Friday Nov 02, 2012

The Minimalist Approach to Content Governance - Retire Phase

 Originally posted by John Brunswick.

retire.jpg
Good news - the Retire Phase is actually more fun than the Manage Phase. During the Retire Phase our content management team should not have to track down content creators if the Request Phase of this process was completed successfully. The ownership meta data, success criteria and time stamp that was applied to the original content submission will help to manage content at the end of the content life cycle. The Retire Phase will provide the opportunity for us to prune irrelevant content items through archiving or deletion, keeping the content system clear of irrelevant information, streamlining users ability to browse and search for content.

 

1. Act on Metrics Established during the Request Phase
Why - Some information is only relevant for a given amount of time. In Content Platform Migration Strategy - Artifacts vs Perishable Content we examined two content types - Artifacts and Perishable content. Understanding the differences between Artifacts and Perishable content will allow us to explicitly respect their various lifespans. Additionally, some content may have been part of a project that failed to meet the success criteria outlined in the Request Phase. Any content that did not meet the metrics outlined in the Request Phase should be considered for deletion.

How - Thankfully by adhering to to The Minimalist Approach to Content Governance our content should have some level of meta data associated with it that will allow us to quickly sort and understand how to deal with it. Content Management Systems like Oracle's Universal Content Management (UCM) natively allow you to create and save advanced searches that can use content meta data like folders, author, expiration date, security settings and custom meta data to pull back listings of content for examination. Additionally, analytics are available for all content items that allow us to determine if the usage is meeting success criteria that may have been previously outlined during the request phase. The lists that are produced from these approaches can be quickly reviewed for each project with the content owners and based on the nature of the content and success criteria undergo archiving or deletion.

Impact - Retiring content that is no longer relevant will allow end users to have fast and relevant access to information across your enterprise.

As we mentioned in our first post in this series - it is easy to quickly start producing content, but the challenge is ensuring that the environment is easy to navigate and use on the third week and during the third year. The light level of effort that was placed into the Request Phase of this process will set us up to keep content clean and relevant for a long time to come. With an up-to-date content repository users will be able to quickly find access to the information that is critical to their work processes. You might not get a holiday named in your honor managing the content system, but will appreciate their quick access to quality information.

WebCenter Customer Spotlight: Alberta Agriculture and Rural Developmen

Author: Peter Reiser - Social Business Evangelist, Oracle WebCenter

 Solution Summary

Alberta Agriculture and Rural Development is a government ministry that works with producers and consumers to create a strong, competitive, and sustainable agriculture and food industry in the province of Alberta, Canada

The primary business challenge faced by the Alberta Ministry of Agriculture was that of managing the rapid growth of their information.  They needed to incorporate a system that would work across 22 different divisions within the ministry and deliver an improved and more efficient experience for Desktop, Web and Mobile users, while addressing their regulatory compliance needs as part of the Canadian government.

The customer implemented a centralized Enterprise Content Management solution based on Oracle WebCenter Content and developed a strong and repeatable information life cycle management methodology across all their 22 divisions and agencies.

With the implemented solution, Alberta Agriculture and Rural Development  centrally manages over 20 million documents for 22 divisions and agencies and they have improved time required to find recordsreliability of information, improved speed and accuracy of reporting and data security.



Company Overview
Alberta Agriculture and Rural Development is a government ministry that works with producers and consumers to create a strong, competitive, and sustainable agriculture and food industry in the province of Alberta, Canada. 

Business Challenges
The business users were overwhelmed by growth in documents (over 20 million files across 22 divisions and agencies) and it was difficult to find and manage documents and versions.

There was a strong need for a personalized easy-to-use, secure and dependable method of managing and consuming content via desktop, Web, and mobile, while improving efficiency and maintaining regulatory compliance by removing the risk of non-uniform approaches to retention and disposition.

Solution Deployed
As a first step Alberta Agriculture and Rural Development developed a business case with clear defined business drivers:

  • Reduce time required to find records
  • Locate “lost” records
  • Capture knowledge lost through attrition
  • Increase the ease of retrieval
  • Reduce personal copies
  • Increase reliability of information
  • Improve speed and accuracy of reporting
  • Improve data security

The customer implemented a centralized Enterprise Content Management solution based on Oracle WebCenter Content.


They used an incremental implementation approach aligned with their divisional and agency structure which allowed continuous process improvement. This led to a very strong and repeatable information life cycle management methodology across all their 22 divisions and agencies.

Business Results
Alberta Agriculture and Rural Development achieved impressive business results:

  • Centrally managing over 20 million files for 22 divisions and agencies
  • Federated model to manage documents in SharePoint and other applications
  • Doing records management for both paper and electronic records
  • Reduced time required to find records
  • Increased the ease of retrieval
  • Increased reliability of information
  • Improved speed and accuracy of reporting
  • Improved data security
Additional Information
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Oracle WebCenter is the center of engagement for business—powering exceptional experiences for customers, partners, and employees. It connects people, process, and information with the most complete portfolio of portal, Web experience management, content, imaging and collaboration technologies.

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