An Effective Digital Era File Cabinet: Content Management System

In this digital world, everyone generates a lot of content or data that becomes very hard to manage, store and organize. So we need a system in place to not worry about this ever-growing content and focus only on creating the best content possible. 

Usually, when people speak about Content Management systems they refer to Website Content Management systems such as WordPress, Joomla, Shopify, etc. – but it is unknown to many people that they are not full-fledged Content Management systems. Using them you can only create and collaborate only on website content such as blog posts.

This article empowers you to acquire knowledge about what a real CMS is, how it works, what are the different types of CMS and also we will look into some examples of Content Management Softwares.

What is a Content Management System:

Every one of us might have visited the government office at some point in time for any legal paperwork. While waiting in the long frustrating queue you might have seen the racks and racks of documents lying in the dust. It becomes very hard to manage these types of documents. Not only the government office, but all types of business also has a huge collection of documents that has to be managed efficiently to save the data for future reference and easy collaboration among many members.

Content Management System allows you to create, manage, and easily retrieve digital content. If you are a tech-savvy person you might think that a content management system resembles exactly a database management system. But the reality is they are entirely different. 

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How CMS differs from Database Management System:

The type of data that gets stored in CMS is different from a Database Management System which is also known as DBMS. High-level contents such as documents, pages, invoices,

Etc…are stored in CMS. Comparatively, in DBMS Low-level content such as strings, numbers, date, and time are stored. Also, a CMS might use a DBMS in the backend to store its data.

Types of Content Management System:

Around the world, every business deals with online stuff which uses digital content. The content management system provides multiple types of services for different online businesses. Here we have listed five types of CMS 

  1. Enterprise Content Management System (ECM)
  2. Digital Asset Management System (DAM)
  3. Web Content Management System (WCMS)
  4. Component Content Management system (CCMS)
  5. Document Management System (DMS)

What is Enterprise Content Management?

A huge enterprise might have a lot of unstructured data that would be very hard to maintain for the long term. The Enterprise Content Management system helps to manage various papers works and other data related to an organization in a digital eco-friendly manner. Using this software the employees can collaborate and work on creating content rather than worrying about managing it.

5 Places Where ECM Assist Business:

  1. Accounts payable automation.
  2. Accounts receivable automation.
  3. Managing both structured data and unstructured data.
  4. HR automation.
  5. Contracts management.

Working Components of ECM

Enterprise Content Management works using these five major components.

  1. Capture – Here the data collected in the form of paper are converted into digital content.
  2. Manage – This helps in modifying the collected data and maintaining the same with further corrections.
  3. Store – With this component the user can easily view or modify the data as per the update. This also has a temporary backup for the changes made.
  4. Preserve – This component is useful for preserving important data such as government files for the lifecycle.
  5. Deliver – This provides the information data to the concerned authorities when it is asked for.

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What is Web Content Management?

Eager to design a website!!! But allergic to coding and afraid of testing?

This is where you get the help of a Content Management System also known as CMS. We all know that building a website is not a walk in the park. It involves so many tasks say from sketching the visual concept using photoshop to uploading the designed code using markup languages such as HTML, CSS, or JAVA. If you are someone without any coding knowledge but want to build a website then you will feel right being here. WCM, a software that enables even non-technical people to build a website from scratch without any coding. Web Content Management(WCM) is one of the CMS with its two major components that make website design and management easier without any coding.

How Web Content Management Helps:

Helps Creating Content Easier: Just imagine every time you create a post on your website or you want to edit it, you have to know coding to make those changes. With the help of a content management system, the user can easily create and edit content without knowing to code.

Helps in Designing the Website: Usually, when designing a website first we need a UI/UX designer who sketches the blueprint of the website in software like photoshop. Next, this design is transferred to the developer who actually codes and creates the website using markup languages like HTML and CSS. But you don’t have to undergo all these hard steps with the help of a Web Content Management system which can allow you to easily click and drag HTML elements such as Buttons, Forms, Tables just with a click of a mouse.

Helps in Backing-up your Website: Nowadays many Content Management Systems allow you to install plugins using which you can easily backup and restore your website.

Helps in SEO of your Website: Just to list your website in search engines like Google, Yahoo, Bing you have to do a lot of steps such as maintaining a robot.txt file which again increases the complexity for a non-tech-savvy person. But using the web content management system listing your website in search engines and doing all kinds of SEO-related works becomes so easier that it just takes minutes to set up.

Helps in Collaborating and Creating Content Faster: A website not just has one content creator there might be a lot of content creators who are working simultaneously to create content. Web Content Management system allows multiple content creators to collaborate and create content faster.

Ease of Maintenance: Many companies do not prefer developers just to maintain a website. Content Management System allows the companies to appoint even a non-technical person as an administrator to manage or edit any content of the website.

Two Core Components of WCM:

Content Management Application(CMA)

This is the front-end part of Web Content management. This is designed with templates which makes the system more flexible. Especially this is the administrative part that editors use to create, edit, publish content without any help from any developers. Usually, it has a control panel that allows a user to modify settings related to post and websites.

Content Delivery Application(CDA)

This is the back-end part of Web Content management. This application has the tools which control the coding and logic part that helps in the transformation of content entered in the templates into a visible interface for the end-user.

Both these functions are important for Content Management System for delivering a complete website. These applications can be customized according to the client’s needs.

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6 Reasons to Choose Content Management System:

  1. This is a Cost-effective and affordable system where even free software are available.
  2. A single click and drag can create instant content updates.
  3. Any Non-technical person can handle it easily.
  4. SEO components like meta descriptions, title tags, etc.. are available.
  5. Offers 24*7 technical support in paid sources in case of any error.
  6. Excellent service for large businesses since supports multiple users.

Content Management System Services:

These are Free and Paid services for Content Management System Softwares

  1. Open Source CMS – eg: WordPress, Joomla, Magento
  2. Proprietary Source CMS – eg: Shopify, Kentico, Microsoft share point

How Efficient is Web Content Management in Business?

In today’s globalized world it is essential for any business to have an online platform to reach out to people all around the world and to survey better. Website is considered as virtual shops where all the products of the business are displayed for people all around the world with just a good internet connection. This allows the business people to reach high profits in a minimum span of time.

So at the bottom website serves as the most essential part for any online business. But every business cannot afford a developer for the long run in the business lifecycle. Technically business people look for an administrator rather than a developer to add or edit or manage any content of the business. This makes to survey cost-effective in the business world. Since the salary of an administrator will be quite lower than the salary expected by a developer. 

Here Content management systems with both front-end and back-end applications such as Content Management Application and Content Delivery Application servers are better for all types of business. This is designed to be flexible according to the customer’s needs. With Content Management Software there will be no longer necessary to wait for the help of developers to create, manage or edit your website and any kind of content on the website. Now further let us dig a little deeper about Enterprise Content Management (ECM)

Content Management Softwares:

As a content management system involves many different features and components, each content management software differs a lot in functionality and its features. Hence it is important to analyze your requirements to identify the type of content management software you need. 

We have listed down some of the important points while considering a content management system.

Top 7 Points to consider While selecting CMS

  1. Initial Set-up & Deployment
  2. Budget & Licensing
  3. Support & Stability
  4. Your Requirement
  5. Implementation Speed
  6. Understand changing customer demands
  7. Publishing Controls. 

We will see content management software only in the WMCS and ECS categories.

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Web content management Softwares:

WordPress:

Hands down it is one of the best tools in the web content management system. This is the content management software that all people who know about content management systems might know about WordPress due to its popularity. WordPress is powering more than 40% of websites on the internet. WordPress is built using PHP and hence PHP should be installed in your system. The other requirements for WordPress are MySQL or MariaDB for database, apache / Nginx for server deployment. WordPress has thousands of plugins that make your website development and content management easier. Plugins such as Elementor in WordPress help create an entire website just by clicking and dragging the Html elements into the website without the help of any code. Besides all this, the major reason why you should select WordPress is, it is an open-source software which means there will be a great community and support if you face any problem while using it.

Shopify:

Though WordPress is popular in the web content management system helping you create blogs or general websites, Shopify is widely used in e-commerce websites. It makes it easy to build websites where you need the functionality of carts and add products or remove products from your products list on your website. In short, it helps you to manage your e-commerce store on the internet without knowing to code. The most difficult part of creating an e-commerce website is the integration of the payment system and storing and processing the orders. Shopify takes care of all the things related to payments and orders so that you can concentrate on just improving your business rather than worrying about the infrastructure details. 

Enterprise content management Softwares:

Box ECM:

The box is a leading enterprise software content management software in the Gartner MQ. The box is a cloud-only content management software. Box helps in the entire document life cycle right from the creation to sharing and editing it.

Docuware ECM:

Unlike the Box enterprise’s content management software, Docuware comes in both on cloud software as well as local on-premise software. Docuware helps in employee management by providing a portal for managing employees, invoice processing and also helps in the marketing areas for your organization.

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