1. Jean-Paul LavoieJean-Paul Lavoie Geodesy, San Francisco Dave MatsonDave Matson City of Palo Alto Delivering Documents GIS for Low Cost Document Management GIS-Centric Document Management CalGIS, April 2007

2. At its essence, Dox is just files in folders on a network, organized for viewing from a GIS.At its essence, Dox is just files in folders on a network, organized for viewing from a GIS. Got a GIS? You can use it to spatially index just about any document at your agency.Got a GIS? You can use it to spatially index just about any document at your agency. Using your GIS as an entrée to document management can extend the value of GIS.Using your GIS as an entrée to document management can extend the value of GIS. Dox: (Nearly) Free Document Management GIS-Centric Document Management CalGIS, April 2007

3. We started viewing individual feature-related documents from the GIS about five years ago.We started viewing individual feature-related documents from the GIS about five years ago. Dox was conceived of three years ago with a comment from Palo Alto’s Planning Department.Dox was conceived of three years ago with a comment from Palo Alto’s Planning Department. Palo Alto was using an aging optical disk-based Informix database called BODS to store their documents.Palo Alto was using an aging optical disk-based Informix database called BODS to store their documents. Geodesy reverse-engineered the Informix database design and extracted the contents.Geodesy reverse-engineered the Informix database design and extracted the contents. The result is an “interim” system to contain the documents until a larger, ERP-based document management solution is in place.The result is an “interim” system to contain the documents until a larger, ERP-based document management solution is in place. A Brief History of Dox GIS-Centric Document Management CalGIS, April 2007

4. Dox is based on files in folders.Dox is based on files in folders. It is useful for just about any file format.It is useful for just about any file format. PDF has become the most ubiquitous format.PDF has become the most ubiquitous format. A number of Palo Alto departments are now using Dox.A number of Palo Alto departments are now using Dox. There are over a million files in Dox so far at Palo Alto.There are over a million files in Dox so far at Palo Alto. Other agencies have implemented Dox to various degrees.Other agencies have implemented Dox to various degrees. Current Scope of Dox GIS-Centric Document Management CalGIS, April 2007

5. Folder Hierarchy Department “Streets” “Streets” Street Name Street Name Block Number Block Number Address Number Address Number Unit Number Unit Number Permit Number Permit Number Organizing Documents by Street Address GIS-Centric Document Management CalGIS, April 2007

6. Linking the GIS to Address-Based Documents GIS-Centric Document Management CalGIS, April 2007 Logic Logic

7. Linking Documents to the GIS with Data GIS-Centric Document Management CalGIS, April 2007 Logic Logic

8. The Range of GIS-to-Document Linkages GIS-Centric Document Management CalGIS, April 2007 Logic Only User-Readable Folder Names (like street addresses or project or permit numbers) Implicit (low cost) Explicit (laborious) Folder Names with GIS IDs (like feature or project IDs) Logic & Tables Single Additional Table to Link Feature to Folder (e.g. FeatureId and FolderName columns) Two Tables to Link Feature to Specific Doc. (i.e. a Feature-Doc join table plus a Doc-File table)

9. Sample GIS Linkages by Department GIS-Centric Document Management CalGIS, April 2007 DepartmentDocuments GIS Feature Classes GIS Linkage Palo Alto Planning Planning Review, ARB… Parcel, Address Logic Only (Street Address) Palo Alto Building Permits, Inspections, Violations… Parcel, Address Logic Only (Street Address) Palo Alto “COPA” Building Photos Building Logic Only (Street Address) Palo Alto Fire Unidocs (HazMat) Building Logic Only (Street Address) NASA/Ames GIS Utility Photos Utilities (gas, water, waste water…) Logic Only (uses FClass Name & Feature ID folders) Prescott Public Works Construction Documents Sewer 1 Additional Table Palo Alto Public Works Construction Documents Road, Storm 2 Additional Tables NASA/Ames GIS Building Photos Building 2 Additional Tables Palo Alto Fire Inspections, Violations… Building 2 Additional Tables Mountain View Public Works Assessor’s Pages Parcel 2 Additional Tables Kenai GIS Subdivision Plats Parcel 2 Additional Tables Palo Alto City Clerk Meeting Minutes, Resolutions (none)(none)

10. Program to extract images and data from BODS.Program to extract images and data from BODS. Program to create address folder trees from GIS data.Program to create address folder trees from GIS data. Program for merging files from parallel folder trees.Program for merging files from parallel folder trees. “InDox” document scanning and indexing application.“InDox” document scanning and indexing application. “DoxView” stand-alone application for listing documents and plug-in for GIS.“DoxView” stand-alone application for listing documents and plug-in for GIS. “DoxKey” for keywording.“DoxKey” for keywording. Dox Automation to Date GIS-Centric Document Management CalGIS, April 2007

11. InDox helps to scan and index documents.InDox helps to scan and index documents. Alternately, PDFs can be created by printing or scanning documents and indexed by dragging them to folders.Alternately, PDFs can be created by printing or scanning documents and indexed by dragging them to folders. InDox GIS-Centric Document Management CalGIS, April 2007

12. DoxKey makes use of PDF keywords and infers keywords from folder and file names.DoxKey makes use of PDF keywords and infers keywords from folder and file names. DoxKey is…DoxKey is… –A Windows service that waits for changes to PDF files and then extracts keywords to a database. –A plug-in for searching documents by keyword using a Google-like search string. Keywords are all stored at the document level, so they should be easy to move to any future DMS.Keywords are all stored at the document level, so they should be easy to move to any future DMS. DoxKey GIS-Centric Document Management CalGIS, April 2007

13. Only one folder tree per document set. (This limitation may be turning out to be a convenient simplicity.)Only one folder tree per document set. (This limitation may be turning out to be a convenient simplicity.) Summary of Limitations GIS-Centric Document Management CalGIS, April 2007 No explicit system for document versioning. (File naming conventions may suffice.)No explicit system for document versioning. (File naming conventions may suffice.) No explicit approach for active document management. (No check-out / check-in system.)No explicit approach for active document management. (No check-out / check-in system.) Not really intended for un-shared documents like employee reviews. (Folder-level security could be applied.)Not really intended for un-shared documents like employee reviews. (Folder-level security could be applied.)

14. The use of known concepts (folders, files, addresses, etc) inspires user understanding and confidence.The use of known concepts (folders, files, addresses, etc) inspires user understanding and confidence. Summary of Benefits GIS-Centric Document Management CalGIS, April 2007 Your file explorer alone is required to index, browse, and view documents.Your file explorer alone is required to index, browse, and view documents. It’s straight forward to connect to your GIS.It’s straight forward to connect to your GIS. There are no proprietary barriers and automation is easy to add.There are no proprietary barriers and automation is easy to add. The approach is highly scalable and portable into the future.The approach is highly scalable and portable into the future. Outside vendors can readily deliver to your selected file formats and index structures.Outside vendors can readily deliver to your selected file formats and index structures. It’s easy to replicate the data for field use or backups.It’s easy to replicate the data for field use or backups. It’s readily extendable to the web for public document viewing.It’s readily extendable to the web for public document viewing.

15. This “interim” solution is growing in popularity and scope.This “interim” solution is growing in popularity and scope. GIS and spatial indexing is the key. It provides quick access and display of on-line documents via map clicks.GIS and spatial indexing is the key. It provides quick access and display of on-line documents via map clicks. Dox further proves and extends the value of GIS.Dox further proves and extends the value of GIS. Information and this presentation is available at www.geodesy.net/dox.Information and this presentation is available at www.geodesy.net/dox. Conclusions GIS-Centric Document Management CalGIS, April 2007

16. Questions? Delivering Documents GIS for Low Cost Document Management GIS-Centric Document Management CalGIS, April 2007