Management: Document Management Data Model – Sample

Document Data Model – Sample
This is a sample data model – Document Management System

1.1 Annotation11
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Numeric 999
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Document issue status Character x(5)
P Resource code Character x(6)
Date annotation Date 99/99/9999
Description memo
1.2 Approval12 cycle
Key Field name Data-type Format
P Document type Character x(5)
P Document issue status Character x(5)
P Function code Character x(5)
Note: Function is the approverreviewer assigned
Approvalreview description Character x(25)
Date valid from Date 99/99/9999
Date valid until Date 99/99/9999
1.3 Approverreviewer13
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Document issue status Character x(5)
P Resource code Character x(6)
Date approvalreview Date 99/99/9999
Approvalreview result memo
1.4 Area14
Key Field name Data-type Format
P Project number Numeric 9(5)
P Plant number Numeric 99
P Area code Character x(2)
Area description Character x(40)
1.5 Author15
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Resource code Character x(6)
Date modified Date 99/99/9999
Time modified Numeric 99:99:99
Description memo
1.6 Distribution 16
Key Field name Data-type Format
Project number Numeric 9(5)
P Distribution schedule code Character x(5)
P Document type Character x(5)
P Function code Character x(5)
Number of copies Numeric 999
Number of originals Numeric 999
Purpose Character x
Reviewer Y/N Character x
Reduced size Y/N Character x
1.7 Distribution schedule 17
Key Field name Data-type Format
Project number Numeric 9(5)
P Distribution schedule code Character x(5)
P Date valid from Date 99/99/9999
Date valid until Date 99/99/9999
1.8 Document 18
Key Field name Data-type Format
Project number Numeric 9(5)
Document class code Character x(5)
Document type Character x(5)
P Document number Character x(20)
Group code (owner) Character x(5)
Equipment number Character x(16)
Client document number Character x(20)
Area code Character x(2)
Document title Character x(60)
Document subject Character x(60)
Document confidentiality level Character x
Creation date Date 99/99/9999
Creation time Numeric 99:99:99
Resource code (Originatorcreated by) Character x(6)
Number of sheets Numeric 9(5)
Time spent Numeric 99:99
Percentage complete (AMW) Numeric 999
Milestone percentage Numeric 999
Document sheet prom. delivery date Date 99/99/9999
Scheduled official issue date Date 99/99/9999
Document external revision number Numeric 999
Document external revision date Date 99/99/9999
Document internal revision number Character x(3)
Document internal revision date Date 99/99/9999
Document issue status Character x(5)
Document issue status date Date 99/99/9999
Document issue status description Character x(25)
—————–DMS attributes —————————–
Document template Character x(15)
Document language Character xx
Document subject 1 Character x(60)
Document subject 2 Character x(60)
Reference addressee Character x(60)
Reference sender Character x(20)
Date document heading Date 99/99/9999
Addressee name Character x(40)
Addressee contact Character x(40)
Address
Address streetname Character x(40)
Address zipcode Character x(10)
Address city Character x(30)
Address country code Character xxx
Phone number Character x(25)
Fax number Character x(25)
Telex number Character x(25)
Various DMS purposes field 1 Character x(15)
Various DMS purposes field 2 Character x(15)
Various DMS purposes field 3 Character x(15)
Various DMS purposes field 4 Character x(15)
Various DMS purposes field 5 Character x(15)
Various DMS purposes field 6 Character x(15)
Distribution Character X(4er x(25), Indefinite list
Note: Additional DMS fields may be required for replacement of DMS.
Note: The document number is defined by the numbering logic as defined in the requirements. This means e.g. for drawings
Drawing number
Document prefix Character xx
Document size Character x
Originating office document Character x
P Job number Numeric 99999
P Area code Numeric x(2)
P Document sequence number Numeric 999
P Document id number Character x
Note: Document template refers to the picklist of predefined templates (macros) used to create the document in the right format.
Note: Country code is related to an picklist containing all Country codes (Character xxx) and the related Country names (Character x(35)
Note: The various DMS purposes fields are ‘general datafields’ which must be filled with specific data depending on the document template that will be used.
1.9 Document class19
Key Field name Data-type Format
Project number Numeric 9(5)
P Document class code Character x(5)
Subclass code Character x(5)
(Document class code (subclass of))
Document numbering logic Numeric 99
1.10 Document numbering logic110
Key Field name Data-type Format
P Document numbering logic Numeric 99
Description numbering system Character x(25)
Note: All attributes should be added here, relevant for the described numbering systems. This means a.o. that
-all components of the document numbers must be identified
-per components the picklist, numbering sequences etc must be identified
1.11 Document relation111
Key Field name Data-type Format
P Document relation code Character xx
P Document number (has relations with) Character x(20)
P Document number (is related to) Character x(20)
Date valid from Date 99/99/9999
Date valid until Date 99/99/9999
1.12 Document relation type112
Key Field name Data-type Format
P Document relation code Character xx
Document relation description Character x(25)
1.13 Document representation113
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Document issue status Character x(5)
P Document representation type Character x
P Location Character x(20)
File creation date Date 99/99/9999
Note: One document sheet may be available in multiple representations (eg. DWG-file, TIFF file and paper).
1.14 Document representation type114
Key Field name Data-type Format
P Document representation type Character x
Document representation description Character x(25)
1.15 Document sheet 115
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
Client sheet number Character X(20)
Document sheet title Character x(60)
Document sheet subject Character x(60)
Document sheet scale Character xxxxxx
Document sheet size Character x
Document sheet startdate (AMW) Date 99/99/9999
Document sheet prom. delivery date Date 99/99/9999
Scheduled official issue date Date 99/99/9999
1.16 Document sheet revision116
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 999
Document sheet ext. revision date Date 99/99/9999
P Document sheet int. revision number Character x(3)
Document sheet int. revision date Date 99/99/9999
Document revision description Character x(25)
Note: The document revision description is default filled with the Document status from the latest sheet revision
1.17 Document sheet revision status117
Key Field name Data-type Format
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Document issue status Character x(5)
Document issue status date Date 99/99/9999
Document issue status description Character x(25)
Document issue purpose Character x(5)
Milestone percentage Numeric 999
Percentage complete Numeric 999
1.18 Document issue status type118
Key Field name Data-type Format
P Document issue status type Character x(5)
P Document class code Character x(5)
Document status description Character x(25)
Default percentage complete Character x(3)
1.19 Document type119
Key Field name Data-type Format
Project number Numeric 9(5)
P Document class code Character x(5)
P Document type Character x(5)
Document type title Character x(60)
Project filing code Character 99.99.99
Group code Character x(5)
Task category Character x
Document type purpose Indefinite field
Document type contents Indefinite field
Size Character x
Tool to create Character x(10)
Start range doc. sequence nr Character x(4)
Start range doc. sequence nr Character x(4)
Has sheets Y/N Character x
Document retention years Numeric 9(2)
Note: Tool to create describes the toolsoftware wherein the document is/will be created and may be used to launch the appropriate software.
1.20 Equipment120
Note: The possibility to create a relation between equipment and documents is a future requirement of the EPC
Project.
Key Field name Data-type Format
P Equipment number Character x(16)
Project number Numeric 9(5)
Plant number Numeric 99
Area code Character x(2)
Unit number Numeric x(4)
Equipment description Character x(25)
1.21 EquipmentDocument description121
Note: The possibility to create a relation between equipment and documents is a future requirement of the EPC Project.
Key Field name Data-type Format
P Equipment number Character x(16)
P Document number Character x(20)
1.22 Function122
Key Field name Data-type Format
Project number Numeric 99999
Resource code Character x(6)
P Function code Character x(5)
Function description Character x(25)
Valid from date Date 99/99/9999
Valid until date Date 99/99/9999
1.23 Keyword123
Key Field name Data-type Format
P Keyword Character x(25)
1.24 Keyword Document124
Key Field name Data-type Format
P Keyword Character x(25)
P Document number Character x(20)
Resource code Character x(6)
(keyword assigned by)
1.25 Location125
Note: Physical location of a representation of a document (sheet revision status), e.g. vault, directory etc.
Contentsnecessity needs to be defined yet.
Key Field name Data-type Format
P Location code Character X(20)
Location description Character x(25)
1.26 Plant126
Key Field name Data-type Format
P Project number Numeric 9(5)
P Plant number Numeric 99
Plant name Character x(15)
Plant description Character x(30)
1.27 Project127
Key Field name Data-type Format
P Project number Numeric 9(5)
Project Name Character x(30)
Project description Character x(100)
Project start date Date 99/99/9999
Project end date Date 99/99/9999
Client name Character x(25)
Project location Character x(15)
Project manager Character x(25)
Project address Character x(40)
Project zipcode Character x(10)
Project city Character x(30)
Project Country Character x(35)
Project phone number Character x(25)
Project fax number Character x(25)
Project telex number Character x(25)
1.28 Project filing index128
Key Field name Data-type Format
P Project filing index
Group code Character x(5)
Project file number Character xx.xx.xx
Project filing description Character x(25)
Retention period (years) Numeric 99
1.29 Resource129
Note: Synonyms of resource are addressee’s entity, owner, authority entity, originator, author
Key Field name Data-type Format
Group code Character X(5)
P Resource code Character x(6)
Resource name Character x(35)
Resource name initials Character x(5)
Resource name inbetween Character x(6)
Function
Address
Address streetname Character x(40)
Address zipcode Character x(10)
Address city Character x(30)
Address country code Character xxx
Phone number Character x(25)
Fax number Character x(25)
Telex number Character x(25)
Location
Roomnumber Character x(5)
Extension number Numeric 9999
Note: Country code is related to an picklist containing all Country codes (Character xxx) and the related Country names (Character x(35)
1.30 Resource group130
Note Synonyms : addressee’s entity
owner
authority entity
departmentsection
Key Field name Data-type Format
P Group code Character X(5)
(syn: department number, client number, addressee number)
Group name Character x(40)
Group description Character x(40)
1.31 Transmittal131
Key Field name Data-type Format
P Transmittal number Character x(15)
Transmittal type Character x
Note: Transmittal types can be internal, external etc
Resource code (transmitted by) Character x(6)
Transmittal issue date Date 99/99/9999
Response period (in days) Numeric 999
Date transmittal received by client Date 99/99/9999
Date transmittal acknowl. received by lc Date 99/99/9999
Date response received Date 99/99/9999
Internal copy to Character x(40)
——————Specific FDCS data—————————–
Confirmation copy received Y/N Character x
Location stored copy transmittal letter Character x(20)
Reference id previous received letter Character x(32)
——————Specific DRR data——————————
DRR number Character x(15)
1.32 Transmitted to132
Key Field name Data-type Format
P Transmittal number Character x(15)
P Resource code (transmitted to) Character x(6)
P Document number Character x(20)
P Document sheet number Character X(4)
P Document sheet ext. revision number Numeric 99
P Document sheet int. revision number Character x(3)
P Document issue status Character x(5)
Number of originals Numeric 999
Number of copies Numeric 999
Purpose of distribution Character x
Reduced size Y/N Character x
DRR-route number Numeric 99
1.33 Unit133
Key Field name Data-type Format
P Project number Numeric 9(5)
P Plant number Numeric 99
P Area code Character x(2)
P Unit number Character x(4)
Unit description Character x(40)