Content Management System

CMS, a newest and hottest technology in Webtools to manage the activities of authors and the
Hosting World Content management is theprogress of content.
organizing, categorizing, and structuring ofContent Storage: This feature keeps the content
information resources (text, images, documentssensibly organized and accessible. Most CMS use a
etc.) so that they can be stored, published, andrelational database; the point is to store the
edited with ease and flexibility. A contentcontent in one place and in a consistent fashion.
management system (CMS) is used to collect,Publication Management: This allows you to
manage, and publish content, storing the contentorganize your content with metadata and
either as components or whole documents, whileformatting. CMS have different ways of
maintaining dynamic links between components.approaching this, but the better ones allow you to
Content management is the organizing,define and manage your metadata and your
categorizing, and structuring of informationtemplates.
resources (text, images, documents etc.) so thatPublishing: Publishing allows you to merge the
they can be stored, published, and edited withcontent data and the content formatting and
ease and flexibility. A content managementmove it from the repository to your publication.
system (CMS) is used to collect, manage, andDifferent methods exist, but they all allow you to
publish content, storing the content either aspush the content out to some publicly accessible
components or whole documents, whileplace without the help of your tech team. Content
maintaining dynamic links between components.portability: Since the CMS stores content as data,
CMSs allow end-users (typically authors of somethat data can be inserted into any appropriate
sort) to provide new content in the form ofoutput format or template. If you want your
articles. The articles are typically entered as plainarticle to appear with a blue background in your
text, perhaps with markup to indicate whereMembers section, but with a yellow background in
other resources (such as pictures) should beyour General Information section, you don't need
placed. The system then uses rules to style theto write your article twice. Instead, you write it
article, which separates the display from theonce and assign it to the blue template and the
content, which has a number of advantages whenyellow template.
trying to get many articles to conform to aDesign flexibility: Similarly, since the CMS stores
consistent "look and feel". The system then addsthe templates separate from the content data, if
the articles to a larger collection for publishing.you want to make a design change, however
The systems also often include some sort ofsmall (such as changing the font color on a
concept of the workflow for the target users,particular type of page) or sweeping (such as
which defines how the new content is to bechanging the font color, type, and size throughout
routed around the system.your site), you only need to change the template;
A good example of a CMS would be a systemthe CMS handles the rest. Single Storage in a
for managing a newspaper. In such a system theSingle Place: In a CMS, all the content data is
reporters type articles into the system, whichstored in one place, in a consistent way and
stores them in a database. Along with the articleperhaps most importantly, only once. If you've
the system stores attributes, including keywords,ever suffered because you have nine different
the date and time of filing, the reporter's name,versions of an article and you can't figure out
etc. The system then uses these attributes towhich one to use, you'll be happier with a CMS.
find out, given its workflow rules, who shouldThe system maintains one copy of the content,
proofread the article, approve it for publication,regardless of how you plan to use it.
edit it, etc. Later the editors can choose whichIf, for example, you have a press release that's
articles to include (or ignore) in an edition of thedisplayed in your Press Release section, your
newspaper, which is then laid out and printedNews Section, and your Archives section, and a
automatically.mistake is discovered, the process for fixing it will
How Content Management System Workbe easier. Without a CMS, you would probably
1. A professional web developer designs a webhave to fix the mistake in three files; with a CMS,
page format - typically with a logo at the top, andyou would fix it in one file (because there's only
standard navigation options across the top, downone data file anyway), and the change appears in
the left hand side, and/or at the foot of the page.all three locations. Because your content is stored
2. This new format is used to create a masterconsistently in one system, it's much easier to
template. 3. All the web developers in thecreate relationships (usually hyperlinks) between
organization get to use special software that letscontent pieces and maintain them. For example, if
them add text and images to web pages,you have several pieces that link to each other,
automatically using the master template. 4. Aand you move one, the CMS will make the
professional web developer designs a web pagenecessary changes to keep the links working.
format - typically with a logo at the top, andIt's also simpler to create a new piece of content
standard navigation options across the top, downby aggregating other pieces. For example, let's
the left hand side, and/or at the foot of the page.say you have a collection of Internet tips, each
5. This new format is used to create a masterstored as a separate Piece of content, but all
template. 6. All the web developers in theunited by the same metadata. A CMS makes it
organization get to use special software that letseasy to present all those pieces together by
them add text and images to web pages,creating a template that shows all content that
automatically using the master template. 7. Eachhad the metadata, in this case, "type: tip" and
completed page is submitted to an editor, who"subject: internet". It's also much easier to survey
might make changes or send it back to the writerwhat you have Finally, should you decide to take
for revision. When the page is OK, the editorall your content and migrate it to some new
clicks an on-screen PUBLISH button and uploadsformat, the process should be much easier.
the page to the web server, so that the worldThis entire means more time and money saved:
can read it. 8. Each page is usually saved on ayou don't duplicate work, you don't lose content,
text database. Most web pages have file namesand you spend less time managing content.
that end in .htm or .html, but sometimes you willWorkflow Management: Any good CMS will have
see pages ending in other file extensions, such assome sort of workflow management scheme.
.php. These are often generated by contentThis usually involves defining certain roles -- such
management systems. However, some CMSs willas author, editor, and publisher -- and giving each
generate plain .html pages, which are more easilyof those roles some abilities and responsibilities.
found by search engines. 9. The CMS alsoLikewise, content can exist in a number of states,
generates indexes, showing what files have beensuch as draft, final, published, or archive, and each
changed when, who updated which file, and so on.state has certain characteristics. Combine the
10. The more elaborate CMS perform a lot moreroles and the states, wrap some logic around it,
functions (such as archives, built-in search engines,and you have a workflow system. The author is
permission control, and workflow management),assigned to create the draft, the editor is notified
but the above ones are basic. 11. Giving controlthat the draft is ready to be edited, etc.
back to content owners, allowing them to userWorkflow management facilitates better
their web browser to add and edit content on thecommunication, progress tracking, and more
site with no special knowledge required. 12.efficient content transitions. Even a basic system
Separating page content from format and design,will notify the appropriate role that a piece of
creating a more consistent look and feel acrosscontent has reached a state where it needs
the site. 13. Faster publication of content andattention. More advanced systems allow all sorts
updates as well as immediate site-wide changes.of triggers and controls to be put into place. None
14. Automation of all navigation, internal links, andof these features are going to do the work of
other site sections where rules can be imposedmanaging your processes; rather, they give you
on content, eliminating internal broken links orbetter visibility into the process and better tools
orphaned pages . 15. The ability to schedule theto do the work.
publication or expiration of a page and all links toThe major gain here is control, which saves time
that page. 16. Development of workflow andand money by speeding communication and
approval processes; turning management of yourpreventing mistakes. The workflow system
website into a business process. 17. The ability tohandles much of the communication, tracking, and
customize the level of design and formattingmeasuring so your authors, editors, and publishers
control given to site authors. 18. Development ofcan concentrate on writing, reviewing, and
user templates for content delivery using existingpublishing, instead of walking around checking on
site design or in conjunction with a site redesign.things, looking for lost drafts, and trying to figure
19. Development of customized approvalout where all the time has gone.
workflow. 20. Creation of user accounts and rolesAutomated Publishing: When it comes to freeing
to fit your desired level of control and access. 21.technical resources from publishing tasks, almost
Integration with existing applications andany CMS shines. The CMS allows non-technical
databases. 22. User training to assist contentpeople to schedule, trigger, and otherwise manage
authors in becoming familiar with the systemthe process of moving the content to the
Benefits of Content Management Systemproduction environment.
• Content Authoring: This allows yourIf your valuable technical people are constantly
content contributors to create content and storedistracted by pushing out small text changes,
it in the repository. There are many tools andregularly releasing new articles, or fixing layout
styles. • Workflow Management: Thisissues, the CMS will change their worlds. With a
allows you to monitor, adjust, and maintain theCMS in place, these tasks become things that
process through which the creation and publishingpublishers and editors can do, usually with a
tasks are done in your organization. Systemspowerful set of tools available within the CMS.
range from highly complex to quite simple, but allThe technical people maintain the CMS, but it's at
give you a set of tools to manage the activitiesmuch higher level, and their time is greatly freed
of authors and the progress of content.to handle more technical issues throughout your
• Content Storage: This feature keepsorganization.
the content sensibly organized and accessible.Usually, the actual time required to publish your
Most CMS use a relational database; the point iscontent is reduced. More importantly, the time it
to store the content in one place and in adoes take is spent by the most appropriate
consistent fashion.people (authors, editors, publishers), and not by
Content Authoring: This allows your contentpeople who are probably supposed to be working
contributors to create content and store it in theon a new Web site feature or tuning up the
repository. There are many tools and styles.network. Hopefully, you have a more specific idea
Workflow Management: This allows you toof what a CMS does, and how a CMS might save
monitor, adjust, and maintain the process throughyour organization time, effort, and therefore
which the creation and publishing tasks are done inmoney. On top of that, a CMS will enable you to
your organization. Systems range from highlybetter manage your content, therefore making it
complex to quite simple, but all give you a set ofmore usable for you and your constituency.