Tips for Managing Digital Assets in a Content Management System

Tips for Managing Digital Assets in a Content Management System

How do I find the asset I need?
Does my co-worker have a more appropriate asset sitting on his local drive on his computer?
Is the asset I found the most current version?
How do I make sure no one uses the outdated versions?
Where’s the translated version?

These are some of the issues of managing digital assets for a content set. It can be an overwhelming job, especially if your content set contains lots of graphics, videos, animations and sound clips to illustrate instructions and procedures. While file systems may get you more organized, they don’t help much to actually manage the assets for easy searchability and retrievability.

Improving Collaboration Using a CMS

As organizations get larger and work forces become more dispersed or home-based, it becomes harder to get the right people to collaborate on new or revised content. However, writers are not always comfortable giving up ownership of whole documents and sharing content with others in a content management environment.

Tips for Customizing Generic Content

If you buy a car with a GPS but no MP3 player, you may want the documentation to include instructions for operating the GPS but not include the instructions for operating the MP3 player. Or if you have a Macintosh computer, you may want your antivirus software documentation to include only the Macintosh instructions—not the Windows instructions.

Organizations that sell a product that has variables for each client or for different situations may have a need to produce customized documentation. A content management system has several ways to help writers accomplish this in an automated way while maintaining a high level of content reuse:

Tips to Get Writers on the Same Page in a Shared Authoring Environment

So, you’ve implemented a component content management system and you’re on your way with topic-based writing and content reuse. But there are still a few writers who just can’t seem to follow the same writing style as everyone else. They always seem to do something differently, causing problems when other writers must reuse their content. Here are ways to get better cohesiveness between the writers:

RFI vs. RFP for a CMS…What’s the difference?

Shopping for a content management system (CMS) can be an intimidating task, given the many types of CMSs and all the decisions that must be made to choose the right one. RFIs (requests for information) and RFPs (requests for proposal) can help make the right choice. But what’s the difference between RFIs and RFPs? Should you do one or the other, or both? Here are tips for navigating through the buying process:

Tips for Using Intelligent Content

When your content is structured in a standard like XML, it becomes portable to many different technologies. It can be understood and shared by different databases and most editing, translation, and publishing tools. Using one source of intelligent content that is managed in a content management system, content can be easily transferred and processed by all types of tools. You will eliminate lots of duplicate content in many different file formats and consolidate your content base.

Preparing for a CCMS Implementation

We often hear people say that they are going to implement a component content management system (CCMS) with the expectation that it is going to solve all of their problems! While a content management system can solve many problems, the system is only as good as what goes into it. For example, if you put poorly structured XML content into the system, it cannot magically make well-formed XML; you will have problems. It’s the old “trash in, trash out“ syndrome. But there are things you can do to prepare for a smooth content management implementation:

How Roles Change When Moving to a Content Management Environment

How Roles Change When Moving to a Content Management Environment

As organizations consider moving to a content management strategy for their technical documentation, reference publications and other business information, they often wonder what impact the new processes will have on the roles of their team members. What positions will be minimized or eliminated, and what new roles will emerge when the content management system is in place? Here are some tips to consider for potential role changes when implementing a content management strategy:

Focus on reuse.

Welcome to CM QuickTips!

Welcome to CM QuickTips!

Are you investigating content management systems? Or have you already begun your content management implementation? Maybe you’ve been a CMS user for awhile? Regardless of your status, you’ve come to the right place for helpful tips and information about content management strategies.

Vasont Systems has been publishing monthly tips through our enewsletter for several years, but we’ve decided to share them with the world. So visit us often to get your next tip!

And if there’s something you want to …

Pages