A Simple Document Management System(sDMS)

Advisor: Asist. Ing. SZABÓ László Zsolt

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Author: ZSIGMOND Rezső

Târgu Mureş, 2009

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GoalsEfficient document management is an important factor for an organizations performance.

Our goal was:To allow a group of people to collaborate on a complex set of documents, like the “Dosarul de Acreditare”To overcome the restrictions of the existing document storage (shared network drive), and to add new features like versioning, logging, better security, locking capabilities

Târgu Mureş, 2009Zsigmond Rezső, A Simple Document Management System

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Document Management Systems

Târgu Mureş, 2009Zsigmond Rezső, A Simple Document Management System

A DMS is a set of computer programs that store and track electronic documents. Functions of a DMS:Store documents and their metadataIndex documentsRetrieve the stored contentSecurity featuresCollaborationVersioning

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JSR-170

Content Repository for Java technology API (Day Software, from February 2002)

Content repository is a hierarchical content store for structured or unstructured data

Was created to provide a standardized interface for different repositories

JSR-170 compliance levels: level 1(browse), level 2(write), optional features

A repository is like an n-ary tree. The tree consists of Items (nodes, properties)

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Apache JackrabbitFully conforming implementation of the JCR based on the JSR-170 specification

Consists of three layers: Content Applications, Content Repository API, Content Repository implementation

Configuration: file system, security, workspace, versioning, search, persistence, clustering configurations

Node types and properties

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Existing DM SystemsjLibrary: open source DMS based on Jackrabbit and a J2EE compliant application server

OpenKM: open source DMS based on Jackrabbit, JBoss and GWT

Alfresco: Java based CIFS server available in multiple languages

KnowledgeTree: commercial open source web based DMS developed using PHP

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Requirements for my application

Authenticate usersCreate and rename foldersUpload filesChange file attributesDelete files and foldersDownload fileReplace fileLock file or folderStore multiple versions of the files and foldersMove files and foldersSearch the content of the repository

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Architecture

My application is a web based DMS designed with J2EE technology. It can be divided into three layers:Client interface: web browserWeb container: Apache Tomcat 6.0Storage Layer: consists of the Jackrabbit content repository and an Apache Derby database

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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SecurityAuthentication is handled by the web container

(Tomcat 6.0)

User login information is stored in an Apache Derby database

Jackrabbit requires authentication on the repository level, meaning that users are authenticated for the second time on that level. This authentication is hidden from the user.

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Jackrabbit configuration

Configuration options:FileSystem: LocalFileSystem has been used Security: configures the Access Manager and Login Module

Workspace: default workspace configuration template

Versioning: configures how versions are stored

SearchIndex: the default implementation uses Apache Lucene

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Uploading a file

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Lock file

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Preventing files from being modified

Only the user that placed the lock can unlock it

Two types of locks: the first locks only the selected item; the second option locks all the child items also

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Delete file

removing files from the repository

A deleted file can be recovered, if versioning is enabled

Previous versions of the file are not deleted

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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User interface

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Test casesdeployed on a PC with a 1.6 GHz Centrino Duo CPU, 2GB RAM, 5400 RPM hard drive, Windows XP Professional

Tested with several use case scenarios and it performed as expected

Every functionality was tested several times using different input data in order to ensure proper functioning

Future tests will be carried out in pre production environment

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Test case example

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

Repository upload time in good network conditions (localhost)

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Results and improvementsI've managed to build a DMS that will serve our University and other small organizations

It has all the functionality that is required to effectively manage and organize documents

Next steps:improve certain parts of the application, like search, user interface, multilingual version, mass document upload and download

Make it available for small organizations

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009

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Thank you for your attention

Zsigmond Rezső, A Simple Document Management System Târgu Mureş, 2009