Document Management Systems Go To The Cloud

The concept of document management systems usually elicits thoughts of endless streams of text stored away in a massive online system. However, today’s content, especially when referenced in the enterprise world, can also indicate rich audiovisual presentations as well as digitized materials from just about every source.

According to MS Dynamics World, zettabytes of information, were created by the world. By 2020, it is projected that 50 times that amount will be produced. Storage of all of that information will certainly be a growing dilemma. So just where is all of this content going to be stored in a secure way where it can be accessed quickly and easily?

This is where the cloud can help enterprise content management. With a hybrid cloud storage, a combination of public and private storage solutions can be used to manage content. In this situation, file sharing capabilities are granted to employees for access to the content they need. Files in the cloud can be more easily managed since they all reside in one organized location rather than being fragmented in separate systems with their own security levels.  Content storage in the cloud allows for more efficient collaboration. Users can view, update, and share content from their desktops anywhere and anytime.

Many companies have caught onto content storage in the cloud. In a study by the Association for Information and Image Management (AIIM), 42 percent of those companies surveyed have developed plans to deploy content to the cloud with 20 percent planning on moving all of their content.

It’s plain to see how cloud content management systems can help solve the information overload problem. They can be rapidly deployed at a reasonable cost, do not need capital funds since they are subscription-based, have pre-built applications, and the content is more secure.

It’s no wonder that analyst firm Gartner states that cloud providers to grow faster than on-premise enterprise content management software vendors

Visit our website for more information and news on content management systems.

Web Content Management Systems For Business, Communication And Self Expression

What Are WCMS?

Web content management, this title may seem to be an easy thing to define. In today’s modern world, the internet has proven to be one of the lifeline of the world. Be it business, home use, government, military, health services and other applications where a computer and communications are needed. By definition, web content management (WCM) or web content management system ( WCMS) is a bundled or in some cases, a stand alone program or application which is used to create, store, manage and deploy any content on webpages or websites. This is also a system software that provides, collaboration, website authoring and administration tools to let users with limited knowledge of programming language for websites to manage website contents. The contents can be graphics, text, video, photos or audio. It can index and catalog content and deliver it to any visitor. The contents can be delivered in a more personalized way and in different languages. The WCNS needs a systems admin and a web developer to set it up, but the system itself is a website maintenance tool for non-technical people.

What Are The Types Of WCMS?

There are three types of WCMS in use in the IT community.

  1. Online processing – this type applies to templates on demand. When a user visits the page or pulled from a web cache, an HTML may be generated or produced. This type has the ability to support add ons which in turn give extended capabilities including, blogs, forums, photo galleries, web stores etc. these add ons can be a paid license app or can be based on an open source. These add on are commonly  called as widgets, extensions and modules.
  2. Off-line processing – these types of systems pre process all contents intended for web publication. It applies templates before any publication to generate web pages. This type does not require a server to apply the templates at any request time.
  3. Hybrid systems – these types of systems combine the online and offline approaches in web publications.

Some of the popular  web content management systems are WordPress, Blogger, Joomla! And Drupal. WordPress and Blogger are the most popular WCMS. These two originally are blogging CMS and later on evolved into a full fledged CMS. Joomla is more complex than the first 2. Drupal is the most difficult but it’s the more secure. This CMS is used in the White House. With numerous WCMS available,  any individual can post create their own websites either for an online diary, to sell merchandise, do business  and share files.

What Are the Advantages and Disadvantages of WCMS?

If applied to a business, it will reduce customer dissatisfaction because of incorrect information, there is a high probability that a customer will re-visit the website, most search engines will rank the website with a higher user traffic. Most of the available WCMS is free, others have paid subscription which does not exceed $10.00/year. It can be customized easily, many cms tools utilize drag and drop capabilities for its design modes. It also has the ability to control the content to be published, when, how and who will publish the content.  Content creators will be able to take ownership for the information being published. And lastly and the most important thing is that it is made and designed where non technical people can use it with ease.

 

Using Intranet for Enterprise Content Management

If you are thinking about improving your enterprise content management by introducing a new intranet strategy or just revising the one you have, it’s important to start with a solid plan.

First, decide what you want your intranet to accomplish. What kind of information will it relay? What value will it provide to employees? How will it benefit the company as a whole?

Answering these questions will help you determine how to set up your system and what content should be included on your intranet. This might include human resources policies, IT support information, employee contact info, company news and announcements.

As you plan, try to keep things as simple as possible. If your intranet site is too complex, employees may be intimidated or discouraged from utilizing the site or contributing to it. Think about what you really need to include, and leave out anything that seems superfluous. Seek input from end users as well as those who will be contributing content for the site.

Once you’ve developed your system, you need to create a maintenance plan to keep the content fresh and up to date. Employees won’t use an intranet that is never updated. You may be able to use an automated system, and/or you can assign staff members to create new material and manage all the content published on the site. As you develop your intranet, try to use interfaces that are familiar to those who will be creating, editing and publishing content. Set things up so that it’s as easy as possible for them to contribute and update information.

When you roll out a new intranet or make any major changes, it is key that you take the time to instruct and train employees about how to get the most benefit from the site. Be sure to relay the benefits and goals for the intranet, and be open to any questions or feedback.

Intranet Software You Can Rely On


Bookmark this (11 easy steps) © by Phil Hawksworth

Within your organization or business, you need intranet software that allows you to communicate freely and without problems within your assigned network. With so much intranet software to choose from, it may seem overwhelming to decide which is right for your specific network. You need an intranet that is efficient in all areas of application including communication, web publishing, your daily business operations and portal management. One such type of intranet software developed is the Intranet Connections Plug ‘n’ Play software.

This software allows your company to operate from a single website, which includes your intranet business, daily workflow and all of your social media tools. All of your company’s tools and resources are located within a single source allowing for ease of use and access. This simplicity of use means that more employees can access these features without having to go through rigorous training assessments and certification just to operate the system. In addition, the Plug ‘n’ Play software offers “simple theme” templates that implement a complimentary color palette to your pre-designed logo. Without having to learn strenuous code or IT technologies, one can easily customize the intranet system through these themes and converse through social networking and other forms of communication with ease.

Trust is an essential theme of any network or intranet. Therefore, the Plug ‘n’ Play software incorporates a “transparency” option. Any published content automatically attaches a mini-card that displays the author and all employee interaction with the content, which includes comments and ratings. This ensures that all users take responsibility for their published content and a degree of integrity is upheld within the intranet system. There are also additional options within the Plug ‘n’ Play software that include the approval of workflows, read/accept policies on documents and automated archiving. This helps to protect any information that is meant to be kept confidential and to prevent any such leaks of sensitive information.

For more information about intranet software, please, feel free to browse our website.

Four Open Source Content Management Systems


engage your community – unconference © by Br3nda

Open source software has opened the door to a world of opportunity for small to middle sized business organizations that have interest in using content management systems. CMS software allows organizations to publish content from different users, disparate sources and locations in an organized manner.

The four open source content management systems that have currently gained the most traction include WordPress, Joomla, Drupal, and Magento. All of these tools have strengths that will allow an organization to leverage itself over a wider scale on the internet.

What each may mean to you:

WordPress: The WordPress CMS is highly regarded and widely used for search engine friendly architecture. Many pre-built plug-ins and templates are available free- of- charge and a huge array of paid templates are available from developers worldwide. Their architecture and template system has proven itself to be a safe and reliable, easy- to- use CMS tool

Joomla:  Is a tool with a more complex back end infrastructure than WordPress. Like WordPress, there are many available templates such as flashing of news stripes, calendars, blogs, polls conduction and the like, including the integration of RSS feeds.  Joomla features an object oriented programming that for the beginning user may require a longer learning period. Joomla is currently being used as the platform for sites large and small and provides a very usable tool for   social media platforms.

Drupal:  provides easy to understand workflow tools, integration with social media platforms and a multilevel menu system that is currently being used as the back-end tool in about 1.5 percent of web sites worldwide. Drupal features a search engine friendly URL tool that can be used to strengthen SEO across your web site.

Magento: is owned by Ebay and features e-commerce integration tools, catalog management features and order management tools, all items that one would expect from a company with a vast knowledge and background in e-commerce. If you plan to conduct e-commerce features like shopping carts, the Magneto platform is certainly something that your company or organization will want to investigate.