The main advantages of a component-based management system for the field of technical writing
Processes for writing can be optimized through a system for managing content since it offers efficient solutions to various applications. Each technical writer reaps the benefits of using such a system for managing content even though the specific scenario will differ from one business to company. The main benefits for you below:
Media-neutral data management
Media-neutral data management implies that you are able to easily export the content you manage with CMS in various formats. Modern, XML-based component content management system like SCHEMA ST4 stores the content in XML format (so it is not tied to a particular output format) and can access the data in a neutral format whenever creating any format. It is then that the system can create the desired formats, which could include PDF for the print catalog, HTML for the website or Word or any other type of file. Therefore, you don’t have to manage content in separate ways for every format, instead you are able to manage everything from one central location within your system. This is known as single-source publishing. All outputs come from a single source.
Reusing content
After you’ve created content, you’ll definitely want to incorporate it in different documents or projects, if you can. The “traditional” approach to this is copy and paste however, you’ll be required to manage and maintain the copied content at the various locations should anything changes. Instead, with a system for managing content you can simply create a link to existing content within your new project and then reuse it. This is not limited to chapters in their entirety however, it also works with the individual paragraphs, sentences or elements of sentences, tables, images and so on.
There are many benefits to this strategy. On one hand, it makes management easier of the content. For instance, if the text or image has to be changed, you only need to modify an original element. The update is applied automatically to any place that have there is a reference to the initial node was made through using the content. This will ensure that no pertinent location is missed. In addition the reusing of content leads to more consistency between the documents. This is why readers will also benefit from the recognition result.
Effectively managing translations and variants
Variants of products share many features but they also have some distinct variations, from the name and image, all the way to the technical information and specifications. Therefore, it is logical that you reuse similar information for the standard characteristics of the product in the accompanying documents. To accommodate the different aspects, utilize the different management options that are offered through a CCMS. Variables metadata-classified resources and filtering systems provide flexibility that allow the central management of produced content and then use it repeatedly however, it ensures that specific variant information is automatically integrated into the appropriate places.
When you translate documents, you’ll be able to reduce the workload and costs. The previously translated content can also be reused and adapted for new different versions of the product. Only the latest texts have to be translated this avoids the needless repetition of translated content. The integrated tool for managing translation detects what is brand new as well as what’s already translated. It is possible to export and import the relevant data in just the click of a mouse through the TMS interface.
Clearly created documents at the click of the button
Naturally, the final document must reflect your brand’s style and match the type of document. With the system for managing content, you decide the style of your documents through layouts that you are able to adjust to your specific needs. While traditional Office documents can be lengthy to format however, the system for content management will always provide you with a clear professional and professional document that conforms to the layout requirements. These requirements ensure a consistent uniform design and the load to process design documents is drastically decreased.
Assistance during the whole process
SCHEMA ST4 incorporates a variety of mechanisms to assist you in creating documents, at the beginning of the process of writing to the final stage. Examples:
Templates for common content can be designed within the system directly and create a framework to support particular projects.
The import interface allows content from documents (e.g. Word, FrameMaker or InDesign) to be uploaded into CMS CMS in a way that is structured.
Guidelines for authoring can be found directly through the system to ensure you have the information readily available.
By integrating QA software, you can can ensure that the specifications are met.
Release process as well as the versioning assure that you have an a clear view of the status of your editing while you can access earlier versions.
The editing and release procedure can be defined with explicit workflow control, if needed. This will ensure that more complicated administrative procedures are also securely carried out.
As you can observe, the use of a system for managing content will ensure that work done in duplicate and, consequently, duplicated costs are minimized. You can edit content in one location instead of in different directories. Since everything in the system functions in harmony and is consistent, you can create documents that are available in a variety of formats. One source for technical writing: everyone wins!