Content Management

PPI strives to continually develop solutions from which our customers can maximize the value and impact of their documentation. We are constantly finding ways to improve how your company manages not only the deliverable, but the core content within as well.

Content Management presents an opportunity to fundamentally shift the way documentation is created and managed overall. PPI Content Management Solutions are tailored specifically to your business and are based on industry standard XML and database
publishing technologies.

Why Content Management?

Technical documentation can no longer exist as a strictly draft-to-print process. Traditional methods of creating and managing technical documentation are becoming less efficient as organizations change and grow. Some factors:

• Increasing volume of content and required throughput
• Emphasis on reuse of content
• Integration of non-native source materials
• Increased need for localization and translation
• Need to support and rapidly deploy multiple formats
• Process must adhere to quality system requirements
• Review cycles ultimately driven by milestones above quality of content

The Impact of the Unstructured Content

The primary challenge of creating and managing technical documentation is the abundance of unstructured content. This traditional method of creating content may inhibit the growth and efficiency of your organization.

• Unstructured content is difficult to locate and efficiently reuse
• Multiple formats
• Repeated in multiple locations
• Relies heavily on manual tasks
• Redundancy
• Higher potential for error
• On average, your organization’s content increases 50% per year; 80% of this is unstructured
• Leads to inconsistency, inaccuracy and lack of control
• “Silos” of information and processes push away from each other as unstructured content expands, due to a lack of commonality.
• As unstructured content propagates, isolation between units is reinforced, and as isolation is reinforced, unstructured content propagates. This cycle limits the opportunities to reuse and re-purpose content.
• Unstructured content makes it difficult to automate certain processes, because the limitations of the content dictates the process.
• Uncontrolled and varied inputs and formats
• Repeatedly performing same time-consuming efforts to locate, capture and convert/format content.
• Does not maximize the return on your core knowledge base investment.
• Same content managed over and over again
• Little to no re-purposing of existing content; low value quotient
• No change history or tracking
• Little to no interface with existing business systems

Features of a PPI Content Management Solution (CMS)

• Information common to multiple procedures or manuals is only managed once, but reused as often as required.
• “Drag and drop” individual pieces of information to assemble documents
• Maximizes the value of existing content
• Revision and whereused history is maintained and tracked within the CMS.
• Reduces time spent determining current versions
• Check-in and check-out “library functions”
• Ensures only a singular copy is kept and updated
• Global changes, such as re-branding or style updates, can be made all at once across the volume of structured content.
• Decreases repetitive manual tasks
• Create and manage content- once. One current version at all times with:
• Multiple output formats
• Customized versions
• All languages.
• All content is created and managed in “chunks”.
• Controlled
• Versioned
• Consistent
• Searchable
• Reusable

The Primary Benefits of a PPI Content Management Solution

• Content is captured, standardized, and approved only one time.
• Processing of content is consistent using a standard method.
• Content duplication is eliminated.
• Revision history tracking eliminates redundant processing of content.
• The PPI CMS database offers:
• Trending of information related to specific procedures and the information within those procedures
• Ability to view “where used” information across multiple-facility organizations.
• Financial Impact
• Revenue
• Customer satisfaction; consistent, accurate information
• Faster time-to-market with product-supporting information
• Cost
• Staff productivity; less re-work and faster approvals
• Reduced costs of localization and publishing
• Compliance: traceable audit trail

Contact PPI to learn how a Content Management Solution can help your organization maximize the value of your information.