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If You Don’t Do It, Somebody Else Will:. Why Librarians should become Content Managers. Presented by: Susan Tyrrell, B.A., M.L.S ECM Practitioner. Agenda. Introductions What is ECM? Typical responsibilities of an ECM practitioner/specialist Skills special librarians bring to ECM

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if you don t do it somebody else will

If You Don’t Do It, Somebody Else Will:

Why Librarians should become Content Managers

Presented by:

Susan Tyrrell, B.A., M.L.S

ECM Practitioner

  • Introductions
  • What is ECM?
  • Typical responsibilities of an ECM practitioner/specialist
  • Skills special librarians bring to ECM
  • Skill gaps and how to overcome them
  • Why ECM needs special librarians
  • Questions/Discussion
  • A bit about myself and what led me into a career in ECM
  • How many of you work in :
    • Traditional special libraries?
    • Records management?
    • Web content systems?
    • “Enterprise Content Management”?
what is ecm
What is ECM?
  • Current buzzword of choice for describing a variety of related disciplines
  • Enterprise Content Management
    • “the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.”(AIIM, the ECM Association)
what is ecm cont d
What is ECM? (cont’d)
  • Focus is on “unstructured” information – content as opposed to data residing in data bases, systems
    • Documents – hard copy and electronic, including email, instant messaging
    • Images
    • Voice recordings
    • Video
    • Records
    • Web pages
ecm related disciplines technologies
ECM-Related Disciplines/Technologies
  • Electronic Document Management (EDM)
  • Imaging
  • Records Management (RM)
  • Web Content Management (WCM)
  • Collaboration
ecm related disciplines technologies cont d
ECM-Related Disciplines/Technologies (cont’d)
  • Business Process Management (BPM) aka Workflow
  • Electronic Forms Management
  • Digital Asset Management (DAM)
  • Digital Rights Management
  • Information Access/Enterprise Search
content management systems are a lot like libraries
Content Management Systems are a Lot like Libraries
  • The content is stored in repositories - in some systems, even called “libraries”.
  • The content is “catalogued”.
  • The forms used to capture the metadata may resemble “catalogue” cards.
content management systems are a lot like libraries cont d
Content Management Systems are a Lot like Libraries (cont’d)
  • Classification (taxonomies) may be applied to the content.
  • Controlled vocabularies (thesaurus) may be used for assigning descriptors to the content.
  • Content may be viewed or “checked out”.
content management systems are a lot like libraries cont d1
Content Management Systems are a Lot like Libraries (cont’d)
  • Users can look up and retrieve the content they need, but they frequently need help from an expert who knows:
    • The breadth of the content
    • How the content is organized
    • Search and retrieval techniques
    • Alternative sources of information, where appropriate
the ecm practitioner is a lot like a librarian

Determines classification, thesauri, cataloguing rules to be used.

Provides training & assistance in using library resources

Monitors library usage and trends

Identifies and targets potential new users

Actively promotes library’s role in the organization

ECM Practitioner

Determines taxonomies, metadata, etc. – “Content Governance”

Provides training & assistance in using system

Monitors system usage, trends

Identifies and targets potential new users

Actively promotes ECM system’s role in the organization

The ECM Practitioner is a Lot Like a Librarian!
but with some additional challenges
…But with Some Additional Challenges
  • Technological
    • Software doesn’t always work properly
    • Integration/compatibility issues
  • Compliance
    • Security issues
    • Records management issues
  • User resistance
    • Must learn to use system
    • Assigning metadata can take time, thought
  • Less control over the content
some hats worn by ecm practitioners specialists
Some Hats Worn by ECM Practitioners & Specialists
  • Project Manager/Project Team Member
  • Business Analyst
  • Governance Specialist
  • Systems Administrator
  • Support Analyst
  • Trainer
  • Technical Writer
  • Evangelist!
  • … and more
project manager project team member
Project Manager/Project Team Member
  • Delivers ECM projects such as:
    • Product selection and pilots
    • Implementation in specific business areas
    • Customizations & enhancements
    • Upgrades
    • Integration with other systems, e.g. financial systems
    • Content migration from and to other systems
business analyst
Business Analyst
  • Identifies ECM-related business problems and propose solutions:
    • Liaises between the business and IT department/vendor
    • Analyzes current processes; identify potential improvements
    • Determines and prioritizes user requirements
    • Assesses feasibility of potential solutions
    • Recommends improved processes
governance specialist
Governance Specialist
  • Sets the rules for:
    • Types of content – in scope and out of scope
    • Types of users and access capabilities
    • Taxonomy
    • Metadata – how much, controlled vs. free format
    • Forms design and standardization
systems administrator
Systems Administrator
  • Maintains the ECM system on a day to day basis:
    • Set ups new accounts, user permissions
    • Maintains controlled metadata
    • Monitors usage
    • Identifies and corrects usage problems
    • Provides preliminary trouble-shooting; reports and communicates outages
support analyst
Support Analyst
  • Assists ECM users experiencing technical and usage problems
    • Trouble-shooting
    • Ad hoc training
    • Content availability
  • Ensures that users know how to use the ECM system through
    • Training sessions for pilot and new implementations
    • Training for upgrades, enhancements, customization
    • Focused training for specialized groups
    • Informal sessions, e.g. "Lunch & Learns”
    • Ad hoc training as required
technical writer
Technical Writer
  • Produces ECM Training Materials such as
    • Manuals – System-wide and specialized
    • Presentations
    • FAQ’s, “Tips & Tricks”
    • Web training courses
  • Actively promotes the benefits of using the ECM system through
    • Marketing initiatives
    • Tying in ECM with other systems and projects
    • Listening for ideas for improvements and acting on them
    • Identifying and mentoring “champions”
traditional library skills how they fit into ecm
Traditional Library Skills:How they fit into ECM
  • “Technical Service Skills”
    • Knowledge of Classification Systems »Taxonomy Design
    • Cataloguing » Metadata assignment, data integrity control
    • Information Retrieval Skills » knowledge and experience with search engines; how to assign metadata so that information can be retrieved quickly and accurately
traditional library skills how they fit into ecm1
Traditional Library Skills:How They Fit into ECM
  • “Public Service Skills”
    • Reference Interview Skills>> useful in systems selection design and in support
    • Training/Orientation skills
    • Marketing skills
where are our skill gaps
Where are Our Skill Gaps?
  • Project Management
    • Scheduling
    • Scope definition
    • Change management
  • Information Technology
    • IT Infrastructure
    • Networks
    • IT jargon
how can these gaps be bridged
How Can These Gaps Be Bridged?
  • Courses
    • Local institutions
    • Seminars (for-profit and non-profit)
    • Online e.g. AIIM, the ECM Association
  • Coworkers in IT
  • Reading & research
  • Practice!
why consider a ecm career
Why Consider a ECM Career?
  • Varied job opportunities
    • All types of organizations using ECM
    • Many types of jobs – implementation, support, training, etc.
  • Long-term stability
    • ECM is now a “mature” but still developing technology
    • Many systems to support, change, migrate
    • Content continues to explode!
  • Field is wide open in terms of qualifications expected
  • Opportunities to use and further develop our unique skills
why does ecm need us
Why Does ECM Need Us?
  • ECM projects frequently fail! Why?
  • ECM implementations often led by IT personnel, who:
    • May favour products for technical, rather than business reasons.
    • Don’t understand content governance issues, information retrieval challenges
    • May not use ECM once it is implemented and don’t understand user frustrations.
    • May consider technological fixes only.
why does ecm need us1
Why Does ECM Need Us?
  • Business users may have input, but they:
    • May not understand ECM’s full capabilities.
    • May not have time, interest or skill for content governance.
    • May not have the “big picture” of the organization’s information needs.
  • Librarians have the skills that can bridge the gap!
parting advice
Parting Advice…
  • ECM is a natural career path for librarians – especially special librarians!
  • If your organization has an ECM initiative or an ECM system in place, get involved. It needs you!
  • An ECM system without knowledgeable people providing governance and support is like a library without a librarian…
    • Over time, not very useable!
parting advice1
Parting Advice…
  • Don’t be afraid that you’re not expert – there aren’t many of them out there ….
and if you don t do it
…And if you don’t do it…

Somebody else will …..

(And probably not as well.)


Any additional questions or comments, or a copy of this presentation, please contact me at:

[email protected]

Thank you!

related articles
Related Articles
  • “TheLibrarian As CM Leader” by Lynn Blumenstein, Library Journal, Volume 130, Issue 15 (15 September 2005), p. 38
  • “Enterprise Content Management” by Debbie Schachter, Wired West, Volume 6, No. 2 (Winter 2003) http://units.sla.org/chapter/cwcn/wwest/v6n2/schachter.htm
related articles cont d
Related Articles (cont’d)
  • “Corporate Librarians & Their Role inEnterprise Content Management” by Susan Stearns, presentation at the Internet Conference & Exhibition for Librarians & Information Managers, November 3-5, 2003. www.infotoday.com/il2003/presentations/Stearns.pps
useful websites
Useful Websites
  • AIIM, the ECM Association: www.aiim.org
  • e-content Institutewww.econtentinstitute.org –Toronto based organization, sponsors “Information Highways” conference
useful websites cont d
Useful Websites (cont’d)
  • The Enterprise Content Management Blog:http://feeds.feedburner.com/ecmblog
  • Gartner: www.gartner.com for trends in ECM players, ECM adoption by organizations, etc.