You’ve heard the buzzwords. You’ve seen the abbreviations, but what do they mean and would your business benefit from one? Let’s take a look at what we mean by a content management system or CMS, what its use is and how once you’ve used one, you’ll wonder why you didn’t sooner.
Why use a CMS?
In most organisations, you’ll find they use an Enterprise Resource Planning system (ERP), a Customer Relationship Management system (CRM) and a finance or case database to keep track of both internal and external data, so why should documentation be any different? Multiple team members having the same document stored in their personal network drives is not only duplication (and could be a potential data risk depending on the information), but it also takes up valuable space on your server, adding to the carbon output your business produces. Using a CMS would ensure a centralised, controlled space for everyone to access documents.
Our intelligent content management systems organise information efficiently based on what it is and how it’s linked to other sources, not just where it’s stored; think Netflix and Spotify, who serve content based on what you have previously searched for. This allows users to link documents directly from the CMS directly to their ERP and CRM, creating a streamlined approach to document management.
Benefits to using a CMS at work.
There is a multitude of reasons why a CMS far outshines any cloud-based document sharing portal:
Search and retrieval processes and version control of documents are managed in one place, negating the room for errors, duplications, and miscommunications to clients.
Easily control access permissions, monitor GDPR retention periods, trigger workflows and periodic archiving to mitigate risk.
Manage version control and easily spot errors and capture internal and external signatures.