Content Management System

Content management is the organizing,monitor, adjust, and maintain the process through
categorizing, and structuring of informationwhich the creation and publishing tasks are done in
resources (text, images, documents etc.) so thatyour organization. Systems range from highly
they can be stored, published, and edited withcomplex to quite simple, but all give you a set of
ease and flexibility. A content managementtools to manage the activities of authors and the
system (CMS) is used to collect, manage, andprogress of content.
publish content, storing the content either asContent Storage: This feature keeps the content
components or whole documents, whilesensibly organized and accessible. Most CMS use a
maintaining dynamic links between components.relational database; the point is to store the
Content management is the organizing,content in one place and in a consistent fashion.
categorizing, and structuring of informationPublication Management: This allows you to
resources (text, images, documents etc.) so thatorganize your content with metadata and
they can be stored, published, and edited withformatting. CMS have different ways of
ease and flexibility. A content managementapproaching this, but the better ones allow you to
system (CMS) is used to collect, manage, anddefine and manage your metadata and your
publish content, storing the content either astemplates.
components or whole documents, whilePublishing: Publishing allows you to merge the
maintaining dynamic links between components.content data and the content formatting and
CMSs allow end-users (typically authors of somemove it from the repository to your publication.
sort) to provide new content in the form ofDifferent methods exist, but they all allow you to
articles. The articles are typically entered as plainpush the content out to some publicly accessible
text, perhaps with markup to indicate whereplace without the help of your tech team.
other resources (such as pictures) should beContent portability: Since the CMS stores content
placed. The system then uses rules to style theas data, that data can be inserted into any
article, which separates the display from theappropriate output format or template. If you
content, which has a number of advantages whenwant your article to appear with a blue
trying to get many articles to conform to abackground in your Members section, but with a
consistent "look and feel". The system then addsyellow background in your General Information
the articles to a larger collection for publishing.section, you don't need to write your article twice.
The systems also often include some sort ofInstead, you write it once and assign it to the blue
concept of the workflow for the target users,template and the yellow template.
which defines how the new content is to beDesign flexibility: Similarly, since the CMS stores
routed around the system.the templates separate from the content data, if
A good example of a CMS would be a systemyou want to make a design change, however
for managing a newspaper. In such a system thesmall (such as changing the font color on a
reporters type articles into the system, whichparticular type of page) or sweeping (such as
stores them in a database. Along with the articlechanging the font color, type, and size throughout
the system stores attributes, including keywords,your site), you only need to change the template;
the date and time of filing, the reporter's name,the CMS handles the rest.
etc. The system then uses these attributes toSingle Storage in a Single Place: In a CMS, all the
find out, given its workflow rules, who shouldcontent data is stored in one place, in a consistent
proofread the article, approve it for publication,way and perhaps most importantly, only once.
edit it, etc. Later the editors can choose whichIf you've ever suffered because you have nine
articles to include (or ignore) in an edition of thedifferent versions of an article and you can't
newspaper, which is then laid out and printedfigure out which one to use, you'll be happier with
automatically.a CMS. The system maintains one copy of the
How Content Management System Workcontent, regardless of how you plan to use it. If,
1. A professional web developer designs a webfor example, you have a press release that's
page format - typically with a logo at the top anddisplayed in your Press Release section, your
standard navigation options across the top, downNews Section, and your Archives section, and a
the left hand side, and/or at the foot of the page.mistake is discovered, the process for fixing it will
2. This new format is used to create a masterbe easier. Without a CMS, you would probably
template.have to fix the mistake in three files; with a CMS,
3. All the web developers in the organization getyou would fix it in one file (because there's only
to use special software that lets them add textone data file anyway), and the change appears in
and images to web pages, automatically using theall three locations.
master template.Because your content is stored consistently in
4. A professional web developer designs a webone system, it's much easier to create
page format - typically with a logo at the top, andrelationships (usually hyperlinks) between content
standard navigation options across the top, downpieces and maintain them. For example, if you
the left hand side, and/or at the foot of the page.have several pieces that link to each other, and
5. This new format is used to create a masteryou move one, the CMS will make the necessary
template.changes to keep the links working.
6. All the web developers in the organization getIt's also simpler to create a new piece of content
to use special software that lets them add textby aggregating other pieces. For example, let's
and images to web pages, automatically using thesay you have a collection of Internet tips, each
master template.stored as a separate Piece of content, but all
7. Each completed page is submitted to an editor,united by the same metadata. A CMS makes it
who might make changes or send it back to theeasy to present all those pieces together by
writer for revision. When the page is OK, thecreating a template that shows all content that
editor clicks an on-screen PUBLISH button andhad the metadata, in this case, "type: tip" and
uploads the page to the web server, so that the"subject: internet". It's also much easier to survey
world can read it.what you have
8. Each page is usually saved on a text database.Finally, should you decide to take all your content
Most web pages have file names that end in .htmand migrate it to some new format, the process
or .html, but sometimes you will see pages endingshould be much easier
in other file extensions, such as .php. These areThis entire means more time and money saved:
often generated by content managementyou don't duplicate work, you don't lose content,
systems. However, some CMSs will generate plainand you spend less time managing content.
.html pages, which are more easily found byWorkflow Management: Any good CMS will have
search engines.some sort of workflow management scheme.
9. The CMS also generates indexes, showing whatThis usually involves defining certain roles -- such
files have been changed when, who updatedas author, editor, and publisher -- and giving each
which file, and so on.of those roles some abilities and responsibilities.
10. The more elaborate CMS perform a lot moreLikewise, content can exist in a number of states,
functions (such as archives, built-in search engines,such as draft, final, published, or archive, and each
permission control, and workflow management),state has certain characteristics.
but the above ones are basic.Combine the roles and the states, wrap some
11. Giving control back to content owners, allowinglogic around it, and you have a workflow system.
them to user their web browser to add and editThe author is assigned to create the draft, the
content on the site with no special knowledgeeditor is notified that the draft is ready to be
required.edited, etc.
12. Separating page content from format andWorkflow management facilitates better
design, creating a more consistent look and feelcommunication, progress tracking, and more
across the site.efficient content transitions. Even a basic system
13. Faster publication of content and updates aswill notify the appropriate role that a piece of
well as immediate site-wide changes.content has reached a state where it needs
14. Automation of all navigation, internal links, andattention. More advanced systems allow all sorts
other site sections where rules can be imposedof triggers and controls to be put into place. None
on content, eliminating internal broken links orof these features are going to do the work of
orphaned pages.managing your processes; rather, they give you
15. The ability to schedule the publication orbetter visibility into the process and better tools
expiration of a page and all links to that page.to do the work.
16. Development of workflow and approvalThe major gain here is control, which saves time
processes; turning management of your websiteand money by speeding communication and
into a business process.preventing mistakes. The workflow system
17. The ability to customize the level of designhandles much of the communication, tracking, and
and formatting control given to site authors.measuring so your authors, editors, and publishers
18. Development of user templates for contentcan concentrate on writing, reviewing, and
delivery using existing site design or in conjunctionpublishing, instead of walking around checking on
with a site redesign.things, looking for lost drafts, and trying to figure
19. Development of customized approvalout where all the time has gone.
workflow.Automated Publishing: When it comes to freeing
20. Creation of user accounts and roles to fit yourtechnical resources from publishing tasks, almost
desired level of control and access.any CMS shines. The CMS allows non-technical
21. Integration with existing applications andpeople to schedule, trigger, and otherwise manage
databases.the process of moving the content to the
22. User training to assist content authors inproduction environment.
becoming familiar with the systemIf your valuable technical people are constantly
Benefits of Content Management Systemdistracted by pushing out small text changes,
- Content Authoring: This allows your contentregularly releasing new articles, or fixing layout
contributors to create content and store it in theissues, the CMS will change their worlds. With a
repository. There are many tools and styles.CMS in place, these tasks become things that
- Workflow Management: This allows you topublishers and editors can do, usually with a
monitor, adjust, and maintain the process throughpowerful set of tools available within the CMS.
which the creation and publishing tasks are done inThe technical people maintain the CMS, but it's at
your organization. Systems range from highlymuch higher level, and their time is greatly freed
complex to quite simple, but all give you a set ofto handle more technical issues throughout your
tools to manage the activities of authors and theorganization.
progress of content.Usually, the actual time required to publish your
- Content Storage: This feature keeps thecontent is reduced. More importantly, the time it
content sensibly organized and accessible. Mostdoes take is spent by the most appropriate
CMS use a relational database; the point is topeople (authors, editors, publishers), and not by
store the content in one place and in a consistentpeople who are probably supposed to be working
fashion.on a new Web site feature or tuning up the
Content Authoring: This allows your contentnetwork.
contributors to create content and store it in theHopefully, you have a more specific idea of what
repository. There are many tools and styles.a CMS does, and how a CMS might save your
Workflow Management: This allows you toorganization time, effort, and therefore money.