What is Content Management software?
Content Management Software, also knows as Content Management System (CMS) is a software solution that allows businesses to store and organize all its documents; from records to invoices, as well as its multimedia files and social media content. This software market is often divided into 2 main groups: W-CMS which is a CMS for websites; and DMS, which takes care of electronic and printed documents not meant for the general public (reports, contracts…).
There are a market trends you need to understand when evaluating what software to use and which firms to hire:
Catering for collaborative work
More than ever before, content is now created by multiple creators, and this means that people need the right tools that can enable them to share, discuss and comment on ongoing collaborative work projects. Collaborative content management solutions are now an essential part of creating content.
Hosting CMS on the cloud
Web content and document management have seen a big shift towards the cloud. Whilst a lot of companies used to deal with their content on-premise with their own intranet; a lot more vendors are offering cloud-based alternatives to their once only on-premise software solutions,
Dealing with compliance
New laws now require strict requirements with regards to digital record keeping, with the focus being directed towards government, health organization and banks. A good document management system can help organizations within those highly-regulated industries to comply with those standards.
Types of Content Management software
Content Management software should cover all the necessary aspects of managing content. Here are the main applications:
Allows online publishing and authoring, with functionalities such as web page creation, blogging creation, text as well as other text editors. Also includes workflow management modules.
Support for ECommerce
Allows the creation and maintenance of an online Ecommerce store.
Creation of electronic forms
Helps to create online forms for online purchases or submitting other data online. Can help dealing with transactions.
Social networking functionalities
Readers can interact with a company’s published content, with features for social sharing and commenting.
Content distribution via intranet
Allows the creation of an internal and private website to distribute content to internal employees.
Capturing documents and processing images
Converting documents and images to digital form by scanning them.
Managing of digital asset
Deals with uploading and storing digital media such as images or videos, as well as organizing such materials.
Managing forms for different cases
Automatically generates forms for specific business processes, as well as automatically filling fields in those forms. Also allows those forms to be reviewed and approved.
Managing of contracts
Allows transactional content such as contracts and mortgages to be tracked and automated as part of the document lifecycle.
Managing of records
Organizes company records and allows for them to be moved around, archived and retrieved by the right personnel.
Managing of business processes
Focuses on businesses with a large volume of content, including tools such as business intelligence and workflow management,
Functions for reporting and analytics
Analyses documents, unstructured content and government compliance reports to bring out key hindsights.
Why Use Content Management software?
The benefit of using Content Management software solutions is vast and goes a long way into helping to manage content better, more efficiently and more profitably:
- Companies can benefit from a safe documentation system which they can use to stay within government compliance.
- The efficiency of digital record keeping is increased; with the process of scanning and uploading those documents being made easier.
- The processes of cases and claims can be streamlined, saving countless working hours and avoiding human error.
- Better content for public websites means readers and potential clients are getting better engaged with the company.
Your use of software will of course depend on your needs and the needs of your business:
- Large firms need their CMS to interact with its multiple software systems. This will require further customization so that the process is secure and consistent across the whole organization. In this case, enterprise content management solutions are the best choice.
- Small businesses looking at getting their content off their laptops and desktops and wanting to digitize their records and content will want a starter to a mid-range CMS system; depending on their budget. It is a step towards modernizing their own business.
- Departmental buyers want to manage content for a specific department of an enterprise. The needs for a Human resource department to handle confidential employee records will vary from that of a sales department which will want to integrate their content with their customer relationship management system.
- Highly regulated industries such as government, healthcare and banks have more compliance requirements than any other industries. They also have very specific guidelines with regards to the handling and protection of sensitive data and documents. A CMS with further compliance, audits and reports functionalities will be the only choice.
- Buyers looking to create a company website which works and looks good will want a good web content management system; whilst others will want a system that works better for online marketing and business. There are many W-CMS solutions out there that include a lot of tools for presentation as well as engaging with online readers.