--- title: The Top 8 Content Management System (CMS) Requirements Checklist --- # The Top 8 Content Management System (CMS) Requirements Checklist Last Reviewed: March 17, 2026 8 min read [1 comment](https://www.selecthub.com/content-management/cms-requirements/#comments) [ ![Ashita Ahuja](https://www.selecthub.com/wp-content/uploads/2021/09/Ashita-Headshot-96x96.jpg) ](https://www.selecthub.com/author/ashita-ahuja/) [Written by Ashita Ahuja](https://www.selecthub.com/author/ashita-ahuja/) Technical Content Writer [ ![Dianna Dragonetti](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Dianna-Headshot-96x96.jpg) ](https://www.selecthub.com/author/dianna-dragonetti/) [Edited by Dianna Dragonetti](https://www.selecthub.com/author/dianna-dragonetti/) Content Editor [ ![Rohit Dutta Mazumder](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Rohit-Dutta-Mazumder-96x96.jpg) ](https://www.selecthub.com/author/rohit-dutta-mazumder/) [Technical Research by Rohit Dutta Mazumder](https://www.selecthub.com/author/rohit-dutta-mazumder/) Senior Analyst Table of Contents * [Top CMS Requirements](#Top%5FCMS%5FRequirements) * [1\. AI-based Capabilities](#1%5FAI-based%5FCapabilities) * [2\. Collaboration](#2%5FCollaboration) * [3\. Compliances](#3%5FCompliances) * [4\. Content Capture](#4%5FContent%5FCapture) * [5\. Document Management](#5%5FDocument%5FManagement) * [6\. Document Protection](#6%5FDocument%5FProtection) * [7\. Mobile Capabilities](#7%5FMobile%5FCapabilities) * [8\. Platform Capabilities](#8%5FPlatform%5FCapabilities) * [What Is CMS?](#What%5FIs%5FCMS) * [Next Steps](#Next%5FSteps) Gone are the days when complex coding was the only way to build a website. With the advent of [CMS](https://www.selecthub.com/cms-software/), or content management systems, businesses no longer have to worry about backend coding, creating templates or hiring programmers to create and publish their content. More than [78 million websites](https://trends.builtwith.com/cms/traffic/Entire-Internet) currently on the internet are built using CMS. But how do you know what CMS is right for your business? In this article, we’ll go over the most important content management system requirements, to give you a starting point for your software search. [Get our CMS Software Requirements Template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) ![CMS Requirements Checklist]() ## Top CMS Requirements The first step in looking for the right CMS for you is figuring out what your company needs. How do customers interact with your website? How do they consume your content? Every CMS is different. Some are better suited for bloggers ([WordPress](https://www.selecthub.com/cms-software/wordpress/) being the most popular), while others may have capabilities that are more useful for eCommerce sites (like Squarespace). Whatever your needs may be, we’ve put together a list of the most essential content management system requirements to be on the lookout for. ### 1\. AI-based Capabilities AI has become more prevalent in many industries, with digital assistants, chatbots and recommendation engines becoming a crucial part of customer support. AI capabilities are not just limited to serving customers — they can also streamline how you manage content. AI-powered image recognition, for instance, can tag and categorize images within seconds, reducing the need for you or your employees to manually tag and sort media. AI can also analyze the tone and topic of content through functionalities like sentiment analysis and keyword extraction. This allows it to make suggestions about how to express your message better to your audience, as well as how to improve your SEO strategy. ### 2\. Collaboration Collaboration is a necessary part of any workplace. But with workforces becoming increasingly remote and distributed, it can sometimes be difficult to track who’s working on what. CMS reduces the potential for confusion by letting users collaborate on the same content in real time. Document co-authoring allows multiple users to work simultaneously on one file, with support for a variety of file types, including Excel, PowerPoint and Word. The multi-workspace option allows even employees across multiple departments to access and work on content from the same central repository. ### 3\. Compliances Many CMS systems have data security capabilities that not only protect your company’s information, but also are in compliance with privacy standards that can vary by state or locale. These include GDPR, CCPA and PII. GDPR, or General Data Protection Regulation, regulates data privacy across the E.U. Similarly, the California Consumer Privacy Act, or CCPA, gives California residents increased transparency and control over how organizations collect and use their data. PII, or Personally Identifiable Information, is more broad than the previous two. This regulation was put in place to protect the integrity of your identity and safeguard your personal information from misuse. PII includes your name, address, date of birth, telephone number, social security number and other similar details. Having a CMS that complies with all three ensures your data is protected and that you can effectively serve clientele across the globe with your website. [Get our CMS Software Requirements Template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) ### 4\. Content Capture Another important CMS requirement is intelligent content capture, which extracts, processes and organizes data. Optical character recognition (OCR) scans and identifies text or other components based on set criteria in uploaded documents and images, eliminating the need for manual data entry. You can also convert physical paper files to electronic versions, individually or in large batches. Batch scanning is especially helpful for organizations that deal with large volumes of paper files, as it automatically groups documents, assigns index fields and sends them to the appropriate locations in the repository, making them searchable within seconds. ### 5\. Document Management Document management captures, tracks, and stores electronic documents and files. It streamlines information search and retrieval and ensures data security. Some of the standard requirements under document management include a centralized repository, document version control, a drag-and-drop interface and full-text search. Let’s go over these important subrequirement in more detail. #### Centralized Repository Sharing information between multiple departments and through multiple channels can be challenging, especially if most of the content is unstructured. A centralized repository acts as a unified content database that stores and organizes your files for easy access. It supports multiple document types like JPG, TIF, PDF, HTML, GIF and more. #### Document Version Control When several individuals or teams collaborate on a file, version control tracks and keeps record of the various drafts. It offers an audit trail that you can refer to, giving you more insight into how the final version of the document was formed. ![Viewing the version history of a document]() Viewing the version history of a document. [Source](https://clickhelp.com/software-documentation-tool/user-manual/properties-version-history.html) Employees can work together without accidentally undoing or duplicating each other’s work, resulting in more effective collaboration. #### Drag-and-Drop Interface According to Zippia, as of 2021, only [36% of websites](https://www.zippia.com/advice/cms-statistics/) are hand-coded. A drag-and-drop UI allows you to create and edit documents no matter what your level of technical coding expertise is. You can select pre-designed layouts, templates and other elements to tailor your website to your and your customers’ needs. #### Full-text Search A more intelligent search engine, this subrequirement examines all the words in a document or section of the document repository as it attempts to match your search criteria. [Get our CMS Software Requirements Template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) ### 6\. Document Protection Document protection not only applies to keeping your data safe, it also ensures your files are accurate, organized and up to date. Content archives help you maintain comprehensive records in the case of legal or compliance issues. They also support general record-keeping, allowing you to repurpose content as and when required, and gain insight into content performance. Built-in analytics tools track metrics related to engagement, so you can view how a piece of content performed over its publication and how engagement increased or declined. Document protection tools can also detect duplicate documents, reducing the time and labor costs of storing and sifting through redundant files. Employees can easily check if specific files exist or not so they don’t waste time creating duplicates. If your business publishes large volumes of content, especially visual media, then protecting it with watermarks is imperative. This safeguards your content and gives you claim to ownership over it if someone tries to steal or copy it. ### 7\. Mobile Capabilities Mobile capabilities expand on your content management system’s range. There are [6.6 billion smartphone users](https://www.statista.com/statistics/245501/multiple-mobile-device-ownership-worldwide/) in the world, including your customers and potential leads — why not cater to them directly? Many content management systems are either mobile-focused or have mobile capabilities as an add-on capability. This requirement is important because of how it expands your reach and range. Mobile media capture tools, for example, allow anyone with access to the CMS to upload, publish and manage content from their smartphones or tablets, so they can work from anywhere with an internet connection. Publishing a mobile-friendly version of your website makes it easier for your customers to interact. You can enable push notifications to send relevant, personalized messages to website visitors, without the need to collect their personal information. ![Sending Push Messages in Appburst]() Entering information to send push messages. Mobile capabilities also mean more convenience for your clientele. For example, you can remotely collect legally-binding eSignatures to expedite a document or contract approval process, eliminating the need to send paper documents back and forth. According to [Pro Faceoff](https://www.profaceoff.com/digital-signature-market-share/), this practice reduces time spent viewing and signing documents by 40%. ### 8\. Platform Capabilities A robust CMS solution will maintain a chronological record of all administrative and user actions, with the ability to generate detailed reports as needed. Audit trails track all the actions on the interface, maintaining transparency and increasing accountability in your organization. Permissions are assigned to users based on roles, so you can ensure your employees have access to all the documents they need and none that they don’t. Another useful CMS capability is single sign-on, or SSO. It’s an identification method that enables users to log in to multiple websites or applications with a single set of credentials, simplifying employee access to workplace programs. ![Setting up Single Sign-On in Brightspot]() Example of enabling single sign-on. [Get our CMS Software Requirements Template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) ## What Is CMS? A content management system is a software application that helps manage digital content like blog posts and web pages. Employees can use this system to create, modify, organize and publish content. Administrators can use tools like automation and adjustable permissions to organize content and ensure data is protected. In addition to managing your own website, a CMS allows you to maintain a consistent digital experience across multiple channels, including mobile apps and social media. A CMS has two components: * **Content Management Application:** An interface to create, edit, design and remove content from your website. These are generally user-friendly and don’t require any HTML knowledge to use. * **Content Delivery Application:** The back-end service that publishes and maintains your website. It takes the content components from the CMS repository and uses metadata to display them to the website audience. [Get our CMS Software Requirements Template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) ## Next Steps We hope this CMS requirements checklist will help you in your search for the perfect CMS software. Still feeling overwhelmed? [Our requirements template](https://pmo.selecthub.com/content-management-software-requirements-onsite/) makes it easy to rank requirements based on your company’s needs. What did you think of our list of content management system requirements? Is there anything we missed? Let us know in the comments below. ### Trending Topics #### [Content Management](https://www.selecthub.com/category/content-management/) [The Five Best Open-Source CMS for 2026](https://www.selecthub.com/content-management/open-source-cms/) [If you’re looking for a way to manage and share content online, open-source content management… ](https://www.selecthub.com/content-management/open-source-cms/) [ ![Ishani Vats](https://www.selecthub.com/wp-content/uploads/2021/11/cropped-Ishani-Vats-Profile-96x96.png) Ishani Vats ](https://www.selecthub.com/author/ishani-vats/) Mar 17, 2026 #### [Content Management](https://www.selecthub.com/category/content-management/) [The Top 10 Content Management System (CMS) Features Your Business Needs](https://www.selecthub.com/content-management/cms-features/) [Before content management systems, you needed to know HTML if you wanted to create a… ](https://www.selecthub.com/content-management/cms-features/) [ ![Dianna Dragonetti](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Dianna-Headshot-96x96.jpg) Dianna Dragonetti ](https://www.selecthub.com/author/dianna-dragonetti/) Mar 17, 2026 Originally published in September 2022 and last updated in March 2026\. Contributions from Ashita Ahuja, Rohit Dutta Mazumder, Shashank K K, and Dianna Dragonetti. ## About the Contributors The following team members helped research, create, and review this content. [ ](https://www.selecthub.com/author/ashita-ahuja/) Written by [Ashita Ahuja](https://www.selecthub.com/author/ashita-ahuja/) Technical Content Writer Ashita works as a Technical Writer at SelectHub specializing in VOIP, Business Phones, LMS, CMS and more. She is also a published author. When not writing articles, she enjoys watching rom-coms, listening to music and cooking. She loves collecting stationery, cannot still get the hang of riding a bicycle and suffers from acrophobia. [See Full Bio](https://www.selecthub.com/author/ashita-ahuja/) [ ](https://www.selecthub.com/author/rohit-dutta-mazumder/) Technical Research by [Rohit Dutta Mazumder](https://www.selecthub.com/author/rohit-dutta-mazumder/) Senior Analyst Hailing from the serene landscapes of Assam, India, Rohit is a seasoned professional with diverse expertise in several software categories. Armed with a Bachelor of Technology in Mechanical Engineering and an MBA in Operations Management, he brings a unique blend of technical acumen and strategic thinking to the table. His proficiency extends across dynamic fields such as Product Lifecycle Management, Hotel Management, Ecommerce, Accounting and Finance. [See Full Bio](https://www.selecthub.com/author/rohit-dutta-mazumder/) [ ](https://www.selecthub.com/author/k-k-shashank/) Technical Research by [Shashank K K](https://www.selecthub.com/author/k-k-shashank/) Principal Analyst After graduating with a Masters in Finance from Trinity College Dublin, K K Shashank's research and detail-oriented skills led them to SelectHub. He has diverse knowledge across various software categories like Accounting, Financial Planning and Analysis, Ecommerce, Risk Management, PLM, Insurance and more since 2020. [See Full Bio](https://www.selecthub.com/author/k-k-shashank/) [ ](https://www.selecthub.com/author/dianna-dragonetti/) Edited by [Dianna Dragonetti](https://www.selecthub.com/author/dianna-dragonetti/) Content Editor As an editor, Dianna Dragonetti leads a team of five writers in writing about a variety of software, with an emphasis on how these tools empower businesses. Categories include accounting, learning management systems, content management systems, supply chain management, and electronic data interchange. [See Full Bio](https://www.selecthub.com/author/dianna-dragonetti/) Dianna DragonettiThe Top 10 Content Management System (CMS) Features Your Business Needs * ‹ * › ### Conversation (1) ![Avatar](https://secure.gravatar.com/avatar/281d3616cf761f3582c0d76c23517846?s=32&d=mm&r=g) Write a response [Cancel reply](https://www.selecthub.com/content-management/cms-requirements/#respond) Your message Your name \* Your email \* Website Save my name, email, and website in this browser for the next time I comment. * ![Avatar photo](https://secure.gravatar.com/avatar/51ff6c93c40b0671dd1e286a742d0b11b199ac222f64c53e30261d7c7581d622?s=96&d=mm&r=g) #### **Mathew Black** \- April 22, 2024 An excellent checklist for CMS requirements. It’s comprehensive and user-friendly, offering clear guidance on what to consider. Thanks for sharing! **[Reply](#comment-192768)** Compare **Tier 1:** Fully/moderately supported out-of-the-box allowing for quick and easy deployment. Fully or moderately supported out-of-the-box with industry-leading capabilities and is immediately available after installation without needing any add-ons, integrations, or custom development. **Tier 2:** Supported with workarounds or add-ons that may require additional costs. Not directly available in the software, but can be accomplished using other built-in features, workarounds, or add-ons/products from the vendor with or without any additional cost. **Tier 3:** Requires partner integrations or custom development that is often at an additional cost. Requires additional integrations, plugins, marketplace applications from a third-party vendor, or custom development using the APIs, libraries, extensions, and development framework supported by the software, with or without any additional cost. 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