In this installment of our Minimalist Approach to Content Governance we finally get to the fun part of the content creation process! Once the content requester has addressed the items outlined in the Request Phase it is time to setup and begin the production of content.
For this to be done correctly it is important the the content be assigned appropriate workflow and security information. As in our prior phase, let’s take a look at what can be done to streamline this process – as contributors are focused on getting information to their end users as quickly as possible. This often means that details around how to ensure that the materials are properly managed can be overlooked, but fortunately there are some techniques that leverage our content management system’s native capabilities to automatically take care of some of the details.
1. Determine Access
Why – Even if content is not something that needs to restricted due to security reasons, it is helpful to apply access rights so that the content ends up being visible only to users that it relates to. This will greatly improve user experience. For instance, if your team is working on a group project many of your fellow company employees do not need to see the content that is being worked on for that project.
How – Make use of native content features that allow propagation of security and meta data from parent folders within your content system that have been setup for your particular effort. This makes it painless to enforce security, as well as meta data policies for even the most unorganized users. The default settings at a parent level can be set once the content creation request has been accepted and a location in the content management system is assigned for your specific project.
Impact – Users can find information will less effort, as they will only be exposed to what they need for their work and can leverage advanced search features to take advantage of meta data assigned to content. The combination of default security and meta data will also help in running reports against the content in the Manage and Retire stages that we will discuss in the next 2 posts.
2. Assign Workflow (optional depending on nature of content)
Why – Every case for workflow is going to be a bit different, but it generally involves ensuring that content conforms to management, legal and or editorial requirements.
How – Oracle’s Universal Content Management offers two ways of helping to workflow content without much effort. Workflow can be applied to content based on Criteria acting on meta data or explicitly assigned to content with a Basic workflow.
Impact – Any content that needs additional attention before release is addressed, allowing users to comment and version until a suitable result is reached.
By using inheritance from parent folders within the content management system content can automatically be given the right security, meta data and workflow information for a particular project’s content. This relieves the burden of doing this for every piece of content from management teams and content contributors. We will cover more about the management phase within the content lifecycle in our next installment.