Restart for Your Editorial Team: How to Successfully and Safely Change Your CCMS
Switching a CCMS is a rare but strategically important step for many companies. Often, it is not voluntary, but driven by external or technological developments. At the same time, a system change provides the opportunity to modernize processes, build future-proof content, and sustainably strengthen technical documentation.
In this article, we show why companies are currently facing the challenge of switching their CCMS and how we guide this transition with a clear methodology to ensure a safe and successful migration.
Why Companies Switch Their CCMS
Strategic Changes in the Existing System
Strategic realignments of a CCMS can affect long-term planning security – especially in regulated industries or when high requirements for IT security and infrastructure exist.
When a vendor discontinues on-premise operation in favor of a cloud subscription model, or a product is phased out in the medium term, companies quickly find themselves needing to react to changing conditions. In such cases, a system change becomes not just an option, but a necessary decision for stability and future viability.
The Existing System No Longer Meets Current Requirements
Many CCMSs were implemented a decade ago (or longer). Since then, a lot has changed:
- More products, more variants, more languages
- New requirements such as content delivery, digital product passports, and interfaces to PDM/PLM or ERP systems
- Expectations regarding automation, AI, and workflows
What worked before often reaches its limits today – especially regarding scalability and modularity.
Technological Foundation No Longer Future-Proof
If a CCMS is based on technologies that are no longer being developed, it quickly becomes a business risk. Maintenance and operations become less secure, innovations stall, and integrations reach limits. In times of rapid technological development, many companies therefore look for a platform that remains reliable and robust even in five or ten years.
Integration into Larger Digitalization Projects
Often, the system change is part of larger initiatives:
- Standardization of the tool landscape
- Implementation of global processes
- Expansion of content delivery strategies
A CCMS then becomes not just “a new tool,” but a central building block of the digitalization strategy.
Project Process: Switching Without Risk
A system change follows the same structured methodology as a full implementation. We have already described our approach in detail in the previous blog post – from project initiation to system configuration and go-live. We would like to highlight the additional step of data migration below.
Data Migration – Our Core for a Smooth System Change
Migrating existing content is the central step in any CCMS switch – and often the aspect that worries companies the most. Variants, metadata, translations, workflows, and layouts must be fully, consistently, and error-free transferred to the new system. Any error can later lead to media breaks, duplicated work, or quality loss.
With the right approach, this process can be significantly simplified, keeping the effort manageable. A key aspect is the conscious selection of content to be migrated: not everything needs to be transferred, and outdated or duplicate content can be selectively omitted or cleaned up.
Our proven approach – supported by the experts of our Solutions and Consulting teams – makes migration predictable, transparent, and reliable:
- Analysis of Existing Data
We systematically examine all content: data models, degree of modularization, variant logic, translation status, technical formats, histories, and workflows. This gives you and us a clear picture of which content should be transferred and where optimizations are possible. - Joint Mapping and Strategy
Based on the analysis, we define the target structure in the CCMS: metadata models, publication rules, variant and language logic. At the same time, we check which steps can be partially or fully automated. This saves time, reduces errors, and keeps the workload manageable. - Automated Migration and Validation
Using proven tools and methods, we transfer content quickly and consistently. Test publications, checks with business units, and validation runs ensure that all content arrives correctly in the new system – including variants, metadata, and layout assignments. - Quality Assurance and Knowledge Transfer
Alongside migration, we support your teams so that editors can efficiently use the new structures immediately. Practical training and accompanying workshops ensure that your team is productive right after go-live.
Our Experience Makes the Difference
We have accompanied numerous complex migrations – from small teams to global editorial landscapes with hundreds of thousands of modules and variants. Risks are minimized, downtime is reduced, and your team immediately benefits from the new system.
How Long Does a System Change Take? Shorter Than Expected!
Through clear structures, our experienced team, and methodical approach, we achieve quick productivity, a smooth go-live, and noticeable improvements in the editorial workflow shortly after.
Ready for the Next Step?
Switching a CCMS is no small project – but with the right methodology, our experienced specialists, and a modern CCMS like SMC, it can become a true leap into the future.
If you are facing a system change or considering a switch, get in touch with us! Go to the contact form.