/ Fox Environmental Information Technology
Project Services Office
FOXIT Document Management
Document Management Best Practices
FOXIT Document Management Best Practices
Version 0.8
Susan Kaltenbach
Printed: 7/6/2005
This document is proprietary and confidential to Fox Environmental.
It is intended for internal use only.
CCS IPS Documentation Management / Documentation Best Practices and Recommendations
Table of Contents
1.Executive Summary
2.Document Ownership
2.1Current Practice
2.2Recommendations
3.Document Management
3.1Industry standards
3.2Current practices
3.3Recommendations for meeting industry standards
4.File Naming Conventions
4.1Current Practice
4.2Recommendations:
5.Web Folder Conventions
5.1Current Practices
5.2Recommendations
6.Document Tracking and Search
6.1Document Tracking
6.2Document Search
7.Templates
7.1Current Practice
7.2Recommendations
8.Deliverables Review (Approval Cycle)
8.1Current Practices
8.2Recommendations
9.Check Out and Check In Documents
9.1Current Practices
9.2Recommendations
10.Version History
10.1Current Practice
10.2Recommendations
11.E-Mail Attachments
11.1Current Practice
11.2Recommendations
12.Appendix A: Using the Microsoft® Word™ Version tool
13.Appendix B: Using Deliverable Assistant for Document Templates
14.Appendix C: Web Folder Information from Intranets.com
14.1Security Applications Using Web Folders
15.Appendix C: Documentation Management Process by Roles and Regions
16.Appendix D: Comparison of Document Flow Methods
iCCS IPS Documentation Management / Documentation Best Practices and Recommendations
1.Executive Summary
The Fox Environmental IT division (FOXIT)currently publishes documents that may haveseveral different origins. Some deliverables have only one author, while others are collaborative. Collaborative documents can include several authors, editors, and reviewers. Because FOXIT has no document management system, collaborative work is problematic. This document recommends improvements to the existing document management process, with a focus on collaborative efforts.
The recommendations that follow are based on existing resources. No new products or staffing are included.
Doc management recommendations summary:
- Every deliverable needs to be “owned” by the Project Manager (or assignee) so that the status is always tracked.
- Document management can be done using existing tools.
- Adhere to standardized file naming conventions.
- Use Web Folders mapped to network folders to organize files.
- Use metadata fields (file name, author, date, key word, description) in Intranets.com for document tracking and search:
- Use Deliverable Assistant for all templates.
- The Approval Cycle for each document needs to be enforced before publication.
- Check out and check in documents using Intranets.com doc management.
- On a document with two or more collaborative authors, never use e-mail attachments. Use intranet/network folders.
2.Document Ownership
2.1Current Practice
The Project Manager (PM) or Subject Matter Expert (SME) is expected to manage a deliverable during its life cycle. As a result, if the PM/SME is unavailable, the status of the deliverable is unknown.
2.2Recommendations
Introduce a Document Owner into the project lifecycle. The Document Owner is responsible for managing a deliverable throughout its life cycle. From the first draft onwards, the owner keeps track of the location of the document, the most current version, and identifies who should be a contributor.
During the life span of a deliverable it’s essential to have a single-point resource who can answer document administration questions. If someone needs to know contributors remaining to review, or where the document located, the Doc Owner Explain the need for document ownership can do the job.
The Document Owner is responsible for the life cycle of the document, along with using best practices in document managing, version histories, and tracking comments. The Document Owner should be able to:
- Immediately identify the status of a document
- What authors have already contributed
- The current location of the document, and
- Identify next steps
The Document Owner is responsible for understanding the document requirements, distribution to various authors, version history, and control over the final copy. Document Owners establish milestones and schedules, track progress, and approve final publication.
Two roles. By default, Project Managers should be considered the Document Owner. They have final responsibility to make sure all deliverables meet standards and requirements. But this role can be separated into two elements: the document’s content (PM), and the document’s production (Technical Writer).
3.Document Management
Document Management is the process of managing documents and other deliverables from creation, review, and storage, to its dissemination.
In a document management system, files are grouped and managed throughout the deliverable’s life cycle. This management can include using relevant metadata to make documents more discoverable.
A document management system is ideal for collaborative work efforts, such as the document sharing and editing we perform here at FOXIT.
3.1Industry standards
Currently, enterprise-level document management solutions offer a sophisticated array of services. Tools these products incorporate include:
- Categorizing, grouping, and managing deliverable files in a folder or tree structure
- Tightly control the level of access for each user.
- Searching for document content both locally and within the entire document management system architecture. Search using file name, key word, or full document text.
- Using version tracking to research the historical development of a document.
- Metadata and key words including project names, authors, project names, deliverable templates, and other appropriate content to use as a search category.
- Work collaboration tools including the ability to circulate documents for approval.
- Check out and check in documents, including a lockout from other users.
- Subscribe to receive notices when a document is updated.
- Enable users to electronically review a document and add comments without changing it.
- Publish the content to different recipients in different formats, and using different vehicles.
3.2Current practices
FOXIT doesn’t use a document management process. Our current resources include:
- Network folders that organize files into different projects and document types. This organization allows some project identification and tracking. Documents in these folders can have an “editing lock out” if the document is being updated by another person.
- Microsoft Word is used by all staff members. MS Word provides authors with change tracking and commenting.
- Processes and procedures can provide some deliverable management, but there is little consistency, and compliance is discretionary.
3.3Recommendations for meeting industry standards
3.3.1Company Intranet
We can meet many industry standards by using available resources. Using the intranet site at we can benefit from the intranet’s embedded document management features.
- Categorize, group, and manage files. Intranet folders can organize content at infinite levels. Folders can also be mirrored in a Windows Explorer window, allowing you to edit documents within your desktop.
- Tightly control user level access. These folders can also be configured to control permissions and editing authority.
- Check-in and check-out documents,andlock out other users. A notice at the document location informs others that you have the document.
- Search function. Our intranet includes a search facility to perform simple or advanced searches on all sections of the site, such as the existing folders for Documents, Change Requests, In/Out Board, Issue Tracker, FOXIT Ad-hoc Requests, and Production Issues. (The search function also allows you to use the Google Web search engine.)
3.3.2Microsoft® Word™
- Version tool. Microsoft Word users can implement a versioning tool in each document. Process can be complex. It will probably not be used. See Appendix A: Using the Microsoft® Word™ Version toolfor more information and instructions on using the tool.
- Electronically commenting on a document without changes. Microsoft Word includes a commenting tool. A Word document can be circulated among several parties for their comments without any actual changes being made to the document. Word comments identifies the name of each person, and identifies the date and time they wrote it.
4.File Naming Conventions
FOXIT needs to establish a standard nomenclature for document file names. Existing FOXITfile naming conventions can cause errors in collaborative work efforts. For example, some authors put version info at the beginning of a file name, and some put it at the end. Other authors put “special” words in their file names, such as “FREEZE.” Obviously we need some standardization so that a file’s name will help describe the contents and versions.
The FOXIT GDA division practice appends the version of the document to the end of the file name. These version numbers are based on the document’s previous file name. Actual numbering is left to the discretion of the author.
4.1Current Practice
Detailed instructions for naming documents and deliverables are available in the document FOXIT Folder Naming Conventions (\\fit\apps\library\standards\fitdoc.doc). Using this model, file name changes are sequentially changed to reflect the deliverable’s stagesand authors. From the FOXITGDA divisiondocument:
The general convention for naming deliverables in a project is as follows:
Del ID>_<filename>_<major>_<minor>_<initials>.ext
P100S_Opportunity_1_00.doc (major)
P100S_Opportunity_1_00_kax.doc. (author contributing minor changes)
P100S_Opportunity_1_00_kax_aeb.doc (joint changes from 2 authors)
P100S_Opportunity_1_01.doc (major update with minor changes)
NOTE: These conventions also include that folder names should use underlines instead of spaces between words, such as Project_Files\Tap_Documents.
4.2Recommendations:
We need to use the official FOXIT naming conventions as described above. This will standardize our division’s file names to meet the standards of the rest of the company.
However, during a collaborative project, a document can have several authors and they are distributed simultaneously to all authors. They then forward their edits to the technical writer to be merged. This is an inefficient process and can cause content errors.
To avoid problems during a collaborative effort, document management should be used to track documents and changes. A serial approach to contributions should be used. This serial approach is illustrated in the diagram at Appendix D: Comparison of Document Flow Methods.
5.Web Folder Conventions
Our intranet Web Folders can be created to map to current directories. In practice, Web Folders are set up in the document section to map to our current network folders. If done correctly, you now have two ways to access, change, and save a file.
See Appendix C: Web Folder Information from Intranets.com for detailed information on using Web Folders.
5.1Current Practices
Network folders have been built by staff to reflect the breakdown of project documentation. This existing group of folders is used to manage content.
5.2Recommendations
Using Web Folders is a form of document management. It allows a check-out and check-in document management feature. This feature locks a document for editing for just one user.
A similar practice can be used with Microsoft Word. However, the best practice would be to use Web Folders. The check-out notes could be valuable information to other users. Also, using Web Folders will prepare all users for an environment such as Microsoft SharePoint Intranet sites, which FOXIT might adopt in the near future.
6.Document Tracking and Search
Document tracking is the process of knowing where a document is located, who wrote it, and who is editing it. Search is the function of being able to find files using unique characteristics (metadata). The two functions coexist in a document management process.
6.1Document Tracking
6.1.1Current Practice
When an author tries to open a document that someone else has opened, they receive an error message that the file is locked for editing by (“Work Collaborator”), and that they can open a read-only copy.
Figure 1: Editing lock out occurs when trying to open a network document
already opened by another party.
Another method used is reserving the doc with password requirements. Establishing passwords for a document is done using Microsoft Word’s security features.
Figure 2: Document lockout with password requirements using MS Word security features.
6.1.2Recommendations
- Define a suitable set of metadata (information about the documents) for documents they wish to track, and to specify the structure of the metadata in a rigorous way.
- Tracking local documents consists of just author, title and date.
6.2Document Search
Documents should be discoverable based on several kinds of “metadata” including keywords for author name, document format, project name, document comments, and other searchable metadata.
“I want Annie Oakley’s.ppt presentation outlining the August 2005 project budget changes.”
6.2.1Current practices
- Network folders have been established to help organize document.
- If a document can’t be located using normal methods, a document search can be done using Windows Explorer.
6.2.2Recommendations
- When documents are uploaded to the intranet/network folder, there should be some kind of metadata to use as document keywords.
- Use intranet folders to track the document’s status.
- Use version history if available.
7.Templates
All project documents are managed by the Deliverable Assistant (DA). When beginning a project, DA can be used to automatically generate a document set with correct templates. See Appendix B: Using Deliverable Assistant for Document Templates, for instructions on using DA to generate a document set.
7.1Current Practice
- Instead of using DA, authors often use non-compliant templates, which can cause errors.
- The frequently used “Remove Suggested Content” tool is not available in non-DA documents.
7.2Recommendations
- Require all FOXIT members to use Deliverable Assistant to generate documents. (This is especially relevant for large projects that need a complex documentation set.)
- Employees unfamiliar with the tool should receive training – the folders and search to set up a new document can be somewhat problematic.
- All templates must follow FOXIT header and footer standards. If the DA template does not generate the header and footer, they can be created by following the instructions at \\foxit\apps\process_library\standards.doc.
8.Deliverables Review (Approval Cycle)
A document approval cycle begins after all contributions have been incorporated. The document is not published until the approval cycle is complete. It is the Project Manager’s responsibility to identify names for the Approval Cycle table. The PM begins the approval cycle by circulating the document, tracking its status, and answering questions that may arise during that time. Table 1 is an example of an approval cycle signature block.
Role / Name / Signature / DateAuthor: / Ronald K. Raler
Sponsor: / Chris Conner
Reviewer(s): / Ken Bown / Ken Bown / 10/26/05
Guru Bringpat / Guru Bringpat / 10/26/05
Technical Writer: / Susan Kaltenbach / Susan Kaltenbach / 10/25/05
Approver(s): / Denise Smith
Table 1: Example of document approval cycle, using different fonts for signatures.
8.1Current Practices
At document inception, the FOXIT Project Manager enters names into the Approval Cycle section, including the author, sponsor, and approver. After all approvals are received, the document is then published at the Project Manager’s discretion.
In practice, the approval cycle has been voluntary. No formal mechanism is in place to enforce the approval process.
8.2Recommendations
The approval cycle should become a mandatory part of the publication process. Publication should be controlled until all signatures are received.
9.Check Out and Check In Documents
When using the intranet folders check-out and check-in features, a window appears that has a field for the author to enter comments about the actual editing.
9.1Current Practices
Using network folders. Currently, when authors have opened a document, subsequent users get a “locked for editing” message like the one below.
9.2Recommendations
Use the intranet document folders to manage documents. Using intranet folders provides tools for administering the entire document management process. Intranet.com is used by all employees and is a highly visible public forum.
10.Version History
A versionhistory keeps an image of a document after each contributor’s changes. It can be vitally important when managing documents. Not having a document’s version history available makes it extremely difficult to distinguish changes between document versions.
Since our existing intranet has no capacity for version histories, our only option is to use the MS Word Version tool. Although it’s easy to use, this tool has some problems that could exclude it from being used:
- If Version feature isn’t used at document inception, no “old copies” will be available.
- When the document is ready for publication, the version history needs to be removed – otherwise, all past changes and comments can be found.
- Depending on the document’s size, using the Version tool can create extremely large files.
See Appendix A: Using the Microsoft® Word Version tool for instructions on using this feature.
10.1Current Practice
Currently the only version history available is the practice of naming files with an updated version number in each iteration.
10.2Recommendations
Although the MS Word Version tool is ideal for tracking versions, the process could be considered very complex and not all authors will want to comply.
Another method is to use project deliverable milestones for version numbering. This practice would include milestones to map out version histories. The table below illustrates how version numbers could be incorporated into the project deliverables milestones.
Milestone / Document Version / DescriptionMilestone 1 / 0.1 / Create first draft.
Milestone 2 / 0.1 – 0.4 / Distribute to document contributors.
Milestone 3 / 0.5 / Create second draft.
Milestone 4 / 0.5 – 0.8 / Distribute to contributors a second time.
Milestone 5 / 0.8 / Final edit to Document Reviewer(s) for sign off.
Milestone 6 / 1.0 / Distribute V1.0 as appropriate.
Table 2: Example of including document version number into a Project’s deliverables milestones.