Bring Your Own Devices (BYOD) Survival Guide

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8

Content Management,

Mobile and Otherwise

Information is essential to running a successful business. Nowadays, infor-

mation is acquired from many sources, including from employees out in

the eld using mobile devices, some of which are BYOD. All of this infor-

mation needs to be managed using some form of content management.

ere are four major elements to Enterprise Information Management,

or EIM: correspondence management, workow management, document

management, and records management.

In a modern organization, these information assets might take the

form of documents, multimedia objects, corporate public relations and

advertising, technical documents, images, sounds, video, databases,

e-mails, and knowledge bases stored either in-house or in the cloud.

EIM systems should be considered strategic investments, as they will

aect the conduct of business throughout every part of the organization.

Most implementers of EIM systems recommend that there be a single,

clear vision of the desired end result of implementing the EIM. is

vision must be understood and supported by those at the very highest

levels of leadership.

ere are several varieties of EIM systems that can be implemented, as

shown in Figure8.1:

1. Content management system (CMS): Usually focus on Intranet-based

or Internet-based corporate content including data and knowledge

bases.

2. Document management system (DMS): Focuses on the storage and

retrieval of work documents (e.g., forms), in their original format.

150 • Bring Your Own Devices (BYOD) Survival Guide

3. Records management system (RMS): e management of both phys-

ical and electronic documents.

4. Digital asset management (DAM): Similar to RMS but focused on

multimedia resources, such as images, audio, and video.

5. Brand management system (BMS): Management of advertising and

promotional materials.

6. Library management system (LMS): e administration of a (corpo-

rate) library’s technical functions and services.

7. Digital imaging system (DIS): Automates the creation of electronic

versions of paper documents (e.g., PDF les) that are input to records

management systems.

8. Learning management system (LMS): e administration of train-

ing and other learning resources. Learning content management

systems (LCMS) combine content management systems with learn-

ing management systems.

9. Geographic information system (GIS): Computer-based systems for

the capture, storage, retrieval, and analysis and display of spatial

(i.e., location-referenced) data.

10. Mobile content management system (MCM): Allows secure docu-

ment distribution and mobile access to corporate documents.

11. Mobile device management system (MDM): Allows the manage-

ment of large-scale deployments of mobile devices.

MDM

BMS

ECMS

CMS

RMS

DAM

MCM

LMS

DIS

GIS DMS

FIGURE 8.1

Enterprise Information System components.

Content Management, Mobile and Otherwise • 151

Enterprise content management systems (ECMS) combine all of the

above within an organizational setting. We will delve into the most

important of these in greater detail. What you will nd is that managing

BYOD eectively requires MCM and MDM systems that work synergisti-

cally with enterprise content management systems.

CONTENT MANAGEMENT SYSTEM (CMS)

is digital content life cycle consists of six primary states: create, update,

publish, translate, archive, and retire. For example, an instance of digital con-

tent is created by one or more authors. Over time that content may be edited.

One or more individuals may provide some editorial oversight thereby

approving the content for publication. Once published that content may be

superseded by another form of content and thus retired or removed from use.

Content management is an inherently collaborative process. e process

oen consists of the following basic roles and responsibilities:

1. Content Author—responsible for creating and editing content. e

author could reside in house or be out on the road contributing con-

tent via mobile device.

2. Editor—responsible for tuning the content message and the style

of delivery.

3. Publisher—responsible for releasing the content for consumption.

4. Administrator—responsible for managing the release of the content ulti-

mately placing it into a repository so that it can be found and consumed.

A critical aspect of content management is the ability to manage ver-

sions of content as it evolves (i.e., version control). Authors and editors

oen need to restore older versions of edited products due to a process

failure or an undesirable series of edits.

A content management system is a set of automated processes that may

support the following features:

1. Identication of all key users and their roles.

2. e ability to assign roles and responsibilities to dierent instances

of content categories or types.