If you are the owner of a website, you are probably going to be posting plenty of information on that site. Oftentimes, this information is going to be similar and related since most websites are focused on a particular topic. This is why it is important that you use web content management to make sure you always know what you have already posted.
As a website manager, you need to know that there are certain limitations to how many pages you can realistically manage on your own. If you do not have some control over this, you are doomed to fail into the trap of not being able to keep the content fresh and the Internet users viewing your material. A survey taken by CMSwire writer Robert Jacoby found the following about how many web pages people believed a single individual could manage:
Responses indicated most content managers work on small or medium-sized websites. The single largest category was sites with less than 1,000 Web pages.
These are important findings because they show that most people agree that there is a limit to how many web pages one person can really manage by themselves, and that limit seems to be under 1,000 according to most people. These are good reasons to establish web content management for the websites that you manage. If the amount of pages that you control starts to get high enough, you might start to feel overwhelmed, and that is not a place you want to be.
With web content management, you are helping to make sure that the pages that you do have are not becoming so repetitive that people are not going to want to read them. At the same time, it is helpful in making sure that you are keeping fresh content on all of your pages and not letting any of them be forgotten.
Information security is a top concern for any business. Paper documents can be subject to loss or theft. It can be challenging if not impossible to secure physical paper documents. The best document management systems provide multiple layers of security to safeguard documents. Following are some of the security features that good document management systems should provide.
One keystone in a secure document management system is a structure for granting access. This means that employees would be allowed to only view or edit documents that pertain to their position. Some employees may be permitted to only view documents while others might be allowed to edit.
Another important component of a good document management system is its anti-virus, firewall and anti-spyware software. This software will provide continuous protection from internet related security threats such as computer viruses and hackers. Regular software updates will address any new security threats.
Data encryption will help to protect data as it is transmitted over the network. Data backups will ensure that valuable data can be restored in the event of a disaster.
In addition to the security features provided by the electronic document management system, there are steps that businesses can take to protect their data. Some of these are; creating organizational policies, conducting periodic security reviews and employee security training.
Organizational policies will help define who should have access to what data. As an example, a data entry person should not need access to accounts payable information. A graphic designer should only need access to photos and advertising copy. These policies should also address how often passwords need to be changed.
It is a good idea to review security procedures on a regular basis. This can help an organization to improve its security policies and protocols.
Employee security training is an essential part of a good security plan. Training should cover individual security measures such as logging out of the system when a person leaves their station. Employees should know how often to change their passwords, and how to create secure passwords. They should also be instructed not to write down passwords.
Investing in a good document management system is a crucial first step toward document security. The next step is creating organizational policies and practices that enhance security. A business that takes both of these steps will be well on its way toward protecting that most valuable asset, its data.
The advantages of document management systems for businesses are that they improve sharing, security, organization, and versioning of business-critical documents. With the prevalence of business-issued mobile devices such as smartphones and tablets and the newer popularity of “bring-your-own-device” (BYOD), document management systems must become adaptable for sharing documents on more than just desktops and the company intranet. The modern work environment is hectic and often distributed. There are many situations in which access to a document may be an imperative, such as at an emergency meeting or at a business lunch. Let’s take a look at how this shift toward mobile-inclusion is shaping up.
Microsoft’s SharePoint, for example, has out-of-the-box views for mobile. SharePoint can also be used in conjunction with frameworks, mobile web apps, or even native apps to adapt user portals that make it effective for working with data on different devices. Ultimately, it stands to reason that as new editions of SharePoint are released, they will incorporate some of the customization and adaptability for mobile that is typically done with third-party utilities.
What is also notable about mobile adaptations for document management systems is that they introduce potential capabilities for which such systems are not traditionally adapted. Document management systems evolved around the capabilities of the desktop, which meant fairly straightforward storage, retrieval, editing, and versioning of data files. However, since mobile devices have convenient camera and geolocation capabilities this extends the possibilities of what document management can achieve. For instance, in the logistics sector, packages can come with a QR code which can be scanned on delivery which will automatically update documentation and launch the next step in the delivery process. This is just one of many examples of how mobile can not only enhance existing situations but also address needs that have never been thought of in the context of documentation management.
Once your company understands the need for a content management system, the foremost decision you have to make is picking content management systems that fit your needs. While many people are tangled in the fine details of what expectations they require their CMS to fulfill, you cannot lose sight of your main intention and the progress you need to reach your goals. These issues are the most common mistakes companies make while choosing their content management system and with a few precautions, you can avoid these mistakes and get the perfect content management system to fit your needs.
Thinking that more expensive is better
While many people would think that if something has a higher cost then it should show a better performance. However repeatedly, content management systems have shown that there are is no association in price and performance. A CMS that runs a bit more money but offers a large variety of options may seem like a great choice, but if most of those options end up not being used money ends wasted. When selecting a content management system first identify your business requirements and find the simplest CMS that will meet your needs.
Not knowing current content management issues
If this is a company first time in selecting a CMS, they may not understand what they should expect from a content management system. A company should research which features are available in the CMS products they are choosing. They should know what is the process is to implement the specific content management systems. Additionally, knowing any common issues or bugs within the CMS products will help the company make a final choice.
Not understanding the features needed from the CMS
Rushing to buy the newest CMS technology without re searching the features they need beforehand is bound to happen in some companies but this can be avoided by understanding what they need before purchasing. A few steps of preparation should start with creating an intranet or website strategy and identifying any design issues with the website. Once you know what your needs and goals are, you can identify what functions you need your content management system to accomplish.
Most of these mistakes can be avoided simply by using common sense and a bit of extra research when selecting a content management system. Understand that you need a CMS that will satisfy your company’s needs while being simple enough for you to use on a regular basis.