Information management
Management
In companies, much data and information are generated and used during the product lifecycle process, while cooperating with subcontractors, suppliers or service providers as well as during information product development. Information about the product is the main thing technical writers have to deal with.
The term “information management” is used here in a broader sense of meaning, because within the information product development process, information is available in forms and from sources, e.g. as product data, in documents, and in content modules. The main task of technical writers is to handle information, e.g. to define relevant information sources, to organize the process for information acquisition or to manage all information within the process of the development of an information product.
Topics about information management include a wide range of subjects. Technical writers need to understand the general principles for information management, like content management, document management, archiving, information management and product data management, even if they are not directly in charge of it.
This topic is about collecting, classifying, storing and archiving documents. It is also about giving access to the documents.
- Know the definition of component-based content management
- Understand the differences between component content management systems and document management systems
- Know the prerequisites for introducing a component content management system
- Know about the process of introducing a component content management system (phases, implementation and change management)
- Know the work packages and tasks when introducing a component content management system (e.g., selection of system and provider, producing functional specifications, in-house preparations, data migration, standardisation specifications, system adaptations, process adaptation, system launch, training)
- Understand the benefits, advantages and disadvantages of component content management systems, conditions for efficient use, assessment of cost-benefit ratios
- Use the tools for component content management
- Administer content management systems
- Apply the modularization principles (e.g., management of content and modules) and criteria for modularizing documents and information of modules (e.g., granularity, size, principles for archiving of modules, e.g., storage of modules in databases)
- Understand the relationship between modularization, metadata and standardisation
- Reuse of text and/or graphics: (internal/external) possibilities, problems and errors in case of reuse and generating documents
- Know about metadata for content management, use, significance, typical metadata, variant management (e.g., using variables)
- Understand the relationships between modularization, metadata, reuse, and archiving and publication
- Know the components of content delivery network (CDN)
- Choose the content management systems - CMS or web content management systems (e.g. WordPress, Drupal, Joomla!, ExpressionEngine, TextPattern,…)
- Prepare and evaluate content management strategy
- Explain the concepts of workflow management systems and apply different tools
- Know about the document management principles (e.g., archiving, working directories, storage scheme, file names, metadata, legality, storage concepts, storage structures, file naming and identification, metadata, versioning)
- Identify documents for content management (paper, digital)
- Create metadata for each document (type of files, dates, name of the responsible person)
- Know about types of electronic information (text, image, signal etc.)
- Know about types of information support (paper, internal memory, external memory etc.)
- Assure security for documents
- Define the saving process
- Retrievability of information
- Availability of information products
- Allocation of information to the product
- Document guidance and distribution processes
- Use systems for document management
see also information technology
- Know the different motivations (legal requirements, organisation policies, etc.)
- Define archive support
- Define archiving format
- Manage savings
- Manage access rights (legal regime)
- Determine date to suppress documents
- Know about information management, principles and organisation of information management (e.g., push-and-pull processes) depending on information needs in technical communication
- Know the methods and techniques of sharing and transferring of information
- Recognise and interpret the cases of manipulation of information, conditional information needs, information behaviour
- Know the task fields for information managers
- Manage information in virtual companies
- Know the tools of information exchange for e-business, e-commerce and mobile working
- Set up an information infrastructure for technical communication, information flows and information control in a company, e.g., media (e.g., email, circulation procedures, Wikis, intranet SharePoint®), principles (e.g., push-and-pull processes), procedures
- Know about the availability of company-wide data sources (e.g., ERP, PIM or PDM systems, web CMS) and interfaces with technical communication
- Know about the requirements placed on internal information sources
- Understand the meaning and principles of product data management and product life cycle management
- Understand product data technology
- Coordinate technical data and gather relevant information
- Assist with technical information database entries
- Outline technical information needed for new information products
- Format consistent user-friendly and easily searchable product technical data with IT support for current and future needs
- Track and analyse products’ data and claims to provide the information needed
- Gather specifications for future technical data needs
- Use product data can for technical communication purposes, e.g. for sales documentation, such as price lists and catalogs
- Collaborate with customer service and sales support groups to ensure optimal usage of technical guides