UKAEA is an executive non-departmental public body, which holds responsibility for conducting fusion research on behalf of the UK government and managing the JET fusion project on behalf of the EU. UKAEA has also been responsible for dismantling nuclear reactors and restoring the environment around Britain’s nuclear sites since the civil nuclear programme ended in 1994.
Given the safety-critical nature of work undertaken by UKAEA it is absolutely imperative that documents and records associated with all aspects of operational activities are stored indefinitely in a high integrity environment and they are made readily accessible to those who need to use them.
These high integrity document management arrangements are maintained by UKAEA using an OpenText eDOCS electronic document and records management system, which was supplied by Clarity. The solution has been designed to support around 2,000 users across 4 operational sites within the UK (Winfrith, Harwell, Windscale and Dounreay).
Clarity has extended and enhanced the EDRMS solution considerably since the original deployment and we provide a full managed solution support service to ensure continuity of access to high quality support services.
Recent work undertaken by Clarity has included:
- Merging and splitting of numerous eDOCS DM library repositories, which hold highly sensitive information, to reflect the changing organisational structure within UKAEA. This work includes an analysis of document security requirements to ensure that the integrity and security of stored documents is not compromised following the library merges or splits.
- Migration of the entire EDRMS solution from a SQL server database environment to an Oracle database platform.
- Creation of bespoke Windows document management interfaces for the UKAEA Windscale site using the eDOCS API to conform to the eDOCS document management security model.
- Implementation of high integrity records management features, including a File Plan and automated retention and disposal schedules.
- Evaluation and subsequent implementation of eDOCS patch releases/new versions of the product.
- SAP database integration which moved documents from SAP to the eDOCS Document Management system to provide more robust levels of security and access.
- A trigger was implemented on the eDOCS DM libraries that restrict document security for documents that are queued for deletion.
- Development of a bespoke Web interface for easy search and retrieval of documents with relevant permission. This interface allows users to retrieve documents without the requirement of having eDOCS DM user skills.
- Development and implementation of a utility to automatically migrate documents from a Lotus Notes (Domino) document store to an eDOCS DM Library.
- Development of an eDOCS EDRMS Stats utility.
- Installation and configuration of Business Intelligence system, including the creation of a data model and custom reports for records management data.
Further information is provided in a separate Case Study.
