| Every year, non-profit
organizations are called upon by funding agencies, constituents, and state and federal agencies
to produce and maintain more and more documents and make them available online.
How do you store and instantly retrieve a specific document when ordered to do
so? This is where an easy to use document and content management process
comes in. Document and content
management systems can assist with a company's disaster plan. Many companies
employ advanced techniques to ensure their electronic data is properly backed
up. It is also important to ensure that paper documentation is held securely.
Document management systems can help retain the information currently held in
paper documents and protect it in the event of disasters.
Document management
systems can save time even in cases with small numbers of documents, such as
home bill payment and personal tax preparation. Many systems are integrated with
their own high-speed scanner to enable this step, and others use existing office
multifunction printers.
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What is Document
Management?
A document management system (DMS) is a
computer program (or set of programs) used to track and store electronic
documents and/or images of paper documents. Document management systems
commonly provide storage, versioning, metadata, security, as well as
indexing and retrieval capabilities. The term has some overlap with the
concepts of Content Management Systems and is often viewed as a
component of Enterprise Content Management Systems and related to
Digital Asset Management.
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What is Content
Management?
A content management
system is a computer software system for organizing and facilitating
collaborative creation of documents and other content. A content
management system is sometimes a web application used for managing
websites and web content, though in many cases, content management
systems require special client software for editing and constructing
articles. They can also be used for storage and single sourcing of
documentation for a firm including but not limited to operators'
manuals, technical manuals, sales guides, etc. The market for content
management systems remains fragmented, with many open-source and
proprietary solutions available.
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How we help?
Several recognized
types of content management systems exist:
- Web content management systems assist in automating various aspects of
web publishing, such as wikis.
- Transactional content management systems (T-CMS) assist in managing
e-commerce transactions.
- Integrated content management systems (I-CMS) assist in managing
enterprise documents and content.
- Digital Asset Management systems assist in managing the lifecycle of
digital media (video, graphics, marketing materials, photos, multimedia
presentations).
- Publications management systems (P-CMS) assist in managing the
publications (manuals, books, help, guidelines, references) content life
cycle.
- Learning management systems (L-CMS) assist in managing the web-based
learning content life cycle. See also managed learning environment.
- Document imaging systems are also generally considered under the family
of general content management.
- Enterprise content management systems (E-CMS or ECM) vary in their
functionality. Some support both the web and publications content life
cycle, while others support the web content life cycle and either
transactional content or customer relationship management content. The
definition of ECM put forth by AIIM includes methods and tools that
"capture, manage, store, preserve and deliver" content across an enterprise.
"Manage" contains components like document management, collaboration,
business process management, records management, email management, workflow
and web content management. The ECM concept is not restricted to web-based
technologies but includes client/server and hosted/On-demand solutions.
- Platform Content Management Systems (PCMS) provide the ability to manage
all objects (files, folders, programs, etc) on a given set of systems.
- Web Portal Content Management Systems - Browser based software that
allows concurrent users secure predetermined access to both common digital
assets and individual digital dashboards.
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