Content management systems make your content smarter and more powerful. Because content is stored only one time no matter how many times it is used, the system can track everything that happens to it. And editors only have to handle the content one time while the changes are made globally within and across all documents.
Benefits of CMS ( Content Management System )
- Quick and easy page management – Any approved user can quickly and easily publish online without complicated software or programming.
- Consistent brand and navigation – Design templates provide a consistent brand and standard navigation across all KU websites.
- Workflow management – An integrated workflow process facilitates better content management.
- Flexibility for developers – Because the CMS enables non-technical users to easily publish content, this frees up technical developers to focus on functionality and enhanced features.
- Design is separate from content – You can manipulate content without fear of accidentally changing the design.
- Database-driven – You only need to change data once for it to be updated throughout your site.
- Shared resources – Website managers will have access to shared resources, such as modules, images, audio and video files, etc.
- Approval systems – You can give different levels of access to different users, and the CMS has mechanisms to ensure content is approved before going live.
- Mobile ready – The CMS automatically scales your site to fit tablets, mobile devices and smaller browser windows.
- Archive capabilities –You can track who has made changes to your page and archive previous versions of your page.
- Remote access – You can access and update your site from anywhere with an Internet connection.
- Security – Security is automatic.
- Search engine-friendly – The CMS helps to optimize your website so that search engine users can easily find your information.
- Updates— The CMS allows alerts to be set to notify the editor when content needs to be reviewed, updated or removed. This will help prevent old data from being presented and misinforming users.
|Benefit||Before a CMS||After a CMS|
|Centralized and shared content||Content is scattered throughout the organization, resulting in contributors creating similar or duplicate content in many different formats.||Content is consolidated into one powerful repository, facilitating content sharing among co-workers.|
|Accurate content||Numerous versions of documentation reside in separate files. Each file must be updated individually through a manual process, leading to errors and inaccuracies.||Because each piece of content is only stored one time in a CMS, it can be reused throughout one or multiple documents. The CMS tracks every instance of content reuse and flags all instances when a change is made to ensure all appropriate instances are updated and consistent.|
|Secure content||Anyone can access the content in documents, posing a security threat.||User privileges are assigned, so only authorized people can access content with unique IDs.|
|Shorter editorial cycles||The editorial and review process is inefficient. Responsibilities and deadlines are not well-defined and monitored.||Users are alerted to their pending tasks and due dates. Additionally, daily editorial tasks can be automated to save time.|
|Quick creation of new publications||Content is rewritten for new publications because previously written content cannot be found.||Content can be searched, retrieved, and reused to create new products within minutes.|
|Timely delivery of publications||Separate files exist for print, Web, and PDF versions of the content, increasing the time it takes to update and publish the content.||Single-source content is updated once and repurposed for multiple media channels as often as daily or weekly.|
|Lower translation costs||Documentation published in many languages is confusing and costly to update and translate.||A CMS with full Unicode support allows small chunks of updated content to be translated instead of entire documents, saving thousands of dollars.|