Enterprise content management and digital libraries

Enterprise Content Management and Digital Libraries: Cultural Clash and

Collaboration Opportunity

Kent Gerber - Bethel UniversityEllen Holt-Werle - Macalester College

Starting the Conversation

Kent Digital Asset Management group - December 2010 AIIM Content Management Bootcamp - October 2011Document Management discussion - December 2011Pilot Web Redesign Self-help kit - February 2012

Ellen

Digital Asset Management groupRecords Management Initiative - Winter 2010/2011 +ongoingECM / Document Management group - Winter 2010/2011+

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

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

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)

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.

Common Concepts

ECM Digital Libraries

Capture Select

Manage Structure

Store, Preserve Preserve, Ensure Persistence

Deliver Distribute

Not shared: ● Offer intellectual access to● Interpret

"Flavors" of Information Management

Each has a separate origin, community of practice, targeted software.

Documentunstructured (not in database fields) files

Contentsmaller components of documents or Web pages

Digital Assetmultimedia (images, video, audio)

Knowledgewhat does a person or organization know and how can it be captured for use by others?

Content Management Options

Sample components of ECM and DigLibs at our institutions

Bethel Macalester

Collaboration and Community Management Google Apps Google Apps

Web Content Management Silva DotCMS

Digital Asset ManagementCONTENTdm CONTENTdm,

DigitalCommons

Long-Term Archiving Digital Library, Archives Archives

Document ManagementCONTENTdm, Exploring

EMC Documentum Being proposed

Capture and Delivery

Records Management in processBusiness Process Management

Done within offices and departments

Done within offices and departments

Why talk about these now?

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

Administrators Respond ● Reducing Budgets & Reallocating Resources

Prioritizing Academic Programs and Services, (2010) is used as a modelfor 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.

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

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

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 sameScanning documentsProcessing ImagesNeed for Consistent Internal Terminology

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)

Different words - similar concepts

Enterprise Content Management

Capture

Index and Tagging

ECM System

Digital Libraries

Digitize

Catalog and Metadata

Institutional Repository

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

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

Some philosophical functional differences

ECM Digital Libraries

How long do you store things? 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

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

Conflict between IT and AcademicsWhat 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

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

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

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

Conversation Theory

Lankes, R. D. (2011). Atlas of New Librarianship

1. Conversants2. Language3. Agreements4. Memory of Agreements and Relationships (Entailment Mesh)

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

Digital Content Model for Universities

Digital landscape of Bethel University

Information Life Cycle

Borgman et. al.,1996

New Territory?

Borgman et. al.,1996

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

Some conversations:Challenging FormatsVideo 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)CreatorNetIDContributingUnit * (Way to track Bethel organizational units - school, departments, offices, and programs) Language *Rights

What are your experiences or conversations?

Links Related to Topic

Kent's Diigo Bookmarkshttp://www.diigo.com/list/kgerber/ECM-and-Libraries

Contact UsKent Gerber Email: kent-gerber@bethel.edu Twitter: @ktkgerber

Ellen Holt-Werle Email: holtwerle@macalester.edu