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Have you ever heard your boss say things like CMS, DMS and wondered what exactly it meant?
A CMS is one of the most commonly used digital tools. From individuals to businesses, organizations, and schools will use these tools. For businesses and organizations in particular, as teams grow and work becomes more digital and more remote, content chaos tends to grow right along with it.
At Strategic Technology Partners of Texas (STPT), we’ve spent nearly 40 years helping organizations manage not just printers, but the documents and content that flow through them every day. While we partner with Xerox and work closely with platforms like DocuShare, our job isn’t to push software. It’s to help businesses understand what they actually need, and just as importantly, what they don’t.
In this guide, we’ll break down what a CMS is, what problems it solves, how it differs from document-focused systems, and how to tell if a CMS is the right next step for your organization.
If you’re also exploring digital transformation more broadly, you may find our Guide to Xerox Digital Services helpful, since CMS platforms often play a role in that larger picture.
Table of Contents
- What Is a CMS?
- What Problems a CMS Is Designed to Solve
- Core Features of a CMS
- CMS vs. DMS vs. ECM: What’s the Difference?
- Examples of Common CMS Platforms
- Who a CMS Is a Good Fit For
- When a CMS May Not Be Enough
- How CMS Fits Into Digital Transformation
- What Comes Next?
What Is a CMS (Content Management System)?
A Content Management System (CMS) is software that helps businesses create, organize, manage, and share content in a centralized way.
The focus is on content, not just documents.
Content can include:
- Policies and procedures
- Training materials
- Internal knowledge bases
- Project files
- Shared documents
- Departmental resources
A CMS gives teams a structured place to store this information so it’s easy to find, update, and share without having to rely on endless email threads or scattered folders.
These platforms prioritize access and collaboration. They are designed to help people work together more efficiently, making them especially useful for teams spread across locations or working remotely.
What Problems Is a CMS Designed to Solve?
If you or your business use a CMS, it's probably because at some point you’ve asked some of the questions below:
- “Why do we have five versions of the same document?”
- “Who updated this last?”
- “Where are our policies actually stored?”
- “Why can’t new employees find anything?”
A CMS is designed to solve problems like:
- Disorganized shared drives
- Content stored across multiple platforms
- No clear ownership or version control
- Difficulty onboarding new employees
- Remote teams lacking a single source of truth
Instead of information living everywhere, a CMS brings it together in one structured system that people can actually use.
Core Features of a CMS
While CMS platforms vary, most share a common set of features.
Centralized content libraries
A CMS provides one place to store and organize content, reducing duplication and confusion.
Version control
Changes are tracked automatically, so users can see who updated what and roll back if needed.
Permissions and access control
Admins can decide who can view, edit, or publish content, keeping sensitive information protected.
Search and metadata
Instead of digging through folders, users can search by keywords, tags, or categories.
Collaboration tools
Many CMS platforms support commenting, shared editing, and review workflows.
Web-based access
Most modern CMS platforms are cloud-based, making content accessible from anywhere.
These features make a CMS especially valuable for growing teams that rely heavily on shared information.
CMS vs. DMS vs. ECM: A Simple Comparison
It can be confusing when these terms sound similar, and people sometimes use them interchangeably.
A CMS focuses on managing shared content. It’s collaboration-first and works best for information that’s actively edited and referenced.
A Document Management System (DMS) focuses on controlling documents and records. It’s built for things like retention policies, compliance, approvals, and audit trails.
Enterprise Content Management (ECM) is the broader category that can include both CMS and DMS capabilities in one platform.
In summary:
- CMS = collaboration and shared content
- DMS = document control and records
- ECM = managing content and documents across their entire lifecycle
Many organizations start with CMS needs and later realize they need stronger document control as their business matures.
Examples of Common CMS Platforms
Content management systems come in different forms, depending on how a business creates and shares information.
Microsoft SharePoint
SharePoint is a CMS included with Microsoft 365. It’s commonly used for shared document libraries, internal portals, and team collaboration.
Best for: Businesses already using Microsoft 365 that want collaboration and shared content in one place.
Google Drive
Google Drive acts as a CMS within Google Workspace, allowing teams to store files, collaborate in real time, and manage versions easily.
Best for: Teams that value simplicity, cloud access, and real-time collaboration.
Xerox DocuShare
Xerox DocuShare is often used as a CMS when businesses manage large volumes of shared content that come from documents, forms, or scanned files. It also supports automation, access control, and records management when more structure is needed.
Best for: Document-heavy organizations that need collaboration plus control as they grow.
While these platforms all fall under the CMS umbrella, they serve different purposes. The right choice depends on how your team works, how content is created, and how much control you need over it.
Which leads to the next question most businesses ask.
Who Is a CMS a Good Fit For?
A CMS is often a strong fit for:
- Teams that collaborate heavily on shared content
- Organizations with remote or hybrid employees
- Departments like HR, marketing, operations, and training
- Businesses looking to improve knowledge sharing
- Companies that don’t yet have strict compliance requirements
If your main challenge is keeping content organized and accessible, a CMS can be a practical and cost-effective solution.
Who is a CMS Not a Good Fit For?
A CMS isn’t the right answer for every problem.
You may need more than a CMS if:
- Your business handles large volumes of scanned documents
- You must enforce retention policies or compliance rules
- Documents require formal approvals or audit trails
- Security and access controls are becoming more complex
- You’re managing records, not just content
If you relate to any of these, your business should begin looking beyond basic CMS platforms toward DMS or ECM solutions.
How CMS Fits Into Digital Transformation
A CMS is often one of the first steps in a digital transformation journey.
It helps organizations:
- Move away from siloed file storage
- Support remote and hybrid work
- Improve information accessibility
- Lay the groundwork for automation and workflow improvements
As digital maturity grows, CMS platforms are frequently complemented by capture, workflow, and records management tools like Xerox Capture & Content to create a more complete system.
Check out our blog Moving to the Cloud: How to Get Started for tips on how to effectively begin your digital transformation.
What Comes Next?
Choosing a CMS isn’t about picking the “best” platform. It’s about choosing the right level of structure for how your business actually works today.
For some organizations, a CMS solves years of frustration and brings order to everyday collaboration. For others, it’s a stepping stone toward more advanced document and content management.
If you’re unsure where you fall, that’s normal. Most businesses don’t need everything at once, but they do need a clear understanding of their workflows before investing in new tools.
If you’d like help sorting through your options, we’re happy to talk it through. Whether a CMS is enough or you’re ready for something more robust, we can help you find the right fit for your environment.
Let’s start with a conversation and see where your content strategy should go next.
