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Content Management Systems

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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Jun 21

SharePoint - Lists and Libraries Management

SharePoint - Lists and Libraries Management

When a SharePoint list or library has a large number of items, you must carefully plan its organization, taking into account how users need to access documents or data. By planning and using a few key list and library features, you can ensure that users can find information without adversely affecting the performance of the rest of your site.

SharePoint contains a Document Center site template that you can use when you want to create a site that is optimized for creating, managing, and storing large numbers of documents.

Manage large numbers of documents using Document Center site   A Document Center is a specialized site designed to serve as a centralized repository for managing documents. You can use a Document Center site as an authoring environment or a content archive.   In an authoring environment, users actively check files in and out and create folder structures for those files. Versioning is enabled, and 10 or more earlier versions of each document can exist. Users check documents in and out frequently, and workflows can help automate actions on the documents. Read more
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Jun 15

Content Management Systems Reviews - Documentum - Records Management

Content Management Systems Reviews - Documentum - Records Management

EMC Documentum Record Management Solution helps organizations to comply with legal and regulatory requirements for documents retention. This solution allows to capture and manage records generated in the company allowing for its automation. It also expands classic records management with features that track and dispose of non-records in order to reduce discovery costs and mitigate legal risks.   Records management solution is fully unified with Documentum content management platform.   Key Benefits   Risk Mitigation – reduce your content liability by disposing of records and non-records once they fulfilled all legal and regulatory and compliance obligations. Read more
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Jun 13

Taxonomy and CMS

Taxonomy and CMS

Any information system should have two access points - search and browse. When users know exactly what they are looking for, they are going to use search. If you have enabled metadata search in your system, this search is going to be precise and will retrieve documents that users are looking for.   If users do not know what they are looking for, they are going to use browse to navigate to documents. Somewhere, some time during their browsing they may switch to search and then back to browsing.   In order to enable browsing or navigation in your system, you must create taxonomy and organize your documents according to this taxonomy.   Read more
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Jun 7

How to Select a Content Management System

How to Select a Content Management System

You have decided to deploy a content management system? How do you select a system? This is the subject of my today's post.

The process of selecting a content management system (CMS) centers on the list of requirements you users have for the system, then vendor presentations, and some sort of selection committee. The process contains the following steps:

  • create a high-level overview of the CMS project and your users requirements;
  • review the market for the products that seem to fit your project and your users requirements;
  • make the first cut from the list of candidates, selecting those that seem worth really pursuing;
  • send a Request for Proposal (RFP) to those who make the first cut;
  • select a small number of finalists by scoring the RFP responses and any follow-up questions that you ask;
  • have technical drill-down meetings and check references from each of the finalists;
  • have a presentation from the remaining candidates;
  • make a final decision by combining the scores for the references and presentations with those for the RRP.
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