Osiris Document Management System

INTRODUCTION

Document Management

The product of the information area is not information per se, but a range of services that provide access to the content information put into the system by others. There are two distinct parts of information, namely content and index information, and must be managed by different management functions as follows:

  • Content Information: the content of a document is the reason for the documents existence and is compiled by a knowledgeable person with the required authority.
  • Index Information: the information that allows access to the content (i.e. identify, store, retrieve) and controls the distribution and status of the documentation.

Osiris stores all index information in an Access database. The index information consists of a number of attributes which are used in the operation of the system (see attributes below).

Document Revision
  • Reference - The document number.
  • Revision – Document revision number.
  • Title - The title of the document.
  • Document Type - The user can select a type from the list given.
  • File Name - In the case of electronic documents the system will complete this field.
  • Document Status - This indicates the status of the document in its life cycle.
  • Document Class - The user can select a class from the list given.
  • Classification - Security sensitive documentation can be indicated using this field.
  • Date Approved - Date the actual document revision was approved for use.
  • Date Registered- Indicates the date the document was registered in the system.
  • Review Date - This is a future date the compiler of the document needs to review the document for relevancy.
  • Review Comments - If a document is under review any comments can be added in this field.
  • Author - This shows who compiled the document.
  • Pages - The number of pages.
  • Format - The format of the information.
  • Shelf Location - Where hard copies of the document are stored.
  • Customer - The user can select a customer from the list given.
  • Customer Reference - If documents are received from an outside source the original document number can be stored here.
  • Project - Project number, if a document was created due to a specific project.
  • Contract Number - If a contract number is available.
  • Comments - Any additional comments can be added here.
  • Key Words - To assist in searching for documents, the user can include certain keywords.
Controlled Copies
  • Copy No - A numeric number of the copy to be issued.
  • Customer - Who the document is being issued to.
  • Text - Any required comments.
  • Date Issued - Date the document was issued.

Not all fields are required for both hard copies and electronic documents but the relevant fields need to be completed.

OPERATION OF OSIRIS

OSIRIS covers different aspects each of which will be described in the sections to follow.

Database

A relationship database is used to store all data required for the operation of the Osiris. This database can reside centrally on a network (making documents more accessible) or on a single user’s PC.

File Storage Directory

Space needs to be specified where all electronic documents will to be stored. A directory of client folders can be set-up to group like documents together. Like the database this storage area can reside on the network or on a stand alone PC.

Hard Copy documents

Hard Copy documents are registered by means of a simple input screen. All relevant data is captured by the user and stored in the database.

Electronic Documents

All electronic documents can be registered by means of OSIRIS Electronic File Registration programme. This programme has an ‘easy to use’ front end, where the user can capture the data required for storage in the database. The programme will then re-locate the required electronic file to the specified directory allocated to OSIRIS for electronic file storage.

MS Office Documents

An interface with MS office products, where registration of documents created within MS Office can take place directly.

Database Viewer

A tool is included which allows the user easy access to the index information and the actual electronic documents. The viewer allows the user to search the database using any of the attributes stored. All electronic files can then be viewed.

ADDITIONAL ASPECTS

Certain aspects need to be considered by the client which will have an effect on the document management system, but which fall outside the scope Osiris.

  • Network security
  • Virus Protection
  • Backups etc

Ennead Consulting offers advice in these areas.

COSTING STRUCTURE

Software

Osiris Modules

The Osiris modules will enable you to perform all documentation control functions. This includes register and control of all electronic and hardcopy documents.

Nmber of users Cost
1 - 4 users R 1 999.00
5 - 8 users R 3 989.00
9 – 12 users R 5 800.00

MSOffice Interfaces

This is additional functionality which will allow the user to register documentation directly from MSOffice applications. These costs will be incurred per user and per interface. A bulk discount formula will be applied for more than 15 interfaces.

Cost R 139.00 per interface

Installation

Installation costs will be charged at an hourly rate of R 165.00. The time required for an installation will depend on the number of installations required and the options chosen per user. An average installation takes approximately 30 minutes per user.

NOTE: The installation time will increase per MSOffice interface required as this needs to be done separately.

Training

A step by step training manual is included but additional training can be arranged. The cost of this training will depend on the scope and delivery criteria agreed on.

The costs quoted are valid for 2004.

SUPPORT STRUCTURE

Client Support

Two options have been established for the support of Osiris

Monthly Contract – A contract can be drawn up between Ennead Consulting and the client for support of Osiris. The cost of the contract will depend on delivery criteria agreed between the two parties.

No Contract – Without a contract the client can obtain support from Ennead Consulting on a time and material basis. This option will include traveling and hourly costs.

Software Support

A fault reporting system is in place to report any system errors. Faults can be reported via three different media;

All faults will be classified and prioritized according to an Ennead Consulting internal policy. This classification and priority will determine the promptness at which faults will be resolved.