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The digital content life cycle consists of six primary phases: create, update, publish, translate, archive and retire. For example, an instance of digital content is created by one or more authors. Over time that content may be edited. One or more individuals may provide some editorial oversight thereby approving the content for publication. Publishing may take many forms. Publishing may be the act of pushing content out to others, or simply granting digital access rights to certain content to a particular person or group of persons. Later that content may be superseded by another form of content and thus retired or removed from use.

Content management is an inherently collaborative process. It often consists of the following basic roles and responsibilities:

  • Content author - responsible for creating and editing content.

  • Editor - responsible for tuning the content message and the style of delivery.

  • Publisher - responsible for releasing the content for use.

  • Administrator - responsible for managing the release of the content ultimately placing it into a repository so that it can be found and used. In other cases, the administrator manages users, deciding who can publish content, but does not manage the repository itself.

  • Consumer, viewer or guest- the person who reads or otherwise takes in content after it is published or shared.


A critical aspect of content management is the ability to manage versions of content as it evolves (''see also'' Version Control ). Authors and editors often need to restore older versions of edited products due to a process failure or an undesirable series of edits.

A Content Management System is a set of automated processes that may support the following features:

  • Identification of all key users and their roles

  • The ability to assign roles and responsibilities to different instances of content categories or types.

  • Definition of workflow tasks often coupled with messaging so that content managers are alerted to changes in content.

  • The ability to track and manage multiple versions of a single instance of content.

  • The ability to publish the content to a repository in order to support the consumption of the content. Increasingly, the repository is an inherent part of the system, and incorporates enterprise search and retrieval.


Content management systems take the following forms: