Document and Knowledge Management Interrelationships

Document and Knowledge Management Interrelationships

Copyright A. Afritopic

Published by A. Afritopic at Smashwords

CONTENTS

Chapter 1

INTRODUCTION

Chapter 2

DOCUMENT MANAGEMENT SYSTEM

Chapter 3

WHY IS DMS AN IMPORTANT INTEGRAL PART OF A KM PROJECT?

Chapter 4

COMPANYX FOUNDATION

Chapter 5

THE NEED FOR DMS AT COMPANYX FOUNDATION

Chapter 6

THE PROJECT MILESTONES FOR THE IMPLEMENTATION OF A DMS AT COMPANYX FOUNDATION

Chapter 7

CONCLUSIONS

FIGURES

REFERENCES

Attention: The graphics showing the results of the interviews and organization analysis using ARIS-Toolset have been removed to reduce file size and enable conversion to epub and other formats. The graphics would be sent to buyers of this e-book on request. The names of the organizations are changed for confidentiality reasons.

Chapter 1

INTRODUCTION

The main focus of this e-book is to identify the interrelationships between document management and knowledge management to prove that to develop a corporate knowledge management system, implementing a document management system is a prerequisite. For the presentation of our arguments, we would first define and explain some of the terminologies used in document management and knowledge management before describing the components and functionalities of both systems. In the next chapters, we will explain the connections or bridges between the two systems and prove that the basic functionalities of a Document Management System (DMS) are fundamentally essential to knowledge management development. To reinforce our arguments, we later present the project milestones of the DMS implementation carried out at CompanyX Foundation within the organization’s KMS project. In this chapter, we present short historical background information on DMS and the underlying motives for this thesis.

The need to document procedures such as processing procedures in the industry, experimental procedures in science laboratories, workflow procedures in all sorts of organizations, diverse events, and observations in the history of mankind has been recognized since ancient times. It was recognized that documentation plays an essential role in storing, providing, and using knowledge in the community. In the earlier days of the paper industry, practically all written documents were paper-based. With the advent of movie technology, documentary movies were made to capture historical and political events and natural phenomena. To make the documents accessible and easily retrievable to authorized persons or the public, the documents were usually categorized into subject matters or topics, labeled, and archived in a physical file system according to their formats. This type of document management is still found today in libraries and different organizations.

In recent times the volume of documents produced daily has increased exponentially. There is a demand for an efficient and secure method to manage documents and make the information, records, and knowledge entailed in them available anywhere at any time. This demand has initiated the development of new technologies with new approaches to document management. The new document management technologies integrate state-of-the-art software components into web-based electronic multi-functional systems. These Electronic Document Management Systems (EDMS), which are generally called Document Management Systems (DMS), are being implemented in organizations to resolve business-critical document management problems as well as to provide a platform for the organization’s Knowledgebase. However, with the emergence of web technology and new business models, there is a general move towards knowledge management. New systems on the market propagate and claim to have knowledge management capabilities or functionalities. This creates the problem of finding a demarcating line between document management and knowledge management activities. It is also difficult to distinguish between DMS and Knowledge Management System (KMS). These issues form the background reasons for the theme of this thesis.

We investigate the implementation of a DMS at CompanyX Foundation to present a practical example of the dependency of KMS on DMS. The investigation illustrates the issues leading to the initiation of a knowledge management project, and the driving forces and visions behind the project. It also explains procedures employed in selecting and organizing internal project teams and cooperation partners as well as the analytical methodologies adopted in identifying problem areas. The results of the analysis formed the basis for specifying the system requirements of the organization’s DMS. The steps taken in designing an implementation plan with a checklist and developing a pilot system are explained. The assessment of the pilot system was carried out using functionality tests, interviews, questionnaires, and feedback methodologies. The overall result of the pilot system was then compiled and evaluated. This served to ascertain that all the requirements concerning the capabilities and functionalities of the system in a production environment at CompanyX Foundation are fulfilled.

Finally, we can identify the interrelationships between DMS and KMS and prove that the basic functionalities of DMS are fundamentally essential to knowledge sharing and knowledge preservation. This enables us to conclude that implementing DMS is a prerequisite to developing corporate knowledge management, which is the main focus of this thesis.

Chapter 2

DOCUMENT MANAGEMENT SYSTEM

This chapter explains the differences and definitions of the common terminologies used in connection with document management systems. We also describe the basic components and functionalities of a DMS to achieve the following:

Familiarize the reader with the terminologies, components, and functionalities relating to DMS. Make the reader understand what is considered to be a DMS

Prepare the reader for the next chapters in which the relationships between DMS and KMS are discussed.

Document, Information, and Data

The objective here is to explain the definitions and differences between documents, information, and data as applied in this thesis.

Documents

As explained in the Merriam-Webster’s Collegiate Dictionary, the word document originates from the Late Latin word Documentum meaning official paper, and from Latin meaning proof or lesson. Further meanings of a document include: An original or official paper relied on as the basis, proof, or support of something. It is a photograph or a recording that serves as evidence or proof. A document also means a writing conveying information. Over the years, a document has been defined in different forms to suit the purpose of the context in which it is used. The documents referred to in this thesis are contextualized and organized writings, graphics, and photographs on diverse media. These writings convey information relating to the organization’s working processes, project reports, policies, rules, regulations, knowledge, and any relevant issues the organization deems necessary to be documented. The word document within the context of this work is therefore defined as an identifiable recording of information or/and knowledge on any type of recording medium that persists over time. A document includes some elements of contextualization, organization, and analysis (GILH01).

Information

Several researchers have undertaken the study of