Document management system: analysis and renovation

Aleksander Pahor (2009) Document management system: analysis and renovation. EngD thesis.

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Abstract

The purpose of this thesis is to present the renewal of the technical and business documentation creation on two projects in the company NLB d.d. and to provide solutions for more effective monitoring of the work and progress of the development and archiving of business knowledge in this segment. The goal is to demonstrate that the system for version control may contribute to greater transparency, control and monitoring of the creation of supporting documentation on projects. We are assuming the choice of an open-source solution which will allow easier upgrading, adding new functionalities later-on with great transparency and will not represent a large cost in the form of licensing and external consulting. In this thesis the current situation is analysed trough the needs of two chosen projects in the company NLB d.d.. Business and IT aspects of the environment where the new version control system will be installed are explained. The old method of creation and storage of documentation on the two selected projects is described, too. Based on the needs and problems it is analysed which criteria is needed to select and establish a better system for version control. Different choices of groups or individual tools are based on those criteria. From the full set of applications and tools that are available on the market a very narrow circle of candidates is than systematically compared in grater detail. As assumed it ends in deciding between applications Subversion and CVSNT. After the selected application, CVSNT, and consequently the supporting tools are defined the detailed process of installation and the volume of supporting documentation is described. The system can be added to the existing IT environment only if the process and documentation comply to the company’s standard. Finally, the course of the renovation of the documentation system is described and the method how to teach the employees the new system. Employees, users and managers satisfaction with such new system is described and the personal opinion for further work in this area across the entire company information system is expressed at the end of this thesis.

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