Introduction to Documentum

Documentum is a software system that provides an effective tool for document management.

The Docbase is the name given to the central library in which electronic cabinets are created and documents are stored. These cabinets can contain project folders as well as documents.

Each Docbase stores two kinds of information for each document: document content and metadata (properties and attributes). Document content is held in the file created using applications such as Word or PowerPoint, etc. Properties are descriptive characteristics, such as the date the document was created, who is responsible for the document, its version number, etc.

Users can easily share, use and reuse information. Users can create new documents in the Docbase; import documents that have been created outside of the system, generate document numbers, view, print and modify files that were created by their team, and distribute documents electronically.

Using Documentum at Heathrow

A single repository model will be adopted to store all documentation for Heathrow information. An appropriate security model has been implemented which will allow future Heathrow projects to be hosted within the same repository without jeopardising security or causing conflict.

Users will access the document management system using Documentum. This web-based client application will provide Documentum users, not only with a feature rich document management interface but also a collaborative working environment for the review and approval of transmitted documents. Transmittal recipients who are not Heathrow employees, or do not have access to the Heathrow network will access transmittals via an externally facing portal. Transmitted content will be copied to the portal and will remain accessible while the transmittal is active.

At the end of a project/programme of work, documents will be handed over to the ATIC. The ATIC will become the repository of all documentation until a new project needs them for update. Documents handed over to the ATIC will be made available to all authorised Heathrow staff via an intranet portal. Portal users will not require Documentum user accounts in order to access the content.