CMS: workflow as a bonus, but reliability to be tested
The CMS, often termed this way for marketing purposes but more accurately described by the acronym EDMS, introduces workflow and link management features that are invaluable for handling modular documents.
When using monolithic formats such as FrameMaker, technical writers can employ a CMS like SharePoint, Alfresco, or similar systems to:
- download a local copy of shared files to their hard disk,
- make modifications to the local copy,
- upload the modified copy to the central repository.
This approach is more efficient than using a simple file server, primarily because file transfers over the network are less frequent. However, it remains necessary to lock files being modified, a task managed by the CMS.
While originally designed for monolithic documents, many CMS solutions now accommodate the modularization of technical documentation. Systems such as DocZone or Componize, the latter built on Alfresco, are specifically designed to manage modular documentation using the DITA XML architecture.
How can we ensure that these frequently updated solutions for marketing purposes are consistently reliable?
It’s prudent to exercise caution when relying entirely on them for managing and archiving documentation source files. A careful selection of the solution is essential, paired with a robust backup and restore strategy.