Cloud content management

Cloud content is all the structured and unstructured data you store, access, and share using cloud services.

Today, more and more content is held in cloud content management systems. This enables users and teams to access content and send files more easily, from anywhere and any device, without being restricted by firewalls or access to local servers.

Content in a content management system refers to all the files and information that power important business processes in your organization. 

In a content management system, all kinds of files — Word documents, Excel spreadsheets, PDFs, images, video files, recordings, transcripts — are made accessible so you can edit, collaborate, and send to the right people at the right time.

Content is important because the files in any company’s content management system contain valuable information like sales contracts, budget spreadsheets, training videos, sales materials, and customer records. This unstructured data is critically important to your business processes, and it’s also important to keep it secure.

Content management means creating, organizing, storing, and sharing digital content in a structured and efficient way. Cloud content management addresses how you manage, protect, govern, and use content to enable workflow within and beyond an organization.

Box gives you a cloud-based content management software equipped with file sharing, storage, secure collaboration tools, access and permission control, and the ability to allow multiple people to work together simultaneously.

Content management software is a platform that allows you to create, edit, store, and organize digital files in a secure, centralized platform. With Box, you manage documents and digital assets, quickly find what you need, and collaborate with anyone.

Our Intelligent Content Management platform also provides workflow management, version control, analytics, and compliance tools to streamline business processes and maintain governance over sensitive content.

An enterprise content management system is what companies use to store, access, share, and send files related to key business processes. Cloud-based content management systems leverage cloud services, which allow users and teams to access files from anywhere, on any device, without firewalls or access to local servers getting in the way.

Box is an example of content management software. Specifically, Box is an Intelligent Content Management platform that allows you to store, manage, and collaborate on content securely in the cloud.

Box gives you tools for organizing files with metadata, searching and tagging content, managing workflows, tracking analytics, and enforcing enterprise-grade security and compliance. Teams can co-edit files in real time, connect popular apps, collect e-signatures, apply AI, and control access to sensitive information, all from one content management platform.
 

The main difference between a cloud-based and an on-premise content management software lies in flexibility and scalability:

• Cloud-based content management software adapts easily to growing content, traffic, and team needs
• Traditional on-prem systems require manual upgrades and extra IT resources

Content management software in the cloud runs on the vendor’s servers, and you can access it over the internet, working from anywhere without managing infrastructure. The provider handles updates, security, storage, and online backups.

While traditional content management platforms limit remote access and slow deployment of new features, cloud-based solutions enable real-time collaboration, secure integration with other business platforms, and faster implementation of AI-powered features, giving you a clear advantage in productivity and data protection.

Core features and capabilities of content management software should cover everything from organization to collaboration. Box gives you:

• File organization and metadata: Tag and label files for easy retrieval, classification, and workflow automation
• Advanced search and discovery: Quickly find content across folders and apps with search tools and bookmarking
• Cloud collaboration tools: Enable internal and external teams to co-edit files, leave notes, request files, and share assets securely from anywhere
• Analytics and insights: Monitor file usage, user activity, and download trends to track productivity and optimize workflows
• Workflow management system: Automate approvals, routing, and content lifecycle processes
• Security and compliance: Enterprise-grade encryption, zero-trust access controls, flexible retention schedules, and machine learning-based threat detection
• Digital asset management: Organize marketing materials, product assets, and other media in a centralized, organized library
• Integration with other tools: Connect with CRM, marketing platforms, or productivity apps for seamless content management