Fundamentals of Information Management PDF

Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management Learning Outcomes: 1....

Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management Learning Outcomes: 1. Understand The purpose of Content Management. 2. Identify the different Content management lifecycles. 3. Understand the importance of a Content Management System (CMS). 4. Understand the importance of Enterprise Content Management. 5. Identify the Two Benefits Role for ECM. CONTENT MANAGEMENT AND ENTERPRISE INFORMATION MANAGEMENT Content Management It refers to a variety of tools and methods that are used together to collect, process, and deliver content of diverse types. Content management lifecycle Plan ▪ In the planning phase, the current situation and the requirements are analysed and quantified. In this phase, the content management strategy is aligned with the business objectives. ▪ Plan phase of the Content Management Lifecycle o Analyse - examine the business goal/s, business processes and requirements, and analyse the content. o Quantify - define measurable indicators to decide in the evaluation phase if the content management strategy is successful. o Align - matching the content management strategy with your business goals and objectives. o Design - develop your information architecture and install a governance policy. Develop ▪ Content can be created, edited, captured, collected or acquired in other ways. ▪ Develop phase of the Content Management Lifecycle o Create - author original content using editing tools, web forms and rich media tools. o Capture - convert and integrate paper documents, web pages, email, Office documents and scanned documents. o Collect - collect content, perhaps through syndication, and order it into logical groups. o Categorize - add metadata to organize, group or classify content according to its specific characteristics, enabling search and retrieval, reuse, tracking and reporting, routing or delivery. Control ▪ In this phase, content is stored, secured, optimized reviewed and approved. ▪ Control phase of the Content Management Lifecycle 1  Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management o Store - deposit content into a content repository. o Secure - assign roles-based permissions identifying who can read, create, modify, approve and delete content. An audit trail tracks access, changes, approvals and deletions. o Review - examine and improve content for clarity, comprehensiveness, appropriateness, accuracy, findability, accessibility and usability. o Approve - authorize or provide formal sanction for content publishing or delivery. Deploy ▪ Content is assembled and delivered to users using a variety of publishing mechanisms and channels. ▪ Deploy phase of the Content Management Lifecycle o Assemble - collective content into logical structures like documents and web pages beforehand or on demand. o Syndicate - make a content available to multiple subscribers simultaneously through, social networks, web services. o Personalize - adapt to meet the specific needs of individual users. o Localize - adapt to make it appropriate for content consumers who speak a specific language or reside in a specific country or region. o Publish - render or output content from a content management system into the desired delivery format. Preserve ▪ Protect valuable content from change or loss through archival storage and backup. ▪ Preserve phase of the Content Management Lifecycle o Archive - store legacy content securely outside of the content management system to address issues of accountability and make content available for future use. o Backup - copy or save content to another location in order to recover it in the event of system failure, human error or catastrophic loss. o Migrate - migrate content from other systems or repositories to your content management environment or migrate your content to another system or format. o Destroy - content that is no longer valuable for organizational, legible or historical reasons, can and sometimes must be destroyed. Evaluate ▪ This is the time to audit if content is still up-to-date, if users can find, access and use it, and if the content strategy or the goals need to be redefined. ▪ Evaluate phase of the Content Management Lifecycle o Audit - perform a systematic examination of your content management processes, technology performance, end-user satisfaction and customer satisfaction. 2  Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management o Measure - Quantify and compare the audit results against the defined indicators in Phase 1 to determine if the project was successful and to identify areas for future improvement. o Research - investigate new technologies, tools, design and methodologies to identify next steps for your content management project. o Adapt - adjust your strategy to address the results of your evaluation. Use this information to alter your plans for the next phase of your content management process. Content Management System (CMS) It helps to organize, control and publish a large body of document and multimedia content. It is an application that is used to manage web content allowing multiple contributors to create, edit and publish. It stored in a database and displayed in a presentation layer based on a set of templates. CMS Advantages CMS Disadvantages Enterprise Content Management A solution design to manage an organization document. Unstructured information. Ex. Micro soft Office. Enterprise Information Management Is the comprehensive management and utilization of all the information of an enterprise irrespective of location, user, author, source, application, platform, use case, format, medium and time. EIM Common use cases Operational EIM o Managing on boarding, use and off boarding of all types of information within and outside the enterprise. Analytical EIM o Using business Intelligence and Bigdata analytics to leverage information. Information Governance o Active Control of Information. 3  Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management Two Benefits Role for ECM 1. ECM provides to EIM the infrastructure to manage all types of information 2. EIM component and services enhance traditional ECM to cope with new technologies and new use cases. THE PLATFORM FOR EIM 1. Natural Language 2. Multi-Channel Communication 3. Universal Access 4. Identify Management 5. Semantics 6. Knowledge management 7. Security & Safety 8. Information Governance Natural Language Will create new user interfaces and new ways to use information system. Multi-Channel Communication Communication is necessary for the effective use of information. It exchanges information to be managed. Universal Access Access to and availability of all information must be provided to all kinds of application and for different use cases independently of location device and time. Identify management Identification, authorization, authentication and related rights management are combined and integrated components of information management. Semantics The semantic web was one of the visions which brought semantic technologies into a software in an organized, structures and links information at a higher level. Knowledge Management Collaborative usage and organizational technologies lead to a rebirth of knowledge management. Analysis, linking and enriching the information to a new level of usable knowledge. Security & Safety Correctness, availability, security quality and accessibility must be assured during the complete life-cycle of information is used via open networks and in the cloud. Information Governance Information flood and new analytic tools require strong information governance to stay in control and mitigate risk. Also, it fulfills of compliance obligation, legal requirement, completeness traceability, transparency, assessment, control, selection, auditability and protection are key issues. 4  Data Center College of the Philippines of Laoag City, Inc. A.G. Tupaz cor. M.V. Farinas Streets, Brgy. 8 San Vicente, Laoag City Fundamentals of Information Management Purpose of EIM Enterprise Information Management overcomes the old limits set by isolated system for different types and formats of information. Enterprise Information Management handles all types of information, traceable, in high quality and in a controlled environment. Enterprise Information Management is the big turntable, the universal provider the intelligent evaluation the secure manager and the trusted controller of all information in the enterprises. The Three Main Focal Point of EIM To support users of information technology in an appropriate human way. To handle information with care in a responsible manner with respect to its value To make effective use of all information in the enterprise to support the business, comply with regulations, provide good services and maintain competitiveness. 5