Making Content Portable

Slide 1: Making Co nte nt Po rtable Ac ro s s the Ente rpris e Ann R oc kle y P re s ide nt, Th e R oc kle y G roup Inc . roc kle y@roc kle y.c om

Slide 6: Why s hare ?  Inc re a s e d c ons is te nc y  R e duc e d c os ts  F oc us e d bra nding  Inc re a s e d produc tivity  Cus tome r s a tis fa c tion ©2008, Th e R oc kle y G roup Inc .

Slide 7: Challe ng e s

Slide 8: Multiple info rmatio n pro duc ts  B roc h ure s , produc t informa tion s h e e ts , propos a ls , pre s s re le a s e s , s pe e c h e s , pre s e nta tions , a nnua l re ports  E mploye e tra ining ma te ria ls , polic ie s a nd proc e dure s  Us e r g uide s , online h e lp, re fe re nc e doc ume nts , a pplic a tion g uide s  P roduc t s pe c ific a tions , de s ig n doc ume nts , te s t pla ns  F AQs , c us tome r s upport ma te ria ls  Cla s s room or we b-ba s e d tra ining ©2008, Th e R oc kle y G roup Inc .

Slide 9: Conte nt is s iloe d  Conte nt is c re a te d a nd ma na g e d in multiple a re a s a c ros s th e org a niz a tion  Conte nt is c re a te d, re c re a te d, a nd re c re a te d  S imila r, ye t diffe re nt c onte nt is s tore d multiple time s  Multiple ve rs ions of c onte nt ©2008, Th e R oc kle y G roup Inc .

Slide 11: S tandards  S ome de pa rtme nts h a ve s ta nda rds for c onte nt (te mpla te s , vis ua l g uide line s , e ditoria l g uide line s )  Oth e rs h a ve none ©2008, Th e R oc kle y G roup Inc .

Slide 12: Taxo no my (tag g ing )  Conte nt is s tore d in multiple wa ys  S ome de pa rtme nts h a ve a s pe c ific ta xonomy  Oth e rs h a ve none  It ma y not be e nforc e d ©2008, Th e R oc kle y G roup Inc .

Slide 13: Te c hno lo g y  Multiple tools e xis t a c ros s th e org a niz a tion Conte nt ma na g e me nt s ys te ms  Auth oring tools  Da ta ba s e s  Conte nt forma ts  ©2008, Th e R oc kle y G roup Inc .

Slide 14: Pe o ple  P e ople a re foc us e d on th e ir own de live ra ble s  R e s is ta nc e to s ta nda rdiz a tion  Our c us tome rs / produc t/ e rvic e is diffe re nt s  Th e me dia a ffe c ts th e me s s a g e  Outs ourc e d  Ha ve n’t th e time to s h a re ©2008, Th e R oc kle y G roup Inc .

Slide 16: What is a taxo no my?  Th e word c ome s from th e G re e k τάξις, taxis, (orde r) + νόμος, nomos, (la w/ c ie nc e ) s  Th e pra c tic e of c la s s ifying pla nts a nd a nima ls a nd oth e r org a nis ms in a n org a niz e d fa s h ion  A me th od of org a niz ing informa tion  A type of Controlle d Voc a bula ry  All a round us … ©2008, Th e R oc kle y G roup Inc .

Slide 17: Why a unifie d taxo no my?  Conte nt is s tore d in multiple a re a s th roug h out th e org a niz a tion  Ca n’t s h a re if we c a n’t find it  Ca n’t find it if we don’t know wh a t it is c a lle d  Ca n’t fig ure out wh a t it is c a lle d if e ve ryone c a lls it s ome th ing diffe re nt  Ca n’t a utoma te th e s h a ring of informa tion if we c a n’t find it  … ©2008, Th e R oc kle y G roup Inc .

Slide 19: What do we ne e d to c re ate a taxo no my?  We ne e d: Me ta da ta “da ta a bout da ta ” to h e lp us org a niz e  th e informa tion. Controlle d Voc a bula rie s wh ic h h e lp c omple te th e  me ta da ta informa tion, a nd a llow th e us e r to find informa tion wh e n a s e a rc h is pe rforme d. To de fine th e re la tions h ips be twe e n th e c onte nt  a nd be twe e n th e c onte nt a nd th e me ta da ta . ©2008, Th e R oc kle y G roup Inc .

Slide 20: What is me tadata?  It is th e e nc ode d knowle dg e of your org a niz a tion, de s c ribe d by Da vid Ma rc o a s : “… a ll ph ys ic a l da ta (c o nta in e d in s o ftwa re a nd o th e r m e d ia ) a n d kn o wle d g e (c o nta in e d in e m p loye e s a n d va riou s m e d ia ) fro m in s id e a n d o u ts ide a n org a nis a tion , inc lu d in g in form a tion a b o ut th e p h ys ic a l d a ta , te c h n ic a l a nd b us in e s s p ro c e s s e s , ru le s a n d c o ns tra ints of th e d a ta , a n d s truc tu re s of th e d a ta us e d b y a c orp o ra tio n.” ©2008, Th e R oc kle y G roup Inc .

Slide 21: Type s o f me tadata?  C a te g o riz a tio n m e ta d a ta  C a te g o riz a tio n m e ta da ta is u s ua lly us e d b y c on te nt us e rs to re trie ve c o n te n t.  E le m e n t m e ta da ta  R e us e  Me ta d a ta for re u s e is u s e d to id e n tify th e c o m po ne n ts o f c on te nt th a t c a n b e re u s e d in m ultip le a re a s .  R e trie va l  Me ta d a ta for re trie va l is u s e d to re trie ve c on te nt. It m a y c o ns is t of m e ta d a ta fo r re u s e a s we ll a s a dd ition a l re trie va l m e ta da ta .  Tra c kin g  Me ta d a ta for tra c king (s ta tus ) is u s e d to id e n tify th e s ta tus o f yo ur c o n te nt in a workflo w s ys te m . ©2008, Th e R oc kle y G roup Inc .

Slide 22: What is a Co ntro lle d Vo c abulary?  A c ontrolle d voc a bula ry is a lis t of te rms a n a uth or c a n pic k from to c a te g oriz e th e ir c onte nt.  It is c ontrolle d be c a us e it doe s not a llow th e m to e nte r th e ir own te rms .  Us e a c ontrolle d voc a bula ry for your me ta da ta to e ns ure th a t me ta da ta is na me d a nd a pplie d c ons is te ntly.  Allows for c ons is te nt a uth oring a nd da ta s e a rc h a nd re trie va l.  R e la te d to Auth ority a nd S ynonym Lis ts , a nd to Th e s a uri ©2008, Th e R oc kle y G roup Inc .

Slide 23: Ho w do we s tart?  G a th e r pe ople wh o will us e th e s ys te m.  Inc lude e ve ryone , from a uth ors to “us e rs ”.  R e me mbe r to c ons ide r th os e wh o will ma inta in (a s oppos e d to c re a te ) th e informa tion, if th os e a re diffe re nt g roups .  R e me mbe r th a t you mus t c onc e ntra te on th e g oa l, not th e s ys te m: \"To s ta rt out with th e ta s k ra th e r th a n th e e nd produc t ma y re s ult, h owe ve r, in be a utiful e ng ine e ring of work th a t s h ould not be done a t a ll.\" P D eter rucker (D rucker, P F (1993 (reprint)). M eter . anagement: Tasks, Responsibilities, Practices. HarperCollins. I N 0-88730-615-2. ) SB ©2008, Th e R oc kle y G roup Inc .

Slide 24: What to lo o k at  E xa mine e xis ting g los s a rie s , lis ts a nd s imila r ba c kg round informa tion.  Wh o c re a te d th e s e doc ume nts ?  Wh y we re th e re doc ume nts c re a te d?  Wh a t wa s th e ir purpos e ?  Ha s th a t ne e d c h a ng e d or e xpa nde d s inc e th e y we re c re a te d?  Ca n th e y be us e d a s a jumping off point, or a re th e y h is toric a l doc ume nts ? ©2008, Th e R oc kle y G roup Inc .

Slide 25: Co nt.  Look a t e xis ting s e a rc h Wh a t is its c a pa bility?  Ca n s e a rc h e s be s a ve d?  Ca n th e y be e dite d a nd re run?  Wh a t is la c king ?  Wh a t c ould be improve d?   Look a t e xis ting c onte nt c re a tion Wh a t is its c a pa bility?  Ca n da ta be s h a re d?  How?  Wh a t is la c king ?  Wh a t c ould be improve d?  ©2008, Th e R oc kle y G roup Inc .

Slide 26: Creating a Co ntrolle d Voc abulary Gathering Te rms  A Te rm is be s t de fine d a s th e e le me nt th a t th e us e r is looking for wh e n th e y a re s e a rc h ing for informa tion.  Th ink of te rms a s e le me nts us e d to de s c ribe c a te g orie s a nd s ub-c a te g orie s .  How is informa tion c urre ntly c a te g oriz e d: B y R e g ion  B y P la tform  B y P roduc t  e tc .  ©2008, Th e R oc kle y G roup Inc .

Slide 27: Co nte nt Mo de ls

Slide 28: S truc ture  If we a re g oing to s h a re c ompone nts of c onte nt, not jus t doc ume nts we mus t e ns ure th a t c onte nt is s truc ture d c ons is te ntly  Inc ons is te ntly s truc ture d c onte nt c a nnot be s h a re d  Multiple s truc ture s  DITA  Te mpla te s  No te mpla te s ©2008, Th e R oc kle y G roup Inc .

Slide 30: Ge tting s tarte d  G a th e r c ommon e xa mple s of c onte nt  Ide ntify be s t pra c tic e s  Ana lyz e th e c onte nt for s imila ritie s a nd diffe re nc e s  Ide ntify re us e , g ra nula rity of re us e  De te rmine if a c ommon s truc ture is a ppropria te or if ma pping is re quire d ©2008, Th e R oc kle y G roup Inc .

Slide 31: Mo de ling c o nte nt  Mode l c onte nt  B uild s a mple c onte nt  R e vie w mode ls a nd s a mple s with s ta ke h olde rs  De te rmine h ow to s upport c onte nt ©2008, Th e R oc kle y G roup Inc .

Slide 33: Te c hno lo g y

Slide 34: S ing le c o nte nt manag e me nt s ys te m?  Ma yb e  No t like ly  WC M is g re a t for we b c o nte n t m a n a g e m e n t b ut prob a b ly do e s n o t s u pp ort o th e r c h a n ne ls (prin t, h e lp)  E C M m a n a g e s do c um e n ts we ll, b u t p ro b a b ly d oe s no t m a n a g e c o m p on e n ts a nd re us e  Mu ltic h a n ne l C C M m a n a g e s c om p on e n ts we ll, b ut prob a b ly h a s n o c a p a b ility to m a n a g e a we b s ite  S o lu tio n  Au th orita tive s ou rc e  Au to s h a rin g  F e d e ra te d/ te g ra te d s e a rc h in ©2008, Th e R oc kle y G roup Inc .

Slide 35: Autho ritative s o urc e  A s ing le a uth orita tive s ourc e (s ing le point of s tora g e ) for a ny pie c e of informa tion ne e ds to be ide ntifie d.  Th e mos t a c c ura te , c omple te , a uth oriz e d c onte nt is dra wn from th e a uth orita tive s ourc e for re us e .  If c onte nt is s tore d in multiple loc a tions for e a s e of publis h ing , a ll but th e a uth orita tive s ourc e a re c ons ide re d s e c onda ry c opie s .  All c h a ng e s to a uth orita tive s ourc e mus t be ma de in th e a uth orita tive s ourc e s o th a t e ve rywh e re th a t c onte nt is re us e d it c a n be upda te d a ppropria te ly.  De riva tive c onte nt (c onte nt wh ic h is re us e d a nd modifie d) c a n be c re a te d a nd s tore d in a n a lte rna te loc a tion ©2008, Th e R oc kle y G roup Inc .

Slide 36: Auto s haring  As re us a ble c onte nt is upda te it is a utoma tic a lly s h a re d a mong th e s ys te ms wh e re re us e is re quire d  Typic a lly re quire s c us tom s oftwa re ©2008, Th e R oc kle y G roup Inc .

Slide 37: Fe de rate d/inte g rate d s e arc h  P rovide s th e a bility to s imulta ne ous ly s e a rc h multiple da ta s ourc e s  Conte nt ma na g e me nt s ys te ms  Da ta ba s e s  F ile s e rve rs  Conte nt is inde xe d on a ll th e s ys te ms to fa c ilita te s e a rc h  Common ta xonomy is ve ry importa nt for th is ©2008, Th e R oc kle y G roup Inc .

Slide 38: Multiple autho ring to o ls  Auth ors a re dive rs e , no s ing le tool will s uffic e  We b, we b te mpla te s / forms  Doc ume nta tion, XML e ditors  Tra ining , multiple  Ma rke ting , Word  Cus tome r s upport, multiple  Ke y is to h a ve c ommon mode ls imple me nte d in XML s o th a t c onte nt c a n be s h a re d into a ny tool ©2008, Th e R oc kle y G roup Inc .

Slide 39: Do n’t fo rg e t the pe o ple  S truc ture d re us a ble c onte nt is a pa ra dig m s h ift  R e quire s  Diffe re nt wa ys of writing  Ne w proc e s s e s  Inte ntion to s h a re  You will e xpe rie nc e  Not inve nte d h e re  My c us tome rs a re diffe re nt  My me dia is diffe re nt  I don’t h a ve time to look for it, it is fa s te r to write it mys e lf  And more ©2008, Th e R oc kle y G roup Inc .

Slide 40: Co nc lus io n  S h a ring c onte nt re s ults in:  Inc re a s e d c ons is te nc y  R e duc e d c os ts  F oc us e d bra nding  Inc re a s e d produc tivity  Cus tome r s a tis fa c tion  And re quire s :  Unifie d ta xonomy  Conte nt mode ls  Te c h nolog y c h a ng e s  Ch a ng e ma na g e me nt ©2008, Th e R oc kle y G roup Inc .

Slide 42: Que s tio ns ? An n R oc kle y Th e R o c kle y G rou p Inc . www.roc kle y.c om roc kle y@ro c kle y.c o m 9 05 -9 39 -9 29 8

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