I have learned a great deal about content management systems in the past year. I was able to gain valuable hands-on experience through an internship for the Office of Information Technology at UT in the spring of 2013. During my time at OIT I was tasked with evaluating the information security deparment’s documentation methods. The target users of this project were software developers, system administrators, IT managers, and other IT team members. After interviewing each member, I found that everyone was using their own methods in storing, organizing, and managing their content. This was not a surprise because everyone’s mind works differently…we are all unique in the way we perceive and retain information. And here lies the problem most content/information managers face. What content management system is most appropriate for the daily workflow and more importantly, HOW can this content management system be implemented so people actually use it?
Choosing the system is the easy part. It’s the implementation of the system that is the most challenging component of the overall process. In choosing the best content management system, you must consider the comprehensive set of documents/artifacts that will be managed. What are the design requirements for efficiently managing these documents? How are documents tracked? What kind of documents are being managed — reports? presentations? templates? What types of documents will be included — text and Word docs? PowerPoint? Excel? PDFs? images? video/audio? Assessing the users’ needs is a rather straightforward process and is
Content management implementations must be able to manage content distributions and digital rights in content life cycle.