Web Content Management System – How Does It Work?

Aside from a document management system which I discussed in a previous post, another useful and effective software system in website administration is the web content management system. Before I proceed on the in-depth description and capabilities of this system, let me enlighten your knowledge about the difference between a document management system and a web content management system.

The former focuses its system to manage documents, paper-based and electronic, but doesn’t enforce a structure on these contents; whereas, the latter system enforces a structure, represented by a layout code or simply a template, so that the author or editor of the web page can easily insert content in the blank template. A web content management system is an all-in-one feature of a management system that helps non-technical users control a dynamic collection of web materials, such as HTML documents and other forms of media, and to navigate extensive cross-linking of web pages.

Website management has been made easy because of the web content management system. This software system has automated templates which users can select to change the appearance of all web content on the web page, an access control which supports user group function so that all web contents are protected and can only be controlled and edited by those registered users, a scalable expansion capability which allows users to create several web portals within the main website, feature sets like easy to install plug-ins or modules, and web standard upgrades that keeps the system up-to-date.

In addition, a web content management system uses a WYSIWYG editing tool software for managing easy editable content. Aside from the capabilities mentioned above, this system also promotes workflow management, collaboration, delegation, content virtualization, content syndication, multilingual, versioning, and document management. You can observe that a document management system works within the range or umbrella of a web content management system.

Since there are several software vendors available, choosing a web content management system can be quite tricky. What everyone has to understand is, there is no such thing as a “perfect” software product. But, you can find the “one” by choosing a system provider that matches the type of web project you are going to do, and the scope of that project, and your budget. You also must consider the cost of implementation and maintenance if you wish to use a management system.

Most web content management systems require licensing, system certification and hardware maintenance so an added price value must be taken into consideration. Do not be discouraged by the cost, because with a software system like this, you’ll be guaranteed that you’ll receive and will be satisfied with the services you paid for.