CMS Guide
Internet, in present scenario, has become a hub for a variety of activities for both regular users as well as businesses. Everything, from entertainment, communication, education, research to online selling and marketing, both personal and monetizing aspects of Internet are put to use using content generated by the activities of people online. Websites, User groups, Forums, Blogs, Mash-ups and wikis are some examples of systems that are used to organize this huge repository of content generated by the use of internet's services. All of these services fall under a category of software applications that are called Web Content Management Systems. These systems help in creating, editing, managing and optimizing the generated raw content to make it useful under some particular context.
Web based Content Management systems play a key role in the popularity that Internet has gained among regular people as well as the increased revenues and time saving and faster business practices that businesses are acquiring these days. This is because Information plays the central role in all of these scenarios and these systems help to manage this information. Apart from that, Web Based CMS systems provide tremendously easy to use interfaces for the users to interact with this data which saves their time as well as makes it possible for the no-so-tech-savvy people to have their presence on the Internet. An increase in number of blogs in past 2 years is a good example of this. Anyone, with a basic knowledge of computers and the internet can put up a blog, his portfolio or even a forum for the like thinkers to come and share their ideas, in just few minutes. Would not we were having these systems, it would be impossible for them to do so, and even for a tech-savvy person that could become a painstaking task since making such web applications can take months of hard work. For business users too, this translates to faster deployment of online services with very little initial and managing cost that decreases the total cost of ownership or TCO of the business owner.
Apart from these issues, Web Based Management Systems also help the Internet ecosystem by reducing the amount of redundant data produced by heavy sites. If data is completely different for each site on the internet, this translates to more use of bandwidth, which we all know, is no way cheap. Since the basic framework of all the sites that are using a particular CMS would be same, a good amount of data transfer is reduced as most modern computers employ caching for such data. So it becomes a win-win situation for everyone.
For an Enterprise class business, its organizational data is of prime importance. The handling and organization of this data is something that people enterprises take very seriously as this affects every aspect of the company, be it efficient internal collaboration, taking good management decisions or providing good customer service, everything is connected to how efficiently the business data is managed throughout the organization. This is the reason why companies employ Enterprise Content Management System into their operating procedures. An Enterprise Content Management system allows the organization and its employees to create, manage and share documents easily, to effortlessly collaborate within the organizations ecosystem, provide timely, accurate and efficient customer service as well has helping management guys to take right decisions for the enterprise by proper analysis of statistical data about it.
Enterprise CMSs, like any other CMS system, work on the philosophy of storing the enterprise data in an organized way. Relational Database Management Systems are generally used for this purpose as they serve well for such scenarios. Apart from this, the ECMS provides role based security for this data so that people inside the organization should have access to only the data that is relevant to them. This helps in maintaining the integrity of data and is one of the most important reasons for using ECMSs.
ECMS's another advantage is that it provides workflow management between different departments of the company. This includes managing the flow of information as it travels from desk to desk in the company and providing tools to keep this flow in good pace, tools like reminder, scheduling and monitoring of process operations. This helps in keeping things in sync within the project workers.
When the information between departments is managed properly, it also lets the helpdesk and support people to work effectively. For example, when client information is properly maintained by the CMS and it gets its due processing from time to time due to managed workflows, the support staff has access to the fully updated data related to a client that helps them accurately and efficiently serve that client.
And more than anything else, when data is managed using an ECMS with all its statistical sense in place, it can be analyzed anytime by the higher officials in the management to take right strategic decisions for the future of the company without wasting time in sorting through the huge database of information that is collected during the year’s operations. Computers can analyze and prepare reports using this type of data in minutes, even seconds which are very effective for analysis of the business operations. This is sometimes impossible to do manually.
These manifold benefits of using an ECMS rightly justify the importance of it in an organization’s success.
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