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The City of New York – HRA/MIS

HRA Docs – Scope Definition

1. Introduction
This document details the HRA Document Services or Content Services environment. This is currently
hosted on FNDOCUMENT and has FileNet Content Services 5.2 running on it. The environment as it is
deployed, has FileNet Web Services and FileNet Content Services running on the same machine i.e.
FNDOCUMENT. This is an unsupported configuration. In addition, certain custom elements were added to
the configuration by FileNet Professional Services that were not available out of the box. This environment
has been in production with the name “HRA Docs” for 4 years. The space on this 16 GB server is slowly
running out

2. Objective
The objective of this document is to provide a brief scope and design statement that details an interim
alternative to FileNet Content Services in the form of a custom ASP.NET 2.0/SQL Server 2005 solution that
would utilize IIS 6.0. An important component of this effort would be using Indexing Services already
provided by Microsoft on IIS 6.0.

3. Scope
→ Build a server that can act as a Web Server / File Server with a large capacity of ~ 200 GB
→ Build a database for metadata in SQL Server 2000 or 2005
→ Build a ASP.NET 2.0 (C#) project that provides the front end to File Server and Database
→ Enable IIS Indexing Service on the server to build a catalog for Microsoft Documents
→ Use custom text extraction components for non Microsoft Documents
→ Build Classes for cover the most commonly used features in the current environment
→ Retrieve and temporarily stage the metadata on the documents
→ Retrieve and temporarily stage the documents from FNDOCUMENT
→ Migrate the documents with the associated metadata to the new environment
→ Provide training to the users on the use of the application

4. Justification
→ The space on the existing content services environment is running out
→ The current application cannot be built on a new server because of its dependencies on the specific
version of FileNet Content Services and Web Services in addition to the custom components
→ The text verity search feature on FileNet Content Services does not work
→ The environment does not support web based InfoPath eForms
→ The environment does not support cataloging URLs
→ If this is not done, the space will eventually run out and all applications that depend on HRA Docs i.e.
POS, HRA Intranet, Policy Boards will not be able to function
→ Even migration to P8 is a substantial effort because FileNet Content Services 5.2 and Web Services 3.2
are two and three versions behind the latest release of FileNet

5. Advantages
→ The custom solution will provide a greater degree of control and knowledge to programmers because of
in house .NET code
→ The custom solution will be an ideal interim or long term solution to host critical policy, procedure
documents from FIA, MICSA, IREA, Press Office and other
→ The custom solution can easily interface with the FileNet Image Services in terms of submitting a
finalized document from content server to image server
→ Possible integration with Active Directory Application Mode since the entire application is written in .NET
and hosted on Windows Server

6. Requirements
The solution will be built from scratch and effort needs following resources
Category Name Description
Hardware Server → 200 GB Hard drive with redundancy
→ 4 GB Memory
→ Intel Xeon Multithreaded Processor
Software Server → Windows 2003 with SP2 on Windows Domain
→ IIS 6.0 with Front Page Extensions Enabled
→ .NET Framework 1.1 and 2.0
→ Remote Desktop

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The City of New York – HRA/MIS
HRA Docs – Scope Definition

Utilities ICONS A program to provide icons for users to access appropriate

classes in the back end can be purchases from
Text Extractor A program to extract text from PDF can found at
Personnel PM/Architect Will use in-house staff.
Developers One person to be acquired
Administrator Current web admin.
Time Frames Core Functionality 4 months (This includes the database structure, the directory
structure to hold file and core document management functionality
that includes document class structure, document property
structure, document, folder creation, version control, security
Migration 2 months (This will move documents from the existing CS to the
new repository in a methodical manner)
Additional 2 months (This will include integration with FileNet Panagon
Functionality / Image Services to move document from this system to IS,
Testing reporting, integration with outlook)
Support and 4 months (The system will go into production and these four
Transition months will include handling any issues after the system goes live)

7. IIS Indexing Service Configuration

The Indexing Service is used to build catalogs of documents that can be searched. When you add this
capability to a World Wide Web site, it allows users to search for topics of interest using a standard
Hypertext Markup Language (HTML) form. Like Internet Information Services (IIS), the Indexing Service is
integrated into the Microsoft Windows operation system and can be used on intranets, extranets, and the
Internet. The Web administrator sets up the catalogs the Indexing Service needs, configures content
indexing, and manages indexing on a day-to-day basis. Managing the Indexing Service is much different
from managing IIS. Before one can use the Indexing Service, one must do the following tasks:
→ Install the Indexing Service on the site or virtual server you want to index. The Indexing Service is
configured to start manually by default. You'll need to change this so that the Indexing Service starts
→ Create a catalog of documents to be searched. Each catalog should associate with a specific Web site
and can be optionally associated with a Network News Transfer Protocol (NNTP) virtual server as well.
→ Specify the directories and files to be indexed. You specify content indexing options using the Internet
Information Services snap-in.
→ Create a search page on the Web site. This page is used to access the catalog and retrieve information
that matches the user's search parameters. The search page must specify the physical location of the
catalog using the CiCatalog variable. Other variables are available to configure index searching as well.
→ Once you install and configure the Indexing Service, the service automatically creates and updates
indexes. The service also attempts to manage its catalogs so that the data they contain are consistent
and current.

The Indexing Service extracts information from designated documents and organizes the results into a
catalog that can be searched quickly and easily. The extracted information includes the content (text) within
documents as well as document properties, such as the document title and author.

The Indexing Service indexes the following types of documents:

→ HTML (.htm or .html)
→ ASCII text files (.txt)
→ Microsoft Word documents (.doc)
→ Microsoft Excel spreadsheets (.xls)
→ Microsoft PowerPoint presentations (.ppt)
→ Internet mail and news (when you index NNTP virtual servers)

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