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Saturday, December 22, 2007

Content Management and Document Management Systems

By Peter Stone

The entire life cycle of a document or multimedia file needs to be managed. This includes tasks such as storage, tracking of changes, archiving and clean up. Content management systems can do all this and also offer:

• Collaboration during content creation: This is often an extremely critical feature because there is plenty of scope for chaos during collaborative content development. It is useful to have a system that facilitates and simplifies the process by ensuring correct versioning and providing alerts to developers when content is changed.

• Easy management of versions: The management of various versions of a file, from creation to publishing, with all the editing required during the workflow, can be daunting. With reliable content management software, the risk of the wrong version reaching the final stage is greatly reduced.

• Access to mission-critical content: A good content management system ensures a business can access its mission-critical content whenever it needs to. This can increase the efficiency of the department or organisation that needs it.

• Guaranteed publication to target audience: The system will ensure that the appropriate content is published to a location where the relevant audience can access it easily when required.

• Security of sensitive information: A management system will help ensure that the information is available only to the appropriate audience. This ensures that sensitive internal information does not reside in public spaces. The content management system also provides the means for tracking any malicious activity.

• Adherence to regulatory standards: In today's regulatory environment, it is critical for a business to ensure compliance in every aspect. Content management systems can ensure that all documentation complies with the necessary criteria.

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