enterprise content management and digital libraries
DESCRIPTION
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.TRANSCRIPT
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: [email protected] Twitter: @ktkgerber
Ellen Holt-Werle Email: [email protected]