Best Practices in Document Management

Develop your cost-effective and future-proof documentation strategy
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  • Lectures 27
  • Length 1.5 hours
  • Skill Level Beginner Level
  • Languages English
  • Includes Lifetime access
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    Available on iOS and Android
    Certificate of Completion
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About This Course

Published 11/2015 English

Course Description

Documentation is nowadays regarded as an integral part of selling a product or service to customers. You might have at your disposal the best technological systems, publishing applications and the related tools for working and editing your content, but without the proper best practices in place, chances are the processes you implement for taking care of the life cycle of your documentation will not be planned and managed adequately, which means that you will be less successful in your operations.

You need best practices for several reasons - for example, they allow you to plan the delivery of your documentation in a more rigorous manner, allow you to cut down on costs, have more visibility of your processes and be able to manage your human and technological resources in a better way, among other benefits. The great thing with best practices is that they allow you to implement your systems, processes, and roles within a framework that is future-proof and that you can reconfigure as, and when required.

This course is all about these best practices and is an invaluable reference for anyone wishing to take document management to the next level. You will gain awareness of all the fundamental considerations for turning documentation into, not only a corporate-wide function, but also to improve the way you think about the delivery of your documentation at a personal level. Furthermore, while this course is primarily focused on document management, it is by no means limited to that - meaning you will find it really helpful in any environment where building a successful strategy for the delivery of content is required, whether that be finance, legal, engineering, software and many more. So, dive in and unleash the full potential of your content by adopting these best practices in document management!

What are the requirements?

  • There are no prerequisites to this course
  • Equipment for taking notes (e.g. pen and paper)

What am I going to get from this course?

  • Identify the causes of inefficient documentation
  • Apply a set of best practices to roll out a cost-effective and future-proof corporate strategy for documentation
  • Champion change management processes related to documentation, from an enterprise analysis perspective
  • Speak the lingo of technical publications at a conceptual level

What is the target audience?

  • This course if for anyone who is directly or indirectly impacted by documentation
  • This course is for individuals wishing to gain knowledge of how to plan and manage the documentation cycle
  • This course is not intended for those who already have extensive knowledge of document management

What you get with this course?

Not for you? No problem.
30 day money back guarantee.

Forever yours.
Lifetime access.

Learn on the go.
Desktop, iOS and Android.

Get rewarded.
Certificate of completion.

Curriculum

Section 1: Introduction
02:02

This is the very first lecture in this series, where we'll go through introductions and an overview of the course structure.

02:42

Here, we'll be looking at who the target audience is for the course as well as the key learning objectives.

02:42

In this lecture, we'll first find out how almost any documentation issue could be due to three distinct factors or a combination of these factors. We'll also discuss some of the common causes of inefficient documentation.

03:48

This is a continuation of the previous lecture on the causes of inefficient documentation.

03:55

This is a continuation of the previous lecture on the causes of inefficient documentation.

Article

In this short lesson, we'll summarize the main points discussed in this section of the course.

5 questions

This set of questions will test your understanding of the causes of inefficient documentation.

Section 2: The best practices
05:06

In this lecture, we'll visit an important best practice that looks at the arrangement of a high level framework to address what you need to manage during the documentation cycle.

02:26

In this lecture, we'll talk about the concept of "single source publishing" and why it's so important to avoid duplication and encourage reuse.

04:21

Modular documentation works hand in hand with single source publishing. In this lesson, we'll look at what modular documentation exactly is about at a conceptual level.

6 pages

This activity will test your understanding of the basics of modular documentation.

04:10

The appropriate implementation of roles and responsibilities in document management is another crucial best practice. This lecture elaborates on this best practice.

03:36

This lecture discusses the need to have clearly defined workflows to ensure the smooth running of the documentation cycle.

06:16

It's all about looking good! To ensure consistency across document sets, there is the very important best practice for creating, using and maintaining style guides. This lecture elaborates on this best practice.

03:02

This lecture talks about the necessity for defining appropriate file naming and title conventions.

03:37

Metadata is data about data. Your documentation may carry lots of metadata which can be applied, at an implementation level, to drive workflows, search and a whole host of other automated processes. This lecture identifies the importance of understanding which document metadata work best for your document sets.

03:41

In this lesson, we'll discuss the best practice for keeping a shared glossary of common terms. It might sound trivial, but this best practice is often taken for granted.

03:26

"Content at the right place" - this is what this best practice is all about. In this lecture, we'll tackle this consideration in more detail.

05:17

Writers often have to generate documents with little or no knowledge of the target audience. In order to ensure that the target audience is addressed, there is the crucial best practice for incorporating user analysis as part of your documentation cycle.

03:12

It is always a good idea to reflect on the performance of your documentation. Incorporating knowledge management principles in the documentation cycle allows you to move a step closer towards a seamless documentation strategy.

Article

In this short lesson, we'll summarize the main points discussed in this section of the course.

6 questions

This set of questions will test your understanding of the best practices.

Section 3: Applying the best practices
02:40

This lecture provides the context for how to apply the best practices we covered in the previous section.

03:24

When rolling out a content or document management system, a very important activity is to perform an objective evaluation of possible technology vendors. This lecture looks at how we're able to consult our best practices to perform the vendor selection activity efficiently.

03:29

Planning an architecture for document management at enterprise level can be a daunting activity. However, with our checklist of best practices we're able to get good insights on what to consider to make it happen.

Article

In this short lesson, we'll summarize the main points discussed in this section of the course.

4 questions

This set of questions will test your understanding of the applications of the best practices.

Section 4: Course wrap-up
02:56

This is the last lecture which concludes this series.

1 page

This is the solution for the modular writing exercise.

Article

Attributions and special thanks to friends and family, etc.

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Instructor Biography

Dr. Tish Chungoora, Knowledge Modelling Specialist

Family and friends have always told me that I could be good at teaching, so I thought "okay, let's put that to the test!" We've now stepped into an age of digital knowledge revolution and, indeed, I wouldn't want to miss out that big party! Contributing to knowledge sharing is an awesome achievement because knowledge is a powerful asset that stands the test of time.

Seeing a student sign up for my course is a great honour and for those of you who've registered, I'd like to thank you so much for doing so. It's a real privilege to have you join me in what I hope you'll find an enjoyable learning experience.

What makes me tick...

"A passion for understanding how things work and teach how things work"

My background and experience in a nutshell…

I graduated in Product Design Engineering from Loughborough University, UK. I then stepped into the world of research where I did a PhD in the area of applied ontology. This opened a whole new range of doors to explore. I've worked across different industries which include both academia and leading technology companies. My skills cut across multiple disciplines such as engineering, technical publications, product management, knowledge management, and business analysis, among others. My teaching experience has involved training and mentoring individuals working in the area of knowledge sharing. I also have considerable exposure in training staff on enterprise systems for information and knowledge management.

What I do in my spare time…

I really enjoy the company of family and friends, as well as playing the guitar and attending gigs. I'm also well into running and taking long walks with my incredibly supportive wife, Luisa. On a quiet weekend, you'll find me chilling on the settee watching action and science fiction movies or, otherwise, in the kitchen making sushi or some other mouth-wateringly good dish.

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