No. 7

September 15, 1999

 

Technology:

DocuShare

Exchanging electronic files (documents, images, programs, etc.) is not as easy as one might expect. While every computer file is basically little more than a bunch of ones and zeros, they are almost as diverse and incompatible as their human authors, who also were built almost exclusively from simple stuff like water and carbon. There is usually a number of things one needs to know about a file in order to handle it properly, for example: what application was used to create it? which version? on which operating system? what is the format the file was saved in? And that's just a beginning - transfering a file across network(s) introduces a slew of other variables, such us:
  • Where is the file located on the network?
  • Do I have permission to put it there or take it out?
  • What transfer protocols are allowed to and from this location?
  • What client should I use?
  • Is this client available for my operating system?
  • etc.
Many people resort to the seemingly simple method of transferring files as attachments to e-mail messages. Unfortunately, this method has drawbacks of its own and often results in files being lost, converted to unreadable formats, or (god forbid!) sent to a wrong person. While it may be quick and convenient for two people dealing with a single file, it can  be quite a drag to a group of people having to send multiple files back and forth. (Not that it isn't commonly done.) That's why - my assumption - the good people at Xerox gave us  DocuShare, a fully browser-based environment for file exchange and management, which makes the process a virtual (pardon the pun) no-brainer. The only client required to use this system is a standard Web browser, and it makes it accessible to any operating system that has a browser developed for it. It is as simple as going to a URL and navigating between pages filled with familiar folder icons; clicking on any of those icons reveals its content as yet another Web page, containing more folders or a list of files stored in it. Downloading a file is simply a matter of clicking on its name, but in the case of many popular file formats - e.g. Microsoft Word, Excel, PowerPoint, Corel WordPerfect  - one has the option of viewing the file right in the browser window, converted on-the-fly into HTML by the server. True, HTML is a crude formatting language, and so the more nimble layout options of the original are likely to be lost in the conversion, but it can be a true godsend to those who don't have the application required to open the file, or simply want to quickly make sure that it contains what they are looking for.

The simplicity, however, hides an impressive array of features, which make DocuShare a leader in its niche:

  • automatic indexing of both the content and the metadata of dozens of common file formats
  • easy creation of complex queries which can include such elements as: author, file type, creation date, file size, words in the body of the file, etc.
  • simple calendars for individuals and groups
  • fine-grained access control, allowing the owners of a file or folder to restrict access rights to it to specific groups and individuals. Moreover, every single file can have its own set of permission, i.e. more restrictive, than the folder it belongs to.
  • version control, i.e. the systems keeps track of all the version of a single file stored on the server
  • rudimentary but useful bulletin board
When ACT acquired its own DocuShare server, the price was hard to beat: 15% discount on a one-time fee of $995 for the server and 50 clients. (Each additional 25 clients cost $495, also eligible for the educational discount.) With the release of DocuShare 2.0, Xerox began to require the purchase of technical support, which practically doubled the price. (Before, it was possible to decline support; that's exactly what we did and never regretted it.) Now, however, the pricing information is nowhere to be found, and one has to call a salesman to obtain this basic information. It may be that Xerox is charging so much for DocuShare these days that they don't want to scare off potential buyers on the first visit to their site. But, of course, the true reason may be less sinister and an institution without very deep pockets can still get a pretty good deal on this wonderful, highly recommended software.

DocuShare screenshots (click on a thumbnail):


Nested folders and files
Adding a file

For more information please visit the DocuShare site or search the ACT database of Groupwork Tools.

Online reading:

e-Life: How the Internet is Changing America

The just published issue of NEWSWEEK (dated September 20, 1999) contains a special report, which begins with:
"A third of wired Americans now do at least some of their shopping on the Net, and some are already consulting doctors on the Net, listening to radio on the Net, making investments on the Net, getting mortgages on the Net, tracking packages on the Net, getting news on the Net, having phone conversations on the Net, checking out political candidates on the Net, even, um, having sex on the Net. Each of these activities is impressive, but the aggregate effect is a different kind of life. Our goal in this special issue of NEWSWEEK is to examine what's happened, why, and how the Internet is changing the way we live now. "
Most, if not all, articles in this report, divided into sections such as: Business and Shopping; Politics; Internet Privacy; Health & Science; Communication; Education, are available as free reading online, along with numerous links of relevance. Lots of trivia, certainly not a high-brow material, but a few interesting observations can make it a worthwhile reading.

Interested readers can also join NEWSWEEK editor Steven Levy in a live, online chat at noon EST today (Wednesday, September 15) to discuss "how the Internet changed their own lives".

Conference:

GROUP'99

  • International Conference on Supporting Group Work
  • Held November 14-17, 1999 in Phoenix, AZ
  • GROUP '99 is interested in topics related to computer-based systems which have an impact on groups, organizations and social networks.  Relevant issues include design, implementation, deployment, evaluation, methodology, and effect of these systems. GROUP'99 brings together researchers and practitioners from different areas working on the development, introduction, management, deployment, and analysis of computer-based systems supporting group work within organizations.
  • Worth noting: the organizers intend to have a high-speed connection to the Internet and try to network the conference rooms with connections for almost every attendee. Ethernet connectable laptops (10/100Mb) will be provided a connection.  Some local servers may available so that presenters can demonstrate any systems they might have and allow attendees to use those systems both during and after presentations.  (Bravo!!! I am genuinely sick and tired of conferences on Web-based collaboration and learning that provide their presenters only with overhead projectors.)
  • Registration fee:
    • Before Oct. 1: $340 (ACM/SIG members); $420 (non-members); $190 (students)
    • After Oct. 1: $395 (ACM/SIG members); $485 (non-members); $240 (students)
    • Additional fees for optional tutorials and workshops

Online event:

Introduction to eRoom

  • Held 2 P.M. - 3:00 P.M. EST, September 16, 1999
  • Location: eRoom Monthly Seminars
  • This seminar provides a quick overview of eRoom (reviewed in Spotlight no. 5) , its features, and how to use it. Participants will see an actual eRoom in use on their screens and hear the host explain what he is doing. Registering at least 1 day prior to the event is necessary in order to obtain a special URL to go to at the time of the seminar and a toll-free number to call for the audio portion.
  • Registration fee: none
  • Technical requirements:
    • Java-enabled browser (4.0 or better)
    • Internet connection (56 kbps or better)
    • Separate phone line for audio portion

She said, he said:

"Trust the computer industry for shortening Year 2000 to Y2K... Isn't it the same way of thinking that got us into trouble in the first place?" - Todd Mundt (?).


©1999 Vlad Wielbut and the Alliance for Community Technology