Revolutionizing Content for XML
By Debbie Kenny

Major Web tools are rushing to support XML because it promises to revolutionize how information is created, stored, and accessed. Many organizations are already using XML as the basis for creating sophisticated database-publishing solutions.

Organizations that publish large quantities of content over the Internet, intranets, and extranets are discovering that XML has several upgrades useful for developing industrial-strength applications. Perhaps the most significant benefit of XML is its capability to store metadata--information that defines a document's logical structure-- that databases can access and use in different ways. For example, a product description could be tagged in XML and accessed for use in a product specification list, a Website, a training manual, and a troubleshooting guide. When the information is revised, its various forms are immediately updated. Furthermore, XML separates content from layout data, allowing greater flexibility for design and redesign.

The effectiveness of XML hinges on a consistent and standard structure. Often, when an organization begins to implement an XML-based solution and its supporting technologies, it encounters difficulties converting source information into the new format. Most companies discover that existing information was created in an inconsistent manner and lacks standard style use, clear units of information, and a discernable document structure.

For many organizations the question soon arises, How do we structure content so it's compatible with XML? The answer is simple: Organizations need to adopt an information standard and a method for categorizing, organizing, and presenting all content. Also, organizations must train their content authors to use this method and standard consistently. Likewise, all content should be reviewed and reworked to ensure structure stability.

The actual structure depends on the content and will vary from company to company, however, there are three elements critical to structuring content effectively for reuse with XML.

Identify information types. Content should be separated into distinct types of information such as similar topics, audience, or purpose. These content types are often broken down further. For example, organizing information based on its purpose could include procedures, processes, principles, facts, structures, and concepts. When content is identified and labeled according to its information type, it becomes easier to categorize and manipulate. Separating content by information type and including metadata is a powerful basis for structuring information.

Create modular content units. Information is most effective when it's chunked into small, manageable units of information. Content providers must be trained to create units of information based on well-defined guidelines. Consistent application of the principles of chunking such as labeling, developing a content hierarchy, and linking accessible detail and integrated graphics ensures that content is well-structured for systematic XML tagging. Precise, modular units of content are critical to presenting information in a meaningful way.

Present content consistently. Information tagged in XML doesn't include inherent formatting. A style sheet--applied at the point of publication--specifies the format. Consistent formatting can be critical to the XML conversion process because the conceptual structure of a document is represented by its physical appearance. For example, most XML converters are able to identify and tag all labels of a certain type, size, and weight as the heading of the document. Using predefined style sheets and formatting standards creates a document with a visually obvious structure.

Organizations with content structured prior to converting it into XML have an advantage because their information is ready to support the promise of database publishing that uses XML. Organizations that are willing to invest in their information will benefit from new, more flexible ways to create, manage, maintain, use, and reuse information. In the Information Age, how well organizations perform these tasks may be a key indicator of their success.

Published: August 2000