By Michael Snow on Dec 04, 2013
Get best practices and deployment advice from Oracle expert John Brunswick in today's post. Passionate about both business and technology, John focuses on maximizing IT's ability to streamline and optimize business
Managing an enterprise content repository is no small task, but if properly set up with a foundation that leverages best practices, the repository can provide significant value that increases over time. It is difficult to justify the investment of time to retrofit these techniques, so incorporating them at the start of your enterprise content management initiative is essential.
- Inheritance. Mature content management solutions enable content items to inherit characteristics of the parent area they are placed into. This capability is your biggest ally in the battle to maintain quality information in your repository. Using an inheritance scheme lets you benefit from the automatic application of security, workflow, required metadata, categorization, and ownership rules to content.
- Foundational structure. Create a foundation of areas within the repository on the basis of geography, line of business, or a nested combination of both. There are many good taxonomy guides available online to help in this effort.
- Contribution privilege control. Require that users requesting to create new areas within the global repository state the business purpose, staffing resources, and effort required. This adds accountability, which helps ensure the longevity of the repository.
- Creation and management of content. Use the information provided when contribution access was requested to ensure that any necessary security and/or workflow is applied. Use an alias attached to areas in the repository to map ownership. Update the alias when users change business units or leave.
- Retirement. With an analytic foundation to monitor all content activity, it is possible act on performance thresholds that should be established during the request of contribution privileges. For example, if a content item has not been opened in five years, its inclusion in the repository should be reevaluated. Unused content clutters browsing and search results, drastically reducing usability.
There's more of this great content in this November's WebCenter Newsletter
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