Information Management - What We've Done

Database and Internet Application Development Document Imaging and Knowledge Management Systems

Database and Internet Application Development

Validation and Qualification Sciences Experimental Complex (VQSEC)

This website which is internal to Sandia National Labs, is an intranet application for VQSEC's environmental, health and safety site, which features a database integrated with ColdFusion, security, search engine, automated approvals, and JavaScript to automate data entry and to power a hazards assessment matrix. The site was expanded to meet the needs of three different departments.

SunLab - www.energylan.sandia.gov/sunlabint

This project is an extranet with functionality that manages budgets for the DOE Office of Solar Energy Technology (OSET). This extranet allows for the management of projects, milestones, contracts and the associated budgets relating to the various programs run by OSET.

Document Imaging and Knowledge Management Systems

TriState Generation & Transmission Association

TriState Generation & Transmission, based in Westminster Colorado, employs over 700 people, and is owned by its 44-member rural electric systems. It provides wholesale electric power within the Rocky Mountain region. TriState uses Documentum's EDMS product for managing "in process" documents in terms of workflow, versioning, and other structured requirements. The EDMS system is complemented by Convera's RetrievalWare software, a knowledge management solution for archival and retrieval (both semantic and fuzzy full-text searching) of scanned and electronic documents. The RetrievalWare system came to TriState as part of a merger with another G&T.

Shortly after receiving the RetrievalWare system, TriState contracted with Ktech to provide enhanced document capture capabilities for its legal department and central records center. In addition to upgrading technology to meet increased demands for processing volume and image quality, Ktech created various batch classes so departments could upload documents into Documentum or RetrievalWare depending on which environment was most appropriate for the business application.

In implementing the solution, Ktech designed and installed two capture systems based on high-speed Bell & Howell scanners being driven by Kofax Adrenaline hardware. Once images are captured and enhanced, they are further processed as batches by Kofax Ascent Capture. Lastly they are indexed, OCR'd, and uploaded to the backend systems. Batch processing improves volume and quality by allowing the indexing, OCR, and upload processes to be optimized for the type of documents. The final project deliverable was three days of on-site Ascent Capture training for capture station operators and administrators. Another element of implementing this project was installing a RetrievalWare Synchronizer for Documentum.

The Synchronizer allows any authorized user connected to TriState's intranet to retrieve documents from either the RetrievalWare or the Documentum system from one common browser interface and without having to learn numerous search queries.

Document Capture and Management System for Clinton County, Iowa

Clinton County is a rural county in eastern Iowa that needed a system for transitioning its paper documents to an automated system that would enable them to provide better service to county residents.

An early document management system (Electronic File System developed by Excalibur) had been installed by Ktech staff in 1994. Clinton County wanted to upgrade and install additional document capture systems in several departments that had not previously been electronically capturing their documents. In addition, they wanted to upgrade the EFS document management software to the next generation version, RetrievalWare.

Ktech performed the following scope of work to Clinton County.

• Installed and configured RetrievalWare Software on an NT Server
• Established MS-SQL Server database connection and created database tables
• Migrated EFS Fileroom to RetrievalWare w/Hierarchy and database fields
• Upgraded Ascent Capture Software and installed Adrenaline Board
• Provided scanners that scan office documents (8.5" x 11") at 300 dpi, 12 ppm
• Entered database index fields according to Document Class
• Configured full-text OCR text processing in automatic and manual modes
• Released images, OCR text and database fields to RetrievalWare upload area
• Configured Browse Fileroom Hierarchy Objects
• Created, renamed, deleted Fileroom Hierarchy Objects
• Cut and Pasted Pages between documents
• Uploaded captured documents into Fileroom Hierarchy
• Created RetrievalWare Application users and groups
• Created Filerooms and administered objects within Kofax Ascent Capture and RetrievalWare Upload/Maintenance
• Provided training for end-users
• Clinton County RetrievalWare Administrator trained at Excalibur Corporate Training Center.

The project included an initial survey and needs assessment as well as post-delivery documentation for installed software and hardware. The project was completed in approximately eight weeks, June - August 2001. Ktech continues to provide maintenance and programming support.