1 Library Assembly: Presenting the Confluence Wiki as an Alternative for Document Management

2 What is Document Management? storage of documents retrieval of documents

3 How do we currently manage documents? The I drive The library website Miscellaneous other places on a department level, both electronically and in hard copies

4 ALLSHARE

5 MORE ALLSHARE (and this isn’t even the whole thing)

6 LIBDOCS

7 Document Management Strategies Considered by the Communication and Document Management Working Group (CDMWG) Free Wiki Websites: no guarantee of security; comes with page ads. Google Docs: cannot guarantee permanent access, security, or quality support. Dedicated AOK Wiki: we lack adequate technical staff to install and maintain our own Wiki. Blogs: lack key features for this type of Document Management. Blackboard Wiki: geared towards classes; not user- friendly.

8 Confluence Wiki Already purchased and supported by campus OIT Quite user-friendly Has many options for customization Secure

9 Location Access to I Drive is through the network Access to Confluence is through the Web, via

10 Filing and Retrieval Fewer options with Windows layout Confluence navigation is much easier to understand, organize, and access.

11 Security With Confluence, the user can set the security on a page-by-page basis OR designate security for an entire group of pages. Access can be limited for viewing, editing, and commenting.

12 Retention Period & Archiving Easy to see (and even restore) old versions of the same document.

13 Document Creation Already-created files can easily be attached to the Wiki. New documents can be created within Confluence using WYSIWYG Rich Text or Wiki Mark-up. Copying and pasting from outside Confluence to inside a Wiki does work.

14 Distribution Documents can be viewed on the Web RSS feeds are available for pages Content can be exported as HTML, XML, and excellent-looking PDFs. It is possible to hyperlink to pages within Confluence; accessibility depends on permissions for each page. Tiny Links are provided for each page.