POLICY ISSUE

INFORMATION

January 24, 2006 SECY-06-0016

FOR: The Commissioners

FROM: Luis A. Reyes

Executive Director for Operations 

SUBJECT: AGENCYWIDE DOCUMENTS ACCESS AND MANAGEMENT SYSTEM: 

SEMI-ANNUAL PROGRESS REPORT FOR JULY - DECEMBER 2005

PURPOSE:

To provide an update on accomplishments related to the Agencywide Documents Access and

Management System (ADAMS) during the period July through December 2005 and to report on

current initiatives. 

BACKGROUND:

This is the fourth ADAMS semi-annual report. It covers the last six months of 2005 and uses the

“ADAMS Quality Measures and Value Statements” framework to provide the status of progress

on ADAMS initiatives. The first report covered the first six months of 2004 and was sent to the

Commission in August 2004, the second covered the last six months of 2004 and was submitted

in March 2005, and the last covered the first six months of 2005 and was submitted in August

2005.

The ADAMS Quality Measures and Value Statements framework, Enclosure 1, is based on 13

measures of quality grouped into 4 key ADAMS components that contribute value to the staff

and members of the public who use the system. Improving ADAMS based on these

components enhances the usefulness of ADAMS and thereby increases NRC’s efficiency and

effectiveness in achieving the agency’s mission. The staff intends to continue reporting

progress on ADAMS activities, measuring user satisfaction, and planning future ADAMS

activities based on this framework.

 
The Commissioners 2

DISCUSSION:

The ADAMS Program Initiatives Progress Report, Enclosure 2, shows that there were five

major areas of activity during this reporting period. Listed chronologically, these are: (1)

ADAMS Release 4.3.1, (2) upgrade of the ADAMS FileNet servers to version 5.4, (3) ADAMS

Release 4.3.2, (4) Staff Interface Portal deployment and, (5) planning activities for ADAMS 5.0.

(1) ADAMS Release 4.3.1

A major activity was the deployment of ADAMS Release 4.3.1, which was completed in August

2005. The changes associated with this release are described in Enclosure 3.

(2) Upgrading ADAMS FileNet servers to version 5.4

This server-side only upgrade was required to stay current with the vendor’s supported software

release. The upgrade was planned, coordinated and executed by FileNet representatives and

Infrastructure and Computer Operations Division and Information and Records Services

Division support personnel. This upgrade affected only software utilized by the 

server-side computer operations hardware and was transparent to ADAMS users.

(3) ADAMS Release 4.3.2

Another major activity was the deployment of ADAMS Release 4.3.2, which was completed in 

November 2005. The changes associated with this release are described in Enclosure 4.

(4) Web-based Search Interface to the ADAMS Main Library deployed

During this reporting period, staff deployed the Staff Interface Portal search capability for the

ADAMS Main Library. This new interface is based on the same software product being utilized

to provide Web-based access to the ADAMS Publicly Available Records System library. The

interface to the ADAMS Main Library provides additional functionality to the staff, such as the

ability to save their search criteria and search results for later use.

(5) ADAMS 5.0 Project Progress

By deploying ADAMS 5.0, the staff will improve the existing NRC ADAMS environment with a

completely Web-based interface, intuitive and powerful search tools for locating documents and

information, and better integration with office automation tools to allow NRC to leverage the

benefits of an enterprise document management system for improved business processes. As

a guiding principle of ADAMS 5.0, staff will replace as much custom programming as possible

with the “out-of-the-box” capabilities of underlying vendor products. This should reduce the cost

of maintaining ADAMS 5.0 and make it easier to upgrade when vendors release newer versions

of products.

During the second half of fiscal year 2005, the ADAMS project team began work on the ADAMS

5.0 system requirements specification, reviewed last year’s cost projections in light of new

information, developed a proposal for an ADAMS 5.0 governance structure that increases the

participation of NRC offices in the project, evaluated the feasibility of moving to a search tool

included with the commercial-off-the-shelf document management system versus a third-party

tool, and reviewed the general project approach for ADAMS 5.0. The result of this work will

serve as the baseline for the business case to move forward with the ADAMS 5.0 project. 
The Commissioners 3

COORDINATION:

This paper has no legal or resource implications and has, therefore, not been reviewed by the

Office of the General Counsel (OGC) or the Office of the Chief Financial Officer (OCFO). 

/RA/

Luis A. Reyes

Executive Director

 for Operations

Enclosures:

1. ADAMS Quality Measures and Value Statements

2. ADAMS Program Initiatives Progress Report # 4

3. ADAMS Release 4.3.1 Changes

4. ADAMS Release 4.3.2 Changes
The Commissioners 3

COORDINATION:

This paper has no legal or resource implications and has, therefore, not been reviewed by the

Office of the General Counsel (OGC) or the Office of the Chief Financial Officer (OCFO). 

/RA/

Luis A. Reyes

Executive Director

 For Operations

Enclosures:

1. ADAMS Quality Measures and Value Statements

2. ADAMS Program Initiatives Progress Report #4

3. ADAMS Release 4.3.1 Changes

4. ADAMS Release 4.3.2 Changes

Distribution:

L. Reyes, EDO

W. Kane, DEDR

M. Virgilio, DEDMRS

J. Silber, DEDIA

W. Dean, AO

M. Malloy, OEDO

E. Baker, OIS

J. Schaeffer, OIS

R. Mitchell, OIS/BPIAD

J. Linehan, OIS/IRSD

S. Johnson, OIS/IRSD/ISB

W. Davis, OIS/IRSD/ISB

T. Smith, OIS/IRSD/ISB

B. Shelton, OIS/IRSD/RFPSB

05-390 (CIO)

200400006

OIS r/f

ADAMS Accession No.: ML053550002

ADAMS Document Title: SECY-05-XXXX, Agencywide Documents Access and Management System: Semi-Annual Progress Report for July - December 2005

*see previous Concurrence

OFFICE OIS/IRSD/ISB OIS/IRSD/ISB OIS/IRSD DD/OIS D/OIS

NAME WEDavis: WED* SWJohnson:SWJ* JLinehan:JJL* JBSchaeffer: JS* ETBaker: JS for EB*

DATE 1/3/06 1/4/06 1/10/06 1/13/06 1/13/06

OFFICE DEDIA EDO ADM

NAME JSilber: LAReyes: HChang

DATE 01/23/06 1/23/06 1/13/06

OFFICIAL RECORD COPY
Enclosure 1

ADAMS QUALITY MEASURES AND VALUE STATEMENTS

ADAMS

Component Quality Measure Value Statement

 ADAMS

System

Information

Technology

(IT)

Components

Availability ADAMS is available when I need to use it.

Performance ADAMS response time is adequate for me to interact efficiently

with the system.

Functionality ADAMS provides the functions I need to interact efficiently and

effectively with the system.

Ease of Use The ADAMS user interface makes it easy for me to use the

system.

 ADAMS

Support

Services

Policy and

Procedures

ADAMS policies and procedures are clear, up to date, and

readily available to me.

Training and

Documentation

ADAMS training and documentation makes me aware of my

roles and responsibilities related to records management and

ADAMS, and helps me use the system efficiently and effectively. 

User Support Support for using ADAMS is easily available, timely, and

accurate.

User Input OIS is soliciting my feedback and working to continuously

improve the value of ADAMS. 

 ADAMS

Document

Capture and

Distribution

Services

Timeliness of

Document

Processing

The documents I work on are processed by the Document

Processing Center in a timely manner.

Timeliness of

Incoming

Document

Delivery to the

Staff

As an NRC staff member, I can rely on ADAMS to deliver

incoming documents to me and/or my staff in a timely manner.

Timeliness of

Public Release

As a member of the public, I can rely on ADAMS to provide

newly released documents to me in a timely manner in the

ADAMS Publicly Available Records System (PARS) library and,

for certain document types, on the NRC Web site.

 ADAMS

Collections

and Profile

Data

Document

Collection

Completeness

I have confidence that the collection of documents in each

ADAMS library is complete.

Quality of Profile

Data I have confidence that the profile data is accurate and complete.
1

The Office of Information Services (OIS) implemented a Security Tiger Team that

developed a schedule to address certification and accreditation for priority agency systems in

which ADAMS was not identified as a priority system. OIS granted ADAMS the Interim

Approval to Operate (IATO) until May 31, 2008. In accordance with the current Tiger Team

schedule, we expect to have ADAMS re-accreditation completed before the IATO expires.

Enclosure 2

ADAMS PROGRAM INITIATIVES PROGRESS REPORT # 4

ADAMS Quality

Measures Recent Accomplishments Current Initiatives

ADAMS System Information Technology (IT) Components

Availability

ADAMS 4.3.1 Upgrade

Upgraded the ADAMS desktop software

to incorporate Configuration Control

Board approved changes. [Q4/FY05]

ADAMS 4.3.2 Upgrade

Upgraded the ADAMS desktop software

to incorporate Configuration Control

Board approved changes. [Q1/FY06]

Server Improvements 

Acquired new hardware and software to

improve system availability. [Q4/FY05]

Filenet Software Upgrade

The software platform for all ADAMS

Content Service Libraries was upgraded

to version 5.4 to maintain vendor

support. [Q4/FY05]

System Security

Complete ADAMS Security

re-accreditation so that

ADAMS can continue to

operate securely. [Q1/FY08] 1

Performance

Hardware Upgrade for 

Main Library Storage 

Upgraded the disk array that contained

the ADAMS documents to a Hitachi

SAN (Storage Area Network) in order to

maintain vendor support and increase

storage capacity. [Q2/FY05] 

Convert TIFF to PDF Files

Converted older TIFF files in ADAMS to

PDF to shorten document download

time and position ourselves to remove

custom code when we develop

ADAMS 5.0. [Q1/FY06]

Server Improvements

Acquired new hardware and software to

improve system performance. 

[Q4/FY05]

ADAMS 5.0

Began the Capital Planning and

Investment Control (CPIC)

process for the ADAMS 5.0

project. ADAMS 5.0 will have a

Web-based interface, intuitive

and powerful search tools, and

better integration with office

automation tools. 
ADAMS Quality

Measures Recent Accomplishments Current Initiatives

2 Enclosure 2

ADAMS System Information Technology (IT) Components (Continued)

Functionality

ADAMS 4.3.1 Upgrade

Upgraded the ADAMS desktop software

to incorporate Configuration Control

Board approved changes. [Q4/FY05]

Filenet Software Upgrade. 

The software platform for all ADAMS

Content Service Libraries was upgraded

to version 5.4 to maintain vendor

support. [Q4/FY05]

ADAMS 4.3.2 Upgrade

Upgraded the ADAMS desktop software

to incorporate Configuration Control

Board approved changes. [Q1/FY06]

ADAMS 4.4 Upgrade

Define what functions and

features are to be included in the

next release of ADAMS.

[Q3/FY06]

ADAMS 5.0

Began the CPIC process for the

ADAMS 5.0 project. ADAMS 5.0

will have a Web-based interface,

intuitive and powerful search

tools, and better integration with

office automation tools. 

Ease of Use

Web-based Search for the 

ADAMS Main Library

Deployed Web-based search capability,

Staff Interface Portal (SIP) for the

ADAMS Main Library. [Q1/FY06]

ADAMS 5.0

Began the CPIC process for the

ADAMS 5.0 project. ADAMS 5.0

will have a Web-based interface,

intuitive and powerful search

tools, and better integration with

office automation tools. 

ADAMS Support Services

Policy and Procedures

Notification to NRC Staff of Potential for

Hidden Text in PDF Files

NRC staff has been notified of the

potential for there to be hidden text in

NRC’s PDF files and methods to

prevent that from occurring. [Q1/FY06]

OIS Activities Related to the

Potential for Hidden Text in 

PDF files

OIS will be meeting with the IT

Coordinators for each Office and

region to discuss the potential for 

hidden text in PDF files. OIS

also is preparing a

communication to our external

stakeholders about this issue

and will be updating the

guidance on electronic

submissions.

[Q2/FY06] Training and

Documentation

HLW Training

Provided PDF training sessions in Las

Vegas, NV, and at NRC Headquarters

for prospective parties who plan to

submit documents to the High-Level

Waste proceeding. [Q4/FY05]

PDF/EIE Submittal

Provided PDF/EIE submittal training to

the 5th Annual UFSAR (Updated Final

Safety Analysis Report) attendees at

Clearwater Beach, FL. [Q1/FY06]

Support Services

ADAMS Support Center Assistance

Provided support to offices with

problems using ADAMS.

[Ongoing]

ADAMS Support Center Staff

Assistance 

Continue to support program

offices.

 [Q1–Q4/FY06]
ADAMS Quality

Measures Recent Accomplishments Current Initiatives

3 Enclosure 2

ADAMS Support Services (Continued)

User Input

Semiannual Meeting of the ADAMS

Public Users Group held on

July 20, 2005.

Provided opportunities for feedback

through presentations at this 

stakeholder forum. [Q4/FY05]

Web-Based Access to the ADAMS Main

Library

Evaluated the pilot (staff input) for the

design of the Web-based Staff Interface

Portal (SIP) search capability of the

ADAMS Main Library for the staff.

[Q4/FY05]

Staff and Public User

Satisfaction Survey-Under

Preparation to be conducted in

FY06. [Q4/FY06]

PDR to Develop LISTSERV

As a result of the July 20, 2005

ADAMS Public User Group

Meeting, a listserv will be created

to communicate ADAMS —

related issues with the public in

lieu of formal meetings. 

[Ongoing]

ADAMS Document Capture and Distribution Services

Timeliness of

Document Processing

ADAMS 4.3.2 Upgrade

Upgrade included DPC processing

improvements. See Enclosure 4.

[Q1/FY06]

Desk Reference Guide for EIE

Submitters

Developed Desk Reference Guide to

support EIE submitters. Guide gives

step-by-step instructions for “rendering”

PDF files (from commonly used

commercial word processing,

spreadsheet, and presentation

applications) that comply with the

specifications and parameters

prescribed in NRC’s electronic

submission guidance document.

[Q4/FY05]
ADAMS Quality

Measures Recent Accomplishments Current Initiatives

4 Enclosure 2

ADAMS Document Capture and Distribution Services (Continued)

Timeliness of Incoming

Document Delivery to

the Staff

Special Pick-up Service for Incoming

EDO Mail

Instituted a new document pickup

service (six scheduled runs per day) for

the OEDO which will significantly

increase the speed of processing EDOcontrolled correspondence into ADAMS.

[Q4/FY05]

Timeliness of

Public Release

None.

ADAMS Collections and Profile Data

Completeness of

Document Collections

ADAMS Quality Control 

Developed a more systematic approach

for ensuring completeness and

accuracy of the ADAMS record

collections. [Ongoing]

ADAMS Records Quality Control Audit 

Completed the audit and issued the

audit report. [Q4/FY05]

ADAMS Quality Control 

Develop a more systematic

approach for ensuring

completeness and accuracy of

the ADAMS record collections. 

[Ongoing]

Quality of Profile Data

ADAMS 4.3.2

Implemented a new document class

enabling the DPC to enter documents

more efficiently. [Q1/FY06]

Profile Data Review

Reviewed uncontrolled fields in ADAMS

for accuracy and addressed problems

with associated Quality Assurance 

efforts. [Ongoing]

CDTS Collection Added to ADAMS

The Commission Decision Tracking

System (CDTS) has been made

available in ADAMS to preserve the

structure and content of the original

Commision-level tracking system and to

facilitate decommissioning of obsolete

hardware and unsupported software

from the original server/desktop

application. [Q3/FY05]

Profile Data Review

Review uncontrolled fields in

ADAMS for accuracy and

address any problems with

associated Quality Assurance 

efforts. [Ongoing]
Enclosure 3

ADAMS RELEASE 4.3.1 CHANGES

CITRIX Issues

Several CITRIX issues were resolved involving printing, viewing, and creating reports using the

Crystal Reports format.

Viewer Issues

The staff corrected the problems with a user viewing multiple documents simultaneously and

multiple users viewing the same document. The viewers’ filters were upgraded to view more file

types.

The ADAMS viewer had several problems printing various file types (e.g., WPD and TIF) that

have been corrected. As a result, the entire document can be printed and multiple copies can

be made. Printing problems from the ADAMS viewer were corrected. The default directory for

saving documents from the ADAMS viewer was corrected.

GroupWise 6.5

ADAMS was upgraded to interface properly with GroupWise version 6.5.

Send Issue

A problem sending multiple files from ADAMS was eliminated, and ADAMS users are now able

to send, via GroupWise, multiple links to ADAMS documents to other users, as designed.
Enclosure 4

ADAMS RELEASE 4.3.2 CHANGES

Security

An upgrade was made to the ADAMS password software to meet agency security compliance 

requirements. 

The High-Level Waste (HLW) security barrier code was modified to prevent nonpublicly

available Protective Order File (POF) documents from being published to the publicly available

HLW-EHD.

FIND Function

The staff fixed the “Content Searching” in the “FIND” function to provide more consistent search

results using the recently upgraded libraries.

Adobe Interface

ADAMS now interfaces with the new Adobe viewer to display PDF documents faster than

before.

DPC Processing

A functional improvement was made to the submission of documents to the Document

Processing Center (DPC); thus the DPC can more efficiently process documents as Official

Agency Records (OARs). 

The security rights of all documents submitted to the DPC have been modified to include the

DPC as “Owners” to alleviate processing burdens. Also, a new document class “DPC

Production” has been added to allow a more efficient method of DPC document processing.