Enterprise content management and digital libraries

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Presentation at the March 2012 Library Technology Conference at Macalester College. Compares and contrasts how libraries and businesses manage and share their digital information and assets. It explores the current conversation in two private liberal arts institutions, Bethel University and Macalester College and how they are approaching the conversation around managing digital assets on their campus.


1. Enterprise Content Management and Digital Libraries: Cultural Clash and Collaboration Opportunity Kent Gerber - Bethel University Ellen Holt-Werle - Macalester College 2. Starting the Conversation Kent Digital Asset Management group - December 2010 AIIM Content Management Bootcamp - October 2011 Document Management discussion - December 2011 Pilot Web Redesign Self-help kit - February 2012 Ellen Digital Asset Management group Records Management Initiative - Winter 2010/2011 +ongoing ECM / Document Management group - Winter 2010/2011+ 3. 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 4. 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 5. 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) 6. 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. 7. Common Concepts ECM Digital Libraries Capture Select Manage Structure Store, Preserve Preserve, Ensure Persistence Deliver Distribute Not shared: Offer intellectual access to Interpret 8. "Flavors" of Information Management Each has a separate origin, community of practice, targeted software. Document Content unstructured (not in database fields) files smaller components of documents or Web pages multimedia (images, video, audio) Digital Asset Knowledge what does a person or organization know and how can it be captured for use by others? 9. Content Management Options 10. Sample components of ECM and DigLibs at our institutions Bethel Collaboration and Community Management Web Content Management Digital Asset Management Long-Term Archiving Document Management Macalester Google Apps Google Apps Silva DotCMS CONTENTdm CONTENTdm, DigitalCommons Digital Library, Archives Archives CONTENTdm, Exploring EMC Documentum Being proposed Capture and Delivery Records Management Business Process Management in process Done within offices and departments Done within offices and departments 11. Why talk about these now? 12. 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 13. Administrators Respond Reducing Budgets & Reallocating Resources Prioritizing Academic Programs and Services, (2010) is used as a model for the Council of Independent Colleges in a 2010 workshop for CAO/CFOs 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. 14. 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 15. 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 16. 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 same Scanning documents Processing Images Need for Consistent Internal Terminology 17. 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) 18. Different words - similar concepts Enterprise Content Management Digital Libraries Capture Digitize Index and Tagging Catalog and Metadata ECM System Institutional Repository 19. 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 20. 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 21. Some philosophical functional differences ECM Digital Libraries 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 How long do you store things? 22. 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 23. Conflict between IT and Academics What you might hear in a University Faculty or Deans office: The IT Department.... is so unresponsive technology (or service) is so unreliable that I cant 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 doesnt know about our schedule Regenstein & Dewey, 2003 24. 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 25. 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 26. 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 27. Conversation Theory Lankes, R. D. (2011). Atlas of New Librarianship 1. Conversants 2. Language 3. Agreements 4. Memory of Agreements and Relationships (Entailment Mesh) 28. 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 29. Digital Content Model for Universities 30. Digital landscape of Bethel University 31. Information Life Cycle Borgman et. al.,1996 32. New Territory? Borgman et. al.,1996 33. 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 34. Some conversations: Challenging Formats Video 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) CreatorNetID ContributingUnit * (Way to track Bethel organizational units - school, departments, offices, and programs) Language * Rights 35. What are your experiences or conversations? 36. Links Related to Topic Kent's Diigo Bookmarks http://www.diigo.com/list/kgerber/ECM-and-Libraries 37. Contact Us Kent Gerber Email: kent-gerber@bethel.edu Twitter: @ktkgerber Ellen Holt-Werle Email: holtwerle@macalester.edu


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