Many companies still create technical documentation with traditional word processing software. What may seem practical for small projects quickly reaches its limits as the scope and requirements increase. Different document versions are in circulation at the same time, content is created multiple times and quality suffers due to a lack of consistency. The solution to these problems: The introduction of a content management system. But what does that mean in concrete terms? What opportunities do these offer, what needs attention and how can DOGREL help you install and maintain such a system?    

A content management system is far more than just an ordinary word processing programme with a few added functions. It is a specialised software solution that is customised to suit technical documentation requirements. The decisive difference is its modular design, as content is no longer handled as rigid, self-contained documents, but is broken down into smaller information modules. These can be entire sub-chapters or shorter sections such as safety instructions or brief texts. The modules can be created and maintained centrally and reused in as many documents as required.

Furthermore, a content management system assists the documentation process with a range of extra functions. These include version and translation management, which help maintain an overview of the current module status, automated workflows minimise the work necessary to export translations or generate documents and single-source publishing makes it easy to publish content in different file formats. Author support and terminology search functions also guarantee more consistency when writing content.
 

The choice of CMS is the obvious first step that has a decisive effect on the other aspects of the concept. Not every system is suitable for all concepts. The system must meet all the requirements that were defined prior to the system launch, but must also be suitable for future users. These users should ideally work in a team with several members who should be familiar with all tasks and processes of the CMS. As a result, successful launch and use of the CMS is not dependent on an individual person.

The concept must not only focus on the creation of content, but also on its output. The media mix that best meets the previously defined requirements must be specified. The content can be made available as different document types, for example, (e.g. quick guide, operating instructions and maintenance instructions), which are then also made available in different forms (e.g. the quick guide as a printed manual and the operating instructions and maintenance instructions as digital HTML documentation).