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DMBOK - Chp 9
Document & Content Mgmt
| Question | Answer |
|---|---|
| Document and Content Management entails | controlling the capture, storage, access, and use of data and information stored outside relational databases. |
| Document and Content Management focuses on | maintaining the integrity of and enabling access to documents and other unstructured or semi-structured information. |
| Document and Content Management Suppliers | Legal team Business team IT team External party |
| Document and Content Management Participants | Data steward Data management professional Records management staff Content management staff Web development staff Libraries |
| Document and Content Management Consumers | Business user IT user Government regulatory agency Audit team External customer |
| Document and Content Management primary drivers | Regulatory compliance the ability to respond to litigation and e-discovery requests, business continuity requirements |
| Generally Acceptable Recordkeeping Principles (GARP) | describes how business records should be maintained and provides a recordkeeping and information governance framework with associated metrics. |
| GARP principles | Accountability Integrity Protection Compliance Availability Retention Disposition Transparency |
| Content | The data and information inside a file, document, or website. |
| Content Management | The process, techniques, and technologies for organizing, categorizing, and structuring information resources so that they can be stored, published, and reused in multiple ways. |
| Metadata for unstructured data content is based on | Format Search-ability Self-documentation (i.e.., whether it's self-documenting) Existing patterns (e.g., library patterns) Content subjects Requirements (e.g., need for thoroughness and detail of retrieval) |
| Content Modeling | The process of converting logical content concepts into content types, attributes, and data types with relationships. |
| Levels of content modeling | Information product level which creates an actual deliverable (e.g., a website) Component level which details the elements that make up the information product model |
| Content delivery methods | Web pages, print, mobile apps, eBooks and other interactive video and audio applications |
| Controlled vocabularies | A defined list of explicitly allowed terms used to index, categorize, tag, sort, and retrieve content through browsing and searching. |
| ANSI/NISO Z39.19-2005 Construction, Format, and Management of Monolingual Controlled Vocabularies | Describes vocabulary management as a way to improve the effectiveness of information storage and retrieval systems, web navigation systems, and other environments. |
| Vocabulary view | Subset of a controlled vocabulary, covering a limited range of topics within the domain of the controlled vocabulary. Necessary when the goal is to use a standard vocabulary containing a large number of terms, but not all terms are relevant to some |
| List of terms | Pick lists, web pull-down lists, and lists of menu choices in information systems. |
| Pick list | Often buried in an application, managed as faceted taxonomies insisde the software. |
| Term management | Specifying how terms are initially defined and classified and ow this information is maintained once it starts being used in other systems. |
| Equivalent term relationship | A relationship between or among terms in a controlled vocabulary that leads to one or more terms to use instead of the term from which the cross-reference is made. |
| Hierarchical relationship | A relationship between or among terms in a controlled vocabulary that depicts broader (general) to narrower (specific) or whole-part relationships. |
| Related term relationship | A term that is associatively but not hierarchically linked to another term in a controlled vocabulary |
| Synonym ring | Set of terms with roughly equivalent meaning |
| Authority list | A controlled vocabulary of descriptive terms designed to facilitate retrieval of information within a specific domain or scope. |
| Taxonomy | A naming structure containing a controlled vocabulary used for outlining topics and enabling navigation and search systems. |
| Classification schemes | Codes that represent controlled vocabulary (e.g., Dewey Decimal Systems) |
| Folksonomies | Classification schemes for online content terms and names obtained through social tagging. |
| Ontology | Type of taxonomy that represents a set of concepts and their relationships with a domain. Provide the primary knowledge representation in the Semantic Web, and are used in the exchange of information between Semantic Web applications. |
| Documents | Electronic or paper objects that contain instructions for tasks, requirements for how and when to perform a task or function, and logs of task execution and decisions. |
| Records | Provide evidence that actions were taken and decisions were made in keeping with procedures. |
| Document Management | Encompasses the processes, techniques, and technologies for controlling and organizing documents and records throughout their lifecycle. |
| Records management (included in Document Management) | includes full lifecycle from record creation or receipt through processing, distribution, organization, and retrieval, to disposition. |
| Characterisitcs of well-prepared records | Content Context Timeliness Permanency Structure |
| Data Map | an inventory of all electronically stored inventory (ESI), applications, and IT environments that include the owners of the applications, custodians, relevant geographical locations, and data types |
| Electronic Discovery Reference Model (EDRM) phases | Identification: Early Case Assessment & Early Data Assessment Preservation Collection Processing Review Production (data is turned over) |
| Information Architecture | Process of creating structure for a body of information or content. Includes controlled vocabularies, taxonomies and ontologies, navigation maps, metadata maps, search functionality, use cases, and user flows |
| Semantic Modeling | type of knowledge modeling that describes a network of concepts (ideas or topics of concern) and their relationships. E.g., can map database tables and views to concepts that are meaningful to business users |
| Semantic searching | Focuses on meaning and context rather than predetermined keywords. E.g., use artificial intelligence to identify query matches based on words and their context. |
| Document and Content Management planning activities | Record Management develop Content Strategy Create content handling policies Define content information architecture |
| Document and Content Management managment activities | Capture records and content Versioning and control Back-up and recovery Retention and disposal Audit documents / records |
| Document and Content Management publish and deliver activities | Provide access, search, and retrieval Determine acceptable channels |
| ECM | Enterprise Content Management |
| Document management system | Application used to track and store electronic documents and electronic images of paper documents. |
| Image Processing | Captures, transforms, and manages images of paper and electronic documents. |
| Content Management System (CMS) | Used to collect, organize, index, and retrieve content, storing it either as components or whole documents, while maintaining links between components. |
| Controlled Vocabulary and Metadata Tools | tools that range from office productivity software, Metadata repositories, and BI tools, to document and content management systems. |
| Standard Markup and Exchange formats | XML (Extensible Markup Language) JSON (JavaScript Object Notation) RDF (Resource Description Framework) SKOS (Simple Knowledge Organization System) OWL (W3C Web Ontology Language) Schema.org |
| Document and Content Management Techniques | Litigation Response Playbook Litigation Response Data Map |
| Information Governance Reference Model (IGRM) | Describes the relationship of Information Governance to other organizational functions. |
Created by:
sshupert