KNOWLEDGE AND INFORMATION MANAGEMENT

KNOWLEDGE CREATION

2012-08-02T05:08:00.001-07:00

Knowledge creation is the process of coming up with a new fact, truth, or belief. This can be brought about by the desire to solve an existing problem, or to improve or better an existing product, process or system.

Knowledge creation occurs in diverse spheres. Research can give a new perspective to an existing phenomenon. It can also refute an existing fact. Experiment is yet another way by which knowledge is definitely created. Knowledge can also be created by accident! An idea hits you from the blues, and ends up being a brilliant fact. Combination of existing knowledge is yet another way knowledge is created. Interaction and socialization is a fertile ground for knowledge creation.

Knowledge creation is made manifest in number of ways. New product is evidence of knowledge creation. A problem might have existed and ways to solve the problem were explored. These ways in their formative stages were just ideas or data that were synthesized and contextualized, to become information. The information was refined, and put into test. Models or prototypes developed tested and retested, till they reached the acceptable standards. Products are embodiment of knowledge. This explanation can also be adopted for new process or systems.

KNOWLEDGE MANAGEMENT SYSTEMS

2012-08-01T01:31:00.001-07:00

Knowledge management essentially involves knowledge needs assessments, identification of knowledge sources, knowledge creation, acquisition, organization and storage, knowledge dissemination, transfer, sharing or diffusion. These activities however will be determined by the organizational environment. Organizations differ depending on the nature of their operations. How knowledge is managed in organization A would be different on how it is managed in organization B.

Before I delve into what I understand knowledge management system is, I would like to first define what a system is. A system is a group of interacting, interrelated, or interdependent elements forming a complex whole. A system comprises a number of essentials that together make a complete form. As already stated knowledge management encompasses a number of elements which include: knowledge needs assessments, identification of knowledge sources, knowledge creation, acquisition, organization and storage, knowledge dissemination, transfer, sharing or diffusion. These elements collectively give us a knowledge management system. These elements help an organization to manage its knowledge.

Knowledge management system could therefore be said to be those activities that collectively enables an organization effectively and efficiently manage its knowledge. However, from a technological point of view knowledge management systems are taken to refer to information systems used in managing knowledge in organizations. Taken this way knowledge management systems could be said to be information communication technologies that assist in carrying the core activities of knowledge management which can be summed up thus: knowledge creation, storage, retrieval, transfer and application.

Let’s take the example of a library environment. Basic the library acquires explicit knowledge in either print or non-print form, classifies, catalogs, and issues. These activities can be done either manually or electronically. There are library systems that have been developed that can be used to do all these activities. These systems can consequently be referred to as library knowledge management systems.

KNOWLEDGE AND INFORMATION MANAGEMENT: Role of Academic Libraries in Knowledge Management in Universities

2012-07-26T11:58:00.001-07:00

KNOWLEDGE AND INFORMATION MANAGEMENT: Role of Academic Libraries in Knowledge Management in Universities

Role of Academic Libraries in Knowledge Management in Universities

2012-07-26T11:55:00.001-07:00

Academic libraries, and all other types of libraries, have been, will be, are, and will always be in the business of knowledge management. How academic libraries, and all types of libraries, manage knowledge is the subject of this post.

Knowledge can be broadly be classified into two major groups: Tacit and Explicit. Tacit knowledge is personal knowledge. Explicit knowledge is documented knowledge.

My simple definition of knowledge is total sum of all things you know as a person, and all things known universally. Your experiences, skills you have acquired, and information that has been captured in any accessible format that can be utilized in varies way, is knowledge.

An academic library exists to serve the mission, vision, goals, and objectives of the parent organization, in this case the university. The library does this by establishing the knowledge needs of the university. These needs are defined by all activities conducted, and services offered by the university, which will include teaching and research, among others.

The first role the library carries out in managing knowledge in the university is by conducting knowledge needs assessment. The main goal of this assessment is to establish the type of knowledge the university requires to achieve its mission, vision, goals, and objectives.

Once the library has known the nature of knowledge required by the university, the library performs the second role of ascertaining the relevant sources of the knowledge. The sources of knowledge would range from print materials, non-print materials to knowledge workers within and without the university.

Another role an academic library performs in KM in a university is acquisition of the knowledge sources identified. This specifically is geared towards explicit knowledge. However, tacit knowledge source, taken to mean the knowledge worker, is recruited in conjunction with the human resource department. This will be specific to the library department, in accordance to its human resource needs.

Organization of the knowledge sources is yet an additional role the library carries out in KM in a university. The organization is meant to enable easy accessibility of the knowledge sources.

Dissemination or sharing or diffusion of the knowledge is one more task the library executes in KM in a university setting. This is done through manual catalogue, on line public access catalogue, and social media.

KNOWLEDGE MANAGEMENT IN PRACTICE

2012-07-20T05:36:00.001-07:00

Driving force in organisations is knowledge. The existence and survival of organisations is depended on knowledge. New Services and product development are central to growth, development and survival of organisations. The raw material for evolution of new products or services is knowledge. In place could be a well orchestrated KM strategy or an ad hoc one, but KM is always there. However, it is prudent, cost effective and profitable to a have KM unit in the organisation. This can expedite the process of developing new services or products, recoup the cost of production fast, consequently realising profits sooner. In practice, KM starts with knowing what business you are in. Why your organisation is in existence. Where you are today and where do you want to be tomorrow. Also important, is establishing who your customers are: internal customers, external customers, present and potential customers. Besides, other stakeholders. To accomplish your goals and objectives right information is perquisite. Same applies in overcoming obstacles, and solving problems in your organisation.

Knowledge Needs Assessment
To set the ball rolling, find out what knowledge is required. What knowledge does your organisation always use in delivering its services or products? What challenges is your organisation facing, and what knowledge is required to provide a solution.
Knowledge Sources
Once knowledge needs are established, then figure out how and where to get the knowledge. Knowledge containers exist in abundance. Evaluate and narrow down to those sources that provide the right knowledge suitable to your organisation’s knowledge needs. Start at home, that is, knowledge already existing in the organisation. It is there, in files, databases, books, documents, and in employees’ heads. If it is not within the organisation acquire it. If in employees’ heads capture and harness it.
Knowledge Storage and Organisation

Organise and store the knowledge. Appraise all the knowledge in your organisation. Retain or capture or acquire the most valuable knowledge. Depending on the knowledge reservoir, decided on where it is to be stored. Knowledge can be stored in computers, libraries, record centres, resource/ information centres or archives. A simple straight forward system should be used to organise the knowledge, to afford easy accessibility. Libraries and archives have been in business of organising knowledge for centuries, and they have the advantage of time tested and workable knowledge organisation schemes.

Knowledge Dissemination

Publicise your knowledge. Let the employees know what knowledge exists in the organisation,

where it is stored and how they can access it. For tacit knowledge,’ yellow pages’ will do.

Knowledge Management in Practice

KNOWLEDGE ECONOMY.

2012-03-16T00:53:00.003-07:00

Knowledge economy is the economy ‘encompassing the exploitation and use of knowledge, in all production and service activities, not just those sometimes classified as high-tech or knowledge intensive. [And] one in which the generation and exploitation of knowledge play the predominant part in the creation of wealth’ (United Kingdom Department of Trade and Industry as cited by Houghton & Sheehan 2000: 1; Rikowski 2000; Ernst & Young 2006).

The terms ‘information economy’ and ‘knowledge economy’ are usually used interchangeably. According to Cogburn & Adeya (1999) information economy refers to the economic contributions of a limited number of industries" while the knowledge economy could be seen as including "the entire industrial fabric of the economy.” And they prefer to use both terms as nearly synonymous. However like Verzola (2006) they favor the term information economy since it is information that is being transferred or exchanged. And they define information economy as ‘global economic structure, wherein the production of information goods and services dominates wealth and job creation, and is underpinned by the use of information and communications technologies (ICTs) and a global information infrastructure’

The term knowledge economy is attributed to Machlup who used terms “knowledge economy” or “knowledge industries” or “knowledge-based industries” in 1962, after he established that by 1959, ‘knowledge-producing occupations had surpassed the other occupations in terms of numbers’. Most authors were referring to this period as ‘post-industrial’ economy. (Verzola 2006).

To shed more light on terms knowledge economy and information economy I would like to introduce two other related terms: knowledge society and information society. Lor& Britz (2007) point out that these terms are used interchangeably to describe a society in which:
• Knowledge is the most vital factor of production.
• A culture of knowledge production with emphasis on higher education
• Use of Information Communication Technologies (ICTs).
The authors distinguish information society from knowledge society in terms of :
Information society to Knowledge society
Information&communication technologies to Knowledge technologies(e.g.collaborative software
Collection to Production
Dissemination to Analysis, evaluation
Packages to Content
Measurement to Judgement
Facts to Texts
Outputs to Outcomes
Quantity to Quality
Reliability to Validity
Accuracy to Truth, trust

So to them knowledge is weightier and well organized than information and they define knowledge society as ‘a society that operates within the paradigm of the economics of information. Human capital is valued as the highest asset and is seen as the prime input to production and innovation. The creation of knowledge (content) is a unique feature of a knowledge society. As such, a knowledge society is underpinned by a well developed information as well as physical infrastructure allowing participation in the different socio-economic and political activities’.

Knowledge is mostly categorized into explicit- formal, codified, structured, and Tacit- knowledge gained from experience, rather than that instilled by formal education and training. In addition to Know-what- knowledge about facts, this type is losing its relevance. Know-why - knowledge about the natural world, society, and the human mind. Know-who refers to the world of social relations and is knowledge of who knows what and who can do what. Knowing key people is sometimes more important to innovation than knowing scientific principles. Know-where and know-when are becoming increasingly important in a flexible and dynamic economy. Know-how refers to skills, the ability to do things on a practical level. (Ernst & Young 2006).

The New growth theory by Paul Romer is a shift from the neo-classical model and sees technology and knowledge as an intrinsic part of the economy. Going by this theory:
Knowledge is basic form of capital New technological breakthrough, though random, forms a platform for further innovations.Technology rise return on investment.Investments can make technology more valuable (Ernst & Young 2006).

I prefer the term knowledge economy to information economy because in knowledge economy, knowledge is the main factor of production, and is embedded in the products and services. Despite the fact that what is being traded for is literally information, but in actual sense it is the skills, the know-how, entrenched in these products and services.

References
Cogburn, DL & Adeya, CN. 1999. Globalization and the Information Economy:
Challenges and Opportunities for Africa. http://www.unu.edu/africa/papers/cogburn-adeya.pdf (Accessed 16 March 2012).

Ernst & Young. 2006. The Knowledge Economy
www.med.govt.nz/.../MultipageDocumentPage____17263.aspx
(Accessed 16 March 2012)

Houghton, John. 2009. What Happens When a Knowledge Economy Turns Down?
www.allbusiness.com/economy...news/12375735-1.html (Accessed 16 March 2012)

Lor, PJ & Britzls, JJ. 2007. A knowledge society possible without freedom of access to
information? Journal of Information Science, 33(4): 387 –397.

Rikowski,R. 2000. The knowledge economy is here – but where are the information
professionals? Business Information Review, 17(3):157-167.

Verzola, R. 2006. vecam.org/article724.htm. (Accessed 16 March 2012)

Knowledge retention for business continuity

2012-01-25T23:54:00.000-08:00

A change of guard in some organisations heralds changes in heads of departments, processes and systems. To stamp his/her authority, and set up his/her own inner circle, the incoming CEO Overhauls the entire system. This, however, may have disastrous consequences. For the sake of continuity and smooth running of the organisation, it is better to retain heads of departments, systems and processes. Changes should be made gradually, for smooth transition and running of the organisation.
How can knowledge retention help in business continuity when there is a change in top management in an organisation? But first what is knowledge retention? Kim (2005) defines knowledge retention ‘as the capture of knowledge/expertise from employees before they leave an organization’. Newman and Conrad (1999) define knowledge retention as ‘all activities that preserve knowledge and allow it to remain in the system once introduced. It also includes those activities that maintain the viability of knowledge within the system’.
Basing on above definition knowledge retention is concerned with curtailing knowledge loss that may transpire following an exit of a knowledge worker or expert from an organization. Before I attempt to define knowledge retention I would like to define the terms retain and retention. Merriam-Webster online dictionary defines retain as:
‘1 a: to keep in possession or use b: to keep in one's pay or service; specifically: to employ by paying a retainer c: to keep in mind or memory: remember
2: to hold secure or intact’
And retention as ‘1 a: the act of retaining: the state of being retained b: abnormal retaining of a fluid or secretion in a body cavity
2 a: power of retaining: retentiveness b: an ability to retain things in mind; specifically: a preservation of the after effects of experience and learning that makes recall or recognition possible
3: something retained’
Retention is the acting of retaining. To retain, taking Merriam-Webster first meaning, is to keep in possession or use. Knowledge retention can then be defined as the acting or process of keeping in possession and use of knowledge.

Knowledge retention literature focuses mostly on capturing knowledge of workers leaving employment due to retirement, moving to another organisation, among other reasons. Knowledge retention should go further than ensuring the possession of the knowledge of the worker who is leaving to warranting the continued use of the knowledge.
An outgoing CEO will leave behind systems and process, which embodies knowledge. An incoming CEO might not like the systems and process left by his/ her predecessor, but prior to making any quick changes; the CEO should study the systems and process to establish their merits.
Systems, processes and employees are organisation’s knowledge base. It takes years to assemble this knowledge base. The knowledge of the outgoing CEO is captured in systems, processes and employees he/she is leaving behind. A smooth transition is assured by continued observation by the incoming boss of these processes and systems, and retaining head of departments in their position for a time or in definitely.
The maintaining of status quo by the incoming boss guarantees business continuity. An abrupt change in processes or systems or managers can disrupt the running of the organisation. Knowledge retention is more than capturing knowledge of leaving workers. It should also include the use of knowledge base left behind by the employees when they leave. Treated this way knowledge retention ensures business continuity.
References
Kim, MJ. 2005. Knowledge Retention Enhances Performance-Based Management. http://www.dcma.mil/communicator/fall05/4_business_processes/DCMA_Comm_v05n03_pp49-51.pdf. (Accessed on 26 January 2012)

Newman & Conrad, KW. 1999. A Framework for Characterizing Knowledge Management Methods, Practices, and Technologies. http://www.km-forum.org/KM-Characterization-Framework.pdf (Accessed on 26 January 2012)

KNOWLEDGE AND INFORMATION MANAGEMENT: Web 2: some definitions

2011-04-15T23:04:00.000-07:00

KNOWLEDGE AND INFORMATION MANAGEMENT: Web 2: some definitions

TAPPING INTO REVERSE KNOWLEDGE FLOW.

2011-04-15T11:27:00.000-07:00

You top talent employee has just handed in his resignation letter. As if that is not bad enough, he was in a middle of a project with a very important client. He has received a more attractive offer from your competitor. How do you react to such like scenario? You may decide to counter the offer by paying him more. But for how long are you willing to play this game? What will happen if it becomes a trend?

Well the best thing to do I believe is to let go. Learning to manage the exit of an employee is an important aspect in knowledge management. It should be done as thorough as the recruitment. An exit interview should be conducted with an aim of ensuring continue communication with the employee. The organization should encourage the employee to continue keeping in touch with the organization despite moving on. The employee should be made to feel that the company values his expertise. The employee should be encouraged to maintain the lines of communication with colleagues he has left behind.

Reverse knowledge flow occurs when current employees of an organization freely share and exchange knowledge with former employees who moved to other organizations. This helps the organization to continue gaining from the expertise of the erstwhile employee. It also gives the firm the opportunity of knowing what the competitor is doing. The inhibited flow of knowledge is an important impetus for innovation and creativity.
It makes it easier for the reabsorb of the employee in case of come back.

Reserve knowledge flow provides an avenue for organization to acquire knew knowledge from their former employees, at no expense. Organization should thus to come up with ways and means of benefiting from reverse knowledge flow. How firms can do this will be discussion of the next blog post.

Knowledge management is as old as man

2011-04-13T04:06:00.000-07:00

Knowledge management is touted as a new discipline. It might be new in making it formal and allowing it to be studied like any other disciplines. But in terms of existence and practice, it is as old as man. Man has been managing knowledge from time immemorial, long before the advent of writing.

In ancient times, especially in African setting, knowledge was managed in various ways,like: apprenticeship; story telling, riddles, parables and sayings; dances and festivities; major natural catastrophes; rite of passage- birth, circumcision, marriage and death; and such like.

In the African society old people were venerated and held in great esteem.They were knowledge warehouse of their respective communities. By word of mouth they passed on their wisdom to their progeny. This way the community knowledge was preserved and shared.

It is sad to note this ancient and time tested method of knowledge management has be neglected with disastrous results. Many mistakes made in organizations and societies in general could have been avoided, if the elderly and experienced member(s) of the organization or society had been consulted.

The essences of knowledge management is sharing of knowledge to prevent re-inventing the wheel, and at the same time to aid in innovation.You can only give what you have. Knowledge is personal and is mostly acquired through experiences. Therefore a person who has been with an organization for a long time or a person who has been a member of a community for a longer time, he/she is more knowledgeable on going-on of the organization or society. For example The Toyota car manufacturer is experiencing problems with its new cars, and several recalls of new cars have been made. They have been problems with the breaking systems and exhaust. These problems were attributed to the fact that a large number of the workforce has attained the retiring age, and consequently, going home with their accumulated knowledge in their areas of expertise leaving the new cropper of workers to learn the hard way, learning from mistakes. An expensive and risk way of learning!

Organizations should therefore encourage their experienced workers to share their experiences with younger workers. This can be done through story telling,apprenticeship, coaching,and mentoring.

Knowledge-can it be managed?

2010-03-05T05:07:00.001-08:00

how can you manage knowledge? its a question you get whenever you introduce the topic knowledge management to people you meet. it is a genuine question.by its inherent nature knowledge can not be managed. people are the main carriers and creators of knowledge. it is also true that when knowledge leaves the mind it becomes information.
that said, from my perspective, i believe knowledge can be managed, by managing the processes involved in knowledge creation and transfer. when knowledge is codified and captured in more compact form it becomes more valuable than when it solely in somebody's mind. in this way it can be used and reused and at the same time made available to many people.
though we might like to draw a clean cut distinction between knowledge and information,this may prove to be problematic, because there is a thin line between the two concepts. but, i would like to believe that knowledge is more distilled,refined, tested,and valued.the record management process clearly demonstrates how information can differ from knowledge.appraisal,the last stage in record management, is meant to establish those records or information with lasting value for permanent preservation based on their archival value. this records represents what i call knowledge.
knowledge management, therefore, is not a very recent issue, but it has been there with us for centuries. librarians and archivists have been practicing it for donkey's years. it is only recently, that it come to hit us that what has been being archived and stocked in library has been appropriately knowledge but not information as such.
knowledge management also recognizes the fact that human are primary carrier and creator of knowledge, consequently the emphasis on knowledge sharing. this aspect has been the norm in our older generation who existed before the invention of the written word.the ancient knowledge was passed on orally. the only change brought about by advent of printing and information communication technology is ease and convenience of capturing, storing and handing it down to future generation.

Web 2: some definitions

2010-02-28T20:51:00.000-08:00

Web 2: some definitions

According Macaskill & Owen (2007), Dale Dougherty coined that term web 2.0, in 2004, while Tim O’Reilly and associates, popularized it. However, it should be noted that most writers associate the coining of the term with O’Reilly media. Tim O’Reilly defines Web 2.0 as ‘ the network as platform, spanning all connected devices; Web 2.0 applications are those that make the most of the intrinsic advantages of that platform: delivering software as a continually-updated service that gets better the more people use it, consuming and remixing data from multiple sources, including individual users, while providing their own data and services in a form that allows remixing by others, creating network effects through an "architecture of participation," and going beyond the page metaphor of Web 1.0 to deliver rich user experiences.' (America Library Association 2006 citing Michael Stephens).

According to Carpenter & Steiner (2007) Web 2.0 is ‘Second generation of Web-based services and tools that emphasize online sharing and collaboration among users. It also refers to the transition from static HTML Web pages to a dynamic Web that is organized and based on serving Web applications to users’

‘"Web 2.0" is transforming the Web into a space that allows anyone to create and share information Online—a space for collaboration, conversation, and interaction; a space that is highly dynamic, flexible, and adaptable’ (Coombs 2007)

‘Web 2.0 is a term that people loosely apply to these new, easier to use web-based tools for content creation (also known as user generated content), connecting with people (also known as social networking), collaboration and many other forms of people to people interaction’ (Imark 2009)

‘A condensed definition of Web 2.0 is that it’s simply a term for generating discussions that represent all of the very latest and reasonably foreseeable widespread functions and devices that people utilize in an online modality’ (Lorenzo 2007)

Melville Committee (2009:15) maintain, as many other authors, that there is no agreed definition of web 2.0, and contended that web 2.0 is also known by other names which include the Social Web and social software. The committee states that: ‘ social software has been defined as ‘software that supports group interaction’.6Elaborations include ‘software that allows people to interact and collaborate online or that aggregates the actions of networked users’;7 ‘a set of internet services and practices that give voice to individual users’;8 and, in the specific context of learning, ‘networked tools that support and encourage individuals to learn together whilst retaining control over their time, space, presence, activity, identity and relationship.’

“Refers to a supposed second-generation of Internet-based services - such as social networking sites, blogs, wikis, communication tools, and folksonomies - that let people collaborate and share information online in ways previously un available’ (van Wyk 2009 quoting from thehatchergroup.wordpress.com/2008/05/08/glossary-of-new-media- terminology/)

References
Carpenter, C& Steiner, S. 2007. Using Web 2.0 Technologies to Push E-Resources. smartech.gatech.edu/bitstream/1853/13640/2/236-fri-11_05.pdf (accessed 18 feburary2010).
Coombs, K.A. 2007. Building a Library Web Site on the Piilars of web 2.0. www.infotodayjconi (accessed 18 feburary2010).
FAO.2009.Information Management Resource Kit: Web 2.0 and Social Media for Development. http://www.imarkgroup.org/ (Accessed 18 February 2010)
Imark. 2009 see FAO.2009.
Lorenzo, G. 2007. Catalysts for Change: Information Fluency, Web 2.0, Library 2.0, and the New Education Culture. http://www.edpath.com/stn.htm. (Accessed 7 January 2010)

Macaskill, W & Owen D.2007.Web 2.0 to Go. www.lianza.org.nz/library/files/store.../Web2ToGo_WMacaskill.pdf (accessed 7 January 2010).
Melville Committee 2009 see United Kingdom. Committee of Inquiry into the Changing Learner Experience 2009
United Kingdom. Committee of Inquiry into the Changing Learner Experience .2009.Higher Education in a Web 2.0 World. Chairman: David Melville. www.clex.org.uk (accessed 18 feburary2010).
Van Wyk, J. 2009.Engaging clients through Web 2.0 tools: The Education Library, University of Pretoria. http://www.saoug.org.za/presentations/Engaging_clients_through_web2.pdf (accessed 18 feburary2010).

social web

2010-02-26T08:27:00.000-08:00

social web, i think, is a better term for web 2. it aptly captures the spirit of web 2. social network sites run on web 2 wheels, which connect people and keep them in touch. these sites enable us to find our long lost school and college mates, meet and connect with like minded persons. besides, we do a number of things on these sites like swapping videos, pictures, music, chatting and emailing.

social web or social media is more representative term of the web 2, because it combines most, if not all, of those activities and tools that are web 2 technologies. web 2 is a social phenomena, and we are social animals and this might in part explain the resounding success and appeal web 2 has had.

the beauty of web 2, or social media or web is the ease of adaptation, the demystification of cryptic world of computer programming, and incorporating of the most defining and differentiating aspects of human being, that is socializing.

so why don't we drop the web 2 tag and replace it with social web or media ?

libary 2

2010-02-25T09:43:00.000-08:00

there seem to be no agreed definition of library 2, but there is a consensus on what
library 2 is intended to accomplish. This, i believe,is the most important aspect on the whole issue of library 2.

my understanding of this concept, is simply taking services to where the users are. if you are not chatting in one of the social networking sites, you might be Googling, or uploading music, your photos, videos or sharing the same. You could be using your computer or your mobile phone to do all these. so most of the times we are existing in the cyberspace.

By implementing library 2, the library will be taking its services to where the users are. Besides, the library will be making itself more relevant, and will become more visible.