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1 InformationAustralia IMS9300 IS/IM Fundamentals Lecture 11 Web content management Structuring information for use Archiving and storage of information A pilot portal project that the National Library of Australia is involved in with 5 public libraries. Lynette Lewis, Yarra Plenty Library will be talking about/demonstrating InformationAustralia to our classes (IMS5016/IMS3616) on Monday, May 24 at 1pm in B2.15. All most welcome 2 Outline Features of a CMS Web content management Structuring information for use Archiving and storage of information Delivers up-to-date, accurate, and personalized content to various target audiences. Supports content providers in regularly making changes, adding new content or updating existing material. Ensures that materials are displayed only when they are current, and removed when they become out-of-date. Supports fast approval of content for timely delivery Enables personalized content to match the needs, interests, and language of the individual user 3 4 Efficient, self-service authoring for nontechnical content providers Support for worldwide content authoring Content authors should be able to quickly create materials using standard desktop applications, as well as image, video, and other types of media files. After materials have been developed, content providers should be able post them to the Web using pre-built design templates that provide the proper formatting and corporate branding elements. Creating new content, or revising existing materials, should not require the involvement of scarce technical resources. Non-technical content authors should be empowered to keep content up-to-date and be able to directly post content to either a staging environment or a live Web site. Browser-based authoring permits contributors to work from any location. This also simplifies support logistics since a Web authoring client eliminates the need to install and maintain software in remote locations. Global marketing requires a multi-lingual site. That requires support for all major languages. Time zone synchronization ensures that content is presented at the right time, regardless of the author's location 5 6 1

2 Automated scheduling for both content publishing and archiving An integrated workflow process to automate content approval Calendaring should allow content providers to determine when content is presented on the site and when it is removed. Automating this process ensures that datesensitive information is available only while relevant. And no one in the organization has to remember when to post or eliminate site content. Routing of materials for approval should follow a predictable process. Non-automated processes are subject to human error, resulting in the omission of essential reviewers. Often when such a mistake is discovered, several employees must take time to remove and replace the erroneously posted material. More importantly, the posting of inaccurate Web content can impact the organization's credibility or even its income. 7 8 Component architecture Version archiving and an audit trail Separates content from the presentation format The same information can be delivered using various formats, depending upon the site user s needs and interests. Dynamic serving of content builds pages on-the-fly as they are requested Provides a record of site changes Time and effort can be saved if authors can refer back to a previous version of a Web page Cutting and pasting copy from an earlier version can speed the creative process, or quickly correct an error Webmaster is able to determine who has made which changes on the site Full site audit for legal reasons 9 10 Template-based Web content publishing Centralized control of site design elements Templates ensure Consistency of look and feel logical organization of the site's content Content providers create materials in common desktop applications then copy and paste into a design template. System will automatically handle content using predefined site rules. A system will have problems if content providers have to remember rules, follow non-automated procedures, or voluntarily comply with design standards Designers should design Authors should develop content When a site design team controls decisions about page layout, colors, fonts, navigation, and graphical elements, branding consistency is assured. More adherence to other corporate standards. Important when content providers are located in remote offices

3 Dynamic Web pages Structuring material Content is easily served up in formats appropriate to various browsing devises when it is stored separately from its format. Pages can be compiled on the fly when they are requested. Separating content and presentation ensures that your site will look right, regardless of the device a used to access it. Based on user requirements Tool functionality [how the Web works] Content Legal requirements Sequencing material From simple to complex presentation Linear Linear with small sidetracks Menu Web [These are all dependent on the hypertext fundamentals of the Web, with increasing degrees of complexity] Linear Linear extended Screens are sequenced directly and simply Users can navigate easily Not suited to complex material Allows for diversion to more complex content Still fairly simple Links to supporting [external] materials

4 Menu Web structure Provides for more complex access Easily supported in file structure Are menus like books or like computer systems or how we think? This is what the Web is good at Is this what humans are good at? Suited to complex material Design Principles Clarity and Simplicity Simplicity Support Familiarity Obviousness Encouragement Satisfaction Availability Safety Versatility Personalization Affinity Subtractive design Keep it simple Visual hierarchy Relative position and importance of visual objects Affordance Objects are immediately understandable and usable Visual scheme mapped to the user model The presentation of the material coincides with the model Accessibility Archiving and Storage Not all users have full use of all senses How can the blind and visually handicapped make better use of the Web? A legal requirement for some sites e.g. government sites in USA, Australia, UK etc. Keys are Content [what to preserve] Medium [on what] Hardware [accessible how?] Challenges are Volume of material Loss of information in conversion at any stage Unknown longevity of media and techniques

5 Summary Web content management Structuring information for use Archiving and storage of information 25 5

INTRODUCTION TO THE STATE OF MICHIGAN S SHAREPOINT ENVIRONMENT

INTRODUCTION TO THE STATE OF MICHIGAN S SHAREPOINT ENVIRONMENT WHAT IS SHAREPOINT? The State of Michigan is using SharePoint services to create intranet sites and team rooms to share information and foster