Integrating document management with GIS
Implementation Plan
Although the current funding only included resources for the Development
Services Department, since it was this department that had the aging technology, many
other departments were interested in participating in later years. To take advantage of
the available consultant resources, we decided to design the database for all
departments. Even though they did not have the resources during they current fiscal
year to begin scanning. Using this economy of scale saved the ciy in the long run from
further consultant fees to further develop the database. The plan included:
- Interview Participating Departments,
- Identify items to be scanned for each department
- Design and Create relational database – create spatial link for each document type.
- Select Pilot Area Documents from each Dept.
- Load pilot data using automated system.
- Evaluate system / refine
- Full production scanning
Technology Used
The City of Richardson has used ESRI products for many years and is a seasoned GIS
User. Having this experience greatly simplified the task of relating documents to GIS.
- ArcGIS (ArcView / ArcMap / ArcIMS)
- Provides Graphic Interface,
- Provides Geography based search capabilities
- SQL Server / Panagon Filenet
- Text Search, sub-search capabilities
- Management
- Printing
Spatial Links Discussion
How are spatial links created? In very simple terms, a relationship is established
between a field in the attribute table of the GIS layer and a field in the properties table of
the document. Relationships are not “hard coded” they exist only while the query is
active. For example, a GIS points layer called “Zoning Ordinances” exists in City of
Richardson GIS database. Each point has an attribute called “Ordinance Number”.
This ordinance number relates to an Ordinance document. When the ordinance
number of the GIS layer and the ordinance number of the document “match”, then a
spatial link is created.
The City of Richardson purchased software to facilitate these relationships. Two
software in particular where chosen because of their compatabiltiy with the exisitng GIS
database. One is the database used to store the documents (Filenet), the other is an
extension for ArcGIS, ArcIMS and ArcView that facilitates the link between documents
and GIS layers.
Conclusion
At the time of this writing, the project is fully underway. Staff members have been
trained in using the Filenet and ArcGIS products. All 8.5 X 11 ordinance sheets have
been scanned and loaded into the database. Approximately 2,000 of the 15,000 24 X 36
as-builts and plats have been scanned. No problems have been detected.
Future scanning efforts for other departments are dependent on city funding priorities.
