This is a term many of us have heard in relation to physics, weather and other situations or events, but rarely in relation to content. When we hear the term chaos, we immediately think of disorder, confusion and disaster. The aftermath of Hurricane Katrina is a prime example of chaos following a catastrophic event that we can relate to chaos but what of content? Think of how chaotic an environment exists within an organization, when content feeds digital landfills that are growing exponentially year after year. There is no consistency in how the information is labeled, where it resides and who is responsible for it all. So how can order come from this chaos? In my view, when you conduct information audits, documenting where information resides, what the information is and who owns it, you can begin to formulate patterns emerging from the community. Even though there may be no formal taxonomy and vocabulary, there will be similarities among the users. You will see patterns emerge from the sales force that show content being stored by client name and perhaps content types like contract and sales order. In Human Resources you might find that content is stored in similar fashion using applicant and employee name combined with content types of Benefits, Payroll and Performance Reviews. Conducting an information audit to assess where it resides, how much and ownership is a significant step that can also provide a foundation for the creation of a taxonomic structure and a sense of the vocabulary in place. Granted the syntax will vary from user to user but patterns will emerge if you look for them. This can be especially useful if you have been given the task to implement a structured environment for ECM when one does not exists. In fact, conducting an information audit and looking for these patterns is a good step forward in general. You may also look to the existing records management structure, if there is one, and see how the two environments might align or develop alignment between the two and establish a process to feed one from the other with less anxiety and more consistency. I have heard from students that one place they like to start is the existing file rooms to get a sense of any formal structure that may exist and then map the results from their audits to that structure. I guess the point here is that when you are dealing with unstructured information and content, it is easy to be overwhelmed by the apparent chaos presenting itself in your organization. Content of all types resides in many places on the network and beyond, giving a sense this is an impossible task. Keep focus on the fact that while an information audit is a daunting task, the result with not only yield what you have, who has it, were it resides and how much exists, you will also have a good foundation to find order in the present chaos through the patterns you uncover that will deliver a clear and stable tomorrow. What say you? Have you order from your chaos? Do you have a story to tell? I want to hear from you and learn what you and your organization are doing. Looking to increase your level of knowledge? Join me in for the ECM Certificate course in: Chicago, IL from August 25-28 Silver Spring, MD from September 15-18 Kirkland, WA from September 29 - October 2 I look forward to seeing you there. Bob Larrivee – AIIM Follow me on twitter – BobLarrivee and remember to visit www.aiim.org/training and www.informationzen.org, AIIM’s free social network created just for you.
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