> drawBRIDGE® Enterprise - Engineering and Office Solution Specialists

Vendor Briefing Document

Centralised Electronic Archiving Repository Information System

Document Corporation Sales Consultancy Pty Ltd Australian Company Number: 104 194 390 Level 2, 51 -55 City Road | Southbank , | 3006 Phone: 61 3 9696 6538 | Fax: 61 3 9699 9931 | Email: [email protected] > DESIGN. DEVELOP. DEPLOY.

> Introduction

Since 1987, Document Corporation (DocumentCorp) has revolutionized the way organizations create and distribute information. Our company is a specialist in the field of Document Archive Repositories, Knowledge Management Strategies and Information Management Solutions. We provide a total “turn-key” product solution for customers, including design, consulting, integration, optimization, deployment, training, support, and exceptional software development capabilities.

DocumentCorp solutions improve our clients’ ability to create, search, extract, and manage content, reuse data, streamline workflow and leverage information assets throughout the organization. Our solutions simplify management of structured as well as unstructured information and enable users to create, query and share information repositories. Our systems and services are developed to complement your internal resources and fit Our success as a vendor is the result of continuous research and development your unique requirements. in our consultants, software and solutions and our vision is to continually provide the best solution for our clients. DocumentCorp has a dedicated company structure to support major corporations and government departments DocumentCorp’s value to your organisation provides access to an Information using our enterprise solutions. Our company has a proven Resource and Knowledge Strategy team that is a world-leader in this pioneering track record in providing products and services to Defence, field across multiple disciplines. Government and Civilian operations as well as many local and interstate companies. Our clients include Government When you select DocumentCorp, you are choosing a company with years of Departments; Australian Bureau of Meteorology, Victorian experience and expertise in Document Management, Enterprise Solutions, Liquor Licensing Commission, Municipality; Archive and Information Management, Document Repository and Knowledge Defense; ADI Benalla (Australia’s largest munitions facility), Integration Strategies. Most importantly, you will have an experienced partner Utilities; Australian Gas and Lighting (AGL), Agility and with a future vision for your organizations success that will be vested in all CitiPower Group and company’s such as Qenos Resins stages from consultancy to deployment and beyond, ensuring your system is of (Hoechst, Kemcor), Australian Vinyls Corporation, the highest degree of productivity, efficiency and cost savings. Huntsman Chemicals Corporation. C

AUSTRALIA’S LARGEST A S

DEFENCE MANUFACTURER E

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Australian Defence Industries D Y

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Victorian Liquor Licensing 4 Commission CASE STUDY 1 CASE STUDY 2 CASE STUDY 3 CASE STUDY 4 ent (St. ory Victoria) KM Document – Victoria) – New South Wales) -

s ’ BRIDGE y r a management of "change" notification Disciplined based Docum Numbering Module(s) Centralised electronic storage for all documents Coordinated data collection from the following facilities before closure; Ammunition Factory (Footscray Munitions Factory M Ordinance Fact (Maribyrnong Ongoing drawBRIDGE Sales, Training & Technical support draw Management System drawBRIDGE Engineering Document Change Control Module(s) Site Wide electronic viewing and printing on standarddesktop PC environment Site Wide electronic     Deliverables    

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A agreement for the supply ofthe munitions ADF. for Benalla, Victoria. This modern facility officially opened in August 1996capable and of is meeting ADI's long munitions requirements of the Australian Defence Force (ADF) are beingADI's met world from propellants and ammunition products. The strategic, operational and training Australia's leading Defence Ordinance and Munitio development and manufacture of explosives, Australian Defense Industries (ADI) is > CASE STUDY 1 CASE STUDY 2 CASE STUDY 3 CASE STUDY 4

t n stem which ralian e based - m u c within a national o rastructure for this D

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n o i The objective and expected outcome of the national project demonstrates a ” t r . a e t m r s o u f l n Bureau Phase I C The Commonwealth Bureau of Meteorologystatutory is body an that Australian continuously Federal monitorsregion. government weather An and Engineering climate Services for projectimplementation the currently of Aust underway drawBRIDGE nationally Enterprise is forResources the its Strategy The Central Operations and Systemsproject Branch is facilitating thesignificant IT enhancement inf to the managementframework. of data The Bureau's extensive weather observationinstallation, network and relies maintenance of observationand equipment maintenance and performance facilities. data Equipment isi faults managed via interactive computer allows staff to maintain records of all aspects of their engineering work. Background and Document centric XML services, - and KM tier runtime architecture capable of - drawBRIDGE Enterprise was chosen definition of document management. Built - in 2003. isting Oracle site and maintenance system, SAP/R3 x System ccess documents stored in the drawBRIDGE vault in a e

s ’ u a e r tralia's national needs and international obligations. Scientific Organisation

ureau of Meteorology is the National Meteorological Authority AUSTRALIAN GOVERNMENT BUREAU OF METEROLOGY u B

e h Macquarie Island). drawBRIDGE Enterpriset modules interface with stock system and GIS applications ArchInfo, ArchView and Mapinfo. The Bureau a mixture of field offices inneighbouring each islands state and across in Australia, Antarctica on (Casey, Davis, Mawson resulting in a WEB basedhosting three a variety of businessrequirements. information management Management for its revolutionary re from the ground up to take advantage of Web The Australian Bureau ofEnterprise Meteorology for commissioned its drawBRIDGE National Engineering for Australia. The overall missionunderstand of Australian the weather Bureau and ismeteorological, climate to hydrological and observe and provide and oceanographicof services Aus in support The B > drawBRIDGE "configuration" and "document" token C

technology provides interactive functionality for the SAP and A

"SitesDB" user to display and print documents stored within S E

the drawBRIDGE Document vault. S T U

Using a seamless interface into SAP and SitesDB, D Y

drawBRIDGE technology ensures the latest document is 1 displayed, warns users of pending changes and prevents access to restricted documents. This interface into SAP and "SitesDB” provides a common user interface which reduces training and support considerations.

As a separate project, the Space Based Observation branch identified the need to electronically capture hardcopy

satellite transparencies as a process to better manage this C data while preventing further deterioration due to current A S storage methods, accidental loss of document(s), and the E media becoming fragile and unreliable. S T U D

When this project is completed, the data will be available for Y easier incorporation into modelling and analysis projects that 2 study past weather events. The Bureau of Meteorology has signed a 5 year drawBRIDGE Enterprise Software Licensing and Maintenance Agreement.

Phase II - “Positioning Document” Strategy C

Once documents are managed electronically, organisations A S

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“Integrating Documents” within other business systems or Automated Document Distribution and For many organisations, only documents with S T

“Positioning Documents” around the organisation. For Acknowledgement “significance” were selected for a formal U example the Bureau’s Oracle Site and Plant Maintenance “distributionannouncement” process. With D Y

System “SitesDB”, has drawBRIDGE functionality that With the technologies that have been developed drawBRIDGE, a wider range of documents can be 3 triggers multiple document workflow actions, and automates over the years by DocumentCorp, drawBRIDGE will managed this way. staff notification maintenance events. notify registered and subscription users via an “interBRIDGE e-mail receipt” of a specific document Subscription users of a document will Modern Asset Management & Maintenance publication change. Contained within the e-mail automatically see any document updates without notification receipt, bureau staff can immediately any required action. Studies have shown, users For many organisations, the simple process of creating a new view/print the controlled “single instance” of the vault outside the formal list of document recipients, document or publishing an update has a large cost impact. document; this ensures that only one copy is often refer to documents obtained by various Ensuring registered recipients of documents receive updates, referred to throughout the whole distribution process informal means, for example forwarded emails combined with having these faithfully used in the field or regardless of network drive mappings, server names from a colleague etc... Routinely, these users C A plant, often lacks the required discipline. Exposing etc… Concurrently, drawBRIDGE collects the struggle to determine particulars about documents S E

organisations and senior managers to significant legal and “acknowledgment” receipts, taking care of the like the originator, is this still the current version S operational risk. tedious clerical work associated with document etc... drawBRIDGE allows any user with an T U

distribution standards and audit acknowledgment interest in a document to “subscribe” and stay in- D requirements. A significant time and money saver for touch with the most recent document Y

any organisation. automatically. 4 CASE STUDY 1 CASE STUDY 2 CASE STUDY 3 CASE STUDY 4 SiteDB chnical Enterprise for integration and 3 applications ed observations exing of all hardcopy ross Australia, on modules with existing and SAP/R Site Wide electronic viewing and printing on standarddesktop PC environment Space Bas archives GIS interface modules Coordinated the scanning and ind documents Ongoing drawBRIDGE Sales, Training & Te support National implementation of drawBRIDGE its Document Management needs covering offices ac neighbouring islands and in Antarctica drawBRIDGE links for document and specification software drawBRIDGE links for documents and equipment relationships applicability drawBRIDGE      Deliverables    

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A a h y M b T understand. Viewing and printing offully document(s) fledge is Document achieved Management directly System. from This the strategy SitesDB allows screen, various as bus if it were a The fact that new orat updated any documents of are these published, sites,With frequently involvi drawBRIDGE, results engineering in staff changes justapplicability to simply action plant index statements and a within equipment document, SitesDB. and drawBRIDGE will set global or site D integration with this extensive drawBRIDGE The Bureau' observation equipment and facilities across Australia, on neighbouring islands and in Antarctica (Casey, CASE STUDY 1 CASE STUDY 2 CASE STUDY 3 CASE STUDY 4

s ’ y t i l t supplied for a p i c ution i n Sol u M which incorporate the

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g wide - n i l l drawBRIDGE controlling the City of Monash documebts mergers of City of OakleighCity and of the Waverley engineering documents GIS interface modules Coordinated the scanning and indexing of all hardcopy documents Site printing on standard PC desktop environment Ongoing drawBRIDGE Sales, Training & Technical support o r t n Deliverables      o c

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e h , lying 20km south eastgrowing of population the corridor. CBD in Melbourne's fastest T Information & Knowledge Resources whichOakleigh incorporated a the City of The DocumentCorp strategy was torole provide in a electronically solution controlling that DrainageConstruction performs Plans, Plans, a Subdivision Photographs, vital Plans, High ResolutionSpecif Aerial, Maps, The City of Monash, haspopulous over municipality. 160,000 It residents is and also is close Melbourne's to most the demographic

Municipality Council MONASH CITY COUNCIL > CASE STUDY 1 CASE STUDY 2 CASE STUDY 3 CASE STUDY 4

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m L going basis. e n ” “ - liance with changes s u a s , l s e r a a a n p e e e o n on r r remise and the location e classifications, while providing efficiencies to business users enquiring about these records on a r C a a M classification. drawBRIDGE makes comp in government legislation easier to administer than the paper alternative by allowing new features to be added easily for additional area drawBRIDGE is used to manage electronic sets of documents that show authorities details of a p the public are licence to consume liquor. Each plan shows a classification mark copy plans and documents. It - the convenient and safe managament in 1995. The primary focus for its

s overcame the risk of loss, fire, water and n o i t u KM Document l o s

s ’ is used extensively by licensees, attorneys, p r and the knowledge spread throughout the entire o

C wide electronic viewing t - n g damage to all the hard e

premise plan documents in the State of Victoria. m Coordinated the scanning and indexing of all hardcopydocuments Ongoing drawBRIDGE Training & Technical support Billing and Premise database (ALARM) Site and printing on standarddesktop PC environment Centralised electronic storage for all licensed premises document/plans within the state of Victoria Integration with Licence drawBRIDGE Management System u c o      Deliverables  simultaneously. Copies of plan documentsimmediately could now be produced organization. drawBRIDGE Victorian Police, and council municipalitiesof for the the Liquor administration Licensing legislation. The governments Liquor Licensing Department, D development was to enable of all The drawbridge system handlin enabled multiple users to view specific plan documents LIQUOR LICENSING VICTORIA Government Administration and Policing Sector > People are a company’s most valuable resource Providing them with easy to access product information drives sound decisions SOLUTION OVERVIEW

drawBRIDGE® > Enterprise Solution Overview SELECTED FEATURES

CONFIGURATION REQUIRMENTS drawBRIDGE® Enterprise : Solution Overview

Features

Advanced features include "Document Tokens™" that allow fast "point and click" access to regularly referred to documents, that will always display the latest version of the document, while "Configuration Tokens™" display the specific version of the document. Users can collect tokens, produce libraries or share them with colleagues and SAP, GIS, SCADA business systems as an example. Customised “Search Tokens™” allow each user to save the way the drawBRIDGE “Search Navigator” displays search results, column positions, and displayed attribute fields.

drawBRIDGE is an enterprise capable document management system, helping organisations deliver knowledge management. It is ideal for capturing and sharing knowledge that will overcome the situation of staff members accumulating their own information by using individual filing systems. Other benefits include a business environment where the drivers are for cost reduction, enhancing cross-regional cooperation and safety, and knowledge retention.

The drawBRIDGE product family is a fully featured Redefining Document Management Electronic Archiving Repository System that drawBRIDGE® Enterprise is a revolutionary re-definition of document incorporates highly functional Configuration management, built from the ground up to take advantage of Web-centric Management (CM) aspects. It performs a vital function XML services, resulting in a WEB based three-tier runtime architecture capable of hosting a variety of business information management for organisations aspiring to develop a secure requirements. electronic vault of engineering and office documents Simple and very easy to use, even by the casual user, drawBRIDGE® incorporates a Microsoft Windows “look and feel” and is extremely secure. and records, and the subsequent electronic Simple “point and click” technology is employed to view documents and drawings or rapidly produce reports. drawBRIDGE® will “float” throughout distribution of view-only data on a standard Personal the network so there is no need to nominate personal computers for Computer environment throughout their organisation dedicated viewing of documents or drawings. Each personal computer connected to the network can potentially access the drawBRIDGE® and sub-contracting firms if required. document system. Selected Features:

> Document Vaults

Department, Asset, or Business Zone Document Vaults.

The drawBRIDGE Enterprise document management system caters for a large amount of documents, while allowing for various search methods to be applied by different user groups to locate documents. Each document stored belongs to a vault and “document class” association. Ownership details can change as required and owners can restrict the behaviour characteristics of the documents within that vault. Enterprise based document management systems often fail, because users have no ability to easily switch between departments or search concurrently among different departments.

Studies have shown that drawBRIDGE closely mimics an organisational structure for document storage. Therefore, users can make speedy assessments as to the location of particular documents, rather than using a general Google “surfing” approach. > Class of Documents drawBRIDGE allow users to select which vaults they would most likely be interested in. During searching, Treatment of the CoD methodology requires A “Class of Document” (CoD) allows organisations development at the core of a product, such as vaults can easily be introduced or toggled off, to increase the freedom to associate unlimited attributes or search speeds, and improved search results. shaping structural components of the overall metadata fields against a particular document document vault architecture, influencing type. However, a “Class of Document” definition is indexing methods, user interfaces and Search tokens when created, are vault responsive. Users not simply just another database field type, but a can create a library of Search Tokens to help in the corporate user comprehension. “CoD” cannot robust drawBRIDGE technology that is designed be retrofitted into relational type document retrieval of documents. For example, a user can create to put an end to the theory that “one size fits all”. two different “Search Tokens”, one to report on the management systems with the same authoritative effect or results. current “project correspondence” and the other token to The drawBRIDGE® solution eliminates an report on the current “underground drainage plans” from organisations balancing act when deciding drawBRIDGE® allows users to search on any two different department’s vaults, each with different between “the right amount of fields sensibly column positions and metadata fields displayed. combination of fields. In the event that new allowed for display purposes to end users”, while fields are added by staff, these automatically maintaining a comprehensible human interface, become available for search and display that is uncluttered and usable, facilitating rapid purposes. responses in locating documents. Selected Features:

> Document Token

Document tokens allow fast in the photograph “point and click” access to document, and regularly referred to will refer to it often during documents. drawBRIDGE normal business activities. generates “Document These users simply create a Tokens”, allowing document token which will organisations to distribute automatically display the documents to various aerial photograph when locations under full and selected. If a new version of secure control. The the aerial photograph is intelligence of a document indexed into the token guarantees the user drawBRIDGE vault, all will always view the latest “tokens” will automatically documents, be informed of refer to the new aerial pending changes to the photograph. document displayed, or even receive messages if This scenario is also true if the document is cancelled, the tokens are included locked or withdrawn from within applications such as service. SCADA, GIS, or MAXIMO. A user can rename the token For example, an aerial description, but it will photograph is indexed into always display the latest the drawBRIDGE vault. version of the document. Within the organisation, Users can collect tokens other users find great value producing libraries or share them with colleagues. Selected Features:

> Configuration Tokens > Search Token > SAP Integration

drawBRIDGE generates “Search Tokens” which allows users “Configuration tokens” act in a similar way to to customise the display of drawBRIDGE search results, drawBRIDGE document token a “document token”. The difference is that a column positions, and displayed fields. A “Search Token” will technology effectively shares / integrates configuration token will always display a always regenerate the drawBRIDGE screen layout as document management functionality nominated revision / issue of a document. originally set when the token was created. Users can create within SAP - R/3 implementation, libraries of “search tokens” and re-name them with the user’s including SAP 4.6c and SAP Enterprise Organisations often have similar pieces of terminology. implementations. The drawBRIDGE equipment installed in the field that may use proposal provides a consistent “look & “common” and “specific” components, for feel” for organisations wishing to deliver example weather radars from the same documents via the various business manufacturer may use different “software” systems. versions and “IC card”, so that these devices can be configured to measure for example Once the document token is embedded the upper atmosphere, or local cloud cover. in SAP, users will always have access to drawBRIDGE helps assist organisations the latest version of the document while identify which documents relates to each being informed of any pending changes. “serialised” piece of equipment. Therefore No additional SAP administration tasks each radar has installed different will be required to publish document components, and therefore requires different changes, as they occur in the documents for the maintenance of the drawBRIDGE vaults. product. This seamless interface into SAP, Depending on the task demanded, SCADA, GIS and MAXIMO will provide a drawBRIDGE allows organisations to collect common user interface and reduce these “configuration tokens” and integrate training and support needs across these them with “build log” documents, detailing the critical business applications and various document and revision combinations managed by one administration “key- used to “re-build” or “maintain” each hole” to affect document updates. serialised product. > Related Documents

drawBRIDGE allows edit users to create relationships and applicability identifiers between “Class of Documents”. Users simply select the "related document" menu item to expose the latest version of each related document. Hardware Requirements:

> Server Requirements > Client Requirements

Dual Processor // 133-MHz Minimum, 733 MHz Recommended Minimum Processor // 133-MHz Minimum, 733 MHz Recommended Minimum Operating System // Windows 2000 / Windows 2000 Server or above Operating System // Windows 98, ME, NT, 2000, XP or above Database System // Microsoft SQL Server (Dual Processor version) Memory // 128 MB of RAM, 256 MB recommended Memory // 512 MB of RAM, 1024 MB recommended Hard Disk // 110 MB of free hard disk space Hard Disk –For Server Application // 710 MB of hard disk space required, 250 MB Other // .NET Framework 1.1 additional hard disk space required for installation (1GB total) Microsoft Internet Explorer 5.01 or later Hard Disk –For Document Vault // 50-100 Gb of hard disk space –for initial deployment will be scaled up as more documents come online. (This does not need to reside on the same machine) Other // .NET Framework 1.1 IIS 5.0+ ASP.NET Microsoft Internet Explorer 5.01 or later For more information, please visit our website at http://www.documentcorp.com

To speak to a consultant, please call +61 3 9696 6538

Document Corporation Sales Consultancy Pty Ltd Australian Company Number: 104 194 390 Level 2, 51 -55 City Road Southbank , Victoria, Australia 3006 Phone: 61 3 9696 6538 Fax: 61 3 9699 9931 Email: [email protected]