Intranet Solution for Knowledge Management

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Elastigirl

Intranet Solution for Knowledge Management

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Hey All,

I am from an NGO in Bangalore,India and we are interested in setting up an Intranet Solution for our knowledge management. We are total newbies to this field and we appreciate any suggestions or comments about this. Is PLONE ideal for this purpose? These are our basic requirements from the intranet:

1) Enhance communication between employees as we have offices in 2 different cities to help us minimise email communicaton
2) Maintain a full fledged organisational calender with all our important long term, short term dates, meetings, deadlines etc available to all of us online
3) Compatibility between Linux (specifically UBUNTU) and Windows, because many of us use Linux
4) Maintenance and sharing and archiving of documentation/knowledge between all of us

Any suggestions are welcome. How do we go about this?

Thanks,
Shilpa
Karl Horak

Re: Intranet Solution for Knowledge Management

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Shilpa,

Did anyone reply directly to you about this posting?  

> These are our basic requirements from the intranet:
>
> 1) Enhance communication between employees as we have offices in 2 different cities to help us
> minimise email communicaton

A CMS like Plone can really cut down on "e-mail blight."  Several of our customers also use Plone portals to deal with large file transfers.  

> 2) Maintain a full fledged organisational calender with all our important long term, short term
> dates, meetings, deadlines etc available to all of us online

You probably will want to use one of the 3rd party calendar products, but its easy enough to try the default calendar.  The Plone4Artists calendar product has been working well for us.  

> 3) Compatibility between Linux (specifically UBUNTU) and Windows, because many of us use Linux

One of the main reasons we went with Plone--astonishingly flawless Linux/Windows compatibility.  

> 4) Maintenance and sharing and archiving of documentation/knowledge between all of us

Definitely a CMS strong point here.  I've developed Plone sites for UN organizations' knowledge management needs and it does very well.

Best,

Karl
Nynke Kruiderink

Re: Intranet Solution for Knowledge Management

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Hello Shilpa and all,

We are about to release our new intranet in plone 2.5 and I’m looking forward to it.

Our employees tend to travel a lot, therefore communication between employees is also a challenge for us. We are hoping that with the implementation of team knowledge sharing blogs, and organizational news items and rss feeds, that we will improve the overall communication and learning within our organisation. We will also be providing wiki pages so that staff can easily co-create the intranet and/or collaborate online in content creation related to their work.

What I have not worked out in detail is the document management side of the story. We have a network drive, which is just a wonderful example of chaos most of the time. It’s great, and it has its worth, only what we need is a single platform where we can find all final versions of documents, and a single platform where we can conduct a single search for information. Therefore I’d like the intranet to become our document management system for final documents.

Any suggestions as to what products add-ons I should be testing for this purpose?

Thanks a lot for your help!

Nynke
Peter Bengtsson

Re: Intranet Solution for Knowledge Management

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With TextIndexNG3 you get a very good index on that kind of content and
if you make the documents available as objects in Zope, TextIndexNG3 can
take care of opening up things like .doc and .pdf and index its content.

However, if you make the documents objects by proxy of sorts (i.e.
metadata such as filename in Zope and binary payload on filesystem) I
don't know what happens if the file is updated externally without Zope
being notified to reindex it.

I'd say that what it depends on is how important it is (how up-to-date)
and if you've got an existing way of linking to the documents on the
drive from the intranet.

My company has started looking at writing a custom indexing of our code
and documents in Sphinx (very fast and competant indexing server) but
unfortunately we never had time to complete it.

Peter


Nynke Kruiderink wrote:

> Hello Shilpa and all,
>
> We are about to release our new intranet in plone 2.5 and I’m looking
> forward to it.
>
> Our employees tend to travel a lot, therefore communication between
> employees is also a challenge for us. We are hoping that with the
> implementation of team knowledge sharing blogs, and organizational news
> items and rss feeds, that we will improve the overall communication and
> learning within our organisation. We will also be providing wiki pages so
> that staff can easily co-create the intranet and/or collaborate online in
> content creation related to their work.
>
> What I have not worked out in detail is the document management side of the
> story. We have a network drive, which is just a wonderful example of chaos
> most of the time. It’s great, and it has its worth, only what we need is a
> single platform where we can find all final versions of documents, and a
> single platform where we can conduct a single search for information.
> Therefore I’d like the intranet to become our document management system for
> final documents.
>
> Any suggestions as to what products add-ons I should be testing for this
> purpose?
>
> Thanks a lot for your help!
>
> Nynke
>

--
Peter Bengtsson,
work www.fry-it.com
home www.peterbe.com
hobby www.issuetrackerproduct.com

_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo
David Bain-5

Re: Intranet Solution for Knowledge Management

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The issue of storing large amounts of data in the zodb, particulary large binary files has been a concern, with the addition of blob to the zodb would this become a non-issue?
Should someone with Nynke's use case be even thinking about storing his documents directly in the ZODB?

On Jan 22, 2008 11:18 AM, Peter Bengtsson <[hidden email]> wrote:
With TextIndexNG3 you get a very good index on that kind of content and
if you make the documents available as objects in Zope, TextIndexNG3 can
take care of opening up things like .doc and .pdf and index its content.

However, if you make the documents objects by proxy of sorts (i.e.
metadata such as filename in Zope and binary payload on filesystem) I
don't know what happens if the file is updated externally without Zope
being notified to reindex it.

I'd say that what it depends on is how important it is (how up-to-date)
and if you've got an existing way of linking to the documents on the
drive from the intranet.

My company has started looking at writing a custom indexing of our code
and documents in Sphinx (very fast and competant indexing server) but
unfortunately we never had time to complete it.

Peter


Nynke Kruiderink wrote:

> Hello Shilpa and all,
>
> We are about to release our new intranet in plone 2.5 and I'm looking
> forward to it.
>
> Our employees tend to travel a lot, therefore communication between
> employees is also a challenge for us. We are hoping that with the
> implementation of team knowledge sharing blogs, and organizational news
> items and rss feeds, that we will improve the overall communication and
> learning within our organisation. We will also be providing wiki pages so
> that staff can easily co-create the intranet and/or collaborate online in
> content creation related to their work.
>
> What I have not worked out in detail is the document management side of the

> story. We have a network drive, which is just a wonderful example of chaos
> most of the time. It's great, and it has its worth, only what we need is a
> single platform where we can find all final versions of documents, and a
> single platform where we can conduct a single search for information.
> Therefore I'd like the intranet to become our document management system for
> final documents.
>
> Any suggestions as to what products add-ons I should be testing for this
> purpose?
>
> Thanks a lot for your help!
>
> Nynke
>

--
Peter Bengtsson,
work www.fry-it.com
home www.peterbe.com
hobby www.issuetrackerproduct.com

_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo


_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo
Peter Bengtsson

Re: Intranet Solution for Knowledge Management

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If you "proxy files" on the filesystem via Zope, the binary content is
NOT put into ZODB. Only metadata. And the semi-binary content of files
like .doc and .pdf is only stored in the Catalog index which is very
efficient.

Personally, I think Sphinx (my research on this sadly not written up
formally) is the way forward if you have LOTS of documents and require
QUICK searches and can LIVE WITH having a separate search in Zope/Plone*.

Sphinx has Python bindings but no "Zope/Plone bindings" that I'm aware of.

(* You could have a single search form input but merge the results from
searching zope/plone AND an external database)

David Bain wrote:

> The issue of storing large amounts of data in the zodb, particulary
> large binary files has been a concern, with the addition of blob to the
> zodb would this become a non-issue?
> Should someone with Nynke's use case be even thinking about storing his
> documents directly in the ZODB?
>
> On Jan 22, 2008 11:18 AM, Peter Bengtsson <[hidden email]
> <mailto:[hidden email]>> wrote:
>
>     With TextIndexNG3 you get a very good index on that kind of content and
>     if you make the documents available as objects in Zope, TextIndexNG3 can
>     take care of opening up things like .doc and .pdf and index its
>     content.
>
>     However, if you make the documents objects by proxy of sorts (i.e.
>     metadata such as filename in Zope and binary payload on filesystem) I
>     don't know what happens if the file is updated externally without Zope
>     being notified to reindex it.
>
>     I'd say that what it depends on is how important it is (how up-to-date)
>     and if you've got an existing way of linking to the documents on the
>     drive from the intranet.
>
>     My company has started looking at writing a custom indexing of our code
>     and documents in Sphinx (very fast and competant indexing server) but
>     unfortunately we never had time to complete it.
>
>     Peter
>
>
>     Nynke Kruiderink wrote:
>      > Hello Shilpa and all,
>      >
>      > We are about to release our new intranet in plone 2.5 and I'm looking
>      > forward to it.
>      >
>      > Our employees tend to travel a lot, therefore communication between
>      > employees is also a challenge for us. We are hoping that with the
>      > implementation of team knowledge sharing blogs, and
>     organizational news
>      > items and rss feeds, that we will improve the overall
>     communication and
>      > learning within our organisation. We will also be providing wiki
>     pages so
>      > that staff can easily co-create the intranet and/or collaborate
>     online in
>      > content creation related to their work.
>      >
>      > What I have not worked out in detail is the document management
>     side of the
>      > story. We have a network drive, which is just a wonderful example
>     of chaos
>      > most of the time. It's great, and it has its worth, only what we
>     need is a
>      > single platform where we can find all final versions of
>     documents, and a
>      > single platform where we can conduct a single search for information.
>      > Therefore I'd like the intranet to become our document management
>     system for
>      > final documents.
>      >
>      > Any suggestions as to what products add-ons I should be testing
>     for this
>      > purpose?
>      >
>      > Thanks a lot for your help!
>      >
>      > Nynke
>      >
>
>     --
>     Peter Bengtsson,
>     work www.fry-it.com <http://www.fry-it.com>
>     home www.peterbe.com <http://www.peterbe.com>
>     hobby www.issuetrackerproduct.com <http://www.issuetrackerproduct.com>
>
>     _______________________________________________
>     NGO mailing list
>     [hidden email] <mailto:[hidden email]>
>     http://lists.plone.org/mailman/listinfo/ngo
>
>
>
> ------------------------------------------------------------------------
>
> _______________________________________________
> NGO mailing list
> [hidden email]
> http://lists.plone.org/mailman/listinfo/ngo

--
Peter Bengtsson,
work www.fry-it.com
home www.peterbe.com
hobby www.issuetrackerproduct.com

_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo
David Bain-5

Re: Intranet Solution for Knowledge Management

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Just looking a Sphinx, the concept certainly looks nice.

On Jan 22, 2008 12:00 PM, Peter Bengtsson <[hidden email]> wrote:
If you "proxy files" on the filesystem via Zope, the binary content is
NOT put into ZODB. Only metadata. And the semi-binary content of files
like .doc and .pdf is only stored in the Catalog index which is very
efficient.

Personally, I think Sphinx (my research on this sadly not written up
formally) is the way forward if you have LOTS of documents and require
QUICK searches and can LIVE WITH having a separate search in Zope/Plone*.

Sphinx has Python bindings but no "Zope/Plone bindings" that I'm aware of.

(* You could have a single search form input but merge the results from
searching zope/plone AND an external database)

David Bain wrote:
> The issue of storing large amounts of data in the zodb, particulary
> large binary files has been a concern, with the addition of blob to the
> zodb would this become a non-issue?
> Should someone with Nynke's use case be even thinking about storing his
> documents directly in the ZODB?
>
> On Jan 22, 2008 11:18 AM, Peter Bengtsson <[hidden email]
> <mailto:[hidden email]>> wrote:

>
>     With TextIndexNG3 you get a very good index on that kind of content and
>     if you make the documents available as objects in Zope, TextIndexNG3 can
>     take care of opening up things like .doc and .pdf and index its
>     content.
>
>     However, if you make the documents objects by proxy of sorts ( i.e.
>     metadata such as filename in Zope and binary payload on filesystem) I
>     don't know what happens if the file is updated externally without Zope
>     being notified to reindex it.
>
>     I'd say that what it depends on is how important it is (how up-to-date)
>     and if you've got an existing way of linking to the documents on the
>     drive from the intranet.
>
>     My company has started looking at writing a custom indexing of our code

>     and documents in Sphinx (very fast and competant indexing server) but
>     unfortunately we never had time to complete it.
>
>     Peter
>
>
>     Nynke Kruiderink wrote:
>      > Hello Shilpa and all,
>      >
>      > We are about to release our new intranet in plone 2.5 and I'm looking
>      > forward to it.
>      >
>      > Our employees tend to travel a lot, therefore communication between
>      > employees is also a challenge for us. We are hoping that with the
>      > implementation of team knowledge sharing blogs, and
>     organizational news
>      > items and rss feeds, that we will improve the overall
>     communication and
>      > learning within our organisation. We will also be providing wiki
>     pages so
>      > that staff can easily co-create the intranet and/or collaborate
>     online in
>      > content creation related to their work.
>      >
>      > What I have not worked out in detail is the document management
>     side of the
>      > story. We have a network drive, which is just a wonderful example
>     of chaos
>      > most of the time. It's great, and it has its worth, only what we
>     need is a
>      > single platform where we can find all final versions of
>     documents, and a
>      > single platform where we can conduct a single search for information.
>      > Therefore I'd like the intranet to become our document management
>     system for
>      > final documents.
>      >
>      > Any suggestions as to what products add-ons I should be testing
>     for this
>      > purpose?
>      >
>      > Thanks a lot for your help!
>      >
>      > Nynke
>      >
>
>     --
>     Peter Bengtsson,
>     work www.fry-it.com <http://www.fry-it.com>
>     home www.peterbe.com < http://www.peterbe.com>
>     hobby www.issuetrackerproduct.com <http://www.issuetrackerproduct.com >
>
>     _______________________________________________
>     NGO mailing list
>     [hidden email] <mailto:[hidden email]>
> ------------------------------------------------------------------------
>
> _______________________________________________
> NGO mailing list
> [hidden email]
> http://lists.plone.org/mailman/listinfo/ngo

--
Peter Bengtsson,
work www.fry-it.com
home www.peterbe.com
hobby www.issuetrackerproduct.com

_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo


_______________________________________________
NGO mailing list
[hidden email]
http://lists.plone.org/mailman/listinfo/ngo
Roystan13

Re: Intranet Solution for Knowledge Management

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In reply to this post by Karl Horak
Very true Shilpa.     my email address is roystan.crossley@gmail.com   i have many more details of misuse of internet and using in facilities for a negative cause.
Karl Horak wrote:
Shilpa,

Did anyone reply directly to you about this posting?  

> These are our basic requirements from the intranet:
>
> 1) Enhance communication between employees as we have offices in 2 different cities to help us
> minimise email communicaton

A CMS like Plone can really cut down on "e-mail blight."  Several of our customers also use Plone portals to deal with large file transfers.  

> 2) Maintain a full fledged organisational calender with all our important long term, short term
> dates, meetings, deadlines etc available to all of us online

You probably will want to use one of the 3rd party calendar products, but its easy enough to try the default calendar.  The Plone4Artists calendar product has been working well for us.  

> 3) Compatibility between Linux (specifically UBUNTU) and Windows, because many of us use Linux

One of the main reasons we went with Plone--astonishingly flawless Linux/Windows compatibility.  

> 4) Maintenance and sharing and archiving of documentation/knowledge between all of us

Definitely a CMS strong point here.  I've developed Plone sites for UN organizations' knowledge management needs and it does very well.

Best,

Karl