If You Don’t Do It, Somebody Else Will:
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If You Don’t Do If You Don’t Do It, Somebody Else It, Somebody Else Will: Will: Why Librarians should Why Librarians should become Content Managers become Content Managers Presented by: Susan Tyrrell, B.A., M.L.S ECM Practitioner
description
If You Don’t Do It, Somebody Else Will:. Why Librarians should become Content Managers. Presented by: Susan Tyrrell, B.A., M.L.S ECM Practitioner. Agenda. Introductions What is ECM? Typical responsibilities of an ECM practitioner/specialist Skills special librarians bring to ECM - PowerPoint PPT Presentation
Transcript of If You Don’t Do It, Somebody Else Will:
If You Don’t Do It, If You Don’t Do It, Somebody Else Will:Somebody Else Will:
Why Librarians should Why Librarians should become Content Managersbecome Content Managers
Presented by:
Susan Tyrrell, B.A., M.L.SECM Practitioner
AgendaAgenda
IntroductionsIntroductions What is ECM?What is ECM? Typical responsibilities of an ECM Typical responsibilities of an ECM
practitioner/specialistpractitioner/specialist Skills special librarians bring to ECMSkills special librarians bring to ECM Skill gaps and how to overcome themSkill gaps and how to overcome them Why ECM Why ECM needsneeds special librarians special librarians Questions/DiscussionQuestions/Discussion
IntroductionsIntroductions
A bit about myself and what led me into a A bit about myself and what led me into a career in ECMcareer in ECM
How many of you work in :How many of you work in :• Traditional special libraries?Traditional special libraries?• Records management?Records management?• Web content systems?Web content systems?• ““Enterprise Content Management”?Enterprise Content Management”?
What is ECM?What is ECM? Current buzzword of choice for describing Current buzzword of choice for describing
a variety of related disciplinesa variety of related disciplines
EEnterprise nterprise CContent ontent MManagementanagement• ““the technologies used to the technologies used to capturecapture, ,
managemanage, , storestore, , preservepreserve, and , and deliverdeliver content and documents related to content and documents related to organizational processes.”organizational processes.”(AIIM, the ECM Association) (AIIM, the ECM Association)
What is ECM? (cont’d)What is ECM? (cont’d) Focus is on “unstructured” information – Focus is on “unstructured” information –
contentcontent as opposed to as opposed to data data residing in residing in data bases, systemsdata bases, systems• Documents – hard copy and electronic, Documents – hard copy and electronic,
including email, instant messagingincluding email, instant messaging• ImagesImages• Voice recordingsVoice recordings• VideoVideo• RecordsRecords• Web pagesWeb pages
ECM-Related ECM-Related Disciplines/TechnologiesDisciplines/Technologies
Electronic Document Management (EDM)Electronic Document Management (EDM) ImagingImaging Records Management (RM)Records Management (RM) Web Content Management (WCM)Web Content Management (WCM) CollaborationCollaboration
ECM-Related ECM-Related Disciplines/Technologies Disciplines/Technologies
(cont’d)(cont’d)
Business Process Management (BPM) Business Process Management (BPM) akaaka WorkflowWorkflow
Electronic Forms ManagementElectronic Forms Management Digital Asset Management (DAM)Digital Asset Management (DAM) Digital Rights ManagementDigital Rights Management Information Access/Enterprise SearchInformation Access/Enterprise Search
Content Management Systems Content Management Systems are a Lot like Librariesare a Lot like Libraries
The content is stored in The content is stored in repositories - repositories - in in some systems, even called “libraries”.some systems, even called “libraries”.
The content is “catalogued”.The content is “catalogued”.
The forms used to capture the metadata The forms used to capture the metadata may resemble “catalogue” cards.may resemble “catalogue” cards.
Content Management Systems Content Management Systems are a Lot like Libraries (cont’d)are a Lot like Libraries (cont’d)
Classification (taxonomies) may be applied Classification (taxonomies) may be applied to the content.to the content.
Controlled vocabularies (thesaurus) may be Controlled vocabularies (thesaurus) may be used for assigning descriptors to the used for assigning descriptors to the content.content.
Content may be viewed or “checked out”.Content may be viewed or “checked out”.
Content Management Systems Content Management Systems are a Lot like Libraries (cont’d)are a Lot like Libraries (cont’d)
Users can look up and retrieve the content Users can look up and retrieve the content they need, but they frequently need help they need, but they frequently need help from an expert who knows:from an expert who knows:
• The breadth of the contentThe breadth of the content• How the content is organizedHow the content is organized• Search and retrieval techniquesSearch and retrieval techniques• Alternative sources of information, where Alternative sources of information, where
appropriateappropriate
The ECM Practitioner is a Lot The ECM Practitioner is a Lot Like a Librarian!Like a Librarian!
LibrarianLibrarian
Determines classification, Determines classification, thesauri, cataloguing rules to be thesauri, cataloguing rules to be used.used.
Provides training & assistance in Provides training & assistance in using library resourcesusing library resources
Monitors library usage and trendsMonitors library usage and trends
Identifies and targets potential Identifies and targets potential new usersnew users
Actively promotes library’s role in Actively promotes library’s role in the organizationthe organization
ECM PractitionerECM Practitioner
Determines taxonomies, Determines taxonomies, metadata, etc. – “Content metadata, etc. – “Content Governance”Governance”
Provides training & assistance in Provides training & assistance in using systemusing system
Monitors system usage, trendsMonitors system usage, trends
Identifies and targets potential Identifies and targets potential new usersnew users
Actively promotes ECM system’s Actively promotes ECM system’s role in the organizationrole in the organization
……But with Some Additional But with Some Additional ChallengesChallenges
TechnologicalTechnological• Software doesn’t always work properlySoftware doesn’t always work properly• Integration/compatibility issuesIntegration/compatibility issues
ComplianceCompliance• Security issuesSecurity issues• Records management issuesRecords management issues
User resistanceUser resistance• Must learn to use systemMust learn to use system• Assigning metadata can take time, thoughtAssigning metadata can take time, thought
Less control over the contentLess control over the content
Some Hats Worn by ECM Some Hats Worn by ECM Practitioners & SpecialistsPractitioners & Specialists
Project Manager/Project Team MemberProject Manager/Project Team Member Business AnalystBusiness Analyst Governance SpecialistGovernance Specialist Systems AdministratorSystems Administrator Support AnalystSupport Analyst Trainer Trainer Technical WriterTechnical Writer Evangelist! Evangelist! … … and moreand more
Project Manager/Project Team Project Manager/Project Team MemberMember
Delivers ECM projects such as:Delivers ECM projects such as:• Product selection and pilotsProduct selection and pilots• Implementation in specific business areasImplementation in specific business areas• Customizations & enhancementsCustomizations & enhancements• UpgradesUpgrades• Integration with other systems, e.g. Integration with other systems, e.g.
financial systemsfinancial systems• Content migration from and to other Content migration from and to other
systemssystems
Business AnalystBusiness Analyst
Identifies ECM-related business problems Identifies ECM-related business problems and propose solutions:and propose solutions:• Liaises between the business and IT Liaises between the business and IT
department/vendordepartment/vendor• Analyzes current processes; identify Analyzes current processes; identify
potential improvementspotential improvements• Determines and prioritizes user Determines and prioritizes user
requirementsrequirements• Assesses feasibility of potential solutionsAssesses feasibility of potential solutions• Recommends improved processesRecommends improved processes
Governance SpecialistGovernance Specialist
Sets the rules for:Sets the rules for:• Types of content – in scope and out of Types of content – in scope and out of
scopescope• Types of users and access capabilitiesTypes of users and access capabilities• TaxonomyTaxonomy• Metadata – how much, controlled vs. free Metadata – how much, controlled vs. free
formatformat• Forms design and standardizationForms design and standardization
Systems AdministratorSystems Administrator Maintains the ECM system on a day Maintains the ECM system on a day
to day basis:to day basis:
• Set ups new accounts, user permissionsSet ups new accounts, user permissions• Maintains controlled metadataMaintains controlled metadata• Monitors usageMonitors usage• Identifies and corrects usage problemsIdentifies and corrects usage problems• Provides preliminary trouble-shooting; Provides preliminary trouble-shooting;
reports and communicates outagesreports and communicates outages
Support AnalystSupport Analyst
Assists ECM users experiencing technical Assists ECM users experiencing technical and usage problemsand usage problems
• Trouble-shootingTrouble-shooting• Ad hoc trainingAd hoc training• Content availabilityContent availability
Trainer Trainer
Ensures that users know how to use the Ensures that users know how to use the ECM system throughECM system through
• Training sessions for pilot and new Training sessions for pilot and new implementationsimplementations
• Training for upgrades, enhancements, Training for upgrades, enhancements, customizationcustomization
• Focused training for specialized groupsFocused training for specialized groups• Informal sessions, e.g. "Lunch & Learns”Informal sessions, e.g. "Lunch & Learns”• Ad hoc training as requiredAd hoc training as required
Technical WriterTechnical Writer
Produces ECM Training Materials such asProduces ECM Training Materials such as
• Manuals – System-wide and specializedManuals – System-wide and specialized• PresentationsPresentations• FAQ’s, “Tips & Tricks”FAQ’s, “Tips & Tricks”• Web training coursesWeb training courses
““Evangelist”Evangelist” Actively promotes the benefits of using the Actively promotes the benefits of using the
ECM system throughECM system through
• Marketing initiativesMarketing initiatives• Tying in ECM with other systems and Tying in ECM with other systems and
projectsprojects• Listening for ideas for improvements Listening for ideas for improvements
and acting on themand acting on them• Identifying and mentoring “champions”Identifying and mentoring “champions”
Traditional Library Skills:Traditional Library Skills:How they fit into ECMHow they fit into ECM
““Technical Service Skills”Technical Service Skills”
• Knowledge of Classification Systems Knowledge of Classification Systems »Taxonomy Design»Taxonomy Design
• Cataloguing Cataloguing » Metadata assignment, » Metadata assignment, data integrity controldata integrity control
• Information Retrieval Skills Information Retrieval Skills » » knowledge knowledge and experience with search engines; and experience with search engines; how to assign metadata so that how to assign metadata so that information can be retrieved quickly and information can be retrieved quickly and accuratelyaccurately
Traditional Library Skills:Traditional Library Skills:How They Fit into ECMHow They Fit into ECM
““Public Service Skills”Public Service Skills”
• Reference Interview Skills>> useful in Reference Interview Skills>> useful in systems selection design and in supportsystems selection design and in support
• Training/Orientation skillsTraining/Orientation skills• Marketing skillsMarketing skills
Where are Our Skill Gaps?Where are Our Skill Gaps? Project ManagementProject Management
• SchedulingScheduling• Scope definitionScope definition• Change managementChange management
Information TechnologyInformation Technology• IT InfrastructureIT Infrastructure• NetworksNetworks• IT jargonIT jargon
How Can These Gaps Be How Can These Gaps Be Bridged?Bridged?
CoursesCourses• Local institutionsLocal institutions• Seminars (for-profit and non-profit)Seminars (for-profit and non-profit)• Online e.g. AIIM, the ECM AssociationOnline e.g. AIIM, the ECM Association
Coworkers in ITCoworkers in IT Reading & research Reading & research Practice!Practice!
Why Consider a ECM Career?Why Consider a ECM Career? Varied job opportunitiesVaried job opportunities
• All types of organizations using ECMAll types of organizations using ECM• Many types of jobs – implementation, support, training, Many types of jobs – implementation, support, training,
etc.etc.
Long-term stabilityLong-term stability• ECM is now a “mature” but still developing technologyECM is now a “mature” but still developing technology• Many systems to support, change, migrateMany systems to support, change, migrate• Content continues to explode!Content continues to explode!
Field is wide open in terms of qualifications Field is wide open in terms of qualifications expectedexpected
Opportunities to use and further develop our Opportunities to use and further develop our unique unique skillsskills
Why Does ECM Need Us?Why Does ECM Need Us? ECM projects frequently fail! Why?ECM projects frequently fail! Why?
ECM implementations often led by IT ECM implementations often led by IT personnel, who:personnel, who:
• May favour products for technical, rather than May favour products for technical, rather than business reasons.business reasons.
• Don’t understand content governance issues, Don’t understand content governance issues, information retrieval challengesinformation retrieval challenges
• May not use ECM once it is implemented and May not use ECM once it is implemented and don’t understand user frustrations.don’t understand user frustrations.
• May consider technological fixes only.May consider technological fixes only.
Why Does ECM Need Us?Why Does ECM Need Us? Business users may have input, but Business users may have input, but
they:they:
• May not understand ECM’s full capabilities.May not understand ECM’s full capabilities. • May not have time, interest or skill for content May not have time, interest or skill for content
governance.governance. • May not have the “big picture” of the May not have the “big picture” of the
organization’s information needs.organization’s information needs.
Librarians have the skills that can Librarians have the skills that can bridge the gap!bridge the gap!
Parting Advice…Parting Advice…
ECM is a natural career path for librarians – ECM is a natural career path for librarians – especially especially specialspecial librarians! librarians!
If your organization has an ECM initiative If your organization has an ECM initiative or an ECM system in place, or an ECM system in place, get involvedget involved. It . It needs you!needs you!
An ECM system without knowledgeable An ECM system without knowledgeable people providing governance and support people providing governance and support is like a library without a librarian…is like a library without a librarian…
• Over time, not very useable!Over time, not very useable!
Parting Advice…Parting Advice…
Don’t be afraid that you’re not expert – Don’t be afraid that you’re not expert – there aren’t many of them out there ….there aren’t many of them out there ….
……And if you don’t do it…And if you don’t do it…
Somebody else will …..Somebody else will …..
(And probably not as well.)(And probably not as well.)
Questions?Questions?
Any additional questions or comments, Any additional questions or comments, or a copy of this presentation, please or a copy of this presentation, please
contact me at:contact me at:
[email protected]@shaw.ca
Thank you!Thank you!
Related ArticlesRelated Articles
““TheThe Librarian As CM Leader” Librarian As CM Leader” by Lynn by Lynn Blumenstein, Blumenstein, Library JournalLibrary Journal, Volume 130, , Volume 130, Issue 15 (15 September 2005), p. 38Issue 15 (15 September 2005), p. 38
““Enterprise Content Management”Enterprise Content Management” by by Debbie Schachter, Wired West, Volume 6, Debbie Schachter, Wired West, Volume 6, No. 2 (Winter 2003) No. 2 (Winter 2003) http://units.sla.org/chapter/cwcn/wwest/v6http://units.sla.org/chapter/cwcn/wwest/v6n2/schachter.htmn2/schachter.htm
Related Articles (cont’d)Related Articles (cont’d)
““Corporate Librarians & Their Corporate Librarians & Their Role inRole in Enterprise Content Enterprise Content ManagementManagement” by Susan Stearns, ” by Susan Stearns, presentation at the Internet presentation at the Internet Conference & Exhibition for Conference & Exhibition for Librarians & Information Managers, Librarians & Information Managers, November 3-5, 2003. November 3-5, 2003. www.infotoday.com/il2003/presentatiwww.infotoday.com/il2003/presentations/Stearns.ppsons/Stearns.pps
Useful WebsitesUseful Websites
AIIM, the ECM AssociationAIIM, the ECM Association: : www.aiim.orgwww.aiim.org
e-content Institutee-content Institute www.econtentinstitute.orgwww.econtentinstitute.org –Toronto –Toronto based organization, sponsors based organization, sponsors “Information Highways” conference“Information Highways” conference
Useful Websites (cont’d)Useful Websites (cont’d)
The Enterprise Content The Enterprise Content Management Blog:Management Blog: http://feeds.feedburner.com/ecmbloghttp://feeds.feedburner.com/ecmblog
GartnerGartner: : www.gartner.comwww.gartner.com for trends for trends in ECM players, ECM adoption by in ECM players, ECM adoption by organizations, etc.organizations, etc.
