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Dec 2

Content Management Systems (CMS)

Content Management Systems (CMS)
In order to efficiently manage content, a content management system is required. A CMS is a tool that enables a variety of (centralised) technical and (de-centralised) non technical staff to create, edit, manage and finally publish (in a number of formats) a variety of content (such as text, graphics, video, documents etc), whilst being constrained by a centralised set of rules, process and workflows that ensure coherent, validated electronic content.
 
A Content Management System (CMS) has the following benefits: 
  1. allows for a large number of people to contribute to and share stored data;
  2. increased ability for collaboration;
  3. facilitates document control, auditing, editing, and timeline management;
  4. controls access to data, based on user roles. User roles define what information each user can view or edit;
  5. aids in easy storage and retrieval of data;
  6. reduces repetitive duplicate input;
  7. documents workflow tasks coupled with messaging which allow for formal review and approval of documents;
  8. the ability to track and manage multiple versions of a single instance of content.
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Nov 21

Taxonomy and Enterprise Content Management

Taxonomy and Enterprise Content Management

Taxonomy is a hierarchical structure for the classification and/or organization of data. In content management and information architecture, taxonomy is used as a tool for organizing content. Development of an enterprise taxonomy requires the careful coordination and cooperation of departments within your organization. 
 
Once the taxonomy is created, it needs to be managed. There is no such thing as "finished taxonomy". Taxonomy needs to be revisited and revised periodically. Why? Business changes, new content is created, old content is archived.
 

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Nov 18

What is the difference between documents management and document control?

What is the difference between documents management and document control?
I have been asked many times about the difference between document management and document control. Today's post is about this subject.
 
Document Management is also referred to as Content Management. Content Management is the set of processes and technologies that support the collection, managing, and publishing of electronic information. These processes and technologies allow managing electronic content through its lifecycle from its creation, review, storage and dissemination to destruction. Main goals are accessibility, findability, and re-use of content.

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Nov 16

Preserve and Deliver Components of ECM Cycle

Preserve and Deliver Components of ECM CycleToday, I will talk about two last components of ECM cycle - Preserve and Deliver.
 
Preserve
 
Eventually, content ceases to change and becomes static. The "Preserve" components of ECM handle the long-term, safe storage and backup of static information, as well as the temporary storage of information that does not need to be archived. A content management system usually has capabilities to accommodate these functions.

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Nov 15

Store Component of ECM Cycle

Store Component of ECM Cycle
Yesterday, I talked about "Manage" component of ECM cycle. Today, I will talk about "Store" component.
 
"Store" components store information that has been captured. The "Store" components can be divided into three categories: Repositories as storage locations, Library Services as administration components for repositories, and Storage Technologies. These infrastructure components are sometimes held at the operating system level, and also include security technologies that work together with the "Deliver" components.

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