R EALLY [ ] S TRATEGIES It’s all about the content XML That Pays Off for Your Content Database “It’s all about the content.” Lisa Bos “It’s all about the content.” Lisa Bos

R EALLY [ ] S TRATEGIES It’s all about the content This year’s theme: Context This year’s Knowledge Management track focuses on context.  XML, together with a database, is an excellent way to capture content context.  Choosing when to use XML and among the tools for managing XML is also about context  Content lifecycle context  Organizational context This year’s Knowledge Management track focuses on context.  XML, together with a database, is an excellent way to capture content context.  Choosing when to use XML and among the tools for managing XML is also about context  Content lifecycle context  Organizational context

R EALLY [ ] S TRATEGIES It’s all about the content Audience survey Hands on experience with XML? Theoretical knowledge of XML? Little or no familiarity with XML? Organization using XML now? Hands on experience with XML? Theoretical knowledge of XML? Little or no familiarity with XML? Organization using XML now?

R EALLY [ ] S TRATEGIES It’s all about the content XML basics What it looks like  InfoToday … Hierarchical DTDs/schemas (tags and attribute rules) Basic concepts  Meaningful names  Rules-based (= consistency)  Format-independent and predictable What it looks like  InfoToday … Hierarchical DTDs/schemas (tags and attribute rules) Basic concepts  Meaningful names  Rules-based (= consistency)  Format-independent and predictable

R EALLY [ ] S TRATEGIES It’s all about the content Introduction If you’re confused about how or whether to combine XML with databases, you’re not alone Today, few people are confused about the value of relational databases. Getting there with XML is more difficult because relational databases and XML are both complementary and overlapping. If you’re confused about how or whether to combine XML with databases, you’re not alone Today, few people are confused about the value of relational databases. Getting there with XML is more difficult because relational databases and XML are both complementary and overlapping.

R EALLY [ ] S TRATEGIES It’s all about the content Documents and data Documents:  Longer  Internal structure  Usually meant to be read from top to bottom  Often used to support data Documents:  Longer  Internal structure  Usually meant to be read from top to bottom  Often used to support data Data  Shorter (“fields”)  Little if any internal structure  Often used to support documents (metadata)  Sometimes a collection of data presented as a document

R EALLY [ ] S TRATEGIES It’s all about the content Data and documents Your documents might contain data  Financial reports Your data might contain mini- documents  Long descriptions Reality: a continuum of content Labels are for our convenience Your documents might contain data  Financial reports Your data might contain mini- documents  Long descriptions Reality: a continuum of content Labels are for our convenience

R EALLY [ ] S TRATEGIES It’s all about the content Why differentiate data & documents? Labels imply tools and functionality  Think about what you do with Excel versus what you do with Word Especially important to:  Storage and searching  Editing tools (forms and document editors)  Interchange (sharing content among systems and organizations) Yesterday’s and most of today’s tools are optimized for one type of functionality Labels imply tools and functionality  Think about what you do with Excel versus what you do with Word Especially important to:  Storage and searching  Editing tools (forms and document editors)  Interchange (sharing content among systems and organizations) Yesterday’s and most of today’s tools are optimized for one type of functionality Storage Interchange (data loading, publishing, integration, …) Editing

R EALLY [ ] S TRATEGIES It’s all about the content Uh oh But what about this continuum of content? How do I handle that? Figure out the best way for you (today) to support the functionality you need in each of the three main areas mentioned in the previous slide But what about this continuum of content? How do I handle that? Figure out the best way for you (today) to support the functionality you need in each of the three main areas mentioned in the previous slide

R EALLY [ ] S TRATEGIES It’s all about the content Generally speaking: When to use XML? XML is often a good choice for document capture.  In general, it’s easier to model document structures hierarchically – if you need to model them at all. XML is sometimes a good choice for data storage.  In general, it’s easier to model data relationally. Context (lifecycle stage) is critical in determining architecture. XML is often a good choice for document capture.  In general, it’s easier to model document structures hierarchically – if you need to model them at all. XML is sometimes a good choice for data storage.  In general, it’s easier to model data relationally. Context (lifecycle stage) is critical in determining architecture.

R EALLY [ ] S TRATEGIES It’s all about the content Storage & searching options for XML/data 1.Relational databases  Optimization for complex data queries  Mature  Most databases or development platforms have some XML “awareness”  Some ability to search XML  Can write software to deconstruct XML and store it as fields in a database, and then to reconstruct for output as XML  Performance okay  Not as easy as it sounds 1.Relational databases  Optimization for complex data queries  Mature  Most databases or development platforms have some XML “awareness”  Some ability to search XML  Can write software to deconstruct XML and store it as fields in a database, and then to reconstruct for output as XML  Performance okay  Not as easy as it sounds

R EALLY [ ] S TRATEGIES It’s all about the content Storage and searching options for XML/data (cont’d) 2.XML databases  Optimized for searching XML hierarchies  Some ability to handle more “relational” content  Might mean you choose to embed metadata within your XML documents  Less mature 3.Combination approaches  Relational database and an XML database  XML “chunks” in a relational database 4.File system 2.XML databases  Optimized for searching XML hierarchies  Some ability to handle more “relational” content  Might mean you choose to embed metadata within your XML documents  Less mature 3.Combination approaches  Relational database and an XML database  XML “chunks” in a relational database 4.File system

R EALLY [ ] S TRATEGIES It’s all about the content Editing options for XML/data 1.Forms  Custom  Can include text boxes  Can include text boxes with XML support (functional limitations)  Very easy to make available over the Web 2.XML editors  Provide both a document and a forms presentation  Built in document editing and XML handling features  More difficult to make available over the Web  More expensive 3.Word processors: Lots of customization 4.Combo: Different tools for different content 1.Forms  Custom  Can include text boxes  Can include text boxes with XML support (functional limitations)  Very easy to make available over the Web 2.XML editors  Provide both a document and a forms presentation  Built in document editing and XML handling features  More difficult to make available over the Web  More expensive 3.Word processors: Lots of customization 4.Combo: Different tools for different content

R EALLY [ ] S TRATEGIES It’s all about the content Interchange options Lots of options. For example:  Database replication  Data as XML (files or via software) is loaded into another database that understands more about the data relationships than is reflected in the XML  Application level interchange that doesn’t involve XML at all  … Tailor approach to the needs of the systems involved Lots of options. For example:  Database replication  Data as XML (files or via software) is loaded into another database that understands more about the data relationships than is reflected in the XML  Application level interchange that doesn’t involve XML at all  … Tailor approach to the needs of the systems involved

R EALLY [ ] S TRATEGIES It’s all about the content Summary Do you need to control document elements?  XML for documents worth considering. Is editing/presenting subsets of a document important?  XML for documents, XML databases worth considering. Is searching specific document elements important to you?  XML database worth considering. Do you have complex data relationships?  Use a relational database (with an XML database?) Is your organization risk-averse?  Stick with relational databases. Do you need to control document elements?  XML for documents worth considering. Is editing/presenting subsets of a document important?  XML for documents, XML databases worth considering. Is searching specific document elements important to you?  XML database worth considering. Do you have complex data relationships?  Use a relational database (with an XML database?) Is your organization risk-averse?  Stick with relational databases.

R EALLY [ ] S TRATEGIES It’s all about the content Aside #1: Wait a minute! XML for documents? Do I have to? No, you don’t.

R EALLY [ ] S TRATEGIES It’s all about the content Aside #2: Transformation To move between the three areas discussed – storage, editing, and interchange – content must be transformed This is more work than you might expect It’s easier when your content is well- modeled Look very closely at the tools for transformation in prospective systems To move between the three areas discussed – storage, editing, and interchange – content must be transformed This is more work than you might expect It’s easier when your content is well- modeled Look very closely at the tools for transformation in prospective systems

R EALLY [ ] S TRATEGIES It’s all about the content Final Words Model your content first. Actively decide what the line is between data and documents in your environment – or that there isn’t a firm line. Be pragmatic – you probably need to choose an approach based on what’s possible, affordable, and acceptable (risk), not just architecturally appealing. Experiment and learn before making final choices. If you get the content right, you can change your implementation later. Model your content first. Actively decide what the line is between data and documents in your environment – or that there isn’t a firm line. Be pragmatic – you probably need to choose an approach based on what’s possible, affordable, and acceptable (risk), not just architecturally appealing. Experiment and learn before making final choices. If you get the content right, you can change your implementation later.

R EALLY [ ] S TRATEGIES It’s all about the content Thank you.