Not in Kansas Anymore• What do people think of when they think of content management? – Tools and technology• What is the number one mistake made by companies embarking on a content management process? – Buying the tool first• Why do more than 30% of content management initiatives fail? – Organizations does not work from requirements and design a solution to meet their real needs• Content management is: – 10% technology, 40% process control and 50% governance
What is CM?The real core of CM is an organized way of creating, collecting,managing and delivering content. This is a business process tosupport business goals. Based on your requirements, softwareis a part of the solution not the foundation.Technical communicators look for systems: • Content defined by location • Extensive content reuse • Focuses on creation and editing (workflow) • Tight integration between authoring and the repository • Powerful, automated publishing engine (templates, scripting, etc) • Single sourcing application (one to many)
Document ManagementDocument Management (DMS) is a technology developed tomanage huge numbers of documents in organizations. Mature andwell-tested, document management systems: • Focus on managing documents (PDF, Word) • Chunks of content (document) are fairly large, and self- contained • Supports few, if any, links between documents • Limited integration with repository (check-in/check-out) • Focuses on storage and archiving • Includes workflow • Stores and presents documents (usually) in their native formatEnterprise: Alfresco, Documentum, FileNet, HP-Autonomy: iManage WorkSite,Interwovens Worksite, KnowledgeTree, Laserfiche, Nuxeo, OpenText , OraclesWebCenter Content, SharePoint, Teamwork, Xerox Docushare
Digital Asset ManagementDigital Asset Management (DAM) is the technologies used toimport, annotate, catalog, store and retrieve digital assets thatinclude: • Digital photographs • Animations • Videos • MusicEnterprise: EMC (Documentum), Interwoven (MediaBin), ClearStory(ActiveMedia), IBM FileNet (Ancept)Middle: WAVE (MediaBank), Canto (Cumulus), Widen (Media Collective)Light: Microsoft (SharePoint), Oracle (Universal Content Management),Niche: Chuckwalla
Enterprise Content ManagementEnterprise Content Management (ECM) is the technologies, tools,and methods used to capture, manage, store, preserve, anddeliver content across an enterprise. • Tools and strategies allow management of an organizations unstructured information, wherever that information exists • 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 contentEnterprise: EMC (Documentum), Open Text (Livelink), Vignette (V7)Mid-range: EVER (EverSuite), SpringCM (SpringCM)
Web Content ManagementWeb Content Management (WCM) is the technology and methodsused to manage a web site • Internet • Intranet • ExtranetEnterprise: HP-Autonomy: Interwoven TeamSite, IBM Web Content Manager,Vignette - OpenTextUpper: Adobe CQ5, Alfresco: Alfresco WCM, CoreMedia CMS, Oracle: FatWire,Percussion: CM System, SDLTridion, SitecoreMiddle: CrownPeak CMS, e-Spirit: FirstSpirit, Ektron: CMS, Enonic CMS, eZpublish, Hannon Hill: Cascade Server, Ingeniux Content Management System,Limelight Networks: Dynamic Site Platform, Magnolia CMSSimple: DotNetNuke, Joomla!, Kentico CMS, OU Campus, OpenCms, Telerik:Sitefinity CMS, Terminalfour: Site Manager, WordPress
Component Content ManagementComponent Content Management (CCM) is a recent technologyand methods used to manage small, interconnected units ofstructured content for multi-channel delivery (paper, web,wireless) • Content is defined by location • Extensive content reuse • Focuses on creation and editing • Provides tight integration between authoring and the repository • Provides a powerful, automated publishing engine (templates, scripting, etc)EMC (Documentum Technical), DocZone, Vasont, SiberLogic (SiberSafe),PTC (Arbortext Content Manager), IXIASOFT (DITA CMS), Author-it
CCM for the Technical Communication Lifecycle• Repository • Roles-based access control for check-in, check-out • Management of both content and metadata • Reuse at any level• Linking, Link Integrity and Management • Components managed through all kinds of links • Automated consistency checks• Content and Document History, Versioning • All content components versioned and complete history tracked • Any individual component or collection of components (document) at any version can be reproduced• Workflow • Task Management • Role Based• Automated, Conditional Publishing • Templating and publishing • Publish variant versions of content based on variables, schema constructs, abstract links• Localization support and integration
Get Your Team Ready!
The Content LifecycleAuthoring, Repository, Assembly, Delivery, Archive Ann Rockley Capture, Manage, Deliver, Store, Preserve AIIMAuthoring, Repository, Assembly/Linking, Publishing JoAnn Hackos Collect, Manage, Publish Bob Boiko Creation, Editing, Publishing Gerry McGovern Production, Delivery Tony Byrne
Bob Boiko Content Lifecycle
AIIM Content Lifecycle
CM Pros Content Lifecycle
Focus on the Lifecycle• More than authoring and publishing • Stumble with structure, fail with publishing• Frame business process with the content lifecycle, not software functionality • Integration is 70%-80% of production cost
ChangesSome work stays the same, some changes• Writers write, editors edit, illustrators illustrate and publishers publish• Automation requires a different approach and new skills • Parallel activities require collaboration • Writers and editors find a single, consistent voice for many small units of content • Illustrators and publishers produce graphic content without the benefit of a constant visual page • Content combines with stylesheets to render a page automatically: no GUI for formatting • New roles: managers and CMS administrators • Workflow pushes content without human intervention • When the system works well, everything is faster!
Let’s talkabout yourcontentmanagementneeds!
Language of CM• Not everyone is speaking the same language • Engineers design CMS and often create the GUI, document the system, create the help and provide the training • Industry terms are not well standardized and add to mystification • Consultants may over-complicate issues to justify work, pre-conceived bias, relationships• Ann Rockley’s book helped provide us with a standard language to talk about CM• Get clear on terms, relate to content lifecycle
CM Products Maturing• CM is a fairly new technology• Products are evolving and maturing• Technical Publication solutions not tailored for specific industries• Once primarily focused on functionality, now improving usability• Every content management system uses it’s own terminology, acronyms and language• Tighter integration with authoring and localization• Some systems are adding DAM-like features
Behind theCM Curtain
One System Configuration Internet *Publishing: Stylesheet ProcessingDocument TypeDefinition DTD Fonts XML Structure SVG JAVA Client XALAN CMS Dashboard Admin Database Console Web Server Windows 2003XML Editor Email Server TOMCAT *Publishing: Stylesheet Processing + = + = XML XSLT XSL-FO XSLT XALAN Antenna House Structured – XML DocBook DTD
When You’re Ready• Map out end-to-end requirements and projected process• Define content lifecycle• Perform a content analysis• Identify software needs based on the outcome of the process and content analysis• Find a good guide