Government CMS
Organizing and implementing an efficient government content management system is a monumental task and requires cutting edge software and detailed planning systems to efficiently work with papers used in federal projects.
These systems involve scanning documents, and then using an indexing system to create a digital copy of the paper work, and index the location of paper based documents.
Also, a system can be used to track controlled documents and send notifications to administrators via the network when they are viewed on a computer or leave the centralized records management center.
Different technologies such as scanners, computer systems and software must be carefully evaluated before selecting and constructing an entire government records management system which covers the lifespan of records.
What factors are important in the success of a cms for government use?
Of course there are these obvious 3: Quality, Speed, Price
But more important is if the content management system meets the needs of the project in question.
Here are some common factors to take into consideration:
1. How will government employees and citizens interact with the data?
If the site will be on the internet, careful planning needs to go into creating a user friendly portal where citizens have access to documents and can quickly find what they are looking for.
Also, the site should be optimized in such a way that search engines like google can index the content, and help internet surfers find it.
2. Quality of search features
Are you using dynamic search technology, or something from several years ago? New search features can provide suggestions as you type, and can gain intelligence over time from user queries to serve better results.
3. Flexibility
Will your CMS work well with rapid advances in data storage and internet access speed? Will you be poised to take advantage of new developements? Or will your content management system leave you stuck in the last decade and require an expensive and complicated overhaul in the near future?
Superiority – Is it quantitatively better than the current system? Will upgrading your CMS be worth the cost and hassle?
4. Control of records from creation until time of storage
Are records controlled properly? The whole document lifecycle must be taken into consideration.
5. Compatibility with laws and retention procedures
Some laws require the restriction of data, while other laws require that data is available to the public. A good government CMS should cover both of these bases.
With all of these taken into consideration, government agencies can have efficient and useful content portals for both private and public viewing of files.
