Content Management has become increasingly important and complex in recent years. An effective solution can streamline access, eliminate bottlenecks, optimize security, maintain integrity and minimize overhead. Content Management software tools can be used to identify duplicate and near-duplicate content, allowing the organization to keep a few copies of a particular piece of content instead of hundreds.
Financial fraud, data breaches and ever stricter regulations have made effective information governance essential not only for compliance reasons, but also to help protect the organization’s reputation.
Enterprises also need to manage content effectively for integration with business intelligence/business analytics applications
When we plan a solution we always examine two perspectives:
- As a strategic approach, a solution which will help our clients take control of their content and, in so doing, boost effectiveness, encourage collaboration and make information easier to share.
- As a software toolset, a solution which consists of a set of capabilities and/or applications for content life cycle management that interoperate, but that can also be acquired and used separately.
Content Management components are:
- Document management. Core capabilities include check-in/check-out, version control, security and library services for business documents. Advanced capabilities include compound document support and content replication.
- Image-processing applications. These applications enable users to capture, transform and manage images of paper documents.
- Workflow/business process management (BPM). This refers to supporting business processes, routing content, assigning work tasks and states, and creating audit trails.
- Records management. This allows for long-term retention of content through automation and policies, ensuring legal, regulatory and industry compliance.
- Web content management (WCM). WCM controls the content and influences the interactions of a Web experience through the use of specific management tools based on a core repository. This includes content creation functions, such as templating, workflow and change management, and content deployment functions that deliver prepackaged or on-demand content to Web servers.
- Social content. This functionality allows for document sharing, collaboration, knowledge management and project team support. Blogs, wikis and support for other online interactions are important components. Social content, including video, is the fastest-growing category of new content in the enterprise. Also applications may be integrated with social media, and content can be managed to post to social media.
- Extended components. These can include one or more of the following: digital asset management, document composition, e-forms, search, content and analytics, email and information archiving, email management, and packaged application integration.
According to the Association for Information and Image Management (AIIM), Content Management can be broken down into five major components called capture, manage, store, preserve and deliver. The purpose of each component can be briefly defined as follows:
- Capture: Create, obtain and organize information.
- Manage: Process, modify and employ information.
- Store: Temporarily back up frequently changing information in the short term.
- Preserve: Back up infrequently changing information in the medium and long term.
- Deliver: Provide clients and end users with requested information.
Web content management (WCM):
Enterprises strive for ever-greater business impact from their online presence, demanding more from Web content management than it has traditionally delivered.
Web content management (WCM) is defined by Gartner as the process of controlling the content to be consumed over one or more online channels through the use of specific management tools based on a core repository. These may be procured as commercial products, open-source tools or hosted service offerings. Product functionality goes beyond simply publishing Web pages to include:
- Content creation/authoring functions, such as templating, workflow and change Management
- WCM repositories that contain content and/or metadata about content
- Library services, such as check-in/check-out, version control and security
- Content deployment functions that deliver prepackaged or on-demand content to Web Servers
- A high degree of interoperability with adjacent technologies, such as CRM (in particular, with marketing resource management and multichannel campaign management), digital asset management (DAM) and Web analytics
- Real-time adaptation to visitor interactions through technologies such as delivery engines or enhanced frameworks for content delivery applications
- The ability to integrate well with delivery tiers such as e-commerce, social media and portal software (not a requirement but a capability that appeals to many clients)
This Blog is created and maintained by Iraklis Mardiris