Maintaining a silo with millions and billions of documents is a huge challenge. At some point the need to make changes to the system configuration, metadata and object model or even to the physical environment, either in terms of hardware or with software- version upgrades might arise.
Usually this does not seem to be a very big deal since there are plenty of migration tools and products out there specifically designed for such a task. The obvious way is to put the corresponding system in read-only mode, do necessary changes and/or upgrades, move documents from A to B and activate the new platform. (In fact this is not as easy as one may think- but that is another story)
But what happens if there is no option for a large maintenance time-frame? No option for a single system-downtime at all? There may be situations where the system must be up and running for nearly 24 hours a day, seven days a week…
Good news is there are two approaches how such requirements can be met. The first one, compared to the other, will take a lot of time but makes it theoretically possible to migrate without a single second of downtime. read more
Virtually every industry is currently facing the challenge of digital transformation, including the life sciences sector.
But what exactly does the digital transformation entail and what consequences does it have?
When it comes to digital transformation, we talk about the ‘third wave’ of IT. The first wave was the introduction of the server-client architecture which followed the mainframe principle. The second wave was Internet technology, and we are now talking about a third wave, that being smart, networked devices.
As I see it, digital transformation is based on two main pillars:
- On the one hand, we are finding that the pace of sensor development is gaining speed. They are becoming more accurate, more specialized, and more compact. But most of all, they are growing more affordable, meaning they can even be used as disposable products. Sensors are used everywhere, whether in industry, in cars, at home, or in the field of medicine. They measure sounds, vibrations, movements, temperature, pressure, humidity, and much more.
- The second factor is that IT is now readily available and easy to consume in any quality and quantity and at any time. The vast amount of data produced by sensors, mobile end devices, traffic management systems, and much more can nowadays easily be stored centrally and can be analyzed in a matter of seconds, in some cases even in real time. Correlations obtained from these data produce unprecedented findings about such matters as production processes, causes of illnesses, and the usage of wearables.
The digital transformation is driving industry change
These new findings are putting many companies in a position to rethink their business processes and models: read more
There are different ways of how to manage documents using Document Management Systems (DMS). Which one is the best for your company? This blog discusses the question if it makes sense to manage the full document lifecycle in the DMS, or if only the most important document versions should be stored in a DMS, having the other documents created, managed and stored in other places.
I vote for the full approach. Why?
It is the collaboration idea that requires multiple users to work with the same document and have a full version history of information for all previous versions. The benefit of using a transparent chain of document versions is often underestimated. Even SharePoint technology is using this feature.
Document Management Phases
In the creation phase, Document Management Processes have special document access rights, which need to be considered differently, as you do not want to distribute the document to a larger audience, but at the same time you like to collaborate with the group of authors.
At this stage the system must be very flexible and user-centric. The focus here is on user interactions, where you prepare all meta-information in an intuitive way. This changes, when the document itself needs to step into a higher status and when leaving the authoring phase.
Now, it is more important that the document is following a workflow process for reviewing the document using the 4-eyes principle. And last but not least now follows the approval of the document for a designated business reason decided by a group of persons – the Approvers. read more