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Jun 26

Why Any CMS is Better Than Network Drives and Email Attachments?

Why Any CMS is Better Than Network Drives and Email Attachments?

This might be a trivial question, however, many organizations still use network drives for storing documents and their employees collaborate on these documents by sending them to each other as email attachments.

What is wrong with this picture?

The volume and variety of electronic information is exploding. Organizations are required to analyze new information faster and make timely decisions for achieving business goals within budget. They therefore are becoming increasingly dependent upon efficient access to information. In order to effectively use information, it must be readily available for analysis and synthesis with other information. The value of information depends on two things: finding it, and being able to use it.
 
Why can't this be done in network drives? Here are just few reasons:
  • documents in network drives cannot be searched;
  • there is no version control in network drives;
  • there is no trail who changed documents and what has been changed;
  • there are multiple versions of the same document;
  • there are no workflows and so there can be no automatic documents movement between participants;
  • few people could be editing the same document at the same time and so there is no control of made changes;
  • there is no possibility for the reuse of content;
  • permissions cannot be set up.

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May 5

Content Management Initiative Implementation

Content Management Initiative Implementation
The usual problem in content management arena is that employees spend a lot of time searching for information, re-creating information and while they are doing it, they are not being efficient and productive, and so the company looses money. Employees also use obsolete documents in their work and so the integrity of work and compliance is at risk.
 
How is this problem solved? By implementing a content management initiative. You have decided to implement a content management initiative. Where to start? This is the subject of my today's post.
 
In order for your content management project to be successful, I recommend that you follow these steps in this specific order.

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Apr 19

Cloud Content Management

Cloud Content Management
Cloud computing is the delivery of computing as a service rather than a product, whereby shared resources, software, and information are provided to computers and other devices as a utility over a network, typically the internet. With the power of cloud computing, small businesses can enjoy the same level of IT infrastructure as Fortune 500 companies with vastly limited overhead.
 
End users access cloud based applications through a web browser or a light weight desktop or mobile application while the business software and data are stored on servers at a remote location. Cloud application providers strive to give the same or better service and performance than if the software programs were installed locally on end-user computers.
 
In the past, all of a business computing would have to be done by its own servers. Now that we can compute over the web, servers do not have to be located within business offices, and with cloud computing, they do not even have to be owned by the business!

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Mar 23

Structured Content Management

Structured Content Management
Organizations of all sizes are beginning to realize how content and its reuse across the enterprise can improve productivity. The need for change is driven by the desire to better manage information assets (documents, creative ideas, illustrations, charts, graphics, multimedia, etc.) and eliminate costly processes that fail to facilitate the effective and consistent re-use of content.
 
Content reuse can take a variety of forms. The most common reuse scenario is dynamically updating multiple web pages when content is added or removed from a site. There are also content reuse opportunities across multiple web sites, as in the case of co-branding and syndication. Content reuse is critical and often complex when supporting print and web publishing. Perhaps the biggest impact content reuse is in efficient multilingual publishing.
 
To reuse content it must be structured. Structured content simply means that the information is stored in a format that defines and describes the content. Extensible Mark-Up Language (XML) is a simple and effective format for creating and managing information. Using XML you can describe the content that you are managing, so a headline will actually be defined as a headline, and likewise for a price, a product description, a caption, etc.

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Mar 10

Case Study - Wind River - Twiki Information Architecture

Case Study - Wind River - Twiki Information Architecture
In the "Case Studies" series of my posts, I describe the projects that I worked on and lessons learned from them. In this post, I am going to describe the project of re-structuring content and information architecture of a content management system based on Twiki in Wind River.
 
Wind River is a software engineering company that used Twiki as their content management system. TWiki is a Perl-based structured wiki application, typically used to run a collaboration platform, content management system, a knowledge base, or a team portal.
Case Study - Wind River - Twiki Information Architecture

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