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FACT SHEET CONTENT MANAGEMENT SYSTEM I. what is a content management system (cms)? It is rare these days to find an organization that doesn't need to manage some form of digital content. The problem for most businesses is that this rapidly growing area of IT covers a broad range of IT disciplines and business needs. Content Management Systems cover everything from Document Management, to Knowledge Management, to Digital Asset Management and a range of other related and unrelated fields. Many of these areas are developing their own acronyms and Content Management is more commonly being used to describe one of the most common business needs ... Web Content Management. In this area, Content Management is about allowing an organization to manage the content that they are deploying via the internet. Organization’s use web Content Management Systems to integrate their web presence with the rest of their operations. They use them to ensure content is up to date, refreshed and relevant. These systems also allow businesses to extract more value from the web channel and gain II. core features of cms products Another section titled ‘What's important in a CMS’, covers segment defining features and how to decide which products match your needs. This thankfully brief section is about the general features that define in a basic way, what it means to be a Web Content Management System. And the core features are ... • Production of web pages By definition, a web content management system is about editing, producing and deploying web pages. • Systematization of web pages Turning website management and production into a systematic activity that delivers efficiency. • Simplification of website production activities One of the critical ideas is that a CMS should internalize at least some of the technical, design or communication complexity of producing a website. Some still expect technical or design skill, the better ones make all aspects simpler. • User management A CMS should manage who does what. Who can see the site, who can edit it, who can publish it and who can administer it. • Web based editing The editor of some CMS are not web based. This is somewhat of an anathema, really you should be able to use a web browser to edit your site. The best systems do not depend on specific browsers or platforms for you to be able to edit your site(s). South Carolina Sea Grant Consortium, 7/2008 Barry Girsh :: Patty Snow 1 of 5 FACT SHEET CONTENT MANAGEMENT SYSTEM • Database storage The content and delivery of your web pages does not need to be from a database, in fact static (non-database delivered) pages have some inherent advantages (such as speed). However at some level your content should reside in a database to enable it to be managed, retrieved, manipulated, archived and integrated. • Consistency and compatibility Especially for systems deploying public pages, the results should appear consistently across different platforms and browsers. This compatibility and standards compliance is a benefit that should come from systematization. • Split editing environment Most contemporary content management systems keep the 'live' content separated from the 'draft' or 'editable' content. This ensures site visitors are uninterrupted and provides the flexibility for dividing editing from publishing rights, improving data integrity and delivering 'undo' capabilities. • Intuitive and simple to learn interfaces Few people want to spend much time learning a piece of software. Most of the benefit of a CMS is lost if it is as difficult to use as learning how to build a website using code or design tools. Look for something that works the way you would want it to. • Scalability and extensibility Can the tool grow as you do, both in size and in capabilities. • Support and information Can you get the information and assistance that you need from the vendor(s) of the content management system. • Speed and efficiency Does the content management system make the site editing and deployment faster and more efficient than other alternatives. III. types of cms Within the CMS world, there are several different types of products, and different styles of each. Elements of various CMS styles can even be mixed and matched. This article will focus on Web content management, since that's what most nonprofits appear to need the most. Web Content Management Systems (WCMS): This subset of CMS emphasizes managing only Web content. Products vary in functionality, complexity, and range. (You can read more about WCMS in the " " article.) Enterprise Content Management Systems (ECMS): ECMS emphasize comprehensiveness. They are used to manage all aspects of an organization's content publication processes, including Web, print, and any South Carolina Sea Grant Consortium, 7/2008 Barry Girsh :: Patty Snow 2 of 5 FACT SHEET CONTENT MANAGEMENT SYSTEM alternative outputs. The products offer a good amount of functionality, complexity, and range. Document Management Systems (DMS): Technically, these are parallel to CMS, but they focus on documents (such as Microsoft Word files), and are more for internal use than for presenting content for public consumption. They vary broadly in functionality, complexity, and range. Digital Rights Management Systems (DRMS): These are also parallel or complementary to CMS. These systems only manage intellectual property rights information for any content that exists. They vary broadly in functionality, complexity, and range, but tend to specialize in areas where Digital Rights are a priority (such as music or video). Asset Management Systems (AMS): These are also parallel to CMS. These systems manage so-called content "assets" (images, video, audio, and other binary, non-textual content). They vary broadly in functionality, complexity, and range, but tend to be used in organizations where assets like these are numerous (such as photo agencies or graphic design firms). IV. who is involved? Take some time to understand the people, or more generically, the roles involved in your content processes. As above, do a quick pass to get a general idea. Usually, the roles are: Authors: Identify the types, or roles, of your authors. Who does the bulk of the content creation? Are your authors internal, or do they work all over the country? Is it a consistent group of people, or do they come and go? Are they dedicated to the task, or is it something they do on the side? Is there a team or a group of individuals? Editors: Who does most of the editing? Do the authors act as their own editors? Is there a team of editors? Is that a dedicated role, or is it something someone does when time is available? You can examine these questions on per-content piece level, as well as on a site- or publication-wide level. Designers: Who works on the design of any given piece or the publication as a whole? Are they technical people or artistic types? Is there a team or a group of individuals working independently? Is the designer or team also responsible for other design tasks in your organization? Approvers: Who's involved in approving something for publication? Editors, of course, but what about management? Legal? Partners? Publishers: South Carolina Sea Grant Consortium, 7/2008 Barry Girsh :: Patty Snow 3 of 5 FACT SHEET CONTENT MANAGEMENT SYSTEM Who performs the actual publication of the authored, edited, and approved content? Who releases the finished Web page to the live Web servers or the final document to the printer? V. rated on… -System Requirements -Security -Support -Ease of Use -Performance -Management -Interoperability -Flexibility -Built-in Applications -Commerce VI. list of open-source/commercial cms Open Source CMS -DotNetNuke (.NET) -Drupal (PHP) -e107 (PHP) -Joomla! (PHP) -Mambo (PHP) -Moodle (PHP – Online learning) -TinyCMS (PHP) Open Source/Commercial: Portal/CMS -Alfresco (JSP) -Liferay Portal / CMS (JSP) -Magnolia (JSP) Commercial CMS -Ektron CMS400.net (.NET) -Interwoven TeamSite (JSP?) -Macromedia Contribute -Oracle Portal -Share Point Portal Server (.NET) Custom Built CMS VII. resources CMS MATRIX - THE CONTENT MANAGEMENT COMPARISON TOOL This site is provided by CMS Vendor WebGUI, however its list is fairly comprehensive and largely unbiased. Visitors can select up to 10 CMS products and see their key features compared on screen. This is a useful tool, however one note of caution, South Carolina Sea Grant Consortium, 7/2008 Barry Girsh :: Patty Snow 4 of 5 FACT SHEET CONTENT MANAGEMENT SYSTEM because most of the feature lists are maintained by the vendors, treat the results with some caution. Click here for The CMS Matrix comparison tool >> CMS WIRE - NEWS, REVIEWS AND INFORMATION CMS Wire is a web magazine dedicated to Content Management. The site, managed by Brice Dunwoodie, contains information and news relevant to CMS decision makers. The site also maintains a list of vendor products. Click here for CMS Wire's product listing page >> GOOGLE AND THE DMOZ PROJECT If the targetted links above aren't your thing, try Google or their Open Directory Project (DMOZ). Remember to focus your search carefully, their are over 700 CMStype products on the DMOZ list alone. Click here for the CMS section of the DMOZ listing >> Article What is Content Management? The Gilbane Report: Volume 8, Number 8, October 2000 http://gilbane.com/gilbane_report.pl/6/article.html “We envision Web Content Management as a prime strategic business tool. Web content management must be focused on improving operational agility, individual empowerment and organizational growth. All enterprises know that customers, partners, suppliers and employees require efficient access to the most current information. Vignette understands that to deliver the most superior online experience possible, Web content management software must support the effective creation and management of Web content, automate Web-related processes, deliver the right content in the right context, and continually analyze Web presence efficacy.” Vignette, http://www.vignette.com/us/Products/Web+Content+Management South Carolina Sea Grant Consortium, 7/2008 Barry Girsh :: Patty Snow 5 of 5