The complete guide on choosing a content repository

As a business leader, you know how crucial it is to have a single platform to store all of your company's digital assets. However, with so many options available, it can be overwhelming to decide which content repository solution is the best fit for your business. 

This article will explore the essential features to consider when selecting a content repository solution and provide guidance on best practices for organizing content, integrating it with other business systems, and maintaining security.

8 most crucial features to look for in a content repository

When selecting a content repository solution, it's essential to look for a few key features:

1. User-friendly interface: How easy is it to search, create, collaborate, and edit content, especially for business users?

2. Support for various content types: Can you store types of digital assets such as images, videos, AR, VR files, PDFs, and other documents?

3. Scalability: Is it possible to add more storage depending on your needs? 

4. Flexibility: Can you integrate other solutions related to content management that will enrich storage functionality?

5. Version control: Can you see who made changes and when? Can you restore files that were deleted by mistake?

6. Metadata management: Is it possible to organize content into categories, tags, and metadata?

7. Search capabilities: How quickly can you find and retrieve content? Are there any filters?

8. Security: Can you set up restrictions and permissions and control the user's access level?

Now, let’s compare various content repositories available in the market depending on how they are built, stored, and maintained. 

Building a content repository or using a ready-made solution

Custom content repository

Building a content repository solution from scratch provides complete control and customization options. However, it requires extensive technical expertise, resources, and time. You will need a dedicated team of developers to design, implement, and continuously maintain the repository. This can be resource-intensive, potentially delaying time-to-market and increasing overall project costs.

Ready-made content repository

The off-the-shelf solution, on the other hand, can be customized to fit your specific needs, providing a middle ground between a fully bespoke solution and a one-size-fits-all approach. Additionally, ready-made repositories often come with a more predictable cost structure, eliminating the uncertainties associated with in-house development.

Another notable benefit is the ongoing support and updates provided by the solution provider. This ensures your content repository remains up-to-date with the latest features, security patches, and technological advancements.

Overall, ready-made repositories offer faster time-to-market, cost savings, and ongoing updates and support.

Choosing between a third-party content repository and the CMS built-in version

CMS built-in content repository

Many CMS platforms come equipped with a built-in content repository, providing users with a convenient and integrated solution. Content is managed centrally within the CMS, allowing for a more centralized and organized approach to content storage.

A built-in content repository is designed to seamlessly integrate with the CMS, providing a unified and cohesive environment for content management.

Users benefit from a simplified and unified interface for managing both content and the repository. Since the content repository is integrated into the CMS, there is a consistent user interface across both systems. This consistency can enhance user efficiency and reduce the likelihood of errors associated with navigating between separate interfaces.

Maintenance and updates are typically easier to manage when the content repository is part of the CMS. Updates to the CMS often include improvements and bug fixes for the integrated repository, reducing the complexity of maintaining multiple systems.

Furthermore, the cost of the built-in content repository is usually included in the cost of the content management system. 

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Storyblok's Native Digital Asset Manager

Storyblok is a headless cloud-based CMS that comes with a built-in content repository — Digital Asset Manager.

What you can do with Storyblok’s Digital Asset Manager:

• Store any kind of digital assets, including images, videos, PDFs, VR and AR files, etc.
• Edit and optimize your images directly in your CMS without leaving the platform.
• Add rich metadata and tags to your content, including custom metadata fields and marking fields as required.
• Create public or restricted assets.
• Easily find content with advanced filtering and sorting features
• Define expiration date for content and get notified.
• Secure data with ISO 27001-certified security and protection.

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Third-party content repository

Large enterprises typically require advanced functionalities, such as intricate version control, extensive metadata management, and sophisticated search capabilities. However, it's essential to note that not all content management systems inherently provide a robust enough content repository. As a result, some companies prefer to additionally integrate third-party solutions that meet their specific needs.

Specialized content repository solutions offer robust features, scalability, and customization options that can help meet the demands of growing businesses. Meanwhile, the disadvantage of such services is that they are separate tools, and even if you integrate them into your infrastructure, it might create silos, content duplicates, and disorganized flow. 

Another tricky part is the security and compliance regulations. It might happen that the suitable provider stores data in a region that doesn't meet legal and compliance requirements. Also, you should spend additional time and resources to ensure that this provider conducts regular security audits and assessments that might otherwise affect your data. 

The process of integrating the external content repository into a CMS

The integration process might also be time and resource-consuming. First, you need to define how data will be mapped between the CMS and the content repository. This includes mapping content types, metadata, and other relevant information to ensure consistency and accuracy across both systems. 

After that, you have to implement a synchronization mechanism to keep content updated between the CMS and the content repository. Depending on your specific needs, this can involve periodic updates, real-time synchronization, or event-driven mechanisms.

If the integration includes user-facing components, such as displaying content from the repository within the CMS interface, you also need to ensure a seamless user experience. This may involve customizing the CMS interface to incorporate elements from the content repository.

Cloud-based content repositories vs. on-premises solutions

Cloud-based content repository

Cloud-based repositories offer greater scalability. Businesses can effortlessly scale their storage needs as the content volume grows, ensuring that the repository accommodates evolving demands. Additionally, the pay-as-you-go model allows for cost flexibility, paying only for the resources utilized.

Cloud-based repositories typically come with automatic backup solutions, ensuring that your content is secure and recoverable in the event of data loss or system failures. And, of course, the cloud provides universal accessibility, allowing authorized users to access content from anywhere with an internet connection.

On-premises content repository

On-premises solutions provide businesses with greater control over data security and compliance. This is crucial for industries dealing with sensitive data or operating in highly regulated environments, where maintaining control over data governance is paramount.

The on-premises model allows for extensive customization of hardware and software configurations and direct control over the performance. This flexibility ensures that the content repository aligns precisely with the unique requirements and workflows of your organization, as well as specific performance requirements. 

5 steps to organize a content repository

Organizing content in a repository is critical to ensure that it is easily accessible and searchable. 

1. Start by creating a taxonomy that categorizes content into specific topics. This structure is the foundation for systematic organization, making it easier for users to navigate and locate relevant information.

2. Define the essential descriptive tags and metadata to provide additional context, to make it easier to find content, and for SEO purposes. This can include such information as author, date of creation, and content type. Automate the assignment of metadata where possible to reduce the burden on users. 

3. Establish a naming convention that is consistent and easy to understand.

4. Establish access control policies to determine who can view, edit, or manage specific content. Define clear access levels to secure sensitive information while fostering collaboration within designated user groups.

5. Create a logical and intuitive folder structure that reflects your taxonomy. 

Conclusion

The right content repository becomes not just a storage solution but a catalyst for business excellence, fostering innovation, collaboration, and a streamlined digital presence.

To choose the best option for you, understand your business needs, evaluate available options, and align technological choices with overarching business objectives.