Content Management Systems

Summary

Your organization may use one or more platforms that help you manage and provide access to your digital collections, including content management systems (CMS), institutional repositories, integrated library systems, and archival systems. All of these platforms use metadata to describe and manage digital collections.

In this course, we sometimes use ‘CMS’ as a general term to describe all digital collections software, but if we are being specific, then a CMS is primarily for providing access to digital collections. A CMS is usually not meant to be a long-term storage solution for archival copies of digital files; rather, it is for providing access to collections using smaller versions of files and their associated metadata.

Selecting a suitable CMS for your historical materials involves assessing your specific collection formats, the technical skills of your team, and your community outreach goals. A robust system helps you manage artifacts, maintain metadata integrity, and share your history effectively.

When evaluating software options for your organization, consider the following framework:

Assess Your Collection and Data Needs

  • Collection Scope: Cultural heritage collections typically contain a diverse array of 3D objects, archives, photographs, audio, and video. Ensure your chosen CMS accommodates different types of objects.
  • Data Standards: To ensure your work remains viable and portable, select a platform that adheres to professional content standards and metadata schemas, such as Dublin Core. This keeps your cataloging efforts compliant and future-proof.

Determine Your Hosting and Access Model

  • Cloud-Based (SaaS): Tools such as CatalogIt or web-enabled versions of PastPerfect allow your team to work from any location. These solutions are often ideal for institutions with minimal internal IT resources.
  • Open-Source/Locally Hosted vs Vendor Hosted: If you have access to dedicated technical support, platforms like CollectiveAccess offer deep customization and back-end control to meet unique institutional requirements. Vendor hosted platforms may be more appropriate for those that do not have a larger technical infrastructure.
  • Public Access: Evaluate whether the system includes integrated web publishing features, allowing you to selectively share your digital surrogates and stories with the public.
  • Sharing: Does it share metadata in a way (OAI-PMH, API, xml) that allows for participating in larger projects?

Evaluate Usability and Support

  • User-Friendliness: Since many organizations depend on volunteers, an intuitive interface is vital. Systems designed for ease of use typically have shorter learning curves and support mobile workflows.
  • Customer Support: Prioritize vendors that provide comprehensive assistance with data migration and technical issues. Research how other practitioners rate their experiences with a platform’s support team before committing.

Consider Your Budget

  • Beyond the initial purchase price, account for recurring costs such as annual licensing, hosting fees, and the resources required for initial data cleanup and ongoing maintenance.

Suggested Recordings and Readings

Discussion Questions

  • What do you like/dislike about the functionality of your CMS?
  • Do you have a need to restrict access to your online collections?
    • Does your CMS support different types/levels of access?
    • Do you have an Access & Use policy, or have plans to create one?
  • Have you ever been involved in a CMS migration? What did you learn during that process?
  • What is on your wishlist for your next CMS?