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.
Download ReportTranscript 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.
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 Skill gaps and how to overcome them Why ECM needs special librarians Questions/Discussion Introductions A bit about myself and what led me into a career in ECM How many of you work in : • Traditional special libraries? • Records management? • Web content systems? • “Enterprise Content Management”? What is ECM? Current buzzword of choice for describing a variety of related disciplines Enterprise Content Management • “the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.” (AIIM, the ECM Association) What is ECM? (cont’d) Focus is on “unstructured” information – content as opposed to data residing in data bases, systems • Documents – hard copy and electronic, including email, instant messaging • Images • Voice recordings • Video • Records • Web pages ECM-Related Disciplines/Technologies Electronic Document Management (EDM) Imaging Records Management (RM) Web Content Management (WCM) Collaboration ECM-Related Disciplines/Technologies (cont’d) Business Process Management (BPM) aka Workflow Electronic Forms Management Digital Asset Management (DAM) Digital Rights Management Information Access/Enterprise Search Content Management Systems are a Lot like Libraries The content is stored in repositories - in some systems, even called “libraries”. The content is “catalogued”. The forms used to capture the metadata may resemble “catalogue” cards. Content Management Systems are a Lot like Libraries (cont’d) Classification (taxonomies) may be applied to the content. Controlled vocabularies (thesaurus) may be used for assigning descriptors to the content. Content may be viewed or “checked out”. Content Management Systems are a Lot like Libraries (cont’d) Users can look up and retrieve the content they need, but they frequently need help from an expert who knows: • • • • The breadth of the content How the content is organized Search and retrieval techniques Alternative sources of information, where appropriate The ECM Practitioner is a Lot Like a Librarian! Librarian Determines classification, thesauri, cataloguing rules to be used. ECM Practitioner Determines taxonomies, metadata, etc. – “Content Governance” Provides training & assistance in using library resources Provides training & assistance in using system Monitors library usage and trends Monitors system usage, trends Identifies and targets potential new users Identifies and targets potential new users Actively promotes library’s role in the organization Actively promotes ECM system’s role in the organization …But with Some Additional Challenges Technological • Software doesn’t always work properly • Integration/compatibility issues Compliance • Security issues • Records management issues User resistance • Must learn to use system • Assigning metadata can take time, thought Less control over the content Some Hats Worn by ECM Practitioners & Specialists Project Manager/Project Team Member Business Analyst Governance Specialist Systems Administrator Support Analyst Trainer Technical Writer Evangelist! … and more Project Manager/Project Team Member Delivers ECM projects such as: • Product selection and pilots • Implementation in specific business areas • Customizations & enhancements • Upgrades • Integration with other systems, e.g. financial systems • Content migration from and to other systems Business Analyst Identifies ECM-related business problems and propose solutions: • Liaises between the business and IT department/vendor • Analyzes current processes; identify potential improvements • Determines and prioritizes user requirements • Assesses feasibility of potential solutions • Recommends improved processes Governance Specialist Sets the rules for: • Types of content – in scope and out of scope • Types of users and access capabilities • Taxonomy • Metadata – how much, controlled vs. free format • Forms design and standardization Systems Administrator Maintains the ECM system on a day to day basis: • Set ups new accounts, user permissions • Maintains controlled metadata • Monitors usage • Identifies and corrects usage problems • Provides preliminary trouble-shooting; reports and communicates outages Support Analyst Assists ECM users experiencing technical and usage problems • Trouble-shooting • Ad hoc training • Content availability Trainer Ensures that users know how to use the ECM system through • Training sessions for pilot and new implementations • Training for upgrades, enhancements, customization • Focused training for specialized groups • Informal sessions, e.g. "Lunch & Learns” • Ad hoc training as required Technical Writer Produces ECM Training Materials such as • Manuals – System-wide and specialized • Presentations • FAQ’s, “Tips & Tricks” • Web training courses “Evangelist” Actively promotes the benefits of using the ECM system through • Marketing initiatives • Tying in ECM with other systems and projects • Listening for ideas for improvements and acting on them • Identifying and mentoring “champions” Traditional Library Skills: How they fit into ECM “Technical Service Skills” • Knowledge of Classification Systems »Taxonomy Design • Cataloguing » Metadata assignment, data integrity control • Information Retrieval Skills » knowledge and experience with search engines; how to assign metadata so that information can be retrieved quickly and accurately Traditional Library Skills: How They Fit into ECM “Public Service Skills” • Reference Interview Skills>> useful in systems selection design and in support • Training/Orientation skills • Marketing skills Where are Our Skill Gaps? Project Management • Scheduling • Scope definition • Change management Information Technology • IT Infrastructure • Networks • IT jargon How Can These Gaps Be Bridged? Courses • Local institutions • Seminars (for-profit and non-profit) • Online e.g. AIIM, the ECM Association Coworkers in IT Reading & research Practice! Why Consider a ECM Career? Varied job opportunities • All types of organizations using ECM • Many types of jobs – implementation, support, training, etc. Long-term stability • ECM is now a “mature” but still developing technology • Many systems to support, change, migrate • Content continues to explode! Field is wide open in terms of qualifications expected Opportunities to use and further develop our unique skills Why Does ECM Need Us? ECM projects frequently fail! Why? ECM implementations often led by IT personnel, who: • May favour products for technical, rather than business reasons. • Don’t understand content governance issues, information retrieval challenges • May not use ECM once it is implemented and don’t understand user frustrations. • May consider technological fixes only. Why Does ECM Need Us? Business users may have input, but they: • May not understand ECM’s full capabilities. • May not have time, interest or skill for content governance. • May not have the “big picture” of the organization’s information needs. Librarians have the skills that can bridge the gap! Parting Advice… ECM is a natural career path for librarians – especially special librarians! If your organization has an ECM initiative or an ECM system in place, get involved. It needs you! An ECM system without knowledgeable people providing governance and support is like a library without a librarian… • Over time, not very useable! Parting Advice… Don’t be afraid that you’re not expert – there aren’t many of them out there …. …And if you don’t do it… Somebody else will ….. (And probably not as well.) Questions? Any additional questions or comments, or a copy of this presentation, please contact me at: [email protected] Thank you! Related Articles “The Librarian As CM Leader” by Lynn Blumenstein, Library Journal, Volume 130, Issue 15 (15 September 2005), p. 38 “Enterprise Content Management” by Debbie Schachter, Wired West, Volume 6, No. 2 (Winter 2003) http://units.sla.org/chapter/cwcn/wwest/v 6n2/schachter.htm Related Articles (cont’d) “Corporate Librarians & Their Role in Enterprise Content Management” by Susan Stearns, presentation at the Internet Conference & Exhibition for Librarians & Information Managers, November 3-5, 2003. www.infotoday.com/il2003/presentati ons/Stearns.pps Useful Websites AIIM, the ECM Association: www.aiim.org e-content Institute www.econtentinstitute.org –Toronto based organization, sponsors “Information Highways” conference Useful Websites (cont’d) The Enterprise Content Management Blog: http://feeds.feedburner.com/ecmblog Gartner: www.gartner.com for trends in ECM players, ECM adoption by organizations, etc.