Content Management

Content management is an expansive concept, but at its core it is simply the processes by which an organization shares and manages digital information. This includes graphics, sound, video, documents, text, records, or virtually anything in a digital format.

The concept of content management began long before the computer age, when organizations shared information through hard copy documents like memos and ledgers. However, these days the pervasive nature of the Web has made it the preferred vehicle for content delivery. Most organizations have an overabundance of data, information and knowledge, and content management combines rules and workflows in such a way that makes electronic storage more manageable.

If you're in the market for a content management system (CMS), you might be a bit overwhelmed with the scope of solutions available. Content management has become a billion-dollar industry and the number of CMS systems available continues to grow exponentially. That's why it's critical that you're able to classify exactly what type of content you're looking to manage and in what manner.

Here's a quick checklist of preliminary questions that need to be addressed before looking into a CMS:

• Volume needs: Does the amount of your organization's content justify a CMS? If you have less than 1,000 documents, it might be overkill. If you have more than 1,000, it's a good idea to start investigating a system.
• Content suppliers: How many content contributors do you have? If you have a large number on staff, you'll probably need a CMS to keep things running efficiently.
• Interface: While the underlying code is important, it's critical that whatever CMS you choose has the right interface features to address your company's specific needs.
• Compatibility: Make sure that your CMS functions properly with your current software and isn't designed to work with proprietary server software that isn't clearly promoted.
• Support: It's also vital that you're aware of what your server's database capabilities are, as many CMS's interact with them. For instance, if the CMS uses Oracle or SQL Server, you may have to modify your database for that specific installation.

In today's information-driven society, where the magnitude of data and the rate of communication continue to increase, effective content management has increased in importance. However, if rushed, a poorly thought-out CMS might be more trouble than it's worth. Don't make the mistake of falling for a sales pitch before you research your options well. If you put in the extra time and effort, the enhanced productivity and improvement in overall operations will make your CMS well worth the investment.