Mind Your Budget Without Sacrificing Functionality: New Options in Content Management

Mind Your Budget Without Sacrificing Functionality: New Options in Content Management
by Bret Freeman

Editor’s note: This article was originally published in the July/August 2004 issue in the Orlando STC Chapter Newsletter.

Not all technical writers and editors work for major corporations with (what seem like) unlimited resources. What if you work for a small- to medium-sized company? Are you doomed to limited resources and mediocre software products?

NO! Some content management vendors are providing budget conscious options without sacrificing functionality, specifically designed for smaller editorial groups. The key to taking advantage of these options is knowing what to look for and what to watch out for.

The Options
First, it is important to emphasize that not all vendors are offering specific budget-conscious options. Some of them will tell you that their prices are so competitive that they do not need to have low cost alternatives. Other vendors will have their sales representatives offer you a “special price.” These two scenarios may save you money in the initial purchase, but beware of large customization fees later on.

Having said that, other content management software vendors have designed options specifically to entice small- to medium-sized editorial groups. One of these is the subscription option. With a subscription option, organizations usually pay a monthly fee to use a system over a set period of time, such as 24 months. The main benefit here is that there is no large upfront investment, which is often the scariest part of a large software purchase. Instead there is only a manageable monthly subscription fee. A subscription option also frees you from making a lifetime commitment. Once the subscription period is up, the organization can choose to renew or to discontinue their use of the system.

The other option some vendors are offering is an alternative version (but not a smaller version) of their software designed for small editorial groups. Usually this is a fully functional, or slightly modified, version of the software with a limited number of seats. One example is Vasont Systems’ Vasont SG. Vasont SG is available as a client/server system for small editorial groups within organizations that need content management, but for whom a “full size” system would be overkill. The license fee for Vasont SG includes one server and five client/server seats. In addition, full support is available to help clients with their technical needs.

There is one last budget option to look for when shopping for a content management system: application service provider (ASP) models. ASP model content management systems offer different benefits over a traditional client/server systems – the biggest benefit being that the software and the content is hosted by the vendor. With an ASP model, there is no need for an organization to spend money on purchasing a server and hiring an IT staff. The vendor hosts everything on its server and is responsible for all backups, upgrades, and technical support.

Why This is a Good Thing for Both and the Vendor
Why is a subscription option such a good idea? Because without a large initial investment, a subscription option allows many organizations to take advantage of a content management system without going through the capital budget process. The monthly payments work to everyone’s advantage, because the organization avoids a large upfront fee, and the vendor can enjoy a steady income stream. The subscription period allows users to take advantage of the system, without a lifetime commitment. At the end of the subscription period, the users have the option to renew the subscription or purchase the system.

Why is a “small group” option a good idea? Because content management systems are like shoes?they work better when they fit. If you have a small editorial group, then it makes sense to get a system designed for small groups, rather than to pay all the money for a “full size” system that you’ll have to modify to fit. This is true for the vendor also. Forcing a large system on a small editorial group does not make happy customers – selling a system that is the perfect fit, does.

Why is an ASP model a good idea? Because it makes content management so easy! With an ASP model, organizations do not have to worry about system maintenance, backups, or technical support of any kind. The content is hosted on the vendor’s server and they take care of the technology while the organization benefits from simply using the content management software. Authorized users can still access their content 24/7 from any computer with an internet connection, which increases productivity and fosters collaboration.

A Few Things to Look for
If these options sound like they might apply to your small- to medium-sized organization, here are a few more points that you should keep in mind:

Choose the right option for your organization. If you know that you have a small editorial group and that only several people will need to use the system, then you probably want a small group option. However, if you are more concerned about the initial investment, then a subscription option might be better for you.
Make sure that the low cost option you choose still provides you with full functionality and support. This is especially important if you are interested in a “small group” option. Make sure that you still get the full functionality of the product, even though you’re paying for fewer seats. In addition to functionality, it’s also important to make sure that full technical support and upgrades are included (or find out how much extra they will cost).
Understand your agreement. For both the subscription and ASP model options, be sure that you completely understand your agreement. For example, while both will often require monthly payments, an ASP model may still require an initial investment and a longer commitment. Be sure that you understand who is responsible for what aspects of the system, when payments are due, etc.

Finally, if you are a part of a small- to medium-sized organization and you are interested in a content management system – talk to vendors! The budget conscious options discussed here are just the beginning. As customers demand more options, vendors will eventually step up and provide them!

Bret Freeman is Vasont Systems’ Sales Engineer for Vasont Content Management Solutions. Bret has more than ten years of experience in the information management and publishing industry and has delivered numerous presentations and training courses to various groups in the United States, Canada, and the United Kingdom. He has extensive knowledge in content management strategies and complex multilingual outputs.