| # Document Management Concepts This chapter provides a list of the significant Document Management concepts. Documents, files, and hard copies The contents of a document can be stored in electronic files (computer files) or on a non-electronic medium such as paper (hard copies). Creating a document creates the document’ s first revision, and users can then attach files and hard copies to this document revision. Document revisions track changes to documents and their attached files and hard copies. Files, areas, and hosts Files are attached to a document revision for registering in ODM. You can only register files if the files are stored in a directory that is registered in Object Data Management as an area, or in a subdirectory of this type of area. The directory must be located on a computer that is known to Object Data Management, in other words, a computer that is registered in Object Data Management as a host. The following two types of areas exist: Work areas: Files are initially created in work areas or uncontrolled areas, and are referred to as being checked out. Vault areas: When a document is submitted for review or released, the attached files are checked in. In other words, these files are moved to a vault area or controlled area. Users do not have direct access to vault areas. Vault Server The Vault Server program is an essential component of file management in the Document Management (DOC) module, and is the mechanism by which files are moved and copied between various areas. A vault server must be installed on the server, where the vaulting must be carried out. Instructions to install and configure the vault server are provided in the ODM Vault Server Installation Guide (U7755D US or later). If the work area is located on a separate machine, to make the files in a work area accessible, a vault server must be installed on the computer on which the area is located. Document types and document libraries If you create a document, you must assign the document a document type and a library. The document type determines, for example, whether the hard copies and files attached to document revisions must also be assigned revisions. The document library determines the vault area to which attached files are moved when a document revision is submitted/released. |