What is content reuse?

Content reuse is an approach where authors create a chunk of content and then use that same chunk anywhere it's needed. This method allows for rapid changes and updates to existing content across all instances where it's used, as well as fast creation of new variations of information, based on existing content. Content can be reused in various parts of a publication, as well as for different output deliverables such as product documentation, release notes, a knowledge base and more.

When an author changes the content at the source, this change replicates across all instances. This approach eliminates the risk of manual copy-and-paste errors and forgetting to update content in certain places, leading to inconsistencies. It also enables authors to work faster by dipping into the repository and utilizing pre-approved content, while reducing the workload for subject matter experts (SMEs), as they don't need to review content they've previously approved, leading to shorter review and revision cycles.

What is content reuse used for?

Content reuse is employed to reduce content development efforts and costs. For example, often new versions of documents are very similar to previous versions. Think about a manual of an updated version of a product – quite likely 95% of the information stays the same, and 5% needs to be updated. In such instances the new publication can reuse all information that stays the same (including the translations), and authors just need to craft the 5% of new content.

Why is content reuse useful?

Content reuse is valuable because it eliminates the risk of copy-and-paste errors, ensuring accuracy across all content instances while reducing costs. It significantly shortens review and revision cycles, reducing time-to-market for publications. When content is also translated into multiple languages, the cost reductions and time savings are even more substantial. It gives content creators and managers more control over produced content, allowing for efficient updates and maintaining consistency. Ultimately, content reuse improves quality, saves time, and reduces costs associated with content creation and management.

Related terms

Related content

Derivative content reuse

Derivative content reuse is when an author edits a chunk of content that is not locked, or, in other words, is not restricted from editing changes on it. Because of these edits, a new chunk of content is created, and it is called derivative content. Authors are reusing derivative content to create new documents from content components that already exist. 
 
The newly created content is a ‘child content’ of the ‘parent content’. This relationship is recorded by the system and the author of the derivative or ‘child’ parent will be notified when the original or ‘parent’ content is modified. The author will decide if they want to incorporate in the ‘child version’ the changes that were made in the ‘parent’ version of the content. 
 
Derivative content reuse can be done by using content variables and conditions in your publication.
 
Example use cases
  • Creation and management of multilingual content for a global market
  • Content that needs to be adapted for different audiences
  • Reports that are presented in different verbal tenses
  • Publications that need different spelling according to different geographies
 
Key benefits
  • Flexibility in using the original content 
  • Quick update across documents with different usages and audiences 
  • Reused content is tracked and controlled

Verbatim content reuse

Verbatim content reuse is when a chunk of content is reused exactly as it is stored in the source, without adding any changes. The original content chunk and the verbatim reused content chunk are identical. Authors are reusing verbatim content to create new documents from content components that already exist.
 
Verbatim content reuse is also known as locked reuse. 
 
Verbatim content reuse is useful when information needs to be repeated ‘as-is’ from one part of the document to another, or to other completely different documents. 
 
Verbatim content reuse is common in documents that contain legal information, health and safety provision, disclaimers, chemical substance compositions, just to name a few. 
 
It is best practice that content chunks that are locked and are reused are as small and as specific as possible. This way the content component can be more easily integrated into various sections of the newly created document, as it is very specific.
 
 
Example use cases
 
  • Key benefits
  • Content can be updated quickly across various documents 
  • Reused content is tracked and controlled 
  • Easy to make sure your documents adhere to agreed standards and formats 
  • Improve consistency, accuracy and uniformity of content

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