The Synectics web-based document management system for Vandenberg AFB serves as the hub of a “virtual office.” Team members from any location have shared access to all the information they will need throughout the project. They are able to communicate and leave messages for one another, and to review previous communication from other team users. The system provides the online tools necessary for online document viewing, report writing for assuring version control, report viewing, action item viewing, on line chatting and commenting, along with functionality for management to approve and lock reports and citations when applicable. The system is backed up daily for loss prevention of our data and documents..

Background

Rocket launches occurred from multiple locations on Vandenberg AFB, which is located near Lompoc, California, since the 1950s. Several federal contractors have conducted pre-launch, launch and postlaunch activities on the base. The activities of the contractors involved the use and release to the environment of trichloroethylene (TCE) and other hazardous substances under CERCLA, 42 U.S.C §9601 et seq. Petroleum fuels and waste oils also were used and released. The time period of interest for the contaminating activities is from the late 1950s to the late 1980s. The investigation concerned research and analysis to address approximately 36 sites under the IRP at Vandenberg AFB with 10 PRPs, 25 site summaries and legal analysis with 104(e) questions.

Implementing Web-Based Information Management

Synectics' secure web-based document management system is used to collect, organize and index electronic documents associated with the Vandenberg AFB Task Order. This system provides for unparalleled collaboration between management and all team members, regardless of physical location, and provides secure, encrypted access to large project documents. A customized project library provided through the web-based document management system offers fast document key word searches, and report writers and review tools that are available to the entire team. Authorized team members can OCR scan and upload any new documents from data collection for later document research. All online documents are shared across the team and filed in an appropriate site file within the secure library. This eliminates the common problems associated with emailing large documents. The system records receipt and reading of documents, in order to electronically control distribution. Individual user accounts are provided for each project team member. Each user account has permissions to perform specific tasks based on their role in the project: