Component Content Management

Overview
Component content management (CCM) is the practice of creating and managing content as small components rather than as complete documents. CCM is characterized by “principles of reuse, granularity, and structure”. Content components can include chapters, topics, concepts, specifications, images, and other media assets.

CCM contrasts with more traditional document-centric content management. In a Document Management System (DMS), entire user guides or technical specifications would be assembled and stored as discrete, individual files. These documents would generally be technical narratives intended for one audience in one context. If changes or updates needed to be made, a technical communicator would have to update each file individually.

A CCM system, in contrast, stores individual reusable content components that can be combined and assembled into different publications in different formats. If changes or updates need to be made, a technical communicator would only have to update the source component “and the system could automatically update all instances. . . in an organization’s manuals, help files, brochures, and Web pages”.

The majority of component content management systems (CCMSs) are based on extensible markup language (XML). XML gives technical communicators "capabilities to separate form from content; to use specific, customized markup to describe the content, and to use a standard solution without depending on proprietary tools or formats". Some CCM XML-based standards include DITA, Docbook, S1000D, and SCORM.

History
CCM first emerged in the mid-1990s, though it was utilized by only a small number of early adopters. Its popularity grew in the early 2000s in conjunction with the rise of single sourcing (the reuse of source content across different publications). By the mid-2000s, more and more organizations were adopting CCMSs, which became a hot topic at conferences and in trade publications. In 2008, the term “component content management” was officially adopted by the content management industry. In the 2010s, CCM has become increasingly relevant because it enables technical communicators to design content for multiple devices and delivery channels. Output can easily be optimized for print, web, and mobile viewing. CCMSs are widely used, particularly in fields that require help/support documentation.

Efficiency
Writing and editing in a CCM system are far more efficient than in a document-based system. Content only has to be written once rather than being copied and pasted across multiple documents and files. Changes or updates only need to be made to a single source component in one location. CCMSs also include robust, multi-faceted search tools that allow authors to filter and find content quickly and easily.

Consistency
Component content management systems leverage single sourcing to keep content consistent across publications. Most CCMSs are also built upon XML standards, which help keep the documentation structure consistent.

Reduced Translation Costs
In a document-based system, any time a new version of a publication is created, the entire document has to be re-translated. In CCM, only the individual updated components require re-translation. “Content is translated only once no matter how often it is reused. Translators only ever work on new or changed source content, so you don’t pay for them to handle unchanged text” =.

Customization
CCM allows for “preparing customized information products to accommodate the move toward individualized product configurations brought on in part by the support economy”. For example, software users could select one or more help topics from a support website and download a customized user guide that has been generated based on their input. Content output can also be customized for different mobile devices.

Impact on Technical Communication
Adopting a component content management strategy can be incredibly complex and costly for an organization. Not only does all existing content have to be converted to XML and imported into the CCMS, but a cultural change must occur with the people and processes involved in producing content. Technical writers who are used to creating document-based content have to adjust their approach. Topic-based authoring differs greatly from more narrative writing, in that it must be written for multiple potential audiences and contexts. Technical communicators also have to learn new competencies for managing and publishing content in different formats and for different devices. The adoption of CCM has also created new roles in content strategy and information design.

Common CCM Standards
DITA

Docbook

S1000D

SCORM

Popular CCM Systems
Adobe Experience Manager

Author-it

DITA CMS

easy DITA

XDocs