Structured
content is a term you may have heard thrown around, often used interchangeably
with XML. However, you may not be sure of its exact definition and how it can
benefit you as a Standards Development Organization. In this article, we will
explore what structured content is, how it differs from XML, and how it can
benefit your organization.
So, What is Structured Content?
In simplified terms, modern day usage of the term ‘structured content’ refers to managing document content as collections of independent components. It allows for greater re-use of content, reduces duplication, and enables great consistency by providing a single source of truth for each piece of content. In addition, with structured content authoring, it is easier to manage your editorial workflows, it allows for easier governance of your content, and simplifies publishing to multiple formats/channels. With structured content, SDOs can transition from print/PDF-based paradigms and start to re–imagine the delivery model and the business model of standards content.
The Importance of Structured Content for Standards Development Organizations
In order to maximize the value of structured content it is essential for SDOs to think beyond the creation of page-oriented standards publications. With continuous technological advancements, there is a pressing need, driven by standards consumers, for a delivery model that allows consumers of standards to streamline how they consume standards material internally. This is where structured content comes into play.
Standards are consumed non-linearly, with parts of standards finding their way into internal systems, such as PLMs, and referenced/quoted in internal policy/procedure documentations that needs to be kept up to date as standards change. Having smaller components to work with makes the change management challenge much easier. Standards consumers can pinpoint necessary changes in internal systems/documents quickly and efficiently, eliminating the need to line-by-line review of traditional linear standards documents.
With structured content, SDOs can transition from print/PDF-based paradigms and start to re-imagine the delivery model and the business model of standards content.
Benefits Of Structured Content For Standards Development Organizations
There are numerous benefits for Standards Development Organizations and their consumers that come with creating structured content.
Content Re-use
Implementing a component-based content model eliminates the risks of content duplication across, for example, standards and associated value-added publications, such as explanatory guides, training materials, spreadsheets and databases.
Single Source Publishing
It allows for greater flexibility when publishing to multiple output formats and platforms.
Single Source of Truth
The re-use efficiencies achieved by managing structured content means these components can stand as the single source of truth and decrease the risk of content going out of date.
Ability to Control Metadata & Tagging
Enabling metadata/tagging at the component level leads to increased findability and re-usability of content.
Full Audit Trail
Managing content at a component level allows for the fine-grained audit trails necessary for change management and governance.
Workflow Management
It brings efficiencies into the editorial workflow and allows for greater control over your organizations formal processes for updating standards material.
Permissions
With structured content, permissions and role-based access controls can be managed at a component level.
All these benefits help build towards a future-focused content plan for SDOs. Recognizing that PDFs are of limited use to standards consumers who are increasingly asking SDOs to provide something more useful in the form of structured content, is the beginning.
Structured XML Content & its Challenges for Standards Development Organizations
As mentioned previously, the term structured content is often used interchangeably with XML. However, content in XML is not necessarily structured into components. XML is based on hierarchical structuring of content which allows a microscopic degree of modelling the content, with as many levels in the hierarchy as desired.
The ability to add endless levels with more and more XML tags is, theoretically, a useful thing but it tends to create too much effort and complexity for content authors and subject matter experts (SMEs). The main challenge of modelling content to a very fine a degree is the increased likelihood that you will need to install an XML editor tool for your organization to work with the modelled documents. However, XML editing tools creates challenges for SMES who would mostly prefer to work in a tool they already know such as Microsoft Word.
When developing standards, content creation may, in theory, flow from top to bottom. Yet, when it comes to the reality of creating the content, SMEs may need to move things around in the hierarchical structure. This can mean rearranging the order of, inserting new material into, or splitting and merging certain clauses/sections to create the content needed. While the result is a linear document, the process of creating that document is anything but. This non-linear editorial process conflicts with the nature of XML editing tools which pre-suppose perfect hierarchical ordering in the content at all times.
So, what is the solution? The answer is creating structured content through the combined use of a Component Content Management System (CCMS) and Microsoft Word.
In order to maximize the value of structured content, it is essential for SDOs to think beyond the creation of page-oriented standards publications. With continuous technological advancements, there is a pressing need, driven by standards consumers, for a delivery model that allows consumers of standards to streamline how they consume standards material internally.
The Advantages of Component Content Management Systems (CCMS) & Microsoft Word
Component-based, structured content models are the perfect fit for standards. A component in a standard may represent a clause, section, procedure, an appendix, etc. These components mirror the way consumers think about the structure of, and cite, standards content.
A CCMS manages content at a component level, benefitting SDOs in several ways. These include:
- Creating source content once that can be re-used and published in multiple formats with minimized duplication
- Managing metadata and tagging at the component level to increase findability of content
- Creating and managing content relationships between components
- Managing different versions and viewing content as it was at a previous point in time
- Creating detailed audit trails of changes for the purposes of compliance with transparency frameworks, such as ANSI Essentials
- Managing update cycles, drafting change proposals, balloting/commenting etc. – component by component
- SMEs can continue to use a platform they are used to (Microsoft Word), while the CCMS manages the structured content aspects in the background.
Component-based, structured content models are the perfect fit for standards.
There are numerous ways in which structured content can benefit Standards Development Organizations and their customers. Consumers of standards are transitioning from page-based paradigms and PDFs. They are asking their SDO partners to do the same and to deliver content to them in a more structured and machine-readable form. Simultaneously, SDOs are seeking to digitally transform the way standards are made and updated, again moving past the page-based/PDF-based paradigms that have been in place since the 1980s.
Interested in learning more? Register for our upcoming webinar on “Creating Structured Content as a Standards Development Organization” or download our whitepaper, “How to Structure Content.”
