When you think about your visit to any business premise, it starts with providing some information. You would need to fill out the details on a questionnaire/form or offer them to an administrator who would then key them into their in-house system. Collecting, retrieving, storing, updating, and even deleting all the information on these systems is the content management process.
Every organization operates using individual sets of processes and practices when it comes to content management.
The Role of Content Management
Once you collect the data/information your business needs, what next? Your business may need the content on a daily basis, every other day, or even not need it for a few months. It means that proper handling is crucial when managing such information.
Every business relies on the details collected for daily operations. With efficient content management processes in place, you can store and retrieve the information appropriately. It also becomes easier to make updates and delete irrelevant details.
The Processes Involved in Content Management
The purpose the generated/collected content plays in each organization determines the management processes. Handling the data collected happens in stages including:
The first step is collating the data an organization requires. As explained, every business has its individual processes when it comes to data collection. Some might still use forms/questionnaires, but most have moved to digital data collection methods.
Once a business collects the information needed, they have to organize it into different categories. The classification system gives each data grouping an identification and makes them more accessible during the retrieval process.
All the information a business collects goes into “containment” until required. The storage format a company uses should meet security requirements but still offer ease of access. The amount of data a business handles will determine the amount and type of storage needed.
Businesses collect data for specific reasons, which means that the data is required at various stages. The data passes through several processes, as outlined above, during its lifespan. It is crucial that the information maintains integrity and consistency throughout.
Naturally, the collected information will go through changes as the business keeps using the data. For instance, when patients subsequently visit a hospital more details are added to their files. Therefore, the way the data is stored should accommodate these changes.
Not everyone within an organization should have the ability to make changes/revisions. Depending on different roles, some people only need to make inferences from the stored information while some must have complete access to make updates. The business process management system should have a role assigning features to safeguard the data further.
Archiving/ Deleting Content Deletion
A business should be able to archive infrequently used data or even delete the information entirely. It is inevitable that the collected information becomes obsolete at some point. However, not everyone that accesses the content management system should have the rights to archive or delete the stored data.
Worth noting is that content management is a continuous process. Businesses must keep updating their methods and systems to keep up with their data load and needs.