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This document describes the architecture of Docman Hub and also provides the minimum and recommended server specifications for Docman Hub (from version Hub v9).
The intended use of this document is to detail what is required from users to ensure the Docman Hub server is running as expected and achieves the best performance results as possible.
The Hub software is deployed via an MSI installer onto a Microsoft server operating system conforming to the recommended specification (please refer to section 9). Internet Information Services (IIS) is used to host the web service and website. IIS manages web requests that hit the software in the best possible manner, please click here for more information.
The Hub data is stored in a MySQL 5.6 database which is installed on the same server as the web services and web site. The database can be deployed onto any drive that the server owner requests (High speed drive recommended). For more information on the infrastructure and installation of MySQL please click here.
As well as the website and MySQL database, a windows service named ‘EDTS_MaintService’ is also deployed. The service uses configuration files to run telemetry, backups and various other resources from the programs directory in the Windows installation drive (C:\program files).
Documents received from the web service are stored as physical files on a single system drive. The documents are grouped into folders of 1000s. For each 1000 documents a new folder directory is created with a new unique ID.
Each document stored on the drive will be Rijndael encrypted and secured safely, the drive where the documents are stored should be decided by the server owner before software installation. Backup and retention of the documents are described in more detail in a later section.
Server specifications are included on the last page of this document to help you gain a better understanding of how much resources are required.
Data received from the document sender via the EDT web service is stored in an Encrypted MySQL 5.6 database.
The hub is installed with an archiving tool which allows the server owner to decide their own document and data retention policy. The hub isn’t installed with any retention policy pre-installed.
As stated in an earlier section, on installation a Windows service called the EDT Maintenance service is deployed. The service is responsible for the following;
• Data backup – Each night the service makes a local copy of the live MySQL database and copies it into a folder/drive location specified by the user.
• Emailer Service – The service can be configured to send email summaries out to individual users or bulk users, using an SMTP located in the user’s environment.
• Status Updater – If the Hub utilizes a sharing agreement, then the service will run a document check every hour to ensure that the document statuses are the same across both hubs.
• Telemetry Recording – Docman monitors all Hubs via an in house dashboard, the data used to monitor is sent from this service (collected from local server) to the internal database. No Patient Identifiable Data is sent during the reporting.
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As part of the Hub installation the user needs to ensure access to the following URLs:
https://www.edtdisco.net/edtdisco2/edtdisco.asmx https://www.pctisolutions.co.uk/websrvc/pctiweb.asmx |
Docman Hub is supported by a dedicated team that specialise in web service support and have expert data and server knowledge. The Resolutions team can be contacted via email (resolutions@docman.com) or telephone (01977 664491).
To resolve issues on the server, Docman require RDP access over the N3 network. The N3 request form needs to be completed. Please contact either your account manager or project manager to request the form.
If any issues are encountered with the software then please refer to the support web page for contact information.
Software updates are released regularly throughout the year that bring enhancements and bug fixes to the product. All upgrades will be agreed with the customer prior to them being rolled out. The updates are completed manually by Docman and in some instances require downtime of the server/product.
Docman Hub is a windows based system that will run on various Windows server versions. The minimum requirement is Windows Server 2008. However, it is recommended that at least server 2008 R2 64 Bit or higher operating systems are used as performance in older versions may be degraded. The software can run on either a virtual environment or physical machine. The server should be only used for Docman software and no software that Docman hasn’t provided or reviewed for use.
Below is a basic recommended specification table for basic server requirements. Loads on the Docman Hub web service can vary dramatically from user to user. Also, virtual environments can vary so it’s recommended that you view the below specification and consult with Docman to understand if the specification will meet your software usage load. Users should also take into account when increasing the load on the software that Docman are contacted to understand if server resources need to be increased.
| Note: The below specifications are guidelines and can vary depending on the site's load, please consult a member of the Resolutions team to discuss this further. |
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Recommended |
Minimum | |
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Processor |
Intel Quad Core XEON 2GHz or above |
Intel Dual Core XEON 2GHz or above |
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Memory (RAM) |
8-12GB RAM |
4GB RAM |
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Server Network Speed |
1gbps |
100mbps |
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File Storage (Disk Space) |
300GB hard drive |
100GB hard drive |
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Please Note: New customers will only require one server for Docman Hub, as the new TIFF Converter Service runs on the same machine as the Hub. Customers upgrading from an older version of Docman Hub (version 9.4.1 or earlier) need to ensure that at least one of their servers meets the above specification. If they want to use the new TIFF service only one server is required, however if they want to continue using the old TIFF printer, two servers will be required. |
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Docman is the trading name of PCTI Solutions Ltd. Pioneer Court, Pioneer Way Whitwood, Castleford WF10 5QU © 2000-2015 PCTI Solutions Ltd. Docman is the trading name of PCTI Solutions Limited, a company registered in England, company number 3342552 and registered address Pioneer Court, Pioneer Way, Castleford, WF10 5QU. VAT Registration No: 698853945. |
