A well-structured content management strategy is important for any business that finds itself buried under the mountains of data and files generated during the execution of complex business transactions. Content management systems are powerful software applications that enable better administration of digital information. They offer a broad range of features that help companies keep critical information accurate and up-to-date at all times, store it in the most reliable and affordable manner, and logically organize it for easy access by end-users.
A Centralized Repository
Content management systems offer a fully-centralized repository that enables authorized users–both inside and outside an organization–to quickly and easily find and retrieve any digital content maintained by the company. While some are network-based, most solutions provide Web-based access to files, further increasing ease and convenience.
The process of creating and managing a digital asset is quite sophisticated. Several key stakeholders are involved in various aspects of the content lifecycle, such as drafting, reviewing and approving, editing, and updating. By streamlining related workflows, content management systems help facilitate compliance with internal and external guidelines, while optimizing productivity.
Rapid Content Import
By the time a company purchases and implements a content management system they have likely already generated a large quantity of digital content. That’s why most content management solutions on the market today provide the ability to rapidly import existing files, documents, and materials, as well as unstructured digital information, into the environment.
Dynamic Tracking and Alerts
With content management systems, administrators can closely monitor all activities, such as which files are being accessed most frequently, which users are retrieving which content, and more. This allows them to understand how information is utilized, so they can develop more effective plans. It can also help them detect any unauthorized activities.
Many content management systems include dynamic alert capabilities, instantly notifying key constituents when certain events – such as file additions, changes, or deletions – occur.
As users update and store outdated files on their desktops, many companies are plagued by an inability to manage multiple versions of the same document. Content management systems offer comprehensive version control, so users can view various iterations of each file, but instantly identify which is the most current.
Many content management solutions enable rapid information-sharing and further increase efficiency by dynamically “bursting” new or updated files to a pre-specified group of users.
Protection of confidential information is a huge component of any content management strategy. Most solutions on the market offer multiple levels of security to prohibit unauthorized access. Look for one that delivers role-based protection, so access to both files and system functions is granted based on each user’s position within the organization and their involvement in the content management process.