document_management
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document_management [2018/11/01 15:04] andries [3. Documents about objects] |
document_management [2018/11/04 00:00] (current) andries [5. References to physical copies] |
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| This section describes a way of managing and searching for documents using Gellish for storing auxiliary information about the documents and about the objects about which the documents provide information. This includes also management and descriptions of drawings and information that is present on various media such as text files, sound, video, etc. | This section describes a way of managing and searching for documents using Gellish for storing auxiliary information about the documents and about the objects about which the documents provide information. This includes also management and descriptions of drawings and information that is present on various media such as text files, sound, video, etc. | ||
| - | ====== 1. Distinction between information and information carriers ====== | + | ===== 1. Distinction between information and information carriers ===== |
| For proper modeling of documents it is important to distinguish between a document as being information and the physical document, being a carrier of the information. The concept ‘document’ is defined in Gellish as information that is presented in one or more physical information carriers. An information carrier can be for example 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. \\ | For proper modeling of documents it is important to distinguish between a document as being information and the physical document, being a carrier of the information. The concept ‘document’ is defined in Gellish as information that is presented in one or more physical information carriers. An information carrier can be for example 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. \\ | ||
| A particular piece of information that can be presented on more than one different physical carrier is called 'qualitative information'. For example, a particular document (a piece of qualitative information) 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. \\ | A particular piece of information that can be presented on more than one different physical carrier is called 'qualitative information'. For example, a particular document (a piece of qualitative information) 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 in two ways: as a text string that is 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. | + | Qualitative information can be included in a Gellish in two ways: as a text string that is the description of an "information object" or by a reference to a physical file or object that contains the information. The next paragraphs describe both ways. |
| - | ====== 2. Storage of textual information ====== | + | ===== 2. Modeling of textual information ===== |
| - | Every object (denoted by a UID) is normally related to two text strings: a name and a description (which may be a definition). A name is maximally 255 characters long (Unicode, nvarchar(255)). A description has an unlimited length (Unicode, ntext) in Gellish, although an application system might impose a field length limitation. A piece of qualitative information can be expressed as a description of an information object that represents the piece of qualitative information. For example, an object with the name 'Paragraph 3.1'. That description shall be provided on the line that specifies what kind of information it is. Thus on the line in a Gellish expression table that specifies that the qualitative information is a qualitative subtype of some kind of information. \\ | + | Every object (represented by a UID) is normally related to two text strings: a name and a description (which may be a definition). A name is maximally 255 characters long (Unicode, nvarchar(255)). A description has an unlimited length (Unicode, ntext) in Gellish, although an application system might impose a field length limitation for the name and therefore may require that short named synonyms or abbreviations are specified. A piece of text is an 'information object' (also called 'qualitative information') that is represented by its own UID and which also has a name, whereas the text itself is expressed as the description of the information object. For example, assume that a document about road design expresses requirements for motorways. And assume that the document is decomposed in fragments that are expressed a Gellish so that the knowledge can be made available for designers of roads who might search for requirements about motorways, thus searching for 'motorway'. Assume that Paragraph 3.1 of that document consists of the text: "A motorway shall have ...". Such a description shall be provided in a Gellish expression table on the line that defines the information object, being the line that specifies what kind of information it is (or on a line where a translation of the name is specified). Thus it shall be given on the line that specifies that the information object is a qualitative subtype of some kind of information. \\ |
| - | 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 expressed a Gellish so that the knowledge can be made available for designers of roads. Then the semantic network will contain the following expressions: | + | Then the semantic network will contain the following expressions: |
| ^UID of left hand object^Name of left hand object^UID of idea^UID of kind of relation^Name of kind of relation^UID of right hand object^Name of right hand object^Full description^ | ^UID of left hand object^Name of left hand object^UID of idea^UID of kind of relation^Name of kind of relation^UID of right hand object^Name of right hand object^Full description^ | ||
| - | | 110 | motorway | 210 | 5398 | <shall be compliant with> | 111 | Paragraph 3.1| | + | | 110 | motorway | 210 | 5398 | shall be compliant with | 111 | Paragraph 3.1| |
| - | | 111 | Paragraph 3.1 | 211 | 1726 | <is a qualitative subtype of> | 970007 | requirement | A motorway shall have a …| | + | | 111 | Paragraph 3.1 | 211 | 1726 | is a qualitative subtype of | 970007 | requirement | A motorway shall have a …| |
| - | Note that the paragraph has a name (Paragraph 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 (idea 211). | + | Note that the paragraph (object 111) has a name (Paragraph 3.1), whereas the content of the paragraph is specified in the description of the object on the line where it is defined as being a qualitative subtype of requirement (idea 211).\\ |
| + | Thus software can enable that people who search for 'requirement' about 'motorway' will retrieve all requirements about motorways. | ||
| - | ====== 3. Documents about objects ====== | + | ===== 3. Documents about objects ===== |
| In order to facilitate searching and retrieval of documents via the objects about which they provide information it is recommended that the objects about which a document provides information are related to the documents. When those objects are part of a larger assembly it is recommended that the objects are integrated in an integrated model, resulting in [[:Facility Information Models|integrated information]]. This will then enable searching and retrieval of documents as well as data about the objects. \\ | In order to facilitate searching and retrieval of documents via the objects about which they provide information it is recommended that the objects about which a document provides information are related to the documents. When those objects are part of a larger assembly it is recommended that the objects are integrated in an integrated model, resulting in [[:Facility Information Models|integrated information]]. This will then enable searching and retrieval of documents as well as data about the objects. \\ | ||
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| - | ====== 4. References to electronic files ====== | + | ===== 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. \\ | + | 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 stored in AutoCAD dwg file format and may also be expressed in tiff and pdf format. In those cases the physical documents (files) are not included themselves in the Gellish expression table content, but are stored in external files, whereas the expressions 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: | + | For example, drawing T-12345 is scanned and stored as a tiff file, which is then is converted into a 002.pdf file. The pdf file is stored in the directory 'Examples' on the C drive of the computer. When expressed in Gellish this will result in the following expressions: |
| - | ^UID of LH object^Name of LH object^UID of Fact^UID of rel. type^Name of relation type^UID of RH object^Name of RH object^ | + | ^UID of left hand object^Name of left hand object^UID of idea^UID of kind of relation^Name of kind of relation^UID of right hand object^Name of right hand object^ |
| - | | 120 | T-12345 | 220 | 1726 | <is a qualification of> | 490196 | drawing| | + | | 120 | T-12345 | 220 | 1726 | is a qualitative subtype of | 490196 | drawing| |
| - | | 120 | T-12345 | 221 | 4996 | <is presented on> | 121 | 002.pdf| | + | | 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 | 222 | 1225 | is classified as a | 40153 | electronic data file| |
| - | | 121 | 002.pdf | 223 | 1227 | <is an element of> | 122 | C:\\| | + | | 121 | 002.pdf | 223 | 1227 | is an element of | 122 | C:\\Examples| |
| - | | 122 | C:\\ | 224 | 1225 | <is classified as a> | 492017 | directory| | + | | 122 | C:\\Examples | 224 | 1225 | is classified as a | 492017 | directory| |
| - | ====== 5. References to physical copies ====== | + | ===== 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: | + | The original master copy of a document may be a sheet of paper that is located in archive A. The additional statements that describe that are expressed as follows: |
| - | ^UID of LH object^Name of LH object^UID of Fact^UID of rel. typeName of relation type^UID of RH object^Name of RH object^ | + | ^UID of left hand object^Name of left hand object^UID of idea^UID of kind of relation^Name of kind of relation^UID of right hand object^Name of right hand object^ |
| - | | 120 | T-12345 | 225 | 4996 | <is presented on> | 123 | T-12345 sheet | + | | 120 | T-12345 | 225 | 4996 | is presented on | 123 | T-12345 sheet| |
| - | | 123 | T-12345 sheet | 226 | 1225 | <is classified as a> | 492033 | sheet of paper | + | | 123 | T-12345 sheet | 226 | 1225 | is classified as a | 492033 | sheet of paper| |
| - | | 123 | T-12345 sheet | 227 | 5138 | <is located in> | 124 | archive A | + | | 123 | T-12345 sheet | 227 | 5138 | is located in | 124 | archive A| |
| - | | 124 | archive A | 228 | 1225 | <is classified as a> | 970492 | archive | + | | 124 | archive A | 228 | 1225 | is classified as a | 970492 | archive| |
| - | ====== 6. Software requirements ====== | + | ===== 6. Software requirements for file support ===== |
| - | Gellish powered software shall have the following capabilities: | + | Gellish powered software that supports searching and retrieval of documents on files shall have the following capabilities: |
| 1. Recognize any object that is classified as an ‘electronic data file’. \\ | 1. Recognize any object that is classified as an ‘electronic data file’. \\ | ||
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| 5. Launch the appropriate application that opens the file for viewing or editing. | 5. Launch the appropriate application that opens the file for viewing or editing. | ||
| - | **//Continue with//** [[:Knowledge modeling in Gellish]] | + | **//Continue with//** [[:Knowledge modeling in Gellish|Knowledge modeling]] |
document_management.1541081065.txt.gz · Last modified: 2018/11/01 15:04 by andries
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