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:
- allows for a large number of people to contribute to and share stored data;
- increased ability for collaboration;
- facilitates document control, auditing, editing, and timeline management;
- controls access to data, based on user roles. User roles define what information each user can view or edit;
- aids in easy storage and retrieval of data;
- reduces repetitive duplicate input;
- documents workflow tasks coupled with messaging which allow for formal review and approval of documents;
- the ability to track and manage multiple versions of a single instance of content.