What is a Knowledge Management System?


A knowledge management system (KMS) is a software application designed to manage and store information and knowledge within a set of predefined rules. KMSs store and manage different types of information in different ways. This is to ensure an organization’s knowledge is captured and shared among the organization’s employees and stakeholders, and to make it accessible for decision makers.

Knowledge Management (KM) is the system that allows organizations to link documents and information from different departments, so that information is available to anyone, anywhere in the organization. Creating and managing KM is important for any company where knowledge sharing and knowledge management must be made easy, reliable, and secure for everyone.

Why Do We Need a Knowledge Management System?

Every large organization needs an effective knowledge management system because it’s the only way to coordinate knowledge, processes and information to achieve knowledge-based goals. However, most organizations are unaware of the importance of a knowledge management system and many continue to struggle with ineffective knowledge management practices. For instance, this can be seen in their lack of knowledge management maturity where they often lack an integrated knowledge management system.

How to Use a Knowledge Management System?

There is no denying that it is increasingly critical for organizations to be able to track the impact of their projects, as well as manage the processes that drive and sustain improvement. Globalization often leads to a need for cross-functional teams to be able to operate effectively and to ensure that the projects they are involved in will have the desired impact. With a KM system in place, the organization can effectively manage and track the projects and processes that drive continuous improvement.

Advantages of Knowledge Management System

Knowledge management systems are increasingly being used for a variety of infrastructural applications, including enterprise architecture, decision-support systems, knowledge engineering, project management, knowledge base development, and knowledge capture. The aim of KM systems is to capture and store knowledge, manage it through efficient methods, make it accessible, and use it to make decisions.

How to Choose the Right Knowledge Management System?

Choosing, installing, and maintaining a system that can meet your organization’s needs is an important decision that impacts the entire business. It is also a situation that has no single right answer. A mistake could cost your organization money, time and a great deal of aggravation. But a good choice can save you countless headaches and make everyone’s lives much easier. In this blog post, we will discuss some of the most important decisions you will need to make when choosing a system, and how to make those decisions in order to make a sound decision.

When are Knowledge Management Systems Needed?

For some companies, implementing an enterprise knowledge management (KM) system is a necessary part of their strategy to build and sustain a competitive advantage. However, for most enterprises, the decision to implement a KM system is driven by internal and external pressure to keep up with emerging technology trends and to be more proactive in managing knowledge.