Content Management: No Mystery


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What does content management mean to technical communicators? It's no mystery! The real core of content management is an organized way of creating, collecting, managing and delivering content. Using a business process based on requirements, software supports business goals. Software is a part of the implementation, not the foundation. This session takes a high level view of the content management pieces and how they work together in a system.

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Content Management: No Mystery

  1. 1. Content Management: No Mystery! DITA/TECHCOMM November 3, 2008 Mollye Barrett
  2. 2. Getting Clear: Goals <ul><ul><li>Promises </li></ul></ul><ul><ul><li>Demystification </li></ul></ul><ul><ul><li>Types of content management </li></ul></ul><ul><ul><li>Focus on CCM </li></ul></ul><ul><ul><li>Content Lifecycle </li></ul></ul><ul><ul><li>What really happens in Content Management? </li></ul></ul>
  3. 4. Content Management Promises <ul><li>More </li></ul><ul><li>Consistency </li></ul><ul><li>Accuracy </li></ul><ul><li>Speed </li></ul><ul><li>Reliability </li></ul><ul><li>Efficiency </li></ul><ul><li>Revision control </li></ul><ul><li>Customization </li></ul><ul><li>Content </li></ul><ul><li>Less </li></ul><ul><li>Risk </li></ul><ul><li>Handling </li></ul><ul><li>Staffing </li></ul><ul><li>Information overload </li></ul>
  4. 5. Ready for Content Management?
  5. 6. Not in Kansas Anymore <ul><ul><li>What do people think of when they think of content management? </li></ul></ul><ul><ul><ul><li>Tools and technology </li></ul></ul></ul><ul><ul><li>What is the number one mistake made by companies embarking on a content management process? </li></ul></ul><ul><ul><ul><li>Buying the tool first </li></ul></ul></ul><ul><ul><li>Why do more than 30% of content management initiatives fail? </li></ul></ul><ul><ul><ul><li>Organizations don’t think through their requirements and design their solution to meet their needs </li></ul></ul></ul><ul><ul><li>Content management is: </li></ul></ul><ul><ul><ul><li>10% technology, 40% process control and 50% governance </li></ul></ul></ul>
  6. 7. What is CM? <ul><li>The real core of CM is an organized way of creating, collecting, managing and delivering content. This is a business process to support business goals. Based on your requirements, software is a part of the solution not the foundation. </li></ul><ul><li>Technical communicators look for systems: </li></ul><ul><ul><li>Content defined by location </li></ul></ul><ul><ul><li>Extensive content reuse </li></ul></ul><ul><ul><li>Focuses on creation and editing (workflow) </li></ul></ul><ul><ul><li>Tight integration between authoring and the repository </li></ul></ul><ul><ul><li>Powerful, automated publishing engine (templates, scripting, etc) </li></ul></ul><ul><ul><li>Single sourcing application (one to many) </li></ul></ul>
  7. 8. Known Content Management Systems <ul><ul><li>People </li></ul></ul><ul><ul><li>Notebooks </li></ul></ul><ul><ul><li>Encyclopedia </li></ul></ul><ul><ul><li>Card catalog </li></ul></ul><ul><ul><li>Computer Aided Translation (CAT) </li></ul></ul>
  8. 9. Document Management <ul><li>Document Management (DMS) is a technology developed to manage huge numbers of documents in organizations. Mature and well-tested, document management systems: </li></ul><ul><ul><li>Focus on managing documents (PDF, Word) </li></ul></ul><ul><ul><li>Chunks of content (document) are fairly large, and self-contained </li></ul></ul><ul><ul><li>Supports few, if any, links between documents </li></ul></ul><ul><ul><li>Limited integration with repository (check-in/check-out) </li></ul></ul><ul><ul><li>Focuses on storage and archiving </li></ul></ul><ul><ul><li>Includes workflow </li></ul></ul><ul><ul><li>Stores and presents documents (usually) in their native format </li></ul></ul><ul><li>Enterprise: Alfresco, Documentum, FileNet , Interwoven's Worksite , Laserfiche, Oracle's Stellent , SharePoint, Teamwork, Xerox Docushare </li></ul>
  9. 10. Digital Asset Management <ul><li>Digital Asset Management (DAM) is the technologies used to import, annotate, catalog, store and retrieve digital assets that include: </li></ul><ul><ul><ul><li>Digital photographs </li></ul></ul></ul><ul><ul><ul><li>Animations </li></ul></ul></ul><ul><ul><ul><li>Videos </li></ul></ul></ul><ul><ul><ul><li>Music </li></ul></ul></ul><ul><li>Enterprise: EMC (Documentum), Interwoven (MediaBin), ClearStory (ActiveMedia) , IBM FileNet (Ancept) </li></ul><ul><li>Mid-range: WAVE (MediaBank), Canto (Cumulus), Widen (Media Collective) </li></ul><ul><li>Lightweight: Microsoft (SharePoint), Oracle (Universal Content Management), Day (Commmunique) </li></ul><ul><li>Niche: Chuckwalla </li></ul>
  10. 11. Enterprise Content Management <ul><li>Enterprise Content Management (ECM) is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. </li></ul><ul><ul><li>Tools and strategies allow management of an organization's unstructured information, wherever that information exists </li></ul></ul><ul><ul><li>ECM capabilities manage traditional content types (images, office documents, graphics, drawings, and print streams) as well as the new electronic objects (Web pages and content, email, video, and rich media assets) throughout the lifecycle of that content </li></ul></ul><ul><li>Enterprise: EMC (Documentum), Open Text (Livelink), Vignette (V7) </li></ul><ul><li>Mid-range: EVER (EverSuite), SpringCM (SpringCM) </li></ul><ul><li>Speciality: Day (CRX), Docubase (Docubase), Jam Warehouse (KnowledgeTree) </li></ul>
  11. 12. Web Content Management <ul><li>Web Content Management (WCM) is the technology and methods used to manage a web site </li></ul><ul><ul><ul><li>Internet </li></ul></ul></ul><ul><ul><ul><li>Intranet </li></ul></ul></ul><ul><ul><ul><li>Extranet </li></ul></ul></ul><ul><li>Enterprise: EMC (Documentum), IBM (Workplace), Interwoven (TeamSite), Oracle (Stellent), RedDot, Vignette (V7) </li></ul><ul><li>Upper-range: Day Software (Communique), FatWire (Content Server), Mediasurface (Morello), Percussion (Rhythmyx), SDL Tridion (R5.3) </li></ul><ul><li>Mid-range: Ektron (CMS400.NET), PaperThin (CommonSpot), Serena (Collage), Sitecore (Sitecore), Clickability, CrownPeak, Alfresco, Magnolia </li></ul><ul><li>Open Source: Drupal (Drupal), Joomla (Joomla), Plone (Plone) </li></ul>
  12. 13. Component Content Management <ul><li>Component Content Management (CCM) is a recent technology and methods used to manage small, interconnected units of structured content for multi-channel delivery (paper, web, wireless) </li></ul><ul><ul><li>Content is defined by location </li></ul></ul><ul><ul><li>Extensive content reuse </li></ul></ul><ul><ul><li>Focuses on creation and editing </li></ul></ul><ul><ul><li>Provides tight integration between authoring and the repository </li></ul></ul><ul><ul><li>Provides a powerful, automated publishing engine (templates, scripting, etc) </li></ul></ul><ul><li>EMC (Documentum Technical), DocZone, XyEnterprise (Contenta), Vasont, SiberLogic (SiberSafe), PTC (Arbortext Content Manager), IXIASOFT (DITA CMS), Author-it </li></ul>
  13. 14. CCM for the Technical Communication Lifecycle <ul><li>Repository </li></ul><ul><ul><li>Roles-based access control for check-in, check-out </li></ul></ul><ul><ul><li>Management of both content and metadata </li></ul></ul><ul><ul><li>Reuse at any level </li></ul></ul><ul><li>Linking, Link Integrity and Management </li></ul><ul><ul><li>Components managed through all kinds of links </li></ul></ul><ul><ul><li>Automated consistency checks </li></ul></ul><ul><li>Content and Document History, Versioning </li></ul><ul><ul><li>All content components versioned and complete history tracked </li></ul></ul><ul><ul><li>Any individual component or collection of components (document) at any version can be reproduced </li></ul></ul><ul><li>Workflow </li></ul><ul><ul><li>Task Management </li></ul></ul><ul><ul><li>Role Based </li></ul></ul><ul><li>Automated, Conditional Publishing </li></ul><ul><ul><li>Templating and publishing </li></ul></ul><ul><ul><li>Publish variant versions of content based on variables, schema constructs, abstract links </li></ul></ul><ul><li>Localization support and integration </li></ul>
  14. 15. Get Your Team Ready!
  15. 16. The Content Lifecycle <ul><ul><li>Authoring, Repository, Assembly, Delivery, Archive </li></ul></ul><ul><ul><li>Ann Rockley </li></ul></ul><ul><ul><li>Capture, Manage, Deliver, Store, Preserve </li></ul></ul><ul><ul><li>AIIM </li></ul></ul><ul><ul><li>Authoring, Repository, Assembly/Linking, Publishing </li></ul></ul><ul><ul><li>JoAnn Hackos </li></ul></ul><ul><ul><li>Collect, Manage, Publish </li></ul></ul><ul><ul><li>Bob Boiko </li></ul></ul><ul><ul><li>Creation, Editing, Publishing </li></ul></ul><ul><ul><li>Gerry McGovern </li></ul></ul><ul><ul><li>Production, Delivery </li></ul></ul><ul><ul><li>Tony Byrne </li></ul></ul>
  16. 17. Bob Boiko Content Lifecycle
  17. 18. AIIM Content Lifecycle
  18. 19. CM Pros Content Lifecycle
  19. 20. Focus on the Lifecycle <ul><ul><li>More than authoring and publishing </li></ul></ul><ul><ul><ul><li>Stumble with structure, fail with publishing </li></ul></ul></ul><ul><ul><li>Frame business process with the content lifecycle, not software functionality </li></ul></ul><ul><ul><ul><li>Integration is 70%-80% of production cost </li></ul></ul></ul>
  20. 21. Changes <ul><ul><li>Some work stays the same, some changes </li></ul></ul><ul><ul><ul><li>Writers write, editors edit, illustrators illustrate and publishers publish </li></ul></ul></ul><ul><ul><ul><li>Automation requires a different approach and new skills </li></ul></ul></ul><ul><ul><ul><ul><li>Parallel activities require collaboration </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Writers and editors find a single, consistent voice for many small units of content </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Illustrators and publishers produce graphic content without the benefit of a constant visual page </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Content combines with stylesheets to render a page automatically: no GUI for formatting </li></ul></ul></ul></ul><ul><ul><ul><ul><li>New roles: managers and CMS administrators </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Workflow pushes content without human intervention </li></ul></ul></ul></ul><ul><ul><ul><ul><li>When the system works well, everything is faster! </li></ul></ul></ul></ul>
  21. 22. Let’s talk about your content management needs!
  22. 23. Language of CM <ul><ul><li>Not everyone is speaking the same language </li></ul></ul><ul><ul><ul><li>Engineers design CMS and often create the GUI, document the system, create the help and provide the training </li></ul></ul></ul><ul><ul><ul><li>Industry terms are not well standardized and add to mystification </li></ul></ul></ul><ul><ul><ul><li>Consultants may over-complicate issues to justify work, pre-conceived bias, relationships </li></ul></ul></ul><ul><ul><li>Ann Rockley’s book helped provide us with a standard language to talk about CM </li></ul></ul><ul><ul><li>Get clear on terms, relate to content lifecycle </li></ul></ul>
  23. 24. Production, Usability, Dependability
  24. 25. CM Products Maturing <ul><li>CM is a fairly new technology </li></ul><ul><li>Products are evolving and maturing </li></ul><ul><li>Technical Publication solutions not tailored for specific industries </li></ul><ul><li>Once primarily focused on functionality, now improving usability </li></ul><ul><li>Every content management system uses it’s own terminology, acronyms and language </li></ul><ul><li>Tighter integration with authoring and localization </li></ul><ul><li>Some systems are adding DAM-like features </li></ul>
  25. 26. Behind the CM Curtain
  26. 27. One System Configuration
  27. 28. When You’re Ready <ul><ul><li>Find a good guide </li></ul></ul><ul><ul><li>Map out your end-to-end requirements and projected process </li></ul></ul><ul><ul><li>Perform a content analysis </li></ul></ul><ul><ul><li>Identify software needs based on the outcome of the process and content analysis </li></ul></ul>
  28. 29. Q & A <ul><ul><li>Mollye Barrett </li></ul></ul><ul><ul><li>Clear Path, LLC </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><ul><li>414-331-1378 </li></ul></ul>