Do you consider content management a simple way of storing and creating a library for content reuse? then you are just half correct. Content Management is an entire procedure where you have to organize and put together different types of content like text, multimedia and graphics with their tagging schemes (XML, HTML). This has to be done efficiently while storing them in a repository commonly known as a Content Management System (CMS). These content pieces are henceforth organized and can be used again and again if needed for different platforms or publications.
There are plenty of CMS platforms to take care of the needs in different categories and industries. CMS is not only about taking care of the website’s content but also for digital assets like branding guidelines, business plans, emails and many more. Resource management is very important in fields like healthcare and other sectors which require specific reporting requirements. It can also play an important role in the financial industry where being transparent is critical and in manufacturing, to whom an accurate user guide is key to overall quality control.
With content management systems like WordPress, which is one of the most popular systems used, all you have to do is put your content on an interface which looks a lot like Microsoft Word. You also have the option of editing any publishing content through CMS. As content is not only about text but also about media. You can manage what image can be published alongside your text.
What constitutes a CMS?
If we move to a technical level, the content management systems is made up of 2 different core parts: namely CMA (Content Management Application) and CDA (Content Delivery Application). Understanding these core parts is simple. A CMA allows you to add or manage content on your website. On the other hand CDA is more like a backend. It helps you control the backend process that will take the content that you insert in the CMA and store it, make it more visible. These two systems together will make it much easier for you to maintain and look over the content of your website.
The most popular content management system is WordPress. It maintains over 62% of market share on websites. Some other examples are Joomla, TYPO3 and many more. We at Taglr also use WordPress for our content management.
There are different kinds of content management systems and they all serve a different purpose:
|Type of CMS||Speciality|
|Document Management System (DMS)||Helps you to manage whole documents rather than the actual content itself|
|Enterprise Content Management System (ECM)||It helps you to take care of all sections of content within an organization i.e., e-mails, business documents, etc|
|Web Content Management System (WCMS)||Manages in delivering content to websites|
|Digital Asset Management System (DAM) ||Helps in managing multimedia and corresponding data. |
|Component Content Management (CCMS)/ aka XML Content Management (XML CMS)||Manages content for reuse as it stores content as a single source.|
What is the process for Content Management Systems?
Organization: You have to create categories, assign taxonomies and classify.
Create: You have to put content into a designated category.
Storage: The format and flexibility to access the content decides the storage location.
Workflow: A structure is designed to ensure that the content moves smoothly.
Editing: This helps in managing more number of content versions with any presentation changes.
Publishing: Self-explanatory, this is the step where content is published to the users.
Removal: This is the final step where the content is either removed or put into archive where it can be reused.
Although the content needs of the organization will decide the steps and which ones to follow. But this blueprint is a basic step guide for most of the commonly used systems. Our content management at Taglr ensures that we follow all the niche steps to create, store and archive our content to use it in the long run.
Every Content Management System has methods to limit the number of actions a user can take. The task of CMS is mainly to carry out the instructions as per the guidelines. These plans have to be made with human interaction and judgement. You have to understand the needs of your organization, the vision and the requirements. It should not be about publishing text but how to present it, manage it and reuse it when necessary. The bigger the organization the larger the needs. These organizations might have to maintain several regional websites and collaboration within different business units. If you are looking for a content management system, you have to consider the needs of your company. The primary step is choosing the correct system and making yourself familiar with all the options available in today’s market.
If you are not using any CMS, there is a high chance that as your company grows and you publish more information on your website and social media, it will be difficult for you to manage and track. It becomes really tedious to find relevant content when needed. You have to think of it like storing files in the cabinet. If it is not done properly from the beginning, in the end it is just a cluster of files filling upon a room where you won’t be able to find anything.