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The Challenge
Nevada County Information Systems
(NCIS) has a desire to implement a collaborative 
sharing document repository
, i.e., DocuShare (DS) representing
various County entities. These documents 
(both hard copy and electronic
file reports) must be easily imported
and shared amongst its guests and
members. The documents comprise a
wide range of format and type and as
such a method of standardized indexing
must be implemented to facilitate economical 
search and recovery procedures 
throughout the 28 departments.
County members must be able to
quickly and easily check out documents
for review, editing or printing. In addition, 
certain information will be shared
with the public in second DocuShare
outside the County firewall.
CUSTOMER CASE STUDY – KNOWLEDGE SHARING
DocuShare allows the Nevada County Information Systems to
implement a document repository to facilitate searching, indexing,
and retrieval throughout its 28 departments.
Profile
County of Nevada, State of
California. Nevada City, CA.
The County of Nevada IS 
department services and 
supports 28 government 
department and agencies. 
Nevada County
Information Systems
The Solution
Document Archiving- DocSlide
The collaborative works will be imported 
from both hardcopy-scanned documents 
and electronic file reports using
indexing templates provided by
DocSlide. The objective is to organize
the documents by associated key index
fields through the use of a cover sheet
for hard copy scanned documents.
Indexing for electronic files may use
the summary properties architecture
for business applications such as MS
Word, Excel, etc. A mapping utility of
those summaries to the appropriate DS
index properties will provide automatic
indexing and collection creation in
DocuShare. For those office applications 
not supporting or conducive to
summary properties information, are
“Added” to DS in the normal member’s
method. The default DS importing template 
was modified to provide the same
‘feel’ as the Index cover sheet. The
importing document template, i.e.,
cover sheet, must be scalable to add
new agencies, departments, etc. In
addition, certain host production
reports were required to be ported 
to DocuShare. For this application
file reports were saved to a unique
designated DocSlide folder where
the summary information is used to
build the meta index tag before
being attached and ported to the
appropriate DocuShare collection.
Electronic file reports were left in
their native format
Quick and Easy Check out of
Documents – ClickOnce
To simplify and expedite the process
of checking a document out of
DocuShare, ClickOnce was installed
on the DocuShare server. ClickOnce
is a browser-based utility that allows
the user to immediately check out
the document of interest to the user’s
desktop. When the user is finished
with the document it is automatically
stored back to DocuShare creating a
new version. Up to 99 versions may
be retained.
Replacing DocuShare Date Format
As a process for document review
and search, the NCIS and its members 
rely on filing dates and submission 
dates for its document. The
Board of Supervisors, for example,
uses meeting and agenda dates. The
District Attorney’s case managers are
date sensitive as it relates to filings,
motions and hearings. Other agencies 
must also be cognizant of the
date of their documents as generated
or filed. Because of the sensitivity in
using the actual dates of the documents 
as opposed to the DS dates
affixed when documents are imported, 
the solution will include a utility
that will replace the common method
of DocuShare file dating with the
Document specific date. 
CUSTOMER CASE STUDY – KNOWLEDGE SHARING
Nevada County
Information Systems
a parsing algorithm was developed
to mine index properties such as
purchase orders, vendor names, etc.
Further, the reports were bursted,
converted to pdf documents and
posted to DocuShare. Importing
hardcopy documents with DocSlide
utilized the DocSlide ‘reader/scanner’ 
engine to control the operation
of Document Centre and ISIS 
compliant scanners. Scanned
Documents were ported to a unique
DocSlide designated folder for automatic 
indexing, conversion to Adobe
PDF and posting to the appropriate
DocuShare collection. Electronic
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CUSTOMER CASE STUDY – KNOWLEDGE SHARING
©2001 Xerox Corporation. 04/01
Nevada County
Information Systems
Court/Agency Calendar Date
Collection- Application
In conjunction with the Document
Date Specific format, an application
will be developed to build a
Court/Agency Calendar Date collection 
for the agencies requiring 
a method to collect all documents
relating to a specific key index
Document Date. Filling out a
request for a Calendar Date
Collection would create this collection. 
For example, the collection
would create a report with links 
to all documents associated with 
a case that will be heard on a 
specific calendar date. 
Single Logon Utility - 
DocLatch for LDAP
DocLatch for LDAP provides
DocuShare login using LDAP 
directory information. Users are
authenticated using LDAP credentials 
and LDAP information controls 
their group memberships 
in DocuShare.
Enhanced DocuShare Search
The Enhanced Search utility would
enable PDF and HTML documents
extended searches within a found
document. The document key word
or text string would be highlighted
in the document at its first reference. 
Members could continue 
until all references had been 
viewed or cancel the operation. 
Citizens Portal 
The NCIS department will require 
a public information portal directly
from their public web site to a welldefined 
link within the DocuShare
archive repository. This “Citizens
Portal” link will be a special collection 
that will allow the public to
access the contents as Guests and
browse throughout this collection.
As this collection will be part of the
intranet of the NCIS, restricted permissions 
for use and egress must 
be employed such that Guests who
access this collection may only see,
search and browse the ‘Citizens
Portal’ collection. Upon exiting the
collection, the Guest would return to
the main public web site. This recommendation 
is in lieu of providing
a public DocuShare site outside the
NCIS firewall.
Summary
Nevada County Information Services is
a leader for California county governments 
in moving to a ‘green’ environment. 
Wherever possible, MCIS ports
documents and content to DocuShare.
It is a long-term objective with welldefined 
milestones. DocuShare plays a
significant role in this philosophy. The
County now has two 500-seat servers
for this purpose. The NCIS uses Xerox
Document Centre products for their
scanning.
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