Best Practices in Document Management
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Best Practices in Document Management

Develop your cost-effective and future-proof documentation strategy
3.9 (20 ratings)
Instead of using a simple lifetime average, Udemy calculates a course's star rating by considering a number of different factors such as the number of ratings, the age of ratings, and the likelihood of fraudulent ratings.
175 students enrolled
Last updated 4/2017
English
Current price: $10 Original price: $65 Discount: 85% off
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Includes:
  • 1.5 hours on-demand video
  • 5 Articles
  • 4 Supplemental Resources
  • Full lifetime access
  • Access on mobile and TV
  • Certificate of Completion
What Will I Learn?
  • 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
View Curriculum
Requirements
  • There are no prerequisites to this course
  • Equipment for taking notes (e.g. pen and paper)
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!

Who 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
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Curriculum For This Course
Expand All 28 Lectures Collapse All 28 Lectures 01:24:57
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Introduction
6 Lectures 15:41

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

Preview 02:02

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

Preview 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.

Causes of inefficient documentation: Part 1
02:42

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

Causes of inefficient documentation: Part 2
03:48

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

Causes of inefficient documentation: Part 3
03:55

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

Summary of Section 1
00:32

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

Causes of inefficient documentation
5 questions
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The best practices
14 Lectures 48:54

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.

Best practice framework
05:06

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.

Single source publishing
02:26

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.

Modular documentation
04:21

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

[Activity] DITA and modular writing basics
6 pages

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

Roles and responsibilities
04:10

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

Workflows
03:36

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.

Preview 06:16

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

Naming conventions
03:02

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.

Document metadata
03:37

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.

Shared glossary
03:41

"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.

Location
03:26

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.

User analysis
05:17

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.

Knowledge management
03:12

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

Summary of Section 2
00:44

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

The best practices
6 questions
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Applying the best practices
4 Lectures 09:58

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

Overview
02:40

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.

Vendor selection
03:24

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.

Document management architecture
03:29

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

Summary of Section 3
00:25

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

Applying the best practices
4 questions
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Course wrap-up
4 Lectures 03:20

This is the last lecture which concludes this series.

Conclusion
02:56

This is the solution for the modular writing exercise.

[Solution] DITA and modular writing basics
1 page

Supplementary material featuring an interactive poster of the best practices in document management.

[Bonus] Best Practices Poster
00:07

Attributions and special thanks to friends and family, etc.

Acknowledgements
00:16
About the Instructor
Dr. Tish Chungoora
4.4 Average rating
178 Reviews
2,790 Students
6 Courses
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'm a seasoned technology professional with a wealth of experience in business analysis, product management, information & knowledge management, technical publications and applied ontology. I've served in key roles for high-technology enterprises and I'm an expert in the field of knowledge modelling. My innovative works in the area of knowledge modelling, system interoperability and manufacturing engineering have featured in over a dozen articles published in leading journals and conferences. I have a Ph.D. in Applied Ontology and graduated with distinction in Product Design Engineering.

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.