Content Management in the 21 st Century JoAnn Hackos Annette Reilly June 2014 2014 Comtech Services, Inc. 1
What will we be talking about? What is ISO/IEC/IEEE 26531 all about? Why should you be interested in content management standards? How can content management standards help your organization? 2
International Standards Organization (ISO) and IEEE Systems and software engineering Content management for product lifecycle, user, and service management documentation ISO/IEC/IEEE DIS 26531.2 Expected official release in 2014 3
Co-editors of the standard JoAnn Hackos, president of Comtech Services and Director of the Center for Information-Development Management Casey Jordan, Co-Founder of Jorsek LLC., makers of the easydita CCMS Authoring platform With Bob Boiko, University of Washington and the ISO and IEEE working groups and balloters 4
ISO/IEC/IEEE 26531 in process 5
Why have standards? Support interoperability Further world trade Promote consistent products Allow repeatable processes and process improvement Provide a basis for contracts and audits 6
When is it really a standard? Covers a process or product Not proprietary, tool-bound, or vendor-specific Open participation from all interested stakeholders The result of consensus agreement from a balance of stakeholders Maintained by a recognized, impartial standards-producing organization Normative (mandatory) or guidance? 7
ISO/IEC/IEEE suite of standards for software, systems, services documentation 26511: Requirements for managers of user documentation 26512: Requirements for acquirers and suppliers of user documentation 26513: Requirements for testers and assessors of user documentation 26514: Requirements for designers and developers of user documentation 26515: Developing user documentation in an agile environment 15289: Content of life-cycle documentation (information items) 23026: Engineering and management for websites with systems, software, and services information 8
ISO 26531 The purpose of this standard is to define a process for content management and the requirements of a component content management system through which content is gathered, managed, and published, including the requirements of a system that is supported by an electronic database. 9
What s in the new Content Management standard Requirements and recommended practices for Developing a content management strategy Checklist for organizations business case Developing a workflow for content management Content management system functions Not-- How to use DITA Which CM system to buy 10
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Best Practices 12
Benefits can be realized through a strong business case and information architecture and through a well organized information-development process 13
Business Planning ROI CCMS Requirements Project Planning and Management Workflow Best Practices Information Development Localization Publication 14
Getting a CM project started Develop your business case Appendix with analysis tools List of potential benefits Define your requirements Publication Storage and retrieval Assembly and linking Authoring and workflow 15
Developing a project plan Information Model Authoring guidelines Reuse strategies Metadata scheme Workflow Schedule Training plan Stylesheets Pilot project Organizational rollout 16
Developing the content Legacy content conversion Inventory what you have Decide what you are going to do with it Structured authoring Provide guidance for authors in applying structure Unstructured content Specify what you will maintain Content granularity <xml> 17
Managing and controlling content Ensuring quality through the contentdevelopment process Standards of all kinds Quality requirements Components conform to the structural and XML coding requirements of the information model. Policies for reviewing, approving, reusing, deleting, translating, and archiving content 18
Publishing content Managing releases Publishing in multiple ways PDF, HTML, user assistance, mobile devices, and so on The organization shall define the output formats (that is PDF, HTML, user assistance) required by their users. 19
Information Development principles How do I plan my implementation of topic-based authoring? How do I find a way to re-use content more effectively in my organization? How do I manage publishing to multiple outputs (both static and dynamic) in multiple media? How can I reduce my localization costs or increase localization capabilities? How can I improve find-ability, governance, auditability, and content quality? 20
Standards are crucial Best practices for developing a business case and getting ROI Reference for ideal processes/strategies Standardized compliance Promotion of interoperability Internationally vetted information source 21
Are you interested? Need best practices Interoperability We must support standards 22
Benefits can be realized through a well-implemented Component Content Management System (CCMS) 23
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Resource for CCMS evaluation Which CMS provides the functionality we need? Component Content Management Documentation Management Web Content Management Learning Content Management Enterprise Content Management Which products conform to the standard? 25
Component CMS is different Specifically designed to support total information-development lifecycle A CCMS is unique because it must effectively manage components simultaneously as both independent resources and part of a larger assembly/workflow (Publication). 26
What should I be looking for? Structured authoring Application Programmi ng Interface Single Sourcing Metadata, Search, Reporting Best Practices Content Reuse Workflow and Governance Content Conditional iizing Multilingua l Publishing 27
Support structured topic-based authoring Source: xml.com *Link management becomes very important 28
Support single sourcing Web Help HTML5 Mobile PDF Epub/Ebook s elearning MS-Word Source: xml.com 29
Support topic based re-use 30
Support multi-language publishing CCMSs support the efficient synchronization and management of source and target language components. 31
Support metadata Classification improves efficiency/quality Find-ability Organization Governance 32
Support search Full text Metadata & Faceted search Structured search Boolean search Advanced Search capabilities Stemming Query expansion Fuzzy matching 33
Support release management 34
Support interoperability Standardized interchange formats APIs for integration 35
Where to find standards Obtain ISO/IEEE standards at www.iso.org http://www.standards.org.au/searchandbuyastand ard/pages/default.aspx or http://www.techstreet.com/ieee OASIS standards at https://www.oasis-open.org/standards 36
Obtaining a copy A copy of the most recent draft of ISO 26531 is available for purchase from the IEEE http://ieeexplore.ieee.org/xpl/mostrecen tissue.jsp?punumber=6780567 37
Getting involved with standards Adopt a single-sourcing approach Have models for your process and products Use standards at work Support a capability assessment Become a standards reviewer or editor Join IEEE-Computer Society or Standards Association, OASIS 38