When choosing a content management system (CMS) for your business, it helps to understand the differences between the various types, their features and functions, and pricing models.
Types and Examples of CMS
There are three broad types of CMS software: open source, proprietary, and Software-as-a-Service (SaaS) CMS, including cloud-based solutions.
Open source CMS
You can download open source CMS software at no initial cost. There are no licence or upgrade fees, or contracts. However, with open source CMS you may have to pay for:
- Technical help during installation and set up
- Customization to extend the software beyond the core offering
- Compatible templates, add-ons and plugins (although free versions may be available)
- Staff training
- Support, including regularly updating the software
Examples of open source CMS
- WordPress
- Joomla!
- Drupal
- Magento (e-commerce)
- PrestaShop (e-commerce)
See a full list of open source CMS.
You can install and manage open source CMS on a web server. While most solutions work out of the box, countless customization are available to meet the different business needs, such as plugins for e-commerce websites, tools to help you optimize content for search engines, or customize your design themes and layouts.
Proprietary CMS
Proprietary or commercial CMS software is built and managed by a single company. Using such CMS generally involves:
- Buying a licence fee to use the software
- Paying monthly or annual charges for updates or support
You may also need to pay additional costs for customization and upgrades, as well as for training and ongoing technical or user support.
Examples of proprietary CMS
- Kentico
- Microsoft SharePoint
- IBM Enterprise Content Management
- Pulse CMS
- Sitecore
- Shopify
See a full list of proprietary CMS.
You can usually customize proprietary CMS with built-in functionalities, although this may come at additional cost. If possible, look for a CMS solution that meets all of your requirements out of the box. If you are implementing a proprietary CMS with an existing website or back-end system, be aware that this may require extensive development work.
If you’re looking for a CMS for a brand new website, it is best to choose a solution that will have all the features and flexibility to meet not only your current, but future business needs as well.
Software as a Service (SaaS) CMS
SaaS CMS solutions commonly include web content management software, web hosting, and technical support with a single supplier. These are virtual solutions hosted in the cloud and based on a subscription model, usually on a per-user or per-site basis. The pricing usually includes:
- Amount of data transfer (ie bandwidth to and from your site)
- Storage for your content and data
- Ongoing support
There are two types of cloud content management systems:
- ‘Fully cloud’ CMS often comes as part of a package or service. Typically, these are proprietary systems under the supplier’s control, so it isn’t always possible to customise or alter their functionality to suit your needs.
- ‘Partial cloud’ CMS is located on your own cloud web-server. It provides for greater flexibility since you can modify the functionality, either with add-on modules or by altering the source code.
Cloud CMS offers some significant benefits to small and medium-sized businesses:
- Costs are generally low – small set up fee usually covers a basic implementation
- SaaS supplier deals with upgrades, maintenance and technical issues
- Software is accessible from any computer, laptop or mobile with an internet connection
- Updates to software and features are available in real-time
- Packages are easily scalable – you can add more sites or users as your needs change
Read more about Saas.
Specific CMS Types
Understanding the different types of content management systems is a key step in choosing the best option for your business. Here are five popular content management solutions to help you organize digital content:
1. Component Content Management System (CCMS)
A component content management system, or CCMS, differs from a standard CMS in that it organizes content at a granular level. Instead of managing content page by page, it takes words, phrases, paragraphs, or photos (also known as “components”) and stores them in a central repository.
Designed for maximum content reuse, components are only stored once. The CCMS acts as a consistent trusted source that publishes content across multiple platforms, including mobile, PDF, and print.
Benefits of a CCMS
- Reusability: Content reuse within a CCMS saves time during the writing, editing, and publishing phase, and significantly reduces translation costs.
- Traceability: A CCMS enables you to track content in detail. You can see who did what, when, and where.
- Single Sourcing: With a CCMS you can push content to multiple channels, including print, mobile, web, chatbots, embedded help, and more.
- Enhanced Team Collaboration: Improve workflow for your content development team, especially those working remotely.
2. Document Management System (DMS)
Paper is almost extinct. Tracking business files on paper is a thing of the past. A document management system (DMS) offers a paperless solution to manage, store, and track documents in a cloud. It provides an automated solution for uploading, processing, and sharing business documents without the hassle of printing, copying, or scanning.
Benefits of a DMS
- Eco-Friendly: Organize content digitally and save paper while you do it!
- Security: A DMS offers many levels of security to ensure confidential content stays in the right hands.
- The Mobile Advantage: With a document management system, you can access and edit documents remotely.
3. Enterprise Content Management System (ECM)
An enterprise content management system collects, organizes, and delivers an organization’s documentation, ensuring critical information is delivered to the correct audience (employees, customers, business stakeholders, etc.)
An ECM gives all members of an organization easy access to the content they need to complete projects and make important decisions. In addition, an ECM deletes files after a certain retention period, ensuring no unnecessary content takes up space.
Benefits of ECM
- Flexible: An ECM lets you capture any file type from any location, and have it processed and stored automatically.
- Increases Efficiency: Now that documentation is taken care of, you can be more productive in your day-to-day.
- Reduced Storage Costs: An ECM saves money by storing only necessary files and deleting the rest.
4. Web Content Management System (WCMS)
A web content management system lets users manage digital components of a website without prior knowledge of markup languages or web programming. A WCMS provides collaboration, authoring, and administration tools to help manage digital content. Unlike other CMSs, which deal with content destined for both the web and print, a WCMS handles exclusively web content.
Benefits of a WCMS
- Personalization: A WCMS lets users customize a webpage with personalized design and content.
- Automation: A WCMS saves time and improves workflow management by publishing content automatically.
- Scalable: A scalable system like a WCMS allows companies to grow exponentially without worrying about surpassing their website limits.
5. Digital Asset Management System (DAM)
With a digital asset management system, users can store, organize, and share digital content with ease. A DAM offers a simple, centralized library where clients, employees, or contractors can access digital content. These assets include audio, creative files, video, documents, and presentations. A DAM is cloud-based, so users can access content from anywhere.
Benefits of a DAM
- Centralized Repository: Content is safe and secure in one place.
- Effective Brand Management: A DAM allows you to manage a branded web portal for users to access important files.
- Digital Publishing: With a DAM, you can push digital content to third-party distribution services, social media channels, and more.
Summary
As you can see, there is a lot to consider when choosing a CMS. Some systems may be better suited for your business. For example, if you publish multiple product versions in a year in several languages, your best bet is surely a CCMS. If you’re looking for more flexibility for publishing on a website, a web content management system might best fit the bill.