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Document management

This section describes the way to manage documents using Gellish to store auxiliary information about the documents and the objects about which they provide information. This includes also management and descriptions of drawings and information on various media such as text files, sound, video, etc.

1. Distinction between information and information carriers

The concept ‘document’ is defined in Gellish as information that is presented in one or more physical information carriers, such as ink on paper, optical or electronic patterns on media, etc. In other words, information is the common content of information carriers that present the same content. Qualitative information is a particular piece of information that can be presented on more than one different physical carrier. For example, a particular document may exist in doc file format as well as in pdf file format, as well as in printed form. This illustrates that the qualitative information is the common content of all those information carriers (physical files and paper). Thus the qualitative information is distinguished from the physical information carriers that present the information.
Qualitative information can be included in a Gellish Database in two ways: as a text string that the description of an “information object” or by a reference to a physical file or object that contains the information. The next paragraphs describes both ways.

2. Storage of textual information

Every object (denoted by a UID) is normally related to two text strings: a name and a description. The name is maximally 255 characters long (Unicode, nvarchar(255)), the description has an unlimited length (Unicode, ntext), except when implemented in a system with limitations, such as Excel. A piece of qualitative information shall be expressed as the description of the information object. That description shall be provided on the line that specifies what kind of information it is. Thus on the line in a Gellish Database table that specifies how the information is qualified (through a <is a qualification of> relation.
For example, assume paragraph 3.1 from a document about road design expresses a requirement for motorways. That document is decomposed in fragments that are stored in a Gellish Database to make the knowledge available for designers of roads. Then the Gellish Database will contain the following expressions of facts:

UID of LH objectName of LH objectUID of FactUID of rel. typeName of relation typeUID of RH objectName of RH objectFull description
110 motorway 210 5398 <shall be compliant with> 111 Par. 3.1
111 Par. 3.1 211 1726 <is a qualification of> 970007 requirement A motorway shall have a …

Note that the paragraph has a name (Par. 3.1), whereas the content of the paragraph is specified in the description of the object on the line where it is qualified as a requirement (fact 211).

3. Documents about objects

The objects about which a document provides information should be related to the documents in order to facilitate searching and retrieval of the documents via the objects. Furthermore the objects that are part of a larger facility should be integrated in a facility model, resulting in a Facility Information Model. This will then enable to search and retrieve documents as well as data about the facility.
For example, the fact that motorway M1 is documented on drawing T-12345 is expressed in Gellish as follows:

UID of LH objectName of LH objectUID of FactUID of rel. typeName of relation typeUID of RH objectName of RH objectFull description
112 motorway M1 212 5046 <is described in> 120 T-12345
112 motorway M1 213 1225 <is classified as a> 110 motorway that connects London with Birmingham

4. References to electronic files

Often pieces of information consist of complete documents or do not only contain (Unicode) text, such as drawings, sound or video. In those cases the document will usually be an electronic data file in some file format. For example, a drawing might be in AutoCAD dwg file format and may also be expressed in tiff and pdf format. In those cases the physical document (files) are not included themselves in the Gellish Database, but are stored in external files, whereas the Database contains references to the external files or to other physical objects.
For example, drawing T-12345 is scanned and after that the resulting tiff file is converted into a 002.pdf file. The pdf file is stored in the root directory of the C drive of the computer. Then the Gellish Database will show the following facts:

UID of LH objectName of LH objectUID of FactUID of rel. typeName of relation typeUID of RH objectName of RH object
120 T-12345 220 1726 <is a qualification of> 490196 drawing
120 T-12345 221 4996 <is presented on> 121 002.pdf
121 002.pdf 222 1225 <is classified as a> 40153 electronic data file
121 002.pdf 223 1227 <is an element of> 122 C:\\
122 C:
224 1225 <is classified as a> 492017 directory

5. References to physical copies

The original mastercopy my be a sheet of paper that is located in archive A. The additional facts that describe that are expressed as follows:

UID of LH objectName of LH objectUID of FactUID of rel. typeName of relation typeUID of RH objectName of RH object
120 T-12345 225 4996 <is presented on> 123
123 T-12345 sheet 226 1225 <is classified as a> 492033
123 T-12345 sheet 227 5138 <is located in> 124
124 archive A 228 1225 <is classified as a> 970492

6. Software requirements

Gellish powered software shall have the following capabilities:

1. Recognize any object that is classified as an ‘electronic data file’.
2. Determine the file type of such an object from the file extension (or from the value of an aspect that is classified as a file format).
3. Determine the collection of files that is classified as a directory.
4. Determine the location of the directory from the name of the collection.
5. Launch the appropriate application that opens the file for viewing or editing.

Continue with Knowledge modeling in Gellish

document_management.txt · Last modified: 2018/02/15 12:29 (external edit)