Download Content Management Systems: Who Makes the Rules?

Content Management Systems:
Who Makes the Rules?
Jill Katte, Duke University
David Mitchell, Wyeth Vaccines
NHPRC Electronic Records Research Fellowship
October 2006
Why this idea?
•
•
Managing the Digital University Desktop data
Websites as containers of archival content
(see Pearce-Moses presentation, 2004)
•
Duke University CMS initiatives
Content Management Systems: Who Makes the Rules?
Assumptions and parameters:
•
Assumption: webmasters and archivists may be
missing opportunities to collaborate
•
Parameter: focus on website content
management, not learning management
Content Management Systems: Who Makes the Rules?
Research questions:
•
•
•
•
•
How are our peer institutions using website CMS?
How will a CMS affect information management at
Duke and elsewhere?
Do content managers follow official policies for
archiving “expired” web records?
Is long-term preservation a concern for CMS
administrators?
What CMS tools could be used to identify archival
content and transfer it to an archival repository?
Content Management Systems: Who Makes the Rules?
Project Goals:
•
•
•
Identify opportunities/obstacles in collaboration
between archivists & web content managers
Conduct small pilot program in preserving CMS
content in archival repository
Raise awareness of archives/preservation
concerns to CMS administrators
Content Management Systems: Who Makes the Rules?
Scope and methodology:
•
•
•
Duke’s peer institutions: “doctoral/research
universities, extensive”
Brief initial survey of archivists and webmasters
to identify web CMS users, ER policies,
interview volunteers
In-depth telephone interviews
Content Management Systems: Who Makes the Rules?
Initial Survey Questions:
1.
2.
3.
4.
Does your institution use a content management
system (CMS) to manage its Web site(s)?
Which CMS does your institution use (or plan to use)
to manage website content? (Please list all, including
home-grown systems)
Does your institution have a policy for preserving
website content?
Would you be willing to discuss the use of CMS in
greater detail as part of this research project? (if yes,
enter email address)
Content Management Systems: Who Makes the Rules?
Initial web-based survey:
95 total respondents =
65 webmasters
30 archivists
Content Management Systems: Who Makes the Rules?
Q1. Does your institution use a content
management system (CMS) to manage its
Web site(s)?
39% = Yes
28% = No, but we plan to use
14% = No, do not use, do not plan to
0% = Previously used, but abandoned
19% = Don’t know
Content Management Systems: Who Makes the Rules?
Q2. Which CMS does your institution use (or
plan to use) to manage website content?
Top three responses:
1. Home-grown systems
2. CommonSpot
3. Collage, RedDot, Stellent
Content Management Systems: Who Makes the Rules?
Home-grown
CommonSpot
Collage
RedDot CMS
Stellent
Approximate Cost
?
Starts at$19,000
Starts at $10,000
Starts at $55,000
?
Audit Trail
?
Yes
Yes
Yes
Yes
Content Approval
?
Yes
Yes
Yes
Yes
Granular Privileges
?
Yes
Yes
Yes
Yes
Versioning
?
Yes
Yes
Yes
Yes
Zip Archives
?
No
?
?
Yes
Static Content
Export
?
Yes
Yes
Yes
Yes
Content
Scheduling
?
Yes
Yes
Yes
Yes
Content Staging
?
Yes
Yes
Yes
Yes
Workflow Engine
?
Yes
Yes
Yes
Yes
Metadata
?
Yes
Yes
Yes
Yes
Document
Management
?
Yes
No
Costs Extra
Yes
Data from CMSmatrix.org
Q3. Does your institution have a policy for
preserving website content?
18% = Yes
61% = No
21% = Don’t know
Content Management Systems: Who Makes the Rules?
Initial Survey Summary:
• Web CMS becoming more widely adopted
• Home-grown systems prevalent
• Most products advertise versioning, metadata,
workflow management, of some kind
• Web records policies either don’t exist, or are
not well-known
Content Management Systems: Who Makes the Rules?
In-depth phone interviews:
Five sections
1. Planning and decision-making
2. Implementation and workflow
3. Web electronic records policies
4. Archiving website content
5. Collaboration
Content Management Systems: Who Makes the Rules?
Interview Results and Conclusions
Content Management Systems: Who Makes the Rules?
Sections 1-2: Planning & Implementation
Most web CMS…
• In use for less than 1 year – implementation
phase varies
• Offers workflow management tools, but not
being fully implemented
• Collects metadata about content, but not much
beyond standard file maintenance info
Content Management Systems: Who Makes the Rules?
Section 3: Web Electronic Records Policies
• Most interviewed do consider at least part of
website to be an “official university record”
• About half interviewed had electronic records
management policy
• Most said web content was not included in those
policies
• Most had no metadata guidelines for electronic
records
Content Management Systems: Who Makes the Rules?
Section 4: Archiving
Do content managers follow official policies for
archiving “expired” web records?
•
•
•
•
No formal policies
Content owners decide
Not saving versions
Decision making is widely distributed
Content Management Systems: Who Makes the Rules?
Section 4: Archiving
Preparedness
• 10 of 15 are totally unprepared or
unprepared to archive website content
• 7 are totally unprepared or unprepared to
retrieve and reconstruct archived website
content
Content Management Systems: Who Makes the Rules?
Section 5: Collaboration
Collaboration on policy setting
• 11 of 15 experienced no or very little
collaboration between webmasters and
archivists/records managers
Content Management Systems: Who Makes the Rules?
Section 5: Collaboration
Collaboration with other campus units
regarding guidelines for archiving or
setting expiration dates
8 of 15 said “no” (but 5 of 15 said “yes”)
Content Management Systems: Who Makes the Rules?
Sections 4-5: Archiving & Collaboration
Hindrances?
•
•
•
•
No direction/communication about policy
Lack of interest
No perceived need
Resource issues
Content Management Systems: Who Makes the Rules?
Content Management Systems:
Who Makes the Rules?
No one makes the rules
…and…
Everyone makes the rules
Content Management Systems: Who Makes the Rules?
Project website:
Content Management Systems:
Who Makes the Rules?
http://www.duke.edu/web/CMSproject
Content Management Systems: Who Makes the Rules?
Questions?
Content Management Systems: Who Makes the Rules?