a strategic view of document and other digital object...

A strategic view of document and other digital object management

for the University of the Witwatersrand, Johannesburg

Prof Derek W. KeatsDeputy Vice Chancellor

(Knowledge & Information Management)The University of the Witwatersrand, Johannesburg

http://kim.wits.ac.zaderek.keats@wits.ac.za

An archiving and preservation strategy is in development

Urgent requirementsfor document management in some key areas

Challenge

VisionAn integrated technology and approach to managing all our digital assets

ResponseBrought together those withurgent requirements, presented the vision and an approach to achieve it

ProposalSeek Strategic ICT Boardapproval for the approachbeing taken

Actions

Knowledge, investigations, CMS project, other projects

Choose and strengthen

            people

Whataredocuments?

How does 

the computer

'see' them?

Thestorage

view

Theoperational

view

Themanipulation

view

Thestructural

view

Require softwarethat understandsthe 'document' andknows how to present it.

The storage view

The operational view

The manipulation view

The structural view

Time Time        Time

A major threat to

survival areproprietaryfile formats

The futureToday

Physicaldeterioration

Digitalobsolescence

Accidentaldamage

Loss of metadata

Survival

Devices

File formats

Device obsolescence

File format obsolescence

Software upgrades fail to support legacy files

The format itself is superseded by 

another or evolves in complexity

The format "take up" is low or 

industry fails to create compatible 

software

The format fails, stagnates, or is no longer compatible with the current 

environment

If you don't have the software,even a perfectly preserved document is of no use.

Digitization

Documentmanagement

Borndigital

Digitalrecovery

Digital archiving

Digital preservation

Ana

logu

eD

igita

l

Time

Dig

ital

asse

ts

Risk without long term planning 

Documentmanagementas a componentof how we manageour digital assets

A set of architectures

Institutional process architecture

Information architecture

Application architecture

Technical architecture

Peo

ple

Cos

ts &

 ben

efits

Success               Criteria

Challenge                      Vision

Establishproject

Businesscase

ScopingFunctional

requirements

Landscapesurvey

TenderRFI/RFP

Procurement

Development

Systemintegration

Deployment

The consequence is oftenthe WYGWYG model(What You Get is What You Got)

WYGWYG

ServicesServices­OrientedArchitecture

Student

HR

Finance

WAMS

SMS

Facebook

emailXMPP Telephones

Fixed

eLearning

Cell

YouTube

TwitterClassroom

infrastructure

http://wits

Workstations

Onlineappl

The 

stud

ent s

yste

m p

ersp

ectiv

e

Campussolution

As looselycoupled as

we can achieve

given thecircumstances

Createinfrastructure

Designcomprehensive

architecture

Project 1Micro­

services

Workflow

Project 2

Project N

Behaviours

Workflow

Micro­services

Workflow

Recognitionof need andopportunity(business

case)

TalentKnowledgeCapability

A moreagile approach

Storage cloud

Second tier storage: spinning disk

Compute cloud

X86

SPARC

First tier storage: flash

Third tier storage: tape

Virtualmachine­1

Virtualmachine­2

Virtualmachine­n

Applications

Hardware architectureTh

e W

its p

rivat

e cl

oud

Process architecture

Digital assetmanagementDigital form

Born analogueS

ourc

ear

tefa

ct

Dig

ital

conv

ersi

on

Docs

Aud

ioV

ideo

etc

Born digital WorkflowRights

SearchRetrieval

Publication

VersionDeletion

Inge

st

Digitization

Low High

Hig

h

Amount of customisation

Har

dwar

e re

quir

emen

ts

Low cost

Lowprocesschange

Highprocesschange

Mediumcost

Lowprocesschange

Highprocesschange

High cost

Lowprocesschange

Highprocesschange

Medium cost

Lowprocesschange

Highprocesschangee.g. archiving 

       analogue        video

Committee admin documents

Contractsstorage, indexing,retrieval, basic workflow

student documentsat faculties

e.g. archiving       active video

email bychoice

e.g. digitisation       & archiving       centre

Lecture audio 'podcasts'

documentsat central archive

Contractscomplexworkflow

WICID

Capture

Create

Classify

Share

Archive

DestroyProtect

Retain

Find &use

Preserve

Route

Social andsemantic elements

Apache web server

Digitalobject

repository

Workflow

WEWE

Workflow Process

Enterprise document managementAn approach using private cloud

Folderserver WEWE Chisimba

Private cloud infrastructure

Site

Ingest

Bor

ndi

gita

l

Sharedfolder

Network

WEWE

NetworkSite Site

Site

Sharedfolder

WWW

WEWEWorkflow managed by WEWE layer

Let's have one digital asset management project for Wits and let us create the synergy 

that leads to innovation.

Let's adopt the more agileapproach that builds on ourtalent within the University

Createinfrastructure

Designcomprehensive

architecture

Project 1Micro­

services

Workflow

Project 2

Project N

Behaviours

Workflow

Micro­services

Workflow

Recognitionof need andopportunity(business

case)

TalentKnowledgeCapability

A moreagile approach

The proposal

Attribution file: http://www.dkeats.com/usrfiles/users/1563080430/attribution/attrib.txt

Thank you!