowed to view & modify ● Publication information
All this information is easily searchable, allowing collaborators to find the information they need easily.
We've done this with an eye to the future: A reasonable expectation is that we will want to archive this information until ~2020.
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering 3
Archiving and Security
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Each document can have many revisions, old revisions preserved. (Some OpenPlan files over 100 versions.) A document is a collection of files, stored on central server
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Powerpoint, Word, PDF, etc. (any file format) Reviewers have read-only access to selected documents RTES and Grid computing groups can upload documents, but don't have full access to all BTeV documents Public has access to publicly available documents Project management has documents not available to BTeV at large
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Lots of users of DocDB, not all formally part of BTeV
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“Viewers” and “Modifiers” can be different lists For change control, documents are viewable by BTeV, but only modifiable by management
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering 4
Implementation
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Entire DB is managed and accessed via a web interface Users can easily upload documents from their PC or have them downloaded from the Web E-mail notifications
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New or changed documents of interest
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Either immediate e-mail or a daily/weekly digest
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Also e-mail notification for sign-off procedures
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Right now, just when document is ready for next signature In future, authors will be notified as document proceeds through process
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Especially useful for managers, who can track changes to all their documents fairly easily
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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Meeting Organizer
BTeV uses DocDB and a special meeting organizer that is part of the system to organize and run collaboration meetings ● Also used for reviews. Some review groups may get exposure to this ● Allows building of agendas early on, filling in links to documents as time goes on ● Many meetings are teleconferenced; this software encourages (forces...) people to post things so others can see it
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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View of a Meeting
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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DocDB for Reviews
There is a special DocDB account for reviewers. ● Reviewers are not allowed to change anything, but a large number of documents (>1000) are available to reviewers ● This allows us to easily make information available that may not be printed and allows access before and after the review time
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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Sign-off and Change Control
The most recent addition has been to add sign-off control to the DocDB ● Aims to meet DOE requirements for CD2/3 as detailed by SC-81 “Records” document ● Any change to a document clears all signatures ● Signatories sign by entering their password ● Next signatory is notified by e-mail that document is ready ● Database supports complicated signature “hierarchies”
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Only FIFO list implemented now, others added if/when necessary Monthly reports Project change requests DOE CD-2/3a Assorted otherReview of the BTeV Project – December 14-16, 2004 docs Document Management and Control – Eric Vaandering
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Have begun to use for
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Sign-off Status
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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Compliance with DOE Rules
Some of these things DocDB does for all documents, some for only controlled documents ● Unique identifiers ● Review, approval through change control process ● Kept current, including receipt acknowledgement ● Ready access to current revisions ● Database with revision information kept current ● Easy retrieval of historic documents Some of the requirements on document control are “social” rather than technical, but we aim to enforce as many as reasonable through technical means
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering 11
Demonstration
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Normal use, uploading a document Group meeting agenda Sign-off system
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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Conclusions
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BTeV already has well developed documentation procedures, large amounts of information are managed Adopted or being evaluated by other groups: Beams Division, FOCUS, Computing Division, LBL, Daphne As we go forward, we will adapt our current system to new requirements if necessary This system has really improved the way we collaborate and allows us to focus our efforts elsewhere We believe this system meets the requirements for CD2/3 approval
DOE CD-2/3a Review of the BTeV Project – December 14-16, 2004 Document Management and Control – Eric Vaandering
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