Content Management Systems: Who Makes the Rules?

1. Content Management Systems: Who Makes the Rules? Jill Katte, Duke University David Mitchell, Wyeth Vaccines NHPRC Electronic Records Research Fellowship October 2006

2. Why this idea? • Managing the Digital University Desktop data • Websites as containers of archival content (see Pearce-Moses presentation, 2004) • Duke University CMS initiatives Content Management Systems: Who Makes the Rules?

3. Assumptions and parameters: • Assumption: webmasters and archivists may be missing opportunities to collaborate • Parameter: focus on website content management, not learning management Content Management Systems: Who Makes the Rules?

4. Research questions: • How are our peer institutions using website CMS? • How will a CMS affect information management at Duke and elsewhere? • Do content managers follow official policies for archiving “expired” web records? • Is long-term preservation a concern for CMS administrators? • What CMS tools could be used to identify archival content and transfer it to an archival repository? Content Management Systems: Who Makes the Rules?

5. Project Goals: • Identify opportunities/obstacles in collaboration between archivists & web content managers • Conduct small pilot program in preserving CMS content in archival repository • Raise awareness of archives/preservation concerns to CMS administrators Content Management Systems: Who Makes the Rules?

6. Scope and methodology: • Duke’s peer institutions: “doctoral/research universities, extensive” • Brief initial survey of archivists and webmasters to identify web CMS users, ER policies, interview volunteers • In-depth telephone interviews Content Management Systems: Who Makes the Rules?

7. Initial Survey Questions: • Does your institution use a content management system (CMS) to manage its Web site(s)? • Which CMS does your institution use (or plan to use) to manage website content? (Please list all, including home-grown systems)   • Does your institution have a policy for preserving website content? • Would you be willing to discuss the use of CMS in greater detail as part of this research project? (if yes, enter email address) Content Management Systems: Who Makes the Rules?

8. Initial web-based survey: 95 total respondents = 65 webmasters 30 archivists Content Management Systems: Who Makes the Rules?

9. Q1. Does your institution use a content management system (CMS) to manage its Web site(s)? 39% = Yes 28% = No, but we plan to use 14% = No, do not use, do not plan to 0% = Previously used, but abandoned 19% = Don’t know Content Management Systems: Who Makes the Rules?

10. Q2. Which CMS does your institution use (or plan to use) to manage website content? Top three responses: • Home-grown systems • CommonSpot • Collage, RedDot, Stellent Content Management Systems: Who Makes the Rules?

11. Data from CMSmatrix.org

12. Q3. Does your institution have a policy for preserving website content? 18% = Yes 61% = No 21% = Don’t know Content Management Systems: Who Makes the Rules?

13. Initial Survey Summary: • Web CMS becoming more widely adopted • Home-grown systems prevalent • Most products advertise versioning, metadata, workflow management, of some kind • Web records policies either don’t exist, or are not well-known Content Management Systems: Who Makes the Rules?

14. In-depth phone interviews: Five sections • Planning and decision-making • Implementation and workflow • Web electronic records policies • Archiving website content • Collaboration Content Management Systems: Who Makes the Rules?

15. Interview Results and Conclusions Content Management Systems: Who Makes the Rules?

16. Sections 1-2: Planning & Implementation Most web CMS… • In use for less than 1 year – implementation phase varies • Offers workflow management tools, but not being fully implemented • Collects metadata about content, but not much beyond standard file maintenance info Content Management Systems: Who Makes the Rules?

17. Section 3: Web Electronic Records Policies • Most interviewed do consider at least part of website to be an “official university record” • About half interviewed had electronic records management policy • Most said web content was not included in those policies • Most had no metadata guidelines for electronic records Content Management Systems: Who Makes the Rules?

18. Section 4: Archiving Do content managers follow official policies for archiving “expired” web records? • No formal policies • Content owners decide • Not saving versions • Decision making is widely distributed Content Management Systems: Who Makes the Rules?

19. Section 4: Archiving Preparedness • 10 of 15 are totally unprepared or unprepared to archive website content • 7 are totally unprepared or unprepared to retrieve and reconstruct archived website content Content Management Systems: Who Makes the Rules?

20. Section 5: Collaboration Collaboration on policy setting • 11 of 15 experienced no or very little collaboration between webmasters and archivists/records managers Content Management Systems: Who Makes the Rules?

21. Section 5: Collaboration Collaboration with other campus units regarding guidelines for archiving or setting expiration dates 8 of 15 said “no” (but 5 of 15 said “yes”) Content Management Systems: Who Makes the Rules?

22. Sections 4-5: Archiving & Collaboration Hindrances? • No direction/communication about policy • Lack of interest • No perceived need • Resource issues Content Management Systems: Who Makes the Rules?

23. Content Management Systems: Who Makes the Rules? No one makes the rules …and… Everyone makes the rules Content Management Systems: Who Makes the Rules?

24. Project website: Content Management Systems: Who Makes the Rules? http://www.duke.edu/web/CMSproject Content Management Systems: Who Makes the Rules?

25. Questions? Content Management Systems: Who Makes the Rules?