A content management system (CMS) is a software
application or set of related programs that are used to create and manage
digital content. CMSes are typically used for enterprise content
management (ECM) and web content management (WCM).
An ECM
facilitates collaboration in the workplace by integrating document management,
digital asset management and records retention functionalities, and providing
end users with role-based access to the organization's digital assets. A WCM
facilitates collaborative authoring for websites. ECM software often includes a
WCM publishing functionality, but ECM webpages typically remain behind the
organization's firewall.
Both enterprise content management and web content management systems
have two components: a content management application (CMA) and a content
delivery application (CDA). The CMA is a graphical user interface (GUI) that allows the
user to control the creation, modification and removal of content from a
website without needing to know anything about HTML. The CDA component provides
the back-end services that support management and delivery of the content once
it has been created in the CMA.
Features of CMSes
Features can vary amongst the various
CMS offerings, but the core functions are often considered to be indexing,
search and retrieval, format management, revision control and
publishing.
·
Intuitive indexing, search and
retrieval features index all data for easy access through search functions and
allow users to search by attributes such as publication dates,
keywords or author.
·
Format management facilitates turn
scanned paper documents and legacy electronic documents into HTML or PDF documents.
·
Revision features allow content to be
updated and edited after initial publication. Revision control also tracks any
changes made to files by individuals.
·
Publishing functionality allows
individuals to use a template or a set of templates approved by the
organization, as well as wizards and other tools to create or modify
content.
A CMS may also
provide tools for one-to-one marketing. One-to-one marketing is the
ability of a website to tailor its content and advertising to a user's specific
characteristics using information provided by the user or gathered by the site
-- for instance, a particular user's page sequence pattern. For example, if the
user visited a search engine and searched for digital camera, the advertising banners would feature
businesses that sell digital cameras instead of businesses that sell garden
products.
Other popular features of CMSes
include:
·
SEO-friendly URLs
·
Integrated and
online help, including discussion boards
·
Group-based
permission systems
·
Full template
support and customizable templates
·
Easy
wizard-based install and versioning procedures
·
Admin panel
with multiple language support
·
Content
hierarchy with unlimited depth and size
·
Minimal server
requirements
·
Integrated
file managers
·
Integrated audit
logs
Choosing a CMS
There is almost no
limit to the factors that must be considered before an organization decides to
invest in a CMS. There are a few basic functionalities to always look for, such
as an easy-to-use editor interface and intelligent search
capabilities. However, for some organizations, the software they use depends on
certain requirements.
For example, consider the organization's size and geographic
dispersion. The CMS administrator must know how many people will be utilizing
the application, whether the CMS will require multilanguage support and
what size support team will be needed to maintain operations. It's also
important to consider the level of control both administrators and end users
will have when using the CMS. The diversity of the electronic data forms used
within an organization must also be considered. All types of digital content
should be indexed easily.
CMS software vendorsThere is a huge number of both free and subscription-based CMS offerings available for personal and enterprise use. The following are just a few examples of CMS platform providers:
·
SharePoint -: A collection of
cloud- and web-based technologies that makes it easy to store, share and manage
digital information within an organization.
·
Documentum -: Provides tools for
storing and retrieving content rapidly and is known for its fine-grained access
control.
·
M-Files -: Uses a
meta-tag-based approach to be managing electronic documents.
·
Joomla -: A free and open
source WCMS built on an MVC framework. Joomla is written
in PHP and offers features such as caching, RSS feeds, blogs, search and support for language internationalization.
·
WordPress -: Another free and
open source WCMS based on PHP and MySQL. WordPress can be utilized as part
of an internet hosting service (WordPress.com),
or it can be deployed on a local computer to act as its own web
server (WordPress.org). It is immensely popular amongst the blogging
community.
·
DNN -:Provides marketers
with the content management tools they need to easily access all their digital
assets regardless of where they are stored, publish content to any online
channel, personalize it to each visitor and measure its effectiveness.
·
Oracle WebCenter -: Oracle's portfolio
of user engagement applications built on their own development
framework and offered at a per-CPU licensing cost. Three main products
make up the suite: Oracle WebCenter Content, Oracle WebCenter Sites and Oracle
WebCenter Portal. One of Oracle's major features is that content can be
centrally managed in one location and shared across multiple applications.
·
Pulse CMS -: A proprietary
software option designed for small websites that enables a web developer to add
content to an existing site and manage it easily and quickly. It does not
require a database. It uses Apache with PHP 5 and offers user support for paying customers.
·
Terminalfour -: This company's
flagship product, Site Manager, is a proprietary software-based CMS that offers
extensive multi-platform support. While the on-premises license can be costly,
past updates have been reviewed favorably and it supports a broad user
community platform for the exchange of ideas and peer-to-peer help.
·
OpenText -: OpenText's
ECM Suite and Web Experience Management are aimed at the enterprise and
are available both on premises and through the cloud. OpenText specializes
in the management of large volumes of content, compliance with regulatory
requirements, and mobile and online content management for enterprise use.
·
Backdrop CMS -: A free and open source CMS that is part of the Drupal project
and focused on providing affordable CMS for small and medium-sized
organizations. On its own, Backdrop offers just the most basic web content
management features, but it can be extended with the help of the various modules available.
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