What Is Document Content Management?
Document content management controls the life cycle of your organizations documents
- how they are created, published, reviewed and consumed as well as how they are ultimately retained or disposed. Although the term "management" refers to top-down control of that information, an effective document content management system should reflect the culture of the specific organization using it. The tools your organization uses for document management should be flexible and allow you to control documents' life cycles.
A well-designed document content management system should promote finding and sharing information easily. The system should organize content in a logical way as well as make it easy to standardize the creation of content and presentation across an enterprise. It should promote knowledge management as well as information mining. It should help your organization meet legal responsibilities and provide features at each stage of a specific document's life cycle, from document authoring to template creation, publishing, auditing, reviewing and destroying or archiving.
Elements of a Document Content Management System
An effective document content management solution specifies:
- What types of documents and content can and is created within a specific organization
- What metadata to provide to each type of document
- What template to use for each document
- Where to store documents
- How to control access to a specific document
- How to move documents within an organization as team member contribute to a specific documents review, creation, approval disposition and publication
- What policies to apply to documents to ensure document-related actions are audited
- How documents are converted as the move from on stage to the next during their life cycles
- How documents are treated as corporate records
There is document management software that include features that implement these aspects of document content management. To ensure that information workers can take advantage of this software's capabilities without having to depart from day-to-day operation and familiar tools, applications in this software also include a number of features that support each specific stage of a document's life cycle.
Document Content Management Planning Process
The document content management planning process consists of the following steps:
- Identify document management roles Ensure that you plan incorporates the feedback of your organization's key stakeholders
- Analyze document usage Determine the types of documents worked on an how they will be used
- Plan the organization of documents Determine where your documents will be stored, in a library, team site or portal site.
- Plan how content moves between locations A document may need to be moved or copied from one site to another
- Plan content types Use content types to organize information about types of documents
- Plan content control Your organization can plan the degree of control for each storage location and content type
- Plan workflows Control and track how document move from team member to team member
- Plan policies Plan information management policies for each content type
Document content management is a very important process consisting of how documents within your organization are created, reviewed, published and consumed as well as how they are ultimately disposed of or retained. Document content management controls the life cycle of the documents in your organization.
by: Ron Thompson, Jr.
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