erpanet workshop on workflow / 13. october 2004 / stephan heuscher / p. 1 workflows in digital...
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 1
Workflows in Digital Preservation
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 2
Overview
Workflows Processes in Archives Workflow Modeling for Digital Archives Workflows in Digital Archives
Example: Open Archival Information System (OAIS) and “Producer-Archive Interface Methodology Abstract Standard”
The State of Workflow
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 3
Workflow Roots
Office Automation Systems (mid 1970s)
Document Management Systems (mid 1980s)
Email Applications
Database Management
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 4
Definition: Workflow
“A workflow is a specific representation of a process, which is designed in such a way that the formal coordination mechanisms between activities, applications, and process participants can be controlled by an information system, the so-called workflow management system.”
Michael zur Muehlen (2004) Workflow-based Process Controlling
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 5
What does this definition mean?
1.A formal process definition exists
2.This process definition is the result of process design
3.A workflow management system coordinates the steps in the process and assigns the participants as defined by the process definition
4.The participants can be (IT-) applications or humans.
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 6
Processes in Archives
If defined, mainly for arrangement High degree of implicit knowledge Local flavours No standards Very adaptive Ever changing
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 7
Why Workflows?
Massive amounts of similar data cannot be processed “by hand” (automation) Quality management
Authentic data needs an audit trail, documenting its handling (retraceability)
Implicit knowledge becomes explicit (sharing knowledge) Centralized implementation Iterative development
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 8
Barriers for Workflows in Digital Archives Small number of digital archives Little interest Little research Implicit knowledge Small market
No “out of the box” solutions DSpace implements a simple workflow
Fixed Only for Ingest (data and metadata checks)
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 9
Rectulance against Workflow Management Some quotes:
“It’s just another hype” “We’re low on resources already!” “Will I still be able to do … ?” “Another 'big brother' tool” “This is too technical” “We've always done it this way”
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 10
Workflows for Digital Preservation
Disadvantages: Initial costs Complexity
Efforts for definition Set-up
More control Too many tools and
standards
Advantages: Documentation Automation
High throughput Audit trail
More control Sharing knowledge Connecting
Applications
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 11
Specific Features of Digital Preservation Workflow Modeling
Formal Semantics Flexibility Decomposition Simplicity Stability Retraceability
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 12
Formal Semantics
Unambiguous design and enactment of workflows
Textual definitions of semantics will change their meaning in time
Mathematical backing needed Additional advantages:
Automatic model checks for certain properties of a workflow (e.g. deadlocks)
Simplified implementation
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 13
Flexibility
Every workflow will change with time New technology will bring new possibilities
New possibilities should not require a new modeling language
Eases long term data management (of the workflows)
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 14
Decomposition
Workflows should not be monolithic Vertical decomposition in modules that can
be composed into some new workflow Horizontal decomposition to enable more
implementational details at lower levels Reuse of tested building blocks Parallel development
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 15
Simplicity
The principles should be easy to understand by current and future users (e.g. submitters, personnel and researchers)
Better user acceptance because everybody can understand how it works
Simple principles are harder to misinterpret in the long term
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 16
Stability
The notion of workflows is relatively new Every change in semantics must be
preserved (exponential complexity in data management)
Workflow modeling standards have to show that they are here to stay
Active research, development and use keeps standards alive
Backwards compatibility is a must
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 17
Retraceability
The audit trail should contain enough data to “relive” a workflow (including all routing decisions and error-handling)
The workflow definition is still needed Basic requirement for authentic digital
objects
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 18
Workflows and the OAIS RM
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 19
What is the OAIS RM?
The Open Archival Information System Reference Model (OAIS RM) is a unique standard for digital archives (ISO 14721:2003)
Framework for Terminology and concepts Architecture of digital archives
Defines roles and responsibilities Defines functional entities and logical data models
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 20
Implementation of OAIS Workflows
OAIS RM defines multiple high-level workflows
Scattered in the standard, as it only describes the functions and their interactions Mainly data flows
Act as guidelines Implementation by the user No definition of audit data
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 21
Example Ingest Workflow 1/2
Defined by the OAIS RM1. Producer delivers Submission Information
Package (SIP)2. Ingest checks SIP against contract (validation)3. Ingest creates Archival Information Package
AIP(s) and Package Description(s)4. Ingest stores Package Description(s)
(metadata) in Data Management5. Ingest stores AIP(s) in Archival Storage6. Ingest notifies the producer, that the data has
been stored and that the may delete his data
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 22
High level Simple steps Circles and arrows
OAIS Ingest Workflow
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 23
Example Ingest Workflow 2/2
Refined step 2 (validation) by “Producer-Archive Interface Methodology Abstract Standard” (CCSDS 651.0-B-1)
Steps: Apply the validations
Systematic validation (after each transfer session) or
In-depth validation (only on a coherent set of data)
If the validation has failed, the producer is notified.
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 24
Same here
Validation Sub-WorkflowValidation
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 25
What is missing?
Data flow Interfaces Audit Data Roles and resources Semantics
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The State of Workflow in Preservation 1/2
Technology Hype Curve by Tom Baeyens (2004) http://jbpm.org/2/state.of.workflow.html
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 27
The State of Workflow in Preservation 2/2 No common “workflow basis” (à la
relational algebra for relational databases) No single standard for workflow definition
(à la structured query language (SQL) for relational databases)
Are we too early?
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 28
Thank You
Stephan [email protected] m +41 79 277 23 84t +41 31 998 42 80f +41 31 998 42 81 ikeep Ltd.
Digital Archives ServicesMorgenstrasse 129CH-3018 BernSwitzerland
Contact:
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 29
Workflow Lifecycle 1/2
Planning Define process, organization, and data models Define goals
Implementation Transform models for execution Create interfaces to systems and users)
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ERPANET Workshop on Workflow / 13. October 2004 / Stephan Heuscher / p. 30
Workflow Lifecycle 2/2
Enactment Coordinate control and data flow, resource
assignments and application invocation Monitor workflow enactment Notify users
Evaluation Evaluate audit trail data