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IXOS Overview: Security and Integration Strategies for Effective Document Management

This overview discusses the IXOS archiving system implemented at MIT in 1998, focusing on its application within Accounts Payable and ongoing transition to HTTP protocols. The transition enhances security by using digital signatures and SSL certifications for encrypted transmission. IXOS-eCONtext allows for integrated document management within the SAP environment. It supports both early and late archiving strategies while ensuring sensitive information is protected. The current setup involves 200 users managing 20,000 documents monthly, aided by Citrix solutions for Macintosh workstations, emphasizing the system's efficiency and accessibility.

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IXOS Overview: Security and Integration Strategies for Effective Document Management

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  1. IXOS-Archive at MIT ISST, R3-Admin, CAO, ASST December 10, 2003

  2. IXOS Overview • Originally implemented in 1998 - security issues at that time restricted its usage to Accounts Payable only. • Our switch to HTTP protocol (in progress) resolves several technical issues. HTTP requests include SAP digital signature and use SSL certificates for encryption.

  3. IXOS Applications • IXOS-eCONtext for: • SAP • Applications “All business documents are presented and integrated within the business context”

  4. SAP Archiving Strategies - Early vs. Late

  5. IXOS applied at MIT

  6. Who is using IXOS? • Accounts Payable vendor invoices • Primarily early archiving, with some late archiving • Sensitive information is not being archived • Usage - 200 users pulling 20,000 documents/month • Sponsored Billing • Bills to Sponsors archived as Outgoing Documents

  7. Current projects • Sponsored Billing report archiving • HTTP protocol transition • Client upgrade strategy

  8. Hardware, disk storage • 2 Sun Ultra-250s for test and production, 1 GB memory • Service level - bronze • Disk (per server) - • Internal disk - 72 GB • External disk - 67 GB on RAID array, expandable

  9. Client Workstations • We have had a Windows solution in place for some time, use limited by security issues • We have not been able to implement a secure IXOS viewing solution running locally on a Macintosh workstation. We are using Citrix for Macintosh viewing.

  10. Citrix and the Mac • An “MIT Citrix Service” was made available to the MIT community in the Fall of 2003 which allows a Macintosh workstation to execute the Windows solutions of various applications • Emphasis is for Mac OS X, Mac OS 9 is to be phased out by the end of this fiscal year

  11. Advantages of using IXOS • Efficient - Businesses do not need to implement and maintain the technology • Integrated - SAP implementation makes access seamless • Secure - each Business sets access controls • Enabling - to a broad audience such as DLC’s, Auditors, Consultants

  12. Advantages continued • Accessible - Hours of operation approach 24/7 • Records retention - achieved without manual filing, storage and retrieval • Business Continuity - provided centrally • Workflow integration – possible • Flexible – an electronic document can be distributed as an e-mail attachment

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