Lesson 1Search optimisation: indexed fields, tags, content enrichment, and enterprise search tuningThis section focuses on making content easily discoverable. You will learn how to choose indexed fields, design tags, enrich content with metadata, and tune enterprise search relevance, filters, and result layouts to support real user search behaviours.
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 section explores strategies for capturing metadata reliably. You will compare manual entry, template-driven defaults, and automated extraction using OCR and machine learning, and design validation rules that keep data accurate without frustrating users.
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 3Naming conventions for folders, libraries, and files (date formats, project codes, version hints)This section defines naming conventions for folders, libraries, and files. You will standardise date formats, project codes, and version hints, and learn how to document and enforce rules so names remain readable, sortable, and automation-friendly.
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 standardsLesson 4Designing a metadata taxonomy: core fields (document type, department, customer, project, sensitivity, retention)This section explains how to design a practical metadata taxonomy. You will define core fields, align them with business processes, set ownership and rules, and ensure metadata supports security, retention, reporting, and search across the ECM platform.
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 5Controlled vocabularies, taxonomies, and lookup lists vs free-text fieldsThis section covers controlled vocabularies, taxonomies, and lookup lists compared with free-text fields. You will learn when to constrain choices, how to manage term sets, and how to balance data quality, flexibility, and user experience 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 6Proposed folder/library layout for HR, Legal, Sales, Support, and Engineering with segregation rulesThis section proposes a practical folder and library layout for HR, Legal, Sales, Support, and Engineering. You will define segregation rules, access boundaries, and cross-team collaboration areas that protect sensitive data while enabling 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 7Mapping legacy structures to new IA and migration planning guidelinesThis section guides you through mapping legacy folder structures to a new information architecture. You will analyse existing content, design mapping rules, plan migration waves, and define validation steps to reduce risk and user disruption.
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 8Content models: document types, templates, and standardised content blueprintsThis section explains how to design content models that standardise documents. You will define document types, templates, and reusable components, ensuring consistent fields, layouts, and lifecycles that support automation, compliance, and 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 9Folder vs metadata debate and recommended hybrid approach to maximise search and governanceThis section examines the tradeoffs between folder-based organisation and metadata-driven navigation. You will compare approaches, identify risks of over-nesting, and design a hybrid model that supports search, governance, and user adoption together.
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 10High-level content structure patterns: department libraries, project spaces, and record centresThis section presents reusable content structure patterns for ECM. You will design department libraries, project and case spaces, and record centres, aligning them with ownership, lifecycle, and compliance needs while avoiding duplication and uncontrolled sprawl.
Designing department and function librariesProject, case, and engagement workspacesRecord centers and archival repositoriesCross-functional content and shared resourcesOwnership, lifecycle, and access boundaries
