Lesson 1Search optimization: indexed fields, tags, content enrichment, and enterprise search tuningThis focuses on easy content finding. Learn indexed fields, tag design, metadata adding, and enterprise search tweaks for relevance, filters, and results matching real user searches.
Selecting fields for indexing and faceted filtersDesigning tags and keywords for business scenariosContent enrichment using rules and connectorsRelevance tuning, boosting, and ranking signalsSearch result layouts, previews, and refinersLesson 2Metadata capture strategies: manual, template-driven, and automated extraction (OCR, ML classifiers)This looks at sure metadata capture ways. Compare hand entry, template starts, and auto pull with OCR and machine learning, plus check rules keeping data right without user hassle.
Designing user-friendly metadata formsTemplate-driven defaults and inheritance rulesOCR-based extraction from scanned documentsML classifiers for auto-tagging and routingValidation rules and quality monitoringLesson 3Designing a metadata taxonomy: core fields (document type, department, customer, project, sensitivity, retention)This explains practical metadata category design. Define main fields, match business flows, set owners and rules, ensure metadata aids security, keep, reports, and search on ECM.
Identifying mandatory and optional metadata fieldsDesigning document type and department classificationsCustomer, project, and case identification fieldsSensitivity, confidentiality, and access control tagsRetention, disposition, and legal hold metadataLesson 4Controlled vocabularies, taxonomies, and lookup lists vs free-text fieldsThis covers set words, categories, lookup lists vs open text. Learn when to limit picks, manage term groups, balance data quality, flex, and user feel in ECM.
When to use controlled lists versus free textDesigning term sets, hierarchies, and synonymsManaging lookup lists and reference dataGovernance for term ownership and changesHandling multilingual and regional variationsLesson 5Proposed folder/library layout for HR, Legal, Sales, Support, and Engineering with segregation rulesThis suggests folder and library setup for HR, Legal, Sales, Support, Engineering. Define split rules, access lines, team cross spots protecting sensitive data yet aiding work.
HR libraries, subfolders, and sensitivity zonesLegal matter, contract, and compliance structuresSales account, opportunity, and proposal areasSupport ticket, knowledge, and FAQ repositoriesEngineering design, code, and release librariesLesson 6Mapping legacy structures to new IA and migration planning guidelinesThis guides mapping old folder setups to new info structure. Analyse current content, plan mapping rules, move phases, check steps to cut risk and user upset.
Inventory and assessment of legacy repositoriesDesigning mapping rules and transformation logicPilot migrations and user validation cyclesCutover planning, freeze windows, and rollbacksPost-migration cleanup and optimizationLesson 7Content models: document types, templates, and standardized content blueprintsThis explains content model design standardising docs. Define types, templates, reusable parts, steady fields, layouts, lifecycles aiding auto, rules, analytics.
Defining document types and their attributesStandard templates for common business documentsReusable content components and snippetsVersioning, lifecycle, and status metadataAligning models with workflows and automationLesson 8Folder vs metadata debate and recommended hybrid approach to maximize search and governanceThis checks folder org vs metadata nav tradeoffs. Compare ways, spot over-nest risks, design hybrid aiding search, rules, user take-up.
Limitations of deep folder hierarchiesStrengths and challenges of metadata-first designDesigning hybrid navigation and viewsGovernance rules for folder and metadata useUser training and change management tacticsLesson 9High-level content structure patterns: department libraries, project spaces, and record centersThis shows reusable content structure for ECM. Design dept libraries, project case spots, record centres matching owner, life, rules needs, cut duplicates, sprawl.
Designing department and function librariesProject, case, and engagement workspacesRecord centers and archival repositoriesCross-functional content and shared resourcesOwnership, lifecycle, and access boundariesLesson 10Naming conventions for folders, libraries, and files (date formats, project codes, version hints)This sets naming for folders, libraries, files. Standard date forms, project codes, version tips, document enforce rules for readable, sort, auto-friendly names.
Standard date formats and time zone choicesProject, client, and case code structuresVersion indicators and draft versus final labelsLength limits, forbidden characters, and casingDocumenting and enforcing naming standards
