What Is Content Management System and How Does it Work?
How do we define content management system? The truth is there’s no specific definition of content management system (CMS) because it has dynamic scopes and types. Normally, CMS is often mistaken as a system to manage the content of websites. Web content management is just one of the many types of content management system. According to Comentum.com, CMS has multiple meanings depending on the scenarios and the project objectives.
Content management system is like defining a cellular phone. The cellular phone was originally used for communication purposes only. However, it became a platform to connect every person in the world wherever they are. The cellular phone becomes a smartphone which caters social platforms such as Facebook, Skype, Instagram, Twitter and other social media apps. This is similar to the content management system; it has different types and functions. Later on, we will discuss the types and functions of content management system and how they differ from one another.
The main function of content management system is to access, manage, modify and create digital content. This system is often used to support the collaborative working environment as multiple users can access the system simultaneously.
How to Use Content Management System?
There are two methods in getting a content management system. One method is to download and install the system. This is a self-hosted content system, meaning you have your own web host.
There are three basic steps in getting a content management system on your website. First is to download the software. The second step is you need to upload it to your own server, and finally run an installation routine to set up the system. There are various ways to break down the system that will fit your needs.
Before choosing a certain type of software for your digital content, make sure that you have reviewed its background and credibility. You have to at least read blogs and reviews on what to expect when using that software. This will prevent you from getting disappointed. You can read reviews about the best content management system at CrowedReviews.com. It will guide you in choosing the right software you need.
Another method of getting a content management system is subscribing in a hosted platform. Meaning, it is a shared platform and all you need to do is to sign up an account to access your own website. The designer of the website does not need to download a specific type of software. This is because the host provider of that free web maker is responsible for doing the task. This type of website creation has a limited access in customizing and managing the content of your website.
There are implications in using your own host in content management system. Unlike other free web makers, their web host provider is responsible for maintaining the CMS. However, there are software packages that include maintenance and updates in the agreed contract. You can learn more about that by reading reviews of content management system at CrowdReviews.com.
Types and Functions of Content Management System Software
There are different types of content management system software and each system has corresponding unique functions. Though, they differ from one another. It is evident that the overall objective of this tool is to manage the voluminous digital records. These include images, document files, contents of the website and other types of data that need to be stored.
Thus, there are also sensitive records that require protection from changes and illegal access, which can only be performed by CMS. Here are some of the types of content management system software:
The Web Content Management System
This type of system allows you to create, edit, archive, publish, report and distribute website content, data and information. These functions work while collaborating with other individuals inside your team. It can be accessed and managed simultaneously by different users. You can also edit the content of the website according to the agreed set of rules. Web content management is a helpful tool to manage the website content properly.
Another major misconception about content management system is the only key component to having a successful website. The truth is the success of every website depends on the quality of content, quality of service, marketing strategies and many other factors.
Component Content Management System
This software allows you to store, access, edit and manage topic-level content. This system also manages relationships between image, table, product description and procedure. It does not manage document level but it manages each component which represents a single topic, concept or asset. The focus of this system is to track the relationship among topics, graphics, maps, publications and deliverables. It also contains an engine to create outputs for print, the web, and e-readers for publishing.
This is related to the intranet-like tool that allows every user in the organization to access, manage and review different data. It includes documents, templates, media and other information assets. This tool is a formal way of managing and storing an organization’s documents and other related contents within the organization.
This form of content management has a different combination of functions. It functions in capturing, searching, networking of documents with digital archiving, and managing of documents and workflow. Thus, enterprise content management system focuses on business-to-employee (B2E) systems.
ECM has evolved over time. Through this, all the data in some types of communications like email and instant messaging can now be accessed. This helps to create a wide decision in every business sector. Moreover, it becomes available to business-to-government (B2G) and government-to-business (G2B).
Document Management System or Electronic Document Management
This management system allows you to store, access, and manage your different kinds of documents like PDFs, MS Word, and MS Excel. This system is often used to track documents as well and reduce paper production. The system also enables you to secure a digital copy of every document and store it digitally for quick retrieval purposes.
There are some web-based management systems using HTML to save their file or documents. These set of policies require content to be imported into the system. The HTML format of storing the documents is created. Its main goal is to search the documents in a faster way such as keyword and full-text searching.
Learning Content Management System
This type of content management system is used for different purposes. It enables the user to monitor the administration, documentation, tracking, reporting and delivery of digital educational technology (e-learning). This system also allows every educator to manage, store and publish their data in school. Its main function is to use and access the data for training and learning purposes.
This system ranges from system to software for training, educational records, distributing online or blended / hybrid college courses. LCMS is the learning framework that helps every student to be educated through online. The LCMS delivers instructional content, identify and assess the organization learning and goals, track the progress of those goals if achieve. Also, it supervises the learning process thru collection and presentation of the data.
Electronic Document and Records Management System
This system allows you to create and maintain records within classification schemes. This computer program is designed to track and store all electronic records. The reason behind the creation of the electronic document and record management system is the increasing use of electronic documents in the office. Thus, the core values of EDRMS are the ability to maintain records and data over time, to declare an authentic record and protect it from changes. Other core values involve the organization and management of records within classification scheme, management retention and disposal of records, and controlling access to track the actions made.
Specifically, the EDRMS is suited to those organizations that are looking to integrate records of management with document management. This is being implemented in some of the government websites and public organizations to allow public access.
These different content management systems play a vital role in keeping records electronically. It is safer than keeping those records in the traditional way (manual in-house record-keeping). This way, you can retrieve all data when natural calamities and unexpected disasters occur.
Whether you are in the business or education sectors, the content management system has contributed to the integration of the record process management. The success of a website does not only relate to a good content management system. Thus, it is one of the major contributors to having a successful website. The other factors in creating an effective website rely on designs, good content, and quality of the product. Other than that, it guarantees the quality of the service, marketing strategies and others that are not mentioned in this article. You can check the reviews of best content management system at CrowdReviews.com to assist you with choosing the right system.
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