Transcript Slide 1

Content Management System
Devika Madalli
Indian Statistical Institute
•What is CMS?
What is ‘Content’ ?
What does ‘Management’ of content refers to ?
What is the ‘System’ that manages the content ?
•What does management of content
refers to?
•The Management refers to the process of storing
content via rules and process (or a combination of the
same) - often with associated workflows - so that the
content is deemed to be managed rather than
unmanaged where it is located.
•Because the information being managed is digital in
nature – the method of managing is also typically
conducted electronically.
Content Management?
•It is a collection of tools, techniques and processes
that support the collection, managing and publishing
of information in any form or medium.
•What is the system that manages the
content?
•The System itself is definable as a software tool, or
combination or software tools, that facilitate the efficient and
effective management of the content so as to achieve the
desired output (which can be electronic or hardcopy).……..
•So what is CMS?
A CMS is a software tool that enables groups of technical and non
technical staff to store, create, edit, manage and publish a variety
of digital content types to an intended audience, whilst being
constrained during the content process by a centralised set of
rules, process and workflows that ensure coherent, validated and
managed electronic content is produced.
A CMS is a computer system that allows publishing, editing, and
modifying content as well as site maintenance from a central page.
It provides a collection of procedures used to manage
workflow in a collaborative environment. These procedures
can be manual or computer-based.
•So what is CMS? (2)
•A CMS is a system for the creation, modification, archiving and
management of information resources by creating a organized
content repository.
•CMS integrates and centralizes tools and mechanisms for content
creation and publication.
•It includes tools for publishing, format management, revision
control, indexing, search and retrieval.
•CMS benefits
•Easy creation of content
•Easy editing of content
•Reusability of content
•Easier authoring and publishing
•Versioning
•Automated templating
•CMS benefits (2)
•Consistency
•Web standard upgrades
•Cost effectiveness
•Efficient workflow throughout the system
•Easier maintenance
•Additional features through plug-in and module to increase the
site's functionality
•Why CMS?
•CMSs are generally used for
•Storing
•Controlling
•Revising
•Publishing documentation
•Serving as a central repository, the CMS increases the version
level of new updates to an already existing file
–Version control is one of the primary advantages of a CMS
•Basic CMS Features
•Access Control: Who is allowed to do what?
•Version Control: Return to a previously saved version
•Library: Page templates, images, other assets
•Content Repository: Text and other assets stored in a database
or XML repository
•Publishing Functionality: Creates web pages using content and
templates
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•Media Types
•Content:
•System:
•Website
content
•Web Content
Management
•Documents
•Document
Management
•Software
Code
•Multimedia
•Source Code
Management
•Digital Asset
Management
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•Why so many CMS solutions?
Given that there are many different types of digital content.…..it follows
that there are many different types of CMS (some crossing over from one
type to another) – some of the most common examples are:
Web Content Management
Document Management
Records Management
Digital Asset Management
Enterprise Content Management (all off the above)
etc…
•Document Management System (DMS)
•A document management system (DMS) is a computer system (or set of
computer programs) used to track and store electronic documents
and/or images of paper documents.
•It is usually also capable of keeping track of the different versions
modified by different users (history tracking).
•It is often viewed as a component of enterprise content management
(ECM) systems and related to digital asset management, document
imaging, workflow systems and records management systems.
•DMS
•Document management
–It is one of the oldest of the content management
disciplines
–It was essentially born out of the need to manage
ever growing amounts of information being created
within organizations
•DMS features
•Mainly focused on managing text documents, although it is
capable of managing other 'electronic information' such as images,
movie files etc.
•Each unit of information (document) is self-contained.
•There are few (if any) links between documents (they may be
associated by 'grouping' the items using a classification scheme or
taxonomy).
•Primarily aimed on storage and archiving and document life-cycle
management including document expiry.
•DMS features (2)
Includes powerful workflow for incorporating
processes into the management of the documents.
business
Targeted at storing and presenting documents in their native
format (not limited to MS-Office products but including many
different information types).
Document access may be restricted at a folder or document
level - and other security models may be applied.
Limited ability to create web pages (suitable for intranets but
not internets) typically produces one page for each document.
•Digital asset management system (DAMS)
•What is digital asset?
–It is any form of media that has been converted
into an electronic (binary) format that has a 'value'
to a company.
•Digital Asset Management System(DAMS)
•DAM consists of management tasks and decisions surrounding
the ingestion, annotation, cataloguing, storage, retrieval and
distribution of digital assets.
•Digital photographs, animations, videos and music exemplify the
target-areas of media asset management (a sub-category of DAM)
•DAMS include computer software and hardware systems that aid
in the process of digital asset management
•The term DAM also refers to the protocol for downloading,
renaming, backing up, rating, grouping, archiving, optimizing,
maintaining, thinning, and exporting files
•DAM tool functions
•Organizing digital assets
•Manipulating digital assets (converting, merging, collating)
•Searching for a digital asset
•Verifying the integrity of digital assets
•Delivery and distribution of digital assets
•Securing digital assets - including copyright protection mechanisms
•Backing up digital assets
•Source: http://www.contentmanager.eu.com/dam.htm
•Web content management system
(WCMS)
•A WCMS is typically a software tool used by both technical and non-technical
staff to manage the creation of structured web pages for a web based
experience such as an Internet Website, Intranet or Extranet solution.
•A WCMS provides website authoring, collaboration, and administration
tools designed to allow users with little knowledge of web programming
languages or markup languages to create and manage website content
with relative ease.
•A WCMS is a bundled or stand-alone application used to create, manage, store,
and deploy content on Web pages.
•Web content includes text and embedded graphics, photos, video, audio, and
code (e.g., for applications) that renders other content or interacts with the
user.
•A WCMS may also catalog or index content, select or assemble content at
runtime, or deliver content to specific visitors in a personalized way, such as in
different languages.
•Record Management System (RMS)
Records management is "[the] field of management responsible for the
efficient and systematic control of the creation, receipt, maintenance,
use and disposition of records, including the processes for capturing and
maintaining evidence of and information about business activities and
transactions in the form of records“ ---- according to the ISO 15489-1:
2001 standard.

In the past, 'records management' was sometimes used to refer only to
the management of records which were no longer in everyday use but
still needed to be kept - 'semi-current' or 'inactive' records, often stored
in basements or offsite.

More modern usage tends to refer to the entire 'lifecycle' of records from the point of creation right through until their eventual disposal.

•Role of Record Manager
•A Records Manager is someone who is responsible for records
management in an organization.
•Section 4 of the ISO 15489-1:2001 states that records management
includes:
–setting policies and standards;
–assigning responsibilities and authorities;
–establishing and promulgating procedures and guidelines;
–providing a range of services relating to the management and use
of records;
–designing, implementing and administering specialized systems
for managing records;
–integrating records management into business systems and
processes.
•Enterprise Content Management System (ECMS)
•ECMS is the strategies, methods and tools used to capture, manage, store,
preserve, and deliver content and documents related to organizational processes.
•ECMS structures enterprise's information content and file formats, manages
locations, streamlines access by eliminating bottlenecks and optimizes security
and integrity.
•ECMS covers the management of information within the entire scope of an
enterprise whether that information is in the form of a paper document, an
electronic file, a database print stream, or even an email.
•ECMS is an umbrella term covering document management, web content
management, search, collaboration, records management, digital asset
management (DAM), work-flow management, capture and scanning.
•ECMS (2)
•ECMS organizes documents, contacts, and records that are
related to the organizational processes of an enterprise—i.e.,
commercial organizations
•ECMS is primarily aimed at managing the life-cycle of information
from initial publication or creation all the way through archival and
eventually disposal.
•It serves to manage the enterprise's unstructured information
content, rendering the multiplicity of file format and location more
efficiently.
•- It achieves this goal by streamlining access, eliminating
bottlenecks, optimizing security, and maintaining integrity.
•Software: IBM Enterprise Content Management
•CMS benefits
•Distributed authorship
•Some kinds of content updated directly by content
providers
•Content goes live instantly, or once an editorial check is
complete
•No need for a page editor
•No knowledge of HTML or other technology required
•Would require training in use of CMS authoring
interface
•CMS benefits (2)
•Efficiency
•Some content created directly by CPs
•Page appearance controlled from a collection of
central templates
•Navigation aids (such as current breadcrumbs trail)
generated automatically
•All translates to: less staff time needed to maintain
site.
•CMS benefits (3)
•Global updating
•Add links sitewide
•Change text sitewide
•Add or change navigation features sitewide
•All from a central interface or template.
•CMS benefits (4)
•Timing
•Content can be set to a timer
•Displays only during a specified period
•Erased/hidden after that period
•Hours, classes, front page news
•CMS benefits (5)
•Integration of blogs/RSS
•Many systems supply own blogging software
•Many can interoperate with popular blogging
software
•Many include software for parsing RSS feeds, or
syndicating our own content
•How does CMS work
•A tool to separate content from presentation
•Data from content providers is stored in a central database,
not static HTML
•How does CMS work (2)
Basic information flow
1.Template is designed
2.Content is entered as plain-text or HTML into
database
3.Content is placed in a template for display to the
end user
•Page
Content
•Page
•Template
•Practice of CM involves
•Planning - the information needs of an organization
•Identification and capture – of required information
•Creating, approving and enforcing - policies and practices regarding records,
including their organization and disposal
•Developing - a records storage plan, which includes the short and long-term
housing of physical records and digital information
•Identifying, classifying, and storing records
•Coordinating - access to records internally and outside of the organization,
balancing the requirements of business confidentiality, data privacy, and public
access
•Executing - a holding policy on the disposal of records which are no longer
required for operational reasons; according to organizational policies, statutory
requirements, and other regulations this may involve either their destruction or
permanent preservation in an archive
•Kind of roles and responsibilities in CMS
•Content management is an inherently collaborative process. It consists
of the following basic roles and responsibilities:
•Creator - responsible for creating and editing content.
•Editor - responsible for tuning the content message and the style of
delivery, including translation and localization.
•Publisher - responsible for releasing the content for use.
•Administrator - responsible for managing access permissions to folders
and files, usually accomplished by assigning access rights to user groups
or roles. Admins may also assist and support users in various ways.
•Consumer, viewer or guest- the person who reads or otherwise takes in
content after it is published or shared.
•Source: Wikipedia
•Major Components
•Publishing
•User
•Interface
•Application
•Server
•Authoring
•Templates
•Source:
•Templates
•HTML
•Pages
•Database
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•CMS system
•CMS system
Thank you