Lesson 1Search optimization: indexed fields, tags, content enrichment, and enterprise search tuningThis focuses on making content easy to find. Learn to pick indexed fields, design tags, add metadata to content, and adjust enterprise search relevance, filters, and results to match 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 explores ways to capture metadata reliably. Compare manual input, template defaults, and auto-extraction with OCR and machine learning, and set validation rules keeping data right without annoying 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 3Designing a metadata taxonomy: core fields (document type, department, customer, project, sensitivity, retention)This explains building a useful metadata taxonomy. Define core fields, match to business flows, set owners and rules, ensure metadata aids security, retention, reports, and search across 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 controlled vocabularies, taxonomies, lookup lists versus free text. Learn when to limit choices, manage term sets, balance data quality, flexibility, 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 a practical folder and library setup for HR, Legal, Sales, Support, Engineering. Define separation rules, access limits, cross-team spots protecting sensitive data while allowing 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 architecture. Analyse current content, plan mapping rules, migration phases, validation 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 designing content models standardising documents. Define types, templates, reusable parts, ensuring steady fields, layouts, lifecycles for automation, 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 looks at trade-offs of folder organisation versus metadata navigation. Compare methods, spot over-nesting risks, design hybrid supporting search, governance, user uptake.
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 patterns for ECM. Design department libraries, project spaces, record centres matching ownership, lifecycle, rules, avoiding duplicates and mess.
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 rules for folders, libraries, files. Standardise date formats, project codes, version tips, document and enforce so names stay readable, sortable, automation-ready.
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
