Web Page Document Management System 4

[mloew]

I recently helped out someone work out a layout for a file structure in MS Windows Explorer. I thought others in this forum might my solution interesting:

Instead of using a linear directory structure for organizing files, you may ultimately wish to implement some type of document management system for better control of these files. If you do not want to go with a document management system, you can maintain the files in a structure that is meaningful in a first-order sense. Then create a web document with hyperlinks for each customer (or activity, project, etc.; whatever makes sense) to access the individual documents themselves. You can do this by creating hyperlinks in a MS Word document and saving it as a web file.

With this method, you can provide a little more documentation on the web page to provide descriptions, change dates, etc. to make the information easier to find. You can also, of course, hyperlink in intranet documents, and web sites in this same page for more fidelity. Also, if documents are shared across projects or customers, you do not need to copy them in duplicate file structures; they just live in one place, but are linked from as many web documents as necessary.

I use this system to create a Project Home Page with images, links to company procedures, MS Project file (and image), all project files (linked in an order according to a procedure), etc. It helps communicate the project scope and content to others that may be involved or interested a bit more than just showing a directory structure.

Hope this is interesting. Best regards,

Matthew Ian Loew

Please see FAQ731-376 for tips on how to make the best use of Eng-Tips Fora.

 

[alananderson]

Hi Matthew,

Interesting post. I currently use hyperlinks (as shortcuts) within a word doc to list and access my most used files. I would appreciate a copy of your Web page (if that would be possible) to check out the style/format etc.

thanks
Alan
(Glasgow, UK)

 

[mloew]

Alan,

I am glad you like the approach. You are actually doing the same thing. I do all the formatting in MS Word and save the file in HTML format using the save as command. I use the HTML format because it in a more general format for sharing purposes. When I am using the page, I indeed use the editable Word document because the hyperlinks always launch in their native format in a new window. I use pretty simple formatting techniques: bullets, indentations, etc.; nothing exotic.

For a project homepage I include the following elements:

Header: Links to the project directory, the company homepage, the charge number, and the customer work authorization (work directive).
Background: Images and description of work to be done cut and paste from SOW. Hyperlinks to actual SOW, partner/vendor companies, other reference material.
Project Activities: Bulleted and indented list of all project activities. Detail any customer and company procedures that are required (this helped with ISO 9000 Certification). Links to deliverables start of as links to the required forms and turn to links to the actual documents themselves after completion.
Team Member: Lists of Team Members contact information and role in the project. Hyperlink their names to open an email with a relevant subject already defined. I make sure that the subject is meaningful to the recipient in the context of the project.
Project Plan: Link and image for the MS Project file.
Other: Helpful links (preferred hotels, travel arrangements, etc.).


For directories it is even simpler, just a bulleted list with the appropriate links and descriptions. Looks like the FAQ I created: faq554-468.

I hope this helps. Best regards,

Matthew Ian Loew

Please see FAQ731-376 for tips on how to make the best use of Eng-Tips Fora.

 

[SC72]

I have had good results using your suggestions and converting the word documents to portable document format (pdf) files using Adobe Writer 5.0. This has several advantages: the file size of the pages is smaller than the word documents, the reader for pdf is a free download from lots of places on the internet, the hyperlinks convert automatically in the document (although you do lose the tool tips), Adobe seems to display pictures and graphics better than in the native document format or HTML (my subjective opinion).
I would recommend this approach for indexing douments or objects that don't change frequently since it does take a little time to convert doc files to pdf, and it is very difficult if not impossible to make good pdf files from a blank page (even Adobe doesn't recommend this). The best part for me is that almost any Microsoft Office document can be converted to pdf with an increase in image quality and a reduction in file size. There are exceptions (e.g. PowerPoint slides sometimes make larger pdf's if they are high resolution graphics [like intricate logos]).
Anyway, thanks for the tip and I hope you'll find the pdf trick useful.
Best regeards,

 

[RDK]

SC72

I too use PDF format for distributing documents. You missed what is in my opinion the two best features of PDF documents.

The recipient cannot change (or at least easily change) the document. If you are for example distributing a spreadsheet for calculating the payment to a contractor or draft contract specifications, with copies going to that contractor, you might not want to give out the ability to change the original document.

PDF also has the ability to use electronic signatures. This requires the full version for all signers but at $400 CDN ($250 US) its not a great expense. In Manitoba there is an electronic commerce act that states that if the parties agree that electronic signatures are sufficient then the courts will trust and apply then the same as original signatures. Your local laws may be similar.

Some scanners or other low end graphics packages from Adobe include the PDF writer printer driver which is sufficient for creating simple PDF documents. Often the full version is not necessary unless you want to be able to create hyperlinks in the document.

Rick Kitson MBA P.Eng

Construction Project Management
From conception to completion

http://www.kitsonengineering.com