As video becomes an increasingly important tool for communication and productivity, organizations must find new ways to manage, store, and share large numbers of massive video files across their networks without negatively impacting bandwidth. The solution to this is to use a video content management system, or video CMS.
What Is A Video Content Management System?
A video content management system, or video CMS, is software that enables an organization to centralize, manage, and deliver video online.
Why Do You Need A Video Content Management System?
Many organizations already have internal systems and networks that they use for storing other files, which they assume will also work for video content. Video files, however, create a host of problems for these systems. While systems such as LAN folders and SharePoint sites are great for storing and sharing document files, they fall short when it comes to sharing video across an organization for a few reasons. Below we answer some of the most frequently asked questions about why certain solutions aren’t ideal for video content management:
A traditional content management system (CMS) is simply not made to support video. Even short videos, as mentioned earlier, shot on webcams and smartphones will exceed the maximum file size allowed in SharePoint – 50 MB. File limits in most CMSs will make it impossible to store 30 or 60-minute training sessions, town hall meeting videos, demo videos and other common enterprise video use cases. Some video CMSs can integrate with your existing CMS.
Why can’t I use our LMS for video?
You’ll run into some of the same challenges using your learning management system (LMS) to manage video as you will using a CMS. LMSs like Cornerstone or Saba are not designed with large video files in mind – if you are like most organizations and expect to leverage more video content to support vital business operations in the future, an LMS is not a feasible solution. Instead, think of a video CMS as an essential add-on to your LMS system – a video CMS can integrate with your LMS, allowing employees to easily store, discover, and view of all your video content.
Why can’t I use a private YouTube channel for video?
Public video platforms like YouTube or Vimeo are excellent for managing publicly-facing video content, but they tend to not be ideal for internal video content. Public video networks pose a real threat to businesses that choose to use even private channels for storing sensitive internal video content. While the available privacy settings on these video sites help minimize the risk of inadvertently sharing proprietary company knowledge, the risk is generally too great for most organizations.
Why can’t I use LAN folders for video?
Your existing LAN presents a handful of challenges when it comes to video content. Viewers will often encounter playback problems both in terms of smooth playback quality and in terms of playability across different devices. Your local area network also won’t allow you to search within content – discoverability will depend on naming conventions and careful content organization on the network. And, most importantly, a LAN is seldom optimized to support massive video files. This is not a solution that will allow you to scale any internal initiatives that rely on video content.
Consider The Benefits of a Video Content Management System:
- Support for large high-definition video files: Video files are much larger than Word documents, spreadsheets, and other office documents. The default maximum file size allowed in a SharePoint site is 50 MB. To put that in perspective, you would need more capacity than 50 MB to store a single minute of video captured with an iPhone.
- Search the actual content of your videos: With CMS and LMS systems, you can only search based on file names and manually entered metadata. In contrast, video CMSs like Panopto offer the ability to search inside videos for specific words that are spoken or displayed on-screen during the video, then fast-forward the viewer to that exact point in the presentation.
- Optimized video delivery for every viewer’s device: Without a video CMS, your videos are simply hosted; nothing is done to ensure compatibility with the devices accessing them. For example, a WebEx recording stored in its default ARF format on a SharePoint site would not be viewable on tablets or smartphones. With Gartner predicting that up to 90% of organizations will support corporate applications on personal devices, format compatibility should be a top consideration.
Related Reading: Why You Need a Video Content Management System
A Good Video CMS Is More Than Just Video Sharing
In its simplest form, a video CMS provides a repository for video content in which video files are uploaded to a video library and made accessible to people via a link. But some of the best video content management software on the market today offers much more.
Leading video content management systems can provide comprehensive, end-to-end video content management with the following features:
- Video capture: A means of recording video from an assortment of video devices, including laptop cameras, webcams, professional video cameras, mobile devices, tablets, microscopes, electronic whiteboards, and more. Full-featured video capture software is able to synchronize slides from PowerPoint or Keynote to the video being recorded, enabling the user to create professional-quality video presentations.
- Video editing: Top content management systems not only manage your finished video content but also allow you to edit new content. Look for a video platform that lets you trim video content, combine and mix videos, make changes to video transcripts, edit metadata, and sync with PowerPoint presentations. Non-destructive editing ensures that you also have an original copy of the raw video content for archival purposes.
- Batch and programmatic uploading: This feature allows users to upload recordings in bulk to the video content management system through the use of web-based user interfaces, watch folders, or developer APIs.
- Automatic transcoding: Video transcoding refers to the conversion of one type of video file to another. Video files are often recorded as one type, but the delivery of those video files to various device types (desktop, mobile phones, tablets, etc) often requires conversion to other file types suitable for those specific devices. With automatic transcoding, the video CMS imports video in any number of formats, including AVI, MP4, WMV, MOV, M4V, etc, and automatically converts the file into multiple formats, enabling delivery in any of those formats to the correct device type and screen size. Some video CMSs require users to manually create or build the transcoding profiles that determine which file formats the recordings are converted into. By contrast, video CMSs that offer automatic transcoding automatically pick the right transcoding profiles to ensure maximum device compatibility, giving video content creators the freedom to concentrate on creating quality content, rather than worrying about technical details.
- Inside video search: The ability to search across video libraries and within videos for specific content. Organizational video is only as useful as the ability for users to efficiently locate the information they’re looking for. Using technologies such as automatic speech recognition (ASR), optical character recognition (OCR), slide metadata, and more, inside video search functionality allows users to search across their entire video libraries for any word spoken or appeared on video, then fast-forward to the relevant moment with a single click. Inside video search makes searching for specific information as easy and efficient as searching through an email.
How much could you save by
making your videos easier to search?
- Adaptive bitrate streaming: This video CMS feature ensures optimal video playback for each viewer, regardless of connection speed. With this feature, the video CMS detects the viewer’s internet connection speed in real-time and dynamically switches between video streams of different quality during playback.
- Interactive video player: Interactive web-based video players allow viewers to navigate within the video, take notes, search inside video content, and rate videos.
- Mobile app: Both your organization and your employees will reap the benefits of a video CMS that has a native mobile app. A video content management app lets you record, upload, share and view videos on most smartphones and tablets.
- Live and on-demand streaming: Some video content management software gives you the ability to live stream video to remote employees while giving you the ability to control access to the content being streamed. After the live broadcast ends you can immediately upload and share the live stream you just recorded.
- Video analytics that enable video creators and administrators to monitor their video library and gain insights into user behavior. At a minimum, a video CMS should provide system health statistics, as well as audience size and engagement statistics such as viewing behavior and drop-off rates.
- Integration: If you are already using a CMS or LMS system, such as SharePoint or Cornerstone, then API or widget-based connectivity is essential to linking all of your content together.
- Security: This feature allows the authentication and authorization of content within the video content management system and the encryption of communication between clients and your video CMS. A video CMS should allow single sign-on (SSO) with identity partners so your employees do not need another login to access.
See How Panopto’s Video CMS Works
Watch an overview and demo of Panopto in our latest webinar: It’s Everything YouTube Isn’t