1. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 1 DISSCO Workshop (VUB, 30 th June 2004) Prof. Dr. F. Scheelings, Ir. B. Huynh A. Jonckheere, S. Waeyenbergh

2. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 2 Workshop Overview DISSCO: what, why, how (summary) Phase I research results –Software requirements –Core system and prototype Phase II: what, why, when Workshop

3. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 3 Part 1: Presentation of DISSCO

4. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 4 Scope of DISSCO Records management system to support automation of: Basic administrative processes

5. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 5 Introduction to Records Management: The Life Cycle create capture compound transfer classify select search describe store destroy valorise Administrative processes Archival processes records make available actors transactions flow Functions Institutional organization

6. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 6 Benefits of DISSCO Central access to all documents Manages workflow, controls versions, controls access Documents are kept according to their retention schedule and status Most descriptive metadata are collected automatically for retrieval and long-term preservation Very flexible system: metadata, user interfaces, workflows, queries are user-definable

7. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 7 Practical Goals of DISSCO Time: employees handle the documents/files faster, more efficiently and more rationally; no work duplication Time: fast retrieval for the user Quality: authenticity of the electronic documents is respected (as well as other quality requirements)

8. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 8 Phase II of DISSCO: 4 + 1 Partners CEGES-SOMA IRM-KMI ULB VUB BELGIAN $CIENCE POLICY

9. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 9 Analysis of User Requirements CEGES-SOMA: mail management IRM-KMI: redaction of yearly report ULB: research projects management VUB: management of decisions of the Administering Board Who takes it all?

10. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 10 Conclusions of Phase I Warning: existing techniques are changing Warning: human problems Warning: DISSCO = research and application project Solution: communication and collaboration

11. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 11 Part 2: Presentation of Phase I Research Results

12. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 12 Software Requirements

13. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 13 Software Requirements Definition Requirements elicitation, analysis, negotiation –Best practice in records management (ISO 15489, MoReq,...) –Organizational analysis Requirements documentation –Software Requirements Document Requirements validation –Participation of the institutions –Approval by the institutions –Approval by the DISSCO Follow-up Committee –Testing by means of prototypes

14. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 14 Organizational Analysis

15. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 15 Software Requirements Document (SRD) Core system SRD containing basic requirements Four specific SRDs containing requirements specific to each institution

16. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 16 Core

17. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 17

18. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 18 DISSCO Solution: Core System and Prototype

19. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 19 DISSCO Solution : Main Points Preservation and retrieval of electronic and physical documents Easy to use Archival standards compliance Adaptive

20. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 20 Interface : General User Easy to use means : –View as a file system (ex. Windows Explorer) –Integration in common desktop applications (ex. MS Office) –Edit documents in their native format (ex. MS Word)

21. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 21 Interface : Records Manager Archival standards compliance (ex. MoReq) means : –Structure (classification) –Metadata (descriptive information) –Retention periods (keep documents, why?) –Closing rules (validate and preserve from modification)

22. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 22 DISSCO Solution : Tech Overview 1.Technologies : –WebDav –Java / J2EE –Based on Jakarta Slide 2.Independent of : –Physical Storage –Data Structure –Client Interface 3.Open Architecture : –Distinct Layers –Configuration & Plug-ins –Software Interface & Integration of External Modules/Software

23. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 23 Part 3: Presentation of Phase II

24. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 24 Phase II – Objectives and Results Research - Maintain our high knowledge level (Share knowledge -> institutions). Development - Evolve the prototype into functional software tools (Implement software tools -> institutions). Motivation and Support - Continuously communicate, promote and support (Workshop, newsletter, documentation, training, support -> institutions).

25. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 25 Phase II – Activities and Effort Research (7,2 m/m) - On archive standards (3,7 m/m); - On IT technologies and tools (3,5 m/m). Development (57 m/m) - Improve the core system (2 m/m); - Translate users requirements into system software functions (14 m/m); - Develop, test and implement software solution (41 m/m). Motivation and Support (23,6 m/m) - Product information, communicate, promote and collaborate (9 m/m); - Train and support users, feedback analysis (14,6 m/m). Others (6,2 m/m) - Preparation of the After Project (1.6 m/m); - Tasks management (4.6 m/m)

26. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 26 Iteration development Continuous testing “Extreme Programming” - Coding, documenting, testing, publishing - Commit every day  central platform (CVS + Maven + website) - Immediate users feedback Development Process

27. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 27 Motivation and Support Communication and promotion –Newsletter, website, brochure –Implementation teams User training and user support –Software documentation, group training and individual training (IT, users) –Helpdesk –Implementation teams and key-users User feedback gathering and analysis –Helpdesk –Implementation teams and key-users

28. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 28

29. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 29 Collaboration Working group –Management watch Implementation team –Process watch –Solution development –Motivation and support –Preparation of the ‘after-project’ Key-user(s) –Motivation and support

30. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 30 After Project Structure Steering Committee Working Groups Implementation Teams Development + User Support Institutions Specialists Common User Group Follow-up Committee

31. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 31 After Project Structure Common User Group Other science institutions maintenancegrowth advocacy

32. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 32 Part 4: Workshop

33. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 33 Costs of DISSCO Cost commercial systems per partner: –+/- 100.000 - 400.000 Euro –+/- 1 ICT-specialist –consultancy Costs DISSCO per partner: 0 Euro –collaboration

34. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 34 What will you(r institution) do?

35. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 35 Generic vs. Specific System DISSCO provides: User identification Workflow engine Access control Version control Repository Standards compliance (Moreq, ISO15489) Export to many formats Parameterization must define: users, groups and roles workflows rights retention schedules classification scheme descriptive metadata used user interface

36. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 36 DISSCO needs... Collaborators: –Development + user support group –Implementation teams –Key-user(s) Respect timing Help parameterization Fast feed back After-project: collaborators

37. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 37 Constraints Steering Committee Working Groups Implementation Teams Development + User Support Group Follow-up Committee Institutions Specialists Management watch Research watchProcess change watch Timing + task watch

38. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 38 What are your constraints?

39. A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 39 Contact Address Stephanie Waeyenbergh VUB-Universiteitsarchief Tel.: 02/629.24.34 E-mail: Stephanie.Waeyenbergh@vub.ac.be