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Due to the tremendous amount of content and knowledge nearly every company generates, employees often depend on meta data and various search functionality, such as full-text search and retrieval, to find desired information across a variety of content repositories. This common process for locating relevant content throughout enterprise-wide systems relies on some key assumptions that may not hold true when users perform information searches.

These assumptions include:

• Users are able to create useful, optimal search terms
• Users know the information they are looking for exists
• Users are able to select appropriate metadata while searching for content
• Search engines organize results in a logical manner that is most beneficial for the user
• The search for content is relevant to the context of the business function being performed by the user.

An alternative to traditional search and knowledge management capabilities is emerging that eliminates the reliance on these assumptions, making the process of locating internal information more productive and successful. This alternative is "Intranet Views."

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Defining the Concept of Intranet Views

The Intranet Views model applies a multi-site Web content management paradigm to document management repositories, giving employees relevant and useful "views" of all knowledge within a company intranet. Essentially, each View is a micro-site based on a topic — such as products, processes or business functions — within a larger intranet that groups information together, so it is contextually relevant for consumers.

For example, an organization may have a human resources (HR) Intranet View that offers benefits information, an employee handbook, expense forms, and other HR-related content through one micro-site. A branding and trademarks Intranet View could provide convenient, one-stop access to all brand guidelines and assets for a company. Similarly, an investor relations Intranet View would include content, such as earnings releases, SEC filings, investor road show schedules, etc., in a single, Web-based location. A management tools Intranet View could serve as an online destination for information pertinent to the role of a manager, such as tips for conducting an employee performance review and suggestions for delegating work.

These various micro-sites — developed by individual departments, business units, and geographic locations within organizations — give users context around their desired information, making it more useful and meaningful. For example, descriptions on Intranet View, or micro-site, home pages explain what type of information can be found within a particular site, and graphics on a micro-site can underscore content. In addition, micro-sites can point visitors to additional information they may find interesting in other areas of the comprehensive corporate intranet.

When built on a unified content management platform, intranets can leverage the services of other key content management functionality — such as document management and imaging, Web content management, digital asset management, and collaboration — resulting in a more comprehensive view into all types of content stored in a single repository.

Key Components of a Successful Intranet Views Implementation

There are a number of key technology features and capabilities that are critical to successfully implementing an Intranet Views model within an organization. These elements include:

• A central, Web-based content repository where all types of business content generated during day-to-day operations (e.g., documents, images, Web assets, digital formats, e-mails, etc.) are stored and managed.

• A multi-site management platform - built on top of a central, Web-based content repository - that supports the creation and maintenance of multiple Web sites.

• The ability to leverage content management functionality from a unified enterprise content management platform, including document management and imaging, Web content management, digital asset management, and collaboration.

• The ability to transform day-to-day business content into numerous Web-viewable formats and repurpose it for presentation on various micro-sites.

• The ability to categorize content and the flexibility to automatically or manually assign it to multiple micro-sites.

• Functionality that supports a three-tier distribution model of Web site development: centralized control of site architecture and branding; actual site development, deployment and ongoing management distributed to business units; and content authors able to easily add, modify, and approve content within the context of their Web sites. This approach allows business units to "own" Intranet Views, which aggregates content and provides context to create business value.

• Web site templates and layouts to promote presentation consistency and re-use of site design.

• The ability to separate content from metadata and navigation from presentation.

• User authentication, personalization, and security features that automatically identify which users can access what content in context on a Web site.

• Access to Web site analytics by the business unit "site owner," so they have the knowledge to improve the usability of their micro-site.

• The ability to re-use and re-brand relevant content within appropriate micro-sites.