We are concerned here more with storage and retrieval of documents, than with their creation, update, or rendering / viewing. #Filed documents electronically and in filing cabinet archiveThis is an archive system without versioning. What will this scale and generalize into?: We have in mind a general file repository, including any file type whose content is organized into a broad hierarchy of categories searchable by both content and metadata and with print and other export functionality. The preceding sections gives the system�s functionality, narrowly seen and available today. Document title and author are two examples of metadata.) For us, we got to share our craft with others and gain experience in usage, user interface, and implementation technology. (Metadata is "data about data", attribute information about documents which is made useful by abstracting it outside of the document itself. For them, this allowed a growth in their base of documents and in metadata. The production character of inputting data proved good for both the pilot office and for our development group. #Filed documents electronically and in filing cabinet codeThis put our prototype code into a pilot test and to good use. We deployed this functionality in a single user office, our organizational parent, the University�s Office of Information Technologies. Initially, we implemented a single datatype, scanned image documents. The remainder of this report lays out the project into three areas: Functionality, Design, and Lessons learned. These two uses characterize the functionality now in place. The Electronic Filing Cabinet is intended to encompass both types of need: as archive, and for notification and distribution. This second use can be seen to be more reactive, tactical, or short-term than the first. The manager�s workstation need not be on the same local network as the scanning station or server. Each manager can separately read the report online through the EFC. Managers receive notification of the report�s availability, through usual email. Here the EFC is used here not so much for storage as for distribution. An operator scans the report, and it is imported as an Electronic Filing Cabinet document. Several senior managers, with offices scattered around a campus, each need to review the report. A report is received in a central office. The second use is best conveyed as a scenario. In this use, paper documents are scanned to electronic form and stored on a server for convenient access from network stations other than the scanning station. But we do hope to help get a grip on handling of paper documents. The Electronic Filing Cabinet is not intended to eliminate paper documents, or even necessarily to reduce their volume. This is to ease the office burden in handling paper documents by providing an electronic, archival storage. The first use could be characterized as proactive, strategic, or long-term. Let me introduce the Electronic Filing Cabinet with a broad characterization showing two uses. Our work is both in research and development, and also involves forecasting and technology transfer. The Advanced Technology Group is a small working group of the Office of Information Technologies at the University of Virginia. The presentation slides themselves are available at the following web URL, in Powerpoint format: This written version follows the presentation given at CAUSE ï¿❙7. This system is a work-in-progress, with the prototype about 70% completed. We�ll look at the technologies and techniques, either already used or anticipated for use later in the project problems encountered, some directly solved, some worked around. This is a progress report on our "Electronic Filing Cabinet", or "EFC" for short, in which I�ll share our experiences in developing this prototype system. Programming/Systems Development SupervisorĪdvanced Technology Group, Office of Information Technologies Ī Virtual Operating Environment for the Web For further information, contact CAUSE at 30 or send e-mail to. To copy or disseminate otherwise, or to republish in any form, print or electronic, requires written permission from the author and CAUSE. Permission to print out copies of this paper is granted provided that the copies are not made or distributed for commercial advantage and the source is acknowledged. The paper content is the intellectual property of the author. This paper was presented at the 1997 CAUSE annual conference and is part of the conference proceedings, "The Information Profession and the Information Professional," published online by CAUSE.
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