Re: Managing a Collection of Documents

Subject: Re: Managing a Collection of Documents
From: Tony Chung <tonyc -at- tonychung -dot- ca>
To: "Janoff, Steven" <Steven -dot- Janoff -at- ga -dot- com>
Date: Thu, 30 May 2013 09:32:19 -0700

I'm going to jump the gun and toss some technologies I researched your way,
and you can decide how they might work for you. I'm not sure about Dropbox
or Google Drive integration, however. But if you have an open web space,
you can run any number of DMS solutions.

- Alfresco is an open source system that can be run standalone, or found in
a Drupal distribution.
- WP-Filebase is a plugin I've starting exploring for use in WordPress
- You could always manage your own bitbucket or github

-Tony


On Thu, May 30, 2013 at 9:16 AM, Janoff, Steven <Steven -dot- Janoff -at- ga -dot- com>wrote:

> [Note: This is different from DaLy's recent request for a CMS solution.
> Here, there is no requirement for publishing, and money is an object.
> This was written a few days ago, and held for posting until now.]
>
> Hello Friends,
>
> Recently I posted requesting ideas for "Tracking and managing blog posts"
> and folks were gracious enough to suggest WordPress, Movable Type, Drupal,
> and Joomla.
>
> The project has expanded quite a bit so I'm not certain whether these
> apply anymore, but I thought I'd give a broader scope about what's going on
> to see if there are any derivative ideas. (Blog posts now represent only a
> very small portion of the files I'll be dealing with, maybe 5%.)
>
> I want to manage a growing collection of documents that will include: (1)
> Text files (mostly created using Notepad++), (2) MS Word files, (3) PDFs
> (the majority created from the Word files in the collection), (4) a handful
> of Excel spreadsheets, (5) a number of image files (PNG, JPG, GIF, maybe a
> couple of others), (6) multimedia files -- audio (MP3/MP4) and video
> (AVI?), (7) the occasional PowerPoint file, and maybe one or two other file
> types but those are the major ones.
>
> Now, the text files may go through 2 or 3 or 4 versions. The Word files
> may go through 1 or 2 versions. The PDFs -- at least those created from
> the Word files -- will also go through a couple of versions, matching those
> of the Word files.
>
> I want to manage all this remotely, in the cloud -- Google Drive or
> Dropbox or something similar.
>
> I would like to have some kind of version control so that I can keep track
> especially of the TXT files.
>
> I'd like a couple of other people working on the project to be able to
> access these files, and on rare occasions selectively edit as necessary
> (e.g., a text or Word file), but primarily just access them at any time for
> viewing, printing, review, etc.
>
> I'd like to keep it open source if possible, e.g., I don't want to invest
> in Sharepoint or something like that.
>
> Any thoughts? This almost sounds like a combination CMS and RCS but I
> have no idea what would do this. I don't need a real component CMS like
> Astoria or Trisoft or Arbortext or similar, because this is not a
> publishing system per se. And I don't really need to worry about reuse or
> single-sourcing (at least not that I can foresee). (I thought I might be
> able to do this with Flare but that's overkill and you lose all the
> publishing benefits of that tool. This is not a publishing requirement.)
>
> It's really just storing, tracking, and managing a bunch of content files.
> The only thing that makes this rise above a pure document management
> system (if I've got that right) is the editing and revision-tracking of the
> text and Word files (although I do want to track any revisions of other
> file types, such as the PDFs). But worst case, I can just store and manage
> successive complete iterations of each file, since the ones that iterate
> the most (text files) are usually pretty small.
>
> This seems complicated to me but I suspect a number of you would see this
> as straightforward.
>
> Thanks greatly for any advice you care to share on this, and I appreciate
> your thoughts too on any tools or technologies you'd like to suggest.
>
> Steve
>
> PS - In the absence of a good open source solution for this, I'd be
> willing to consider a reasonably priced commercial solution that could do
> the job.
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> New! Doc-to-Help 2013 features the industry's first HTML5 editor for
> authoring.
>
> Learn more: http://bit.ly/ZeOZeQ
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
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References:
Managing a Collection of Documents: From: Janoff, Steven

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