A content management system (CMS) is defined as “a system used to organize and facilitate collaborative content creation (Answers.com).”  A web site that can store user information and site data into an online database is likely a content management system.  In business, web sites can be vital for delivering information, but difficult to maintain and update. A content management system is necessary because it provides online information that is easy to access, maintain, and change.

    Having an online database puts power into your web site by storing important information for easy access and manipulation. A database can store information about site users.  Visitors are able to sign up for mail lists or registered user information.  Mail lists can be used for mass communication and can connect you with customers or employees.  Registered users can login and check content not available to the public.  Other users can authenticate and update content on the web site with a mouse click.
 
    Storing content in a database means that it is easy to reorganize and search through.  The web sites search engine automatically searches all text in the database, so users can quickly find what they need.  Content can have start and finishing dates for publishing.  This allows editors to add content before it is accessible for users.  After the finishing date the information can be archived for long term storage.  This automated process makes managing a web site much simpler.  As time goes by the web site fills with more information, and the site becomes a central part of communication.  

    Different roles are required for managing a web site.  Content managed systems provide access levels for different users.   As well as registered site users, the CMS has editors, managers, and administrators.  Editors can change or add content to the site but do not have permission to change web site structure.  Upon saving content user information, time, and date stamps are saved, so managers know who published what, and when.  Managers have more control over the site structure, and advanced site features.  Managers can change the way the content is displayed on screen and organize material.   “The structure of a site is important: like chapters in a book or an index, it serves a practical function both for the producer and for the visitor (Whittaker 33).”  Administrators also play an important role in a CMS.  They are able to control advanced web site features like mailing lists and photo galleries.   

    Maintaining a web site is a responsibility of the site owner.  Site updates that are done in house are more effective because they avoid confusion, prevent misinterpretation, and ensures content will be available when needed.  Web sites that do not have a CMS require a web master to do all updates.  This can be time consuming because the web master may be backed up with other projects, or unavailable.  When the web master is available, relaying information may be a difficult task.  Once the information has been written down and sent to a web master it is open for interpretation how the content will be displayed on screen.  With a content management system updating the web site is as simple as logging in and saving changes.  The data is displayed according to the site template, so little formatting changes are needed.  The template defines the look and feel of the site, and is separated from the content of the web site.  Templates allow completely different looks for a web site, but have exactly the same content.

    Content maintenance, design, and site functionality, are all key points for having a successful web site.  Search engines give better rank to those who update their site regularly.  Search engines are critical for people finding their way across the internet. Search engines following links systematically across the internet.  This technique is call search spidering.  As search engines spider across the internet they save specific information from each page they visit. Since CMS pages are constructed with a program, the program can give the search engine what it needs for optimal ranking.  
Adding features to content management systems is easy.  Programs such as message boards, e-commerce shopping carts, site maps, and even dictionaries can be added as modules to the core web site program.  Separate program modules means that a web site can always have new features installed.  Custom programs can be written for those who do not like the programs available or have a new idea.  The idea of adding modules into a core web site program means that new functionality can always be added to a content management system, even if the program was written years after the website was developed.   This allows old website to be updated to current internet standards.

    The style of a web site is critical to capture the attention of a site user.  Design is though of in terms of the appearance of a site - its aesthetics, how it looks.  While, appearance contributes greatly to the success or failure of a site, design is also a question of usability. (Whittaker 68)  A content management system includes templates to redesign the entire look of the web site, without changing the content.   Site visitors will tire of the same web site design.  Changing the design of a site seasonally, or for special holidays, will keep the interest of new users, and people that must visit the site regularly.  After a template has been written, switching between multiple templates is easy.

    “Static Web information systems provide no mechanisms for user authentication, interactive dialogs, or the processing of transactions. (Scharl 73).”  A static web page is one that stores all the content in an HTML file, and requires that the editor know hypertext markup language to edit the file.  It cannot store information about the site user, or automatically provide information about the time and date the page was updated.  To update the template of a static web site, a graphic artist must complete a new design, and give it to the web master, who will start the tedious process of copying all of the content from the old site into the updated template.  E-commerce is almost impossible with a static web site, especially if you have a custom site design.  Custom scripts must be written to conform your web site to relay information to a financial authority.  This can be very time consuming and costly. “Make no mistake - if you are running a substantive web site without a CMS, you will hit a wall where your eBusiness is no longer sustainable because you can't update your site reliably or quickly enough. From that point, you will need to tear down almost your entire web infrastructure to put a CMS in its place. (Burns)”

    The benefits of a content management system are simple.  A CMS will provide for easy access to online information, an interactive approach for gathering, editing and adding information, and a flexible shell for future changes to style and site features.  People that want a website that will last into the future need a CMS for regular updates.  When considering what kind of web presents to have on the internet, think about what the web site will be able to do.  Some companies may get by with a static web page, but many will need a system for managing content.