Presentation at the March 2012 Library Technology Conference at Macalester College. Compares and contrasts how libraries and businesses manage and share their digital information and assets. It explores the current conversation in two private liberal arts institutions, Bethel University and Macalester College and how they are approaching the conversation around managing digital assets on their campus.

1. Enterprise Content Management and
Digital Libraries: Cultural Clash and
Collaboration Opportunity
Kent Gerber - Bethel University
Ellen Holt-Werle - Macalester College

2. Starting the Conversation
Kent
Digital Asset Management group - December 2010
AIIM Content Management Bootcamp - October 2011
Document Management discussion - December 2011
Pilot Web Redesign Self-help kit - February 2012
Ellen
Digital Asset Management group
Records Management Initiative - Winter 2010/2011 +ongoing
ECM / Document Management group - Winter 2010/2011+

3. About This Session
We want you to be better prepared for conversations at your
own institution
Conversations are how we learn and we are still learning about
this ourselves
We are speaking from our own experiences
Highlight some things to be aware of when collaborating around
these issues

4. What do you think about
Enterprise Content
Management?
Are we talking about Star
Trek spaceships or rental
cars?
http://www.flickr.com/photos/mag3737/5372507996

5. Enterprise Content Management
Enterprise Content Management (ECM) is the strategies,
methods and tools used to capture, manage, store, preserve,
and deliver content and documents related to
organizational processes. ECM tools and strategies allow the
management of an organization's unstructured information,
wherever that information exists.
http://www.aiim.org/What-is-ECM-Enterprise-Content-Management
(unstructured = not separated into fields like a database or XML
file)

6. Digital Libraries
Digital Libraries are organizations that provide the
resources, including the specialized staff, to select,
structure, offer intellectual access to, interpret,
distribute, preserve the integrity of, and ensure the
persistence over time of collections of digital works
so that they are readily and economically available for
use by a defined community or set of communities. (Waters,
1998)
We will focus on materials within our own institutions.

7. Common Concepts
ECM
Digital Libraries
Capture
Select
Manage
Structure
Store, Preserve
Preserve, Ensure
Persistence
Deliver
Distribute
Not shared:
● Offer intellectual access to
● Interpret

8. "Flavors" of Information Management
Each has a separate origin, community of practice, targeted
software.
Document
Content
unstructured (not in database fields)
files
smaller components of documents
or Web pages
multimedia (images, video, audio)
Digital Asset
Knowledge
what does a person or organization
know and how can it be captured for
use by others?

9. Content Management Options

10. Sample components of ECM and DigLibs at our
institutions
Bethel
Collaboration and
Community Management
Web Content Management
Digital Asset Management
Long-Term Archiving
Document Management
Macalester
Google Apps
Google Apps
Silva
DotCMS
CONTENTdm
CONTENTdm,
DigitalCommons
Digital Library, Archives
Archives
CONTENTdm, Exploring
EMC Documentum
Being proposed
Capture and Delivery
Records Management
Business Process
Management
in process
Done within offices and
departments
Done within offices and
departments

11. Why talk about these now?

12. Higher Education Under Scrutiny
● Government in 2000 and other external audiences more recently
(Oakleaf, 2010, 26-27)
● Recent economic environment has raised the attention and intensity
● Has reached a popular audience: New York Review of Books - 8
Major Books on this topic in the last few years

13. Administrators Respond
● Reducing Budgets & Reallocating Resources
Prioritizing Academic Programs and Services, (2010) is used as a model
for the Council of Independent Colleges in a 2010 workshop for CAO/CFO’s
● Stricter Assessment
● Increase Efficiencies
Deal with the "Content Chaos" of digital information
More organizations will be looking at solutions like Enterprise
Content Management to achieve some of these goals.

14. Why should we care?
“wisest department chairs...can prepare for a pending
reallocation by anticipating the 150 questions relevant to
the program prioritization criteria and assembling plans
and documentation that cast their departments programs
in the best possible light.” (Dickeson, 2010, xx of
Prioritizing preface)
Additional pressure to demonstrate our value to our
parent organizations
Be ready to contribute, collaborate and lead when
opportunity knocks

15. Library Responses
Assess and Address Alignment of Strategic Goals
Record library contributions to overall institutional reputation and
prestige
Help communicate student experience
Good to Great
Key factors in organizational success (special monograph
bridges business to social sector)
Value of Academic Libraries (Oakleaf, 2010)
Takes model of Good to Great into the Library world
Atlas of New Librarianship (Lankes, 2011)
Hone our mission and philosophy

16. ECM and DL: Some Things in Common
Providing and Demonstrating Value based on Mission
Financial and Impact Value (Value Report, 22,23)
Solutions involve Digital Items/Assets
Focus on intellectual resources like human and financial ones
Some of these processes are the same
Scanning documents
Processing Images
Need for Consistent Internal Terminology

17. Some Things in Common
Institution-wide Management of Digital Resources is maturing
beyond the largest institutions; more people are taking notice
Libraries and Academic Departments:
● Institutional Repositories
○ Dspace launched in 2002 as collaboration between MIT and Hewlett Packard.
● Digital Asset Management
○ 2002 DAM overview at Educase
○ 2004 Blue Stream at University of Michigan
Business side is taking notice:
● 61% of information managers (58) at Twin Cities Content Management Boot Camp in
2011 said that their organizations had a long way to go for readiness, but they were
considering and planning for Enterprise Content Management (phrase coined by AIIM)
(King, 2004; McCord, 2002; Smith, 2003)

18. Different words - similar concepts
Enterprise Content
Management
Digital Libraries
Capture
Digitize
Index and Tagging
Catalog and Metadata
ECM System
Institutional Repository

19. Some differences: Mission and Culture
Library of Congress decision to harvest and archive all of
Twitter
Good or Bad idea?
See for yourself in the comments

20. Some differences
Library of Congress decision to harvest and archive all of
Twitter
Association of Imaging and Information Management (AIIM)
views this as a bad business decision

21. Some philosophical functional
differences
ECM
Digital Libraries
only for immediate need
forever
What do you collect?
records of day to day
business
scholarship and cultural
heritage
Why are you collecting
it?
legal or business
obligations, efficiency
and cost management
contribute to the
generation of
knowledge, teaching,
social good
How long do you store
things?

22. Conflict between IT and Academics
What you might hear in a University IT department:
Faculty....
"have unrealistic expectations about IT dept and
technology in general"
"don't understand resources needed to implement and
maintain technology"
"think of IT as servants to their every whim"
Regenstein & Dewey, 2003

23. Conflict between IT and Academics
What you might hear in a University Faculty or Dean’s office:
The IT Department....
“is so unresponsive”
“technology (or service) is so unreliable that I can’t ask
students to do things that rely on it”
“has control over decisions that affect my teaching and
research like software, applications on computers, or
server space”
“makes changes and doesn’t know about our schedule”
Regenstein & Dewey, 2003

24. Positive Quotes
After positive collaboration:
"They helped us test the software we wanted, and we found
a really good application."
"They arranged for us to meet with the department so we
could explain the new system to all faculty at the same
time."
Regenstein & Dewey, 2003

25. How can we work together?
[effective organizations in collaboration] have a Mind-set of mutual
benefit and skill sets of seeking understanding of your
partner/s and finding a third way" (Covey, 1999, 152-154)
Conversations around Common Problems/Goals:
Reduce searching time
2010 report found that "Knowledge workers spent on average a combined 7.4 hours a week
'searching but not finding information' and 'reformatting data from multiple sources.'" (2)
Reuse of valuable items
Save valuable items
Aid Collaboration

26. Collaborating with our Mission in Mind
Atlas of New Librarianship (2011)
The MISSION of LIBRARIANS is to IMPROVE SOCIETY
through FACILITATING KNOWLEDGE CREATION in their
COMMUNITIES
Knowledge Creation depends on Conversation Theory

27. Conversation Theory
Lankes, R. D. (2011). Atlas of New Librarianship
1. Conversants
2. Language
3. Agreements
4. Memory of Agreements and Relationships (Entailment
Mesh)

28. Some conversations:
What libraries can contribute
Metadata
ex. Subject field
Controlled Vocabulary
ex. difference between Subject and Keyword
Taxonomy
ex. implies controlled vocabulary with hierarchy

29. Digital Content Model for Universities

30. Digital landscape of Bethel University

31. Information Life Cycle
Borgman et. al.,1996

32. New Territory?
Borgman et. al.,1996

33. Some conversations:
Experience Builds Trust
Bethel Clarion and Yearbooks
MLK and President, Presidential history, Saving Alumni time
Video Management solution
Macalester Digital Commons and CONTENTdm
Records Management and ECM/Document Mgmt

34. Some conversations:
Challenging Formats
Video Management
Bethel Core (thanks to Cornell)
Title
Description
Categories *
Keywords
CreationDate
CreatorLastName
CreatorFirstName
CreatorRole * (System roles in Identity Management or broader category of user type)
CreatorNetID
ContributingUnit * (Way to track Bethel organizational units - school, departments, offices,
and programs)
Language *
Rights

35. What are your experiences or
conversations?

36. Links Related to Topic
Kent's Diigo Bookmarks
http://www.diigo.com/list/kgerber/ECM-and-Libraries

37. Contact Us
Kent Gerber
Email:
kent-gerber@bethel.edu
Twitter:
@ktkgerber
Ellen Holt-Werle
Email:
holtwerle@macalester.edu