Content Tracking Systems

Content Tracking Systems

Know Where You Are With Your Content

Applied Information Technology Solutions helps organizations deploy and integrate a Content Tracking System (CTS) that provides visibility and control across the complete lifecycle of business content, especially documents stored in a repository - any repository.


Content is constantly being created, reviewed, changed, distributed, accessed, used, retained and eventually archived or disposed of. A Content Tracking System provides the information needed to understand what is happening to that content, who is responsible for it, where it is being used and what needs to happen next.


AITS approaches content tracking as more than document storage. The objective is to connect content, people, processes and technology so that organizations can track the movement and status of information throughout the business.


The result is a practical approach to enterprise information management: know what your content is, know where it is, know what is happening to it, and know what needs to happen next.





From Content Creation to Disposition

Content tracking provides visibility across the complete lifecycle of information. Each stage can introduce different responsibilities, controls and business requirements.


AITS helps organizations establish practical systems and processes for tracking content as it moves through creation, review, distribution, usage, governance, retention and disposition.

Content Lifecycle Tracking

Track content from creation through review, distribution, use, retention and disposition.



  • Create

    Content is created, captured or received by the organization. Establishing consistent structures at creation provides the foundation for tracking information throughout its lifecycle.

  • Review

    Content is reviewed, validated and routed to the appropriate people or processes. Review status and outstanding actions remain visible.

  • Track

    Versions, revisions, ownership, workflow status and other significant events can be tracked as content moves through the organization.

  • Distribute

    Content is delivered to the people, systems or external parties that require it, providing visibility into where information is distributed.

  • Monitor

    Activity, usage, status and exceptions can be monitored across the content lifecycle to identify outstanding work and potential issues.

  • Govern

    Access, accountability, compliance, rights and business rules can be applied to content according to organizational requirements.

  • Archive

    Content can be retained and archived according to business, operational and regulatory requirements while maintaining its history.

  • Dispose

    Content can be disposed of in accordance with approved retention, governance and records-management requirements.

Core Content Tracking Capabilities

These capabilities provide the visibility and control required to manage content throughout its lifecycle.



  • Audit Trails

    Capture meaningful activity and provide visibility into what happened, when it happened and who performed the activity.

  • Lifecycle Monitoring

    Monitor content as it moves through business processes, workflows and repositories so its status remains visible.

  • Workflow & Accountability

    Connect content to the people and activities responsible for moving it forward through the organization.

  • Version & Change Tracking

    Maintain visibility into revisions, changes and the current state of information while reducing uncertainty around which version is authoritative.

  • Distribution & Usage

    Track where content is distributed, accessed and used across connected systems, departments and business processes.

  • Compliance & Rights

    Support governance, retention, access and rights requirements throughout the content lifecycle.

What CTS Helps You Track

Content tracking extends beyond documents to the information, activities and relationships surrounding business content.



  • Documents &
    Records

    Track business documents, records and information throughout their lifecycle, including their location, status and ownership.

  • Digital
    Assets

    Track digital content and other business assets as they move through processes, repositories and distribution channels.

  • Versions &
    Revisions

    Maintain visibility into revisions, changes and the current state of content.

  • Workflow
    Status

    Understand where content is within a workflow and what actions remain outstanding.

  • Ownership &
    Accountability

    Identify who owns, reviews, approves or acts on content at each stage.

  • Activity &
    Audit History

    Provide a record of significant actions, changes and events associated with content.

  • Distribution
    & Usage

    Track where content is distributed, accessed or used across the organization.

  • Retention &
    Disposition

    Support retention requirements, archival processes and controlled disposition.

Technology Deployment That Works With the Business

AITS works with organizations to understand how content moves through the business and then helps deploy technology that supports those processes rather than forcing the business to work around the technology.



  • Content Management

    Organize documents, records and digital content so information can be found, managed and tracked throughout its lifecycle.

  • Workflow Integration

    Connect content with the business processes and workflows that determine how information is reviewed, approved, distributed and used.

  • Information Integration

    Connect repositories, applications and information sources to improve visibility across otherwise disconnected systems.

  • Governance

    Establish practical controls for access, accountability, retention, security and appropriate use of business information.

People. Process. Technology.

Effective Content Tracking Systems require all three to work together.



  • People

    People need to understand their responsibilities and have the information required to act. AITS considers user adoption and practical business needs as part of solution delivery.

  • Process

    Processes define how content moves, who acts on it and what controls apply. Effective tracking starts with understanding how the business actually operates.

  • Technology

    Technology provides the systems, integration, visibility and controls that make content tracking practical and measurable.

From Discrete Solutions to Enterprise Information Management

Content tracking can begin with a specific business problem and expand into a broader enterprise information management capability.



A document repository, workflow application, records system or digital asset platform can each provide value independently. The greater opportunity comes from connecting those solutions so that information can be tracked consistently across the enterprise.


AITS helps organizations move from individual technology solutions toward an integrated view of their business information, its movement and its lifecycle.


The goal is straightforward: know what your content is, know where it is, know what is happening to it, and know what needs to happen next.





';