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Brainstorming a
Content Management
Program
Jaye Lapachet
J8 Consulting
Internet Librarian 2018
10/15/2018
http://www.sfgate.com/news/article/PG‐E‐launches‐huge‐paper‐
chase‐for‐pipeline‐data‐2457018.php
http://www.sfgate.com/news/article/PG‐E‐launches‐huge‐paper‐
chase‐for‐pipeline‐data‐2457018.php
My Content Management Plans include the 
following elements:
• Culture
• People
• Process
• Systems
• Audit & Control
Culture
Try to disrupt ongoing business as little as possible
Change will take place, 
but hopefully in a way that will integrate into
The workflow
People
People may be the most important part of the content 
management process
• They do the work
• They save the documents
• They look for documents
• They need the right information at the right time for the 
right price
Most Importantly:
People have to know and feel that their ideas are heard and that 
their specific needs are noted and addressed at the process 
moves along.
Process
• Silos, repositories and essential sources of content
• include those located outside of the organization
• Information Governance plan
• File Plan
• Archives
• Records Management
• Access
• Content required
• When it is needed
• Desired format 
• How it must be made available for the 
department or team to accomplish its objectives 
Process
• Review taxonomies
• Existing internal
• Commercial
• Consider usage and how well they are functioning
Identify where content is cross departmental and access is needed 
by groups with otherwise different needs
Auto metadata nudging or generation
Systems
• Review all systems, silos and tools currently in place
• Document and discuss problems 
• Make a Hardware and software plan
Systems
• Review all systems and tools currently in place. 
• Review perceived strengths and weaknesses of various systems
• Meet with people
• Survey users – may need to target specific users if tool is 
specific
Vendors
• Talk to vendors
• Will vendors of entrenched tools can make changes to make 
products work in a way that furthers the goals of organization?
• Collaborate with them to adjust tools to meet new needs
Systems
The Google Drive, DropBox and Box Problem
• Review new systems in which stakeholders are interested.
• How do they work with existing silos?
• Compatible with existing silos?
Audit & Control
Controlling and auditing the process is very individual to the 
culture of the organization. 
• Familiarize yourself the legal and regulatory 
requirements for retention of materials 
• Work with people in affected departments to make 
sure that required materials are being retained, 
where they are being retained, who has access, etc.
• Applies to Legal and HR Depts, but may also apply to 
other departments because of patents, related 
information on your products, etc.
Allies in Audit, Legal, Security, HR and in other departments are 
important in this effort.
Make CM Work
Broad strokes are fine, but you have to 
figure out the detail that makes the 
system work for you.
Culture detail
Key Culture Elements
• Meet people where they are
• ping pong table/beer fridge
• Incorporate training into the culture
• How do people find information?
• Consider the cost of transactions/touches. The higher the 
cost, the less likely an organization will be to purchase
People detail
Key People Elements
• Information matching
• Social interaction
• Communities of Practice
• Training and communications
• Measurement and reward systems
• Knowledge sharing culture
• Knowledge Advisors
• Employee Satisfaction surveys
Process detail
• Disaster planning
• Informatics (human‐computer interaction)
• Challenges
• Information, content, data have no voice. They need a champion if 
they are not to be ignored
• Value
• It is easier to manage your intellectual property if you know what you 
have and where it is.
• Succession planning 
• One example: in the event of an employee leaving. Their access should 
be completely revoked.  It should spiral out from HR to IT and any 
other departments. 
• Other aspects to succession planning should also be addressed.
• Build repository agnostic tools
• Build tools that plug into common software
Systems detail
Key Systems Elements:
• User interface
• Needs an interface that 
requires only oversight not 
constant tweaking
• Team collaboration spaces*
• Community portals
• Knowledge repositories
• Threaded discussions
• Expertise locators
• Search
• Support
• Archiving
Can Blockchain technology circumvent some of the content 
management requirements?
Bitcoin: http://bit.ly/2oO0BpC
Thinking Outside the Box
Can Blockchain technology circumvent some of the content management requirements?
Bitcoin: http://bit.ly/2oO0BpC / Apple: clker.com / Chip: http://bit.ly/2pB3q1q 
Thinking Outside the Box
Can Blockchain technology circumvent some of the content management requirements?
Bitcoin: http://bit.ly/2oO0BpC / Apple: clker.com / Chip: http://bit.ly/2pB3q1q 
Thinking Outside the Box
Jaye A. H. Lapachet, Senior Consultant
J8 Consulting
jlapac@gmail.com
Twitter: @JayeLapachet
Web: www.jayelapachet.com
Thank you!

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Brainstorming a Content Management Program - Internet Librarian 2018