Intranet

EMS RMS DMS CMS DAMS DashboardWeb2.0

EmailManagementSystem BusinessAnaly?csDashboardDigitalAssetManagementSystemContentManagementSystemDocumentManagementSystemRecordsManagementSystem

DWDataWarehouse

SharedDrives

SharedDrives

ContentMigra?onPlan(inclhousekeeping)

MasterDataManagementtoharmonizewithTaxonomyand

MetadataSchema

RecordsManagementPolicy

RecordsManagementMetadata

FileClassifica?onPlanwithreten?onrules

Canemailsbeconvertedintocorporaterecords?RecordsManagement

educa?onandawareness

TemplatesLibrarywithembeddedmetadataand

taxonomytags

VirtualLibrariesontopicsofcommoninterestusingtaxonomytagsandpre‐set

searchqueriestopullrelevantdocuments

together

UseTagCloudstoshowcontribu?onprofilesof

Intranetusers

FileNamingConven?on

EnterpriseSearch

FacetedTaxonomytoaccommodatedifferentperspec?vesonthe

content

Thesauruscontainingalternatekeywordspoin?ngtotaxonomy

terms

BestBetspoin?ngtohighvaluedocuments

SearchCloudsshowingfrequentsearchterms

TaxonomygovernanceincludesreviewofsearchlogsandusertagstoassesscandidatesforThesaurus

orTaxonomy

Digi?za?on‐conver?ngpaperrecordsintodigitalformat‐mustinclude

metatagging

Informa?onArchitecturecreatesadesignforanintegratedinforma?onspace‐site

structure,labels,pagelayouts,howsearchandnaviga?onisimplemented

MetadataSchema(includingtheTaxonomyfacets)providesthecapabilitytointegrate,manageandaccesscontentfrommul?ple

sources

KnowledgeandInforma?onManagementGovernanceIntranetContentManagementandMaintenance

TaxonomyandMetadataManagementandMaintenanceRecordsManagement

Informa?onSecurityKnowledgeSharingDataManagement

BlogsWikisMicroblogsSocialTags

TAXONOMYCentrallymanagedsetofcategoriesandtopicsusedtotagdocumentsandother

resourcesintendedforsharingintheIntranet.Differentfacetsshould

coverdifferentaYributesofthecontent‐egthe

BusinessAc?vityreferredto,theDocumentType,the

CustomerType,etc.ThetaxonomyismanagedaspartoftheMETADATA

SCHEMA.Therearetwostandardsfortaxonomyandthesaurusdevelopment‐ANSI/NISOZ39.19(2005)andISO

25964(2011‐12)

METADATADatathatiscapturedaboutcontent(e.g.Author,Title,

Topic,SecurityClassifica?on)sothatitcanbemanagedandretrieved

inasystem.Mostelementsofa

MetadataSchemashouldbeselectedfrom

predefinedsetofvaluesknownasacontrolled

vocabulary‐eachTaxonomyfacetcomprisesacontrolledvocabulary,asdoesalistof

departmentsorstaffnames.

Eachcontrolledvocabularyneedsadesignated

managerandprocessesforupda?ng.

Awidelyusedstandardforinforma?onresources

metadataistheDublinCoremetadatastandard(www.dublincore.org).

FILECLASSIFICATIONPLAN(FCP)

Aclassifica?onofgroupsofrecordsbythemaYersthattheydocument.Businessrulesaboutarchivinganddisposaloftherecordsaretypicallyassignedtothedifferentsec?onsofthe

FCP.FCPstypicallygrow

incrementally,relateonlytocorporaterecords,arenot

managedasusablenaviga?onstructures,andarerarelysuitableasan

enterprisetaxonomy.Theycanprovideinputforataxonomy,however.

Sincecorporaterecordsneedtoberetrievedandaccessedalongsideotherdocuments,thetaxonomyandtheFCPshouldbe

aligned.

MASTERDATAMANAGEMENT(MDM)Processestoensureconsistencyand

standardiza?onintheuseofdataacrossdifferentsystemsandplacorms.

InanIntranetenvironment,metadatafordocuments

needstobeconsistentwithmetadataanddatafieldsfromstructureddatabases(e.g.customernames,productnames,project

names,etc).Thisisespeciallyimportantwhendataanddocumentsarebeingcombinedin

managementdashboards.ThereisanopensourcestandardforMDMcalled

MIKE2.0athYp://mike2.openmethodology.org/

RECORDSMANAGEMENTProcessestoensurethe

maintenance,preserva?onaccessibilityandproper

disposalofdocumentsthatrecorddecisions,

transac?onsandac?vi?esofanorganiza?on,toservethepurposesofongoingmanagement,evidence,or

historicalvalue.Intheeraofpaperfiles

recordsmanagementusedtobetheresponsibilityofrecordsmanagers.Records

managementhasnotadaptedwelltothedigitalenvironment,whereall

creatorsofdocumentsneedtobeconsciousoftheir

recordkeepingresponsibili?es.

TheISOstandardforRecordsManagementisISO

15489(2001).

INFORMATIONSECURITYMANAGEMENT

Processestoassessinforma?onsecurityrisksonaregularbasis,to

implementmeasuresandcontrolstoavoidand

mi?gaterisk,andtorecoverfromsecuritybreaches.Peopleassumethat

informa?onsecurityrefersmainlytoITsystems,butin

factitalsocoversthesecurityofphysical

environments,peopletopeopletransmissionand

documents.Informa?onsecurityneedstobebalancedwithanappraisaloftheneedforinforma?onsharing.

The!SO27000familyofstandardscoversthis.

FILENAMINGCONVENTION

Astandardwayofnamingfilessothatthecontentsandcurrencyofadocumentcanberapidlyassessedfromalistoffilenamesinsearchresults.Thismaybeanimportant

pre‐requisitefordocumentmigra?ontoavoidimportproblems

withillegalfilenames.

DOCUMENTTEMPLATES

Templatesforfrequentlyusedtypesofdocumentwillhelpindocumentwri?ng,ensure

completeness,andcanlessentheburdenoftaggingwithmetadata

andtaxonomyiftagsareembeddedinthetemplate.

VIRTUALLIBRARIES

Virtuallibrariespullsharabledocumentstogetheraroundcommontopics(basedon

taxonomytags),whileallowingthemtobecreatedandmanaged

intheir"home"departmentdocumentlibraries.

TAGCLOUDS

Tagcloudsshowthemostfrequentlyusedtags,scaled

bysizeaccordingtothefrequencyofuse.Ontheinternettheyarefrequentlyuserdefinedtags.Ontheintranettaxonomytagsare

probablymoreuseful.

SEARCHCLOUDS

Searchcloudsaresimilartotagcloudsbutshowthemostfrequentlyusedsearchtermsatthemoment.Theycanbelinkedto"BestBets"resultspagesbylinkingthesearchtermstotaxonomyterms.

BESTBETS

Bestbetsarerulesthattellthesearchenginewhichdocumentsarethe"best"resultsforanygivensearchterms.Theycanbeenhanced

bylinkingfrequentlyusedsearchtermstotaxonomytags.

THESAURUS

Afilethatcontainsallthetaxonomytermsand

rela?onshipsbetweentaxonomyterms,aswellasknown

alternatetermsthatpointasearchenginetowardstherelevanttaxonomyterms.

KIMGovernanceinvolveshavinganintegratedsetofpolicies,processesanddefinedrolescovering:

©StraitsKnowledge2012‐www.straitsknowledge.com

Orchestra?ngAnIntranetforKnowledgeManagement