Generally IT-based, a Knowledge Management System (also known as KM System) is a technique used in managing knowledge in organizations. It is often used to support the creation, capture, storage and distribution of information. A KM System enables employees to have instant access to documented facts, solutions and sources of information necessary for business operations. Sharing of information is often encouraged between employees, not only to promote teamwork, but also to generate new ideas that may lead to the improvement of current business practices and make work easier and faster to accomplish. Some of the distinguishing features of a KM System include the following:
(a) A well-established KM System makes way for a clear understanding of Knowledge Management objectives that paves the way for collaboration and information sharing. (b) Knowledge (information) is well-organized, accumulated and embedded in a context of formation and application. (c) KM Systems are designed to support and improve knowledge-intensive processes, projects and tasks that make the knowledge life cycle, which starts from the creation or construction up to the application of knowledge. (d) A KM System is a product of different participants, each having his or her own contribution. From its conception and development to reconstruction and application in different contexts, clearly there is no denying to the fact that KM Systems are developed collectively by people with diverse backgrounds and experiences. (e) KM Systems make use of KM instruments such as skill management systems, collaborative filtering, creation of corporate knowledge directories, and expertise locators among others.
In addition, KM Systems offer a lot of benefits such as sharing of valuable information and eliminating redundant work. With the effective design and implementation of KM Systems, the use of company resources will definitely be maximized.