Content management concerns the cycles and advances embraced in the organization to follow the existence pattern of different kinds of computerized content (fundamentally archives, pictures, sound, and video documents). A substance the board framework permits you to do the most fluctuated tasks while keeping up with incorporated administration, from straightforward dividing among representatives and teammates to online distribution up to the creation of paper handouts.
At the point when the items are basically advanced or digitized reports, we talk all the more suitably about recording the board. Record the actual board is generally the ancestor of content administration; it was brought into the world during the 1980s for the necessities of organizations that put together their cycles with respect to countless archives to be made, put away, and conveyed with accuracy, such for instance the specialized manuals for enormous assembling enterprises.
With the ever-evolving digitalization of cycles and interchanges, this need has additionally reached out to various kinds of content. Content management frameworks can likewise be exceptionally complicated, and the capabilities they have additionally rely fundamentally upon the area wherein the client organizations work. For instance, overseeing mixed media resources for an organization of sites is not the same as containing visual and illustrative material connected with dress creation.
The Five Phases Of Managing Content With A CMS
According to a general model of the AIIM (Association for Information and Image Management), a CM system can be broken down into five phases: capture, manage, store, preserve, and deliver.
The first (capture) concerns the acquisition of contents, which must be stored in an adequate database equipped with all the additional information (metadata) useful for their classification and subsequent search operations.
The second phase (manage) is that of management in the strict sense, in which the contents are consulted and modified according to the procedures and workflows defined internally and based on company policies. For example, Microsoft SharePoint lets you manage employee access levels based on Active Directory group membership and other criteria.
The store phase is that of short- to medium-term conservation, in which the contents can be consulted and modified frequently, while the preserving stage is that of long-term preservation, in which the contents are supposed to be no longer limited—an ideal application field for cloud cold storage.
The last phase (deliver) is the one in which the contents are presented to end users and very often “leave” the system; for example, a brochure is printed and physically distributed.
Transversally to this content flow, there is a structure of roles for the people who intervene and who are usually classified into five functions:
- Create the content itself.
- organize them into coherent communication
- publish them
- manage access rights to content
- Consult them as the end user.
For this multitude of jobs and clients, a CM framework acts in the background, offering designated capabilities, specifically recognizing them, partnering them with the pertinent substance streams, controlling access, overseeing changes and renditions of content, and sending cautions to those dependable when the items are adjusted or distributed.
What Fundamental Needs Must A Modern Document Management System Satisfy?
The ten essential needs for a modern document management system can be summarized as follows:
- Connection and integration with the company’s existing management system[/heading]
- Retain and archive all documents.
- Legally acceptable document storage using digital means
- Distribution of documents via multimedia channels
- Management of each delivery exception
- Real-time consultation via computer, tablet, and smartphone
- Control of email boxes (automatic sending and receiving)
- Workflow mechanism for documents
- Access via HTML 5 web interface
- Wide range of customization and integration options.