Mapping the content ecosystem


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Education Day Seminar Presented to STC Southwestern Ontario Chapter in 2005 featuring the Information Management Model

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Mapping the content ecosystem

  1. 1. Mapping the Content Ecosystem Single-sourcing and the Information Management Model
  2. 2. Session Objectives <ul><li>Defining the I ssues of S ingle- S ourcing </li></ul><ul><li>Separating Information from Content </li></ul><ul><li>Building Content from a Single Source </li></ul><ul><li>Wrapping Up </li></ul>
  3. 3. Session Format <ul><li>Introductions </li></ul><ul><li>Guided discussion </li></ul><ul><li>Jump in with your questions </li></ul>
  4. 4. About the Speaker <ul><li>Rob Hanna is a Senior Technical Writer at International Financial Data Services (IFDS) where he is responsible for user documentation for their suite of software solutions for the financial services sector. </li></ul><ul><li>Hanna has been writing professionally across several industries since 1990. He has also enjoyed writing for many different types of audiences. Starting from a background in aviation, his career lead from writing reports and operation guides for municipal airports to the role of production editor for one of Canada's largest circulating aviation periodicals. </li></ul><ul><li>In 1997 his career began to take more of a focus on writing than aviation as he stepped off into the role of technical writer for CAE Electronics. Soon software engineering began to play a more prevalent role in the types of documents Hanna was responsible for. Since leaving CAE in 2001, Hanna has worked for two other information technology groups at Entrust Technologies and Canadian Tire before joining IFDS in Toronto. </li></ul><ul><li>Hanna is a Senior Member of the Society for Technical Communications and a very active participant in the local technical writing community. In 2002, Hanna was instrumental in forming the Toronto STC Single-Sourcing SIG . Since then, the SIG has grown from a small clutch to a mailing list in excess of 70 members. </li></ul>
  5. 5. Section 1 <ul><li>Defining the Issues of Single-Sourcing </li></ul>
  6. 6. What is Single-Sourcing? <ul><li>“… create and store reusable content within a single source, and deliver that content to any number of multi-channel information products.” </li></ul><ul><ul><li>Ann Rockley – Managing Enterprise Content 2003 </li></ul></ul>
  7. 7. What is Single-Sourcing? <ul><li>“ A documentation method whereby multiple deliverables differing in content and/or format can be created from a single-definitive source of information. These deliverables can be systematically recreated and the content reused without ever modifying the source.” </li></ul><ul><ul><li>Sean Brierley – STC Single-Sourcing SIG 2002 </li></ul></ul>
  8. 8. What is Single-Sourcing? <ul><li>“ A combination of planning, writing, and tools that lets you create a single content repository, then use that repository to create a variety of deliverables.” </li></ul><ul><ul><li>Sanders - 2002 </li></ul></ul>
  9. 9. What is Single-Sourcing? <ul><li>“ Single-sourcing is any process used to systematically create information products from a single defined source of information.” </li></ul><ul><ul><li>Hanna, Hills, and Marques – Single-Sourcing Deconstructed 2003 </li></ul></ul>
  10. 10. What it isn’t ? <ul><li>Why it isn’t strictly about automation </li></ul><ul><li>Why it isn’t strictly about reuse </li></ul>
  11. 11. Why Single-Source <ul><li>Single-sourcing will… </li></ul><ul><ul><li>Improve the consistency of information </li></ul></ul><ul><ul><li>Save on maintenance and customization efforts </li></ul></ul><ul><ul><li>Improve the quality of the content </li></ul></ul><ul><ul><li>Require significant upfront planning and investment </li></ul></ul>
  12. 12. When to Single-Source <ul><li>Consider a single-sourcing project if … </li></ul><ul><ul><li>The document is deliverable to clients or is tied directly to a product or service </li></ul></ul><ul><ul><li>The document has a long life expectancy </li></ul></ul><ul><ul><li>Many updates can be expected over time </li></ul></ul><ul><ul><li>Several variants may exist at any one time </li></ul></ul><ul><ul><li>Parts of the document are reused elsewhere </li></ul></ul>
  13. 13. 10 “Problems” with Single-Sourcing <ul><ul><ul><li>Adds a New Level of Information Management </li></ul></ul></ul><ul><ul><ul><li>Emphasizes Specialization over Generalization </li></ul></ul></ul><ul><ul><ul><li>Adds Unnecessary Overhead </li></ul></ul></ul><ul><ul><ul><li>Involves Tools and Technologies Unrelated to Writing </li></ul></ul></ul><ul><ul><ul><li>Uses Small Strictly Defined Units of Text </li></ul></ul></ul><ul><ul><ul><li>Further Separates Appearance from Content </li></ul></ul></ul><ul><ul><ul><li>Requires a Migration Effort </li></ul></ul></ul><ul><ul><ul><li>Introduces Stressful Change </li></ul></ul></ul><ul><ul><ul><li>Requires Data Management Skills </li></ul></ul></ul><ul><ul><ul><li>Costs Significant Time to Correct Small Mistakes </li></ul></ul></ul>Presented at 51 st Annual STC Conference by Heather Hull, Motive Dave M. Yeates, Texas Tech University
  14. 14. Evolution of Single-Sourcing <ul><li>First Stage: Content Repurposing </li></ul><ul><li>Second Stage: Content Reuse </li></ul><ul><li>Third Stage: Content Management </li></ul><ul><li>Fourth Stage: … </li></ul>
  15. 15. What’s holding us back? <ul><li>Exponential Increase of Cost </li></ul><ul><ul><li>Tool Acquisition </li></ul></ul><ul><ul><li>Vendor Support </li></ul></ul><ul><ul><li>Consulting Services </li></ul></ul><ul><li>Adoption of Change </li></ul><ul><li>Going Beyond the Point of No Return </li></ul>
  16. 16. What’s needed? <ul><li>Standards </li></ul><ul><ul><li>Without standards, every implementation is different </li></ul></ul><ul><ul><li>Tools cannot be successfully developed </li></ul></ul><ul><ul><li>Lack of standards breeds discord </li></ul></ul><ul><li>Other industries manage single-sourcing with standards </li></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Manufacturing </li></ul></ul>
  17. 17. Developing a Standard <ul><li>In auto manufacturing, engineers have long accepted the premise of reuse of standardized components and don’t reinvent the wheel each time </li></ul><ul><li>If it were left up to us, we’d still be fighting traffic in a horse and buggy </li></ul>
  18. 18. Section 2 <ul><li>Separating Information from Content </li></ul>
  19. 19. What is content management? <ul><li>Records Management </li></ul><ul><li>Document Management </li></ul><ul><li>Web Content Management </li></ul><ul><li>Content Management </li></ul><ul><li>Knowledge Management </li></ul>
  20. 20. Managing the Content <ul><li>Metadata </li></ul><ul><li>Ownership </li></ul><ul><li>Scope </li></ul><ul><li>Traceability </li></ul>
  21. 21. Modelling Content <ul><li>Unified Content Strategy </li></ul><ul><ul><li>Reuse Maps </li></ul></ul><ul><li>Information Mapping </li></ul><ul><ul><li>Procedure </li></ul></ul><ul><ul><li>Process </li></ul></ul><ul><ul><li>Structure </li></ul></ul><ul><ul><li>Concept </li></ul></ul><ul><ul><li>Principle </li></ul></ul><ul><ul><li>Fact </li></ul></ul><ul><ul><li>Classification </li></ul></ul>
  22. 22. Modelling Content <ul><li>Darwin Information Typing Architecture </li></ul><ul><ul><li>Topic (Base) </li></ul></ul><ul><ul><ul><li>Task </li></ul></ul></ul><ul><ul><ul><li>Reference </li></ul></ul></ul><ul><ul><ul><li>Concept </li></ul></ul></ul>
  23. 23. Modelling the Product C ycle <ul><li>Separation of Content from Information </li></ul><ul><li>Information vs Presentation Layers </li></ul><ul><li>Differences are subtle but significant </li></ul>
  24. 24. Information Lives <ul><li>And it dies a thousand deaths </li></ul><ul><li>Content is static </li></ul>
  25. 25. Section 3 <ul><li>Building Content from a Single Source </li></ul>
  26. 26. Information Objects Output: Information Product Input: Information Object Repository: Information Core
  27. 27. Single-Sourcing Objects 1 2 3
  28. 28. Building Traceability 1 2
  29. 29. The Content Ecosystem Requirement Design Specification Physical Capital Resource Task Skill Human Capital Concept Rules Action Result Intellectual Capital Objective The Business Why? Who? How? What?
  30. 30. The Information Types <ul><ul><ul><li>1 Objective </li></ul></ul></ul><ul><ul><ul><li>2 Resource </li></ul></ul></ul><ul><ul><ul><li>3 Task </li></ul></ul></ul><ul><ul><ul><li>4 Skill </li></ul></ul></ul><ul><ul><ul><li>5 Concept </li></ul></ul></ul><ul><ul><ul><li>6 Rule </li></ul></ul></ul><ul><ul><ul><li>7 Action </li></ul></ul></ul><ul><ul><ul><li>8 Result </li></ul></ul></ul><ul><ul><ul><li>9 Requirement </li></ul></ul></ul><ul><ul><ul><li>10 Design </li></ul></ul></ul><ul><ul><ul><li>11 Specification </li></ul></ul></ul>
  31. 31. <ul><li>Wrapping Up </li></ul>Section 4
  32. 32. ITIL Process Document
  33. 33. Software Requirements
  34. 34. Intranet
  35. 35. Other Resources <ul><li>Information Management Model Whitepaper ( ) </li></ul><ul><li>Single-Sourcing Deconstructed ( ) </li></ul><ul><li>Toronto STC Single-Sourcing SIG ( ) </li></ul>Or for more information, contact: Rob Hanna [email_address] (416) 723-4183