Vast advances in the field of computers have led to a dramatic increase in the storage capacity of today’s information storage systems. The concept of date warehousing is not today. Comprehensive knowledge repositories, the computer based storehouses of expertise, knowledge, experience and documentation in which knowledge is collected, summarized and integrated across all information sources are emerging in organizations across the world. The first generation data warehouses are being replaced by much cheaper UNIX systems. Web technologies like JAVA, CGI, and ORACLE etc. have also emerged. The problem is not so much of physical substrates for data storage as of knowing what data and information to document and store so that it does not leave with a leaving employee.
Some general guidelines to data storage may be given as follows: Capabilities of employees, consultants and advisors of the organization : This knowledge will serve as a pointer to people or institutes for specific capabilities required. For example, who knows OOP, who has worked with client A before etc. Lessons learned form typical reiterative or specific cases may be documented. The information of what worked in a similar earlier situation may serve to understand the current situations better. Past experience can thus be leveraged to assist future causes. Continuously updated company profiles and news from commercial and public sources about competitors and suppliers, call reports from sales people etc may also be documented.
Company’s technologies, inventions, data, publications and processes, strategies and cultures, structures an systems, organized routines and procedures etc must be documented. Information cannot be simply stored and retrieved and expected to be of great help to the organization. The vast amount of information available to and about a single company is sufficient to inundate any user who wishes to sensibly use it. To determine what data can be used, it must decide what is of value and then code the data based on learning needs as well as organizational operations. The knowledge stored should be easily accessible across functional boundaries.
It should be structured and organized so that users can find concise information quickly.The users should be able to decide which user could have the knowledge required for a particular activity. It should be possible for a user to submit a lesson learned to corporate memory. There should be well-defined criteria of the formulation and storage procedure for such documentation. Finally, the knowledge stored should be continuously updated so it remains accurate and valid.
As organizations become more spread out and decentralized, the organization ‘s storage systems and memory can become fragmented and corporate benefits of memory can be lost. Networked information technology must be utilized so that fragmented information can be reinterpreted and readily exchanged internally and internally.
ANALYSIS OF KNOWLEDGE:
As the quantities of information and data handled by organizations assume mammoth proportions, the traditional means of analyzing the data like reports and query tools etc. prove to be inadequate. The latest development in analytical tools is data mining. It enables organizations to find meaning in their data. By discovering new patters and fitting models to the data, employees can store and later extract information to better developed that can analyze huge volumes of data and identify hidden patterns within them. OLAP or on line analytical process can answer questions that managers ask.
There are several data mining tasks like classification, regression, clustering, summarization, dependency modeling and change and deviation detection etc as well data mining methods like decision trees and rules, probabilistic graphical dependency models, relational learning methods etc. Software like AVS/Express, SGI MineSet etc is also available. To integrate data mining products, Determined and IBM’s Intelligence Miner are very useful.
DESSIMINATION OF KNOWLEDGE:
Knowledge needs to be disseminated accurately and quickly throughout the organization to where it is needed for it to be of any use at all. Just in time access of required information leads to an extension of the individual’s long-term memory and reduces the load on working memory. The corporate knowledge base consolidates the information in a central location, thus liberating an individuals working memory from such menial jobs like resource location. This creates the condition for the rapid sharing of knowledge and sustained collective knowledge growth. Lead time between learning and knowledge application are shortened systematically. Human capital also becomes more productive due to structured, easily accessible and intelligent work processes.