From D.Greenfield@rl.ac.uk Fri Jun  8 09:41:07 2001
Date: Fri, 8 Jun 2001 09:36:41 +0100 
Subject: RE: Documents for EDMS

Many thanks for asking these questions now as setting up things
in advance will make my life a lot simpler later.

> 	Is there anything special about formating documents so 
> 	that they can be put into EDMS?  The orginals will 
> 	probably all be MSWord but I would like to make the 
> 	files accessable by the collaboration PDF files.  
> 	Philippe Farthouat, who is in charge of the review 
> 	for ATLAS management, is not requiring any specific 
> 	template for the documents so I want to keep this 
> 	as simple as possible.  

A 'document' on EDMS consists of a bunch of metadata (title, author,
create date, approval status etc.) plus as many files as you like.
General good practice is to provide two files - one in a native
format (eg. MS Word) and another in a neutral format (eg. PDF).
You can also include appendices as separate files for example
if they contain pictures in different formats or the files are
very large.

The MS Word documents themselves should really use the standard ATLAS
template which is available in EDMS (see my attached document for the
URL). You need to download the template and place it in the area of your
local disc space which Word accesses for its templates. To find this
area go into MS Word then look at Tools/Options/File Locations/User
Templates.
However, it is not the end of the world if you don't use this template
(I have to admit to it having a couple of problems). 

The most important thing to get right is the document numbering.
When a 'document' (i.e. the meta data) is created in EDMS it is 
given an ATLAS Project Document Number. It is vital that this document
number
is placed into the Word document (in the space provided if you use the 
ATLAS template or somewhere obvious if not) and used when referencing
the document. 
I briefly describe the document numbering system in my attached
document.

So the best approach is to create the empty documents in EDMS as
soon as you are confident about which documents will be written 
(it is possible to change the title information later so it doesn't
matter if you are not totally sure of all the titles) and then
give out a list of document titles and corresponding numbers so 
that everyone can use the correct numbers from the start.
Then when the documents are finalised you can simply upload the 
files into EDMS.

> 	How do we get the documents into EDMS?  Several people 
> 	are madly writing these documents to get them done 
> 	one time.  I don't want to train all of them in this 
> 	process but I have an Admin Asst that could take on 
> 	the role of managing this.  Please advise how we might 
> 	do this.  

I am attaching several files as follows:
(Not included here ... but can be found from the Web.)

A document describing how we will do this for the Mechanics FDR. I
intend
to add to this document the document numbers once we are a little
further
forward. You might consider issuing something similar. 

A presentation I gave at RAL describing the EDMS system.

A one page 'idiots guide' to placing a document on EDMS - (people have
followed these instructions successfully).

The only other things which come to mind is that anyone who wants to 
create documents needs to be registered with a username and password
for EDMS. Kathy Pommes at CERN can help with this. 
You also need to know where in the tree structure to place the 
documents.

Please come back to me if you need any further help. I am quite happy
for someone to be sat at a terminal with a web browser and to talk
them through their first attempt at document creation.
But to be honest it's really not too difficult.
If you have an admin assistant then if you set up the list of documents
as I suggested, he or she can go in create all the blank documents then
just upload the files as they arrive.

Good luck!!

Best wishes,
  Debbie.



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