So what exactly is a content management system? In terms of web-based content management, it’s usually defined as…
Server-side software that is designed to simplify the creation and maintenance of sites. It does this by managing online content, generating web pages, and allowing users to upload and change content without requiring technical expertise.
The key functions of most CMS applications include:
- Storing
- Indexing
- Search and retrieval
- Format management
- Revision control
- Access control
- Publishing
- Reporting
To help illustrate this, let’s examine the basic functionality of most CMSs.
We’ll start with content. Content is typically stored in some type of database which allows it to be reused, repurposed, and published wherever needed.
The CMS typically has an administration area that allows you to input, upload, or edit your content as needed. In most content management systems, this admin area is accessible through any browser, meaning that instead of having to install client software, you can work on your site anywhere that you have an Internet connection.
A CMS that only collected content and stored it in a database wouldn’t be that useful. It’s what a CMS could do with that content that makes it valuable.
A CMS uses its internal framework to build a site around the content in the database. This is typically done by creating pages by adding content to a template based on the site’s specific needs. Many CMS platforms utilize pre-built templates that you can use right out of the box, while others require you to design the page structure yourself.
There are trade offs – typically, the more a CMS utilizes a pre-defined template, the less control you will have over the overall design of the site.
It’s worth mentioning that the CMS will also handle adding site navigation and may be capable of automating the process of building complex internal applications like blogs and message boards.
There are a lot of benefits to the CMS approach:
- A CMS can drastically reduce site development time (and cost).
- Most systems allow the designer to add functionality beyond their skill set.
- Non-technical people can create or update content.
Is a CMS the right choice for every site situation? In later sections, I’ll focus on the pros and the cons of content management systems and how you can determine if they are the right application for your project.