Enterprise content management software manages written documents in large companies. There are two types: website content management and business process content management, both with standard features to improve document management. Website content management publishes on the company website, while business process content management is located behind the corporate firewall.
Enterprise content management is a software product that manages written documents. This type of software is most commonly found in large companies or institutions. The requirement for this type of software grew from the use of word processing programs to develop content and the need to manage this process with large numbers of editors and contributors.
There are two classes of enterprise content management solutions: website content management and business process content management. Both classes provide a standard set of features and functionality designed to improve document management, editing, versioning, and approvals. The actual implementation of these concepts differs between the two options. This has an impact on the transparency and business processes required to use these systems.
In a website enterprise content management system, the result of the workflow is published on the company’s website. All documents, drafts and versions are stored and managed on a web server. To access this system, users access the internet and access the company website. They enter a username and password to view the content they are responsible for creating, editing and approving.
Every document that will be published on the website must be created in this system. The article author then submits it to the team for editing. Several users can access the document, edit and save their changes. The software tracks the changes made by each person and keeps the versions in the correct order.
At the end of the editing process, the document is submitted for approval for review. The approver reviews the final version of the draft and is able to see all the changes and changes made and by whom. After approval, the document is published on the website.
The business process enterprise content management system is set up on a document server on the network and is located behind the corporate firewall. Access is granted based on position and level of responsibility. In this environment, the documents are all stored in word processing software, allowing users to easily use existing tools to meet the requirements.
Documents can be based on templates or forms and are stored in a shared repository. Users access templates and update them as needed. When finished, the documents are posted to the shared directory and a notification is sent to the next person in the business process. They review and edit the document as needed. Upon completion, the document is approved and no further changes can be made.
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