mapping the content ecosystem

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©2005 R.Hanna, Southwestern Ontario STC Education Seminar Mapping the Content Ecosystem Single-sourcing and the Information Management Model

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Education Day Seminar Presented to STC Southwestern Ontario Chapter in 2005 featuring the Information Management Model

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Page 1: Mapping the content ecosystem

©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Mapping the Content Ecosystem

Single-sourcing and the Information Management

Model

Page 2: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Session Objectives Defining the Issues of Single-

Sourcing Separating Information from

Content Building Content from a Single

Source Wrapping Up

Page 3: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Session Format Introductions Guided discussion Jump in with your questions

Page 4: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

About the Speaker Rob Hanna is a Senior Technical Writer at International Financial

Data Services (IFDS) where he is responsible for user documentation for their suite of software solutions for the financial services sector.

Hanna has been writing professionally across several industries since 1990. He has also enjoyed writing for many different types of audiences. Starting from a background in aviation, his career lead from writing reports and operation guides for municipal airports to the role of production editor for one of Canada's largest circulating aviation periodicals.

In 1997 his career began to take more of a focus on writing than aviation as he stepped off into the role of technical writer for CAE Electronics. Soon software engineering began to play a more prevalent role in the types of documents Hanna was responsible for. Since leaving CAE in 2001, Hanna has worked for two other information technology groups at Entrust Technologies and Canadian Tire before joining IFDS in Toronto.

Hanna is a Senior Member of the Society for Technical Communications and a very active participant in the local technical writing community. In 2002, Hanna was instrumental in forming the Toronto STC Single-Sourcing SIG. Since then, the SIG has grown from a small clutch to a mailing list in excess of 70 members.

Page 5: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Section 1 Defining the Issues of Single-

Sourcing

Page 6: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What is Single-Sourcing? “…create and store reusable

content within a single source, and deliver that content to any number of multi-channel information products.” Ann Rockley – Managing Enterprise

Content 2003

Page 7: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What is Single-Sourcing? “A documentation method whereby

multiple deliverables differing in content and/or format can be created from a single-definitive source of information. These deliverables can be systematically recreated and the content reused without ever modifying the source.” Sean Brierley – STC Single-Sourcing SIG 2002

Page 8: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What is Single-Sourcing? “A combination of planning,

writing, and tools that lets you create a single content repository, then use that repository to create a variety of deliverables.” Sanders - 2002

Page 9: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What is Single-Sourcing? “Single-sourcing is any process

used to systematically create information products from a single defined source of information.” Hanna, Hills, and Marques – Single-

Sourcing Deconstructed 2003

Page 10: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What it isn’t? Why it isn’t strictly about

automation Why it isn’t strictly about reuse

Page 11: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Why Single-Source Single-sourcing will…

Improve the consistency of information

Save on maintenance and customization efforts

Improve the quality of the content Require significant upfront planning

and investment

Page 12: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

When to Single-Source Consider a single-sourcing project if…

The document is deliverable to clients or is tied directly to a product or service

The document has a long life expectancy Many updates can be expected over time Several variants may exist at any one time Parts of the document are reused elsewhere

Page 13: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

10 “Problems”with Single-Sourcing

Adds a New Level of Information Management Emphasizes Specialization over Generalization Adds Unnecessary Overhead Involves Tools and Technologies Unrelated to

Writing Uses Small Strictly Defined Units of Text Further Separates Appearance from Content Requires a Migration Effort Introduces Stressful Change Requires Data Management Skills Costs Significant Time to Correct Small Mistakes

Presented at 51st Annual STC Conference by

Heather Hull, MotiveDave M. Yeates, Texas Tech

University

Page 14: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Evolution of Single-Sourcing First Stage: Content Repurposing Second Stage: Content Reuse Third Stage: Content Management Fourth Stage: …

Page 15: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What’s holding us back? Exponential Increase of Cost

Tool Acquisition Vendor Support Consulting Services

Adoption of Change Going Beyond the Point of No

Return

Page 16: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What’s needed? Standards

Without standards, every implementation is different

Tools cannot be successfully developed Lack of standards breeds discord

Other industries manage single-sourcing with standards Software Manufacturing

Page 17: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Developing a Standard In auto manufacturing,

engineers have long accepted the premise of reuse of standardized components and don’t reinvent the wheel each time

If it were left up to us, we’d still be fighting traffic in a horse and buggy

Page 18: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Section 2 Separating Information from

Content

Page 19: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

What is content management? Records Management Document Management Web Content Management Content Management Knowledge Management

Page 20: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Managing the Content Metadata Ownership Scope Traceability

Page 21: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Modelling Content Unified Content Strategy

Reuse Maps Information Mapping

Procedure Process Structure Concept Principle Fact Classification

Page 22: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Modelling Content Darwin Information Typing

Architecture Topic (Base)

Task Reference Concept

Page 23: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Modelling the Product Cycle Separation of Content from

Information Information vs Presentation Layers Differences are subtle but

significant

Page 24: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Information Lives And it dies a thousand deaths Content is static

Page 25: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Section 3 Building Content from a Single

Source

Page 26: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Information Objects

Output: Information ProductInput: Information ObjectRepository: Information Core

Page 27: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

123

Single-Sourcing Objects

Page 28: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Building Traceability

12

Page 29: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

The Content Ecosystem

Requirement

Design

Specification

Physical Capital

Resource

Task

Skill

Human Capital

Concept

Rules

Action

Result

Intellectual Capital

Objective

The BusinessWhy?

Who? How? What?

Page 30: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

The Information Types 1 Objective 2 Resource 3 Task 4 Skill 5 Concept 6 Rule 7 Action 8 Result 9 Requirement 10 Design 11 Specification

Page 31: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Wrapping Up

Section 4

Page 32: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

ITIL Process Document

Page 33: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Software Requirements

Page 34: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Intranet

Page 35: Mapping the content ecosystem

Mapping the Content Ecosystem©2005 R.Hanna, Southwestern Ontario STC Education Seminar

Other Resources Information Management Model Whitepaper

(http://www.ascan.ca/stc/imm_whitepaper.pdf) Single-Sourcing Deconstructed

(http://www.stctoronto.org/meetings/mtg-2003-03.htm)

Toronto STC Single-Sourcing SIG (http://www.stctoronto.org/sigs)

Or for more information, contact:

Rob [email protected]

(416) 723-4183