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Advanced Role Play of Modern Content Management Systems

By CIOReview | Wednesday, June 28, 2017

In sync with the technological demands and business requirements, most of the businesses have migrated to web-based content management systems that would connect people and processes. Thus, the epoch of noting down product details, instructions from colleagues, and other workflow related description on a paper, is lost in oblivion. The move to web-based content management system is largely aimed at creating a paperless office that aligns with the needs of the modern users. Migrating to these systems seamlessly connects people through content, reducing the number of errors, and expediting the process workflow. The next phase is about easing the connectivity between all the participants.

How companies are leveraging the solutions?

Although there is a spurt in content generation, the role of content management solution is largely restricted to processing, managing, and making it available to users. From the utility perspective, the limited usage not only restrains the businesses from harnessing complete potential of content management solution but also limits their ability to improve the bottom line. Primarily, a content management solution performs multitude of tasks such as document management, web content management, search, collaboration, records management, digital asset management, workflow management, capture, and scanning. The solution carries out end-to-end processes that include a gamut of tasks ranging from content aggregation to content delivery. With this, managing business information becomes a simpler task as it removes the intricacies in content storage, security, version control, processing, and retention.

Based on the business requirements, the enterprises leverage content management systems by deploying them either on premise, or in the cloud. They also can embrace hybrid approach that brings on-premise and cloud benefits. Of late, businesses have been showing preference toward a cloud-based content management solution for multiple reasons. The cloud-based content management system permits businesses to scale up their operations in real time. With strong control capabilities, ease of content monitoring and access, and economical nature of service puts forth the cloud-based solutions ahead of on-premise and hybrid solutions. Many banks have now been saving the digital image of cheques so that they can expedite cheque processing and facilitate easy encashment throughout the bank networks without any operational hassles and avoid unwelcome outcomes such as loss of cheque.

The evolution of the content management solutions have brought new corollaries. Every instance of content usage generates new metadata whenever the users update the content and the metadata can help in acquiring filtering, routing, and search pathways. The utility of content management solutions can witness growth because of its impact in the employee-to-employee (E2E) and business-to-employee (B2E) communication via the Intranet. These solutions also help in injecting accuracy in the content generation process.

Businesses utilize the solution as a stand-alone product and loose an array of business opportunities due to their blind-sided view of the solution. If they use these content management solutions in sync with the other applications/products, the result could be more worthwhile. Many applications do not require patchwork to integrate with content management solutions. If integrated properly, it is easier to connect various dots within the organization. For example, if the content management system is connected to the inventory suite then at the organizational level, it becomes easier to link suppliers and vendees. At the end of the day, leadership has to decide whether they seek to utilize content management solution as a standalone product or as a crucial asset in the business success.

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