Digitalization is par for the course these days within companies of all sizes. But as more organizations go paperless—a boon for maximizing efficiency—companies may also be putting their sensitive information at greater risk.
Third-party platforms like content management systems are becoming increasingly popular and necessary as a way to organize, manage, and secure organizational web and enterprise content.
Finding one you can entrust with your company's sensitive and critical information is key.
Keep reading to find out what you need to know as you search for the "best fit" content management system for your organization.
What is a Content Management System?
A content management system (CMS) is a type of software used to manage the creation, modification, and dissemination of digital content from a variety of users and sources within a company. Like a formal "catch-all" for the entirety of your business's content, a CMS can contain everything from payroll to contracts.
One major benefit of using a CMS is that it can improve productivity and cost-effectiveness by minimizing the amount of time spent editing, updating, and publishing content to a variety of outlets both within and outside your company.
Of course, having one single repository for all your company's data can seem like a major gamble and put you at risk for losing all your information in the event of some catastrophic failure. By choosing the right kind of CMS for your technical and informational needs, you can mitigate this risk while still optimizing your company's operations.
Understanding the Different Kinds of Content Management Systems
There are at least five main types of content management systems, all of which fall under two main categories: closed source or open source.
Closed source: this type of CMS is developed for profit and features a proprietary design and code. A closed CMS generally offers more security but costs a lot more than an open source CMS.
Open source: this type of CMS is developed not-for-profit and features a more generalized design and code. Since it's less specialized, an open CMS is usually free or very inexpensive, and widens a company's range of technical support. However, it may be more vulnerable to hackers and security breaches compared to a closed source CMS.
In addition to determining whether a closed vs. open source CMS is right for your company, you also have several other sub-categories of CMS to choose from, depending on your organization's needs. These include:
Web Content Management System (WCMS)
Digital Asset Management System (DAM)
Document Management System (DMS)
Enterprise Content Management System (ECM)
Component Content Management System (CCMS)
Each of these CMS subsets offer various benefits to companies, from being able to track and control who modifies or accesses content to consolidating data and streamlining informational updates.
At Integrity Technology Solutions, we have specialists who can help you make sense of your options and figure out which type of CMS is best suited to your company's needs.
Additional Considerations When Choosing a CMS
Beyond deciding whether your company could benefit from utilizing a CMS and then deciding which type of CMS to select, there are also a few other considerations to keep in mind which can help you make sure you're getting the most out of this type of system:
Auditing. A good CMS should provide an intuitive and easy way for users to report problems and keep team members up-to-date on training with the help of routine assessments.
Security. Your company's CMS should come with some type of built-in cybersecurity to help monitor and analyze system requirements and keep you up-to-date and optimally protected against breaches.
Added user-end protection. Educating your team about how to optimize your CMS's security and functionality is important. So, if you're using a CMS, be prepared to keep all your information backed up, delete any sensitive data or plug-ins that are no longer needed, use strong passwords and two-factor authentication, and keep your programs and plug-ins updated—ideally on a regularly scheduled basis.
Could a CMS boost your company's protection, cost-effectiveness, and efficiency? Let our professionals at Integrity Technology Solutions provide you with objective and expert insight to help you make this important decision. Contact us today!