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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?