PA 104 Module 2 PDF

Republic of the Philippines CAMARINES NORTE STATE COLLEGE F. Pimentel Avenue, Brgy. 2, Daet, Camarines Norte – 4600, Philippines PA 104 KNOWLEDGE MANAGEMENT AND ICT FOR PA MODULE 2 MARY ANGENETH A. PENA  Module 2: K...

Republic of the Philippines CAMARINES NORTE STATE COLLEGE F. Pimentel Avenue, Brgy. 2, Daet, Camarines Norte – 4600, Philippines PA 104 KNOWLEDGE MANAGEMENT AND ICT FOR PA MODULE 2 MARY ANGENETH A. PENA  Module 2: KM Technologies and Tools Contents:  Enterprise Content Management (ECM) Systems  The role of Cloud Computing in KM  Collaboration Platforms and Social Media  Knowledge Repositories and Search Engines Objectives:  Identify key terms and concepts related to ECM systems  Identify the key benefits of cloud computing for knowledge management  Compare different collaboration tools and their features  Design a knowledge repository structure for a specific organization A. Enterprise Content Management (ECM) Systems Enterprise content management (ECM) systems are software solutions designed to help organizations capture, manage, store, organize, and access all their electronic information. In simpler terms, it's a digital filing cabinet with superpowers. Enterprise content management (ECM) is an umbrella term for the set strategies, processes, and tools for effectively capturing, managing, organizing, storing, and delivering information within a business. Also known as content management or document management, ECM has developed to encompass digital files, social media, and web content in addition to invoices, forms, contracts, and other vital business information. ECM is used to handle information throughout its entire lifecycle, including the capture, preserve, categorize, process, publish, archive, and removal phases to support key organizational processes for anything from human resources, accounts payable and receivable automation, to contract and invoice management. Over time, the use of ECM has evolved to keep up with digital transformation needs and includes artificial intelligence (AI), machine learning, automation, and cloud storage platforms to access and handle information faster and more accurately than ever before. Organizations adopt ECM solutions primarily to reduce or almost entirely eliminate the time spent searching for files and handling inaccurate information. Globally, 56% of companies are currently prioritizing digital transformation to improve overall business processes and the customer experience.  Core Functionality:  Capture content from various sources (documents, emails, images, etc.)  Organize and classify information  Securely store and manage content lifecycles  Facilitate document version control  Enable content search and retrieval  Benefits:  Improved productivity and efficiency by streamlining document management processes  Enhanced collaboration by providing a central platform for information sharing   Increased compliance by ensuring proper information retention and disposal  Reduced costs by minimizing paper usage and storage needs  Improved decision-making through easy access to relevant information  Examples of Use Cases:  Contract management  Regulatory compliance  Human resources documents  Marketing materials  Product development documents  Popular ECM Systems:  Microsoft SharePoint  OpenText Content Suite  Adobe Experience Manager  DocuWare  Laserfiche B. The role of Cloud Computing in KM Cloud computing is an umbrella term for any IT resource (server, database, networking, etc.) that the consumer uses over the Internet. The end-user outsources ready-made resources and accesses them online instead of relying on local infrastructure. There are numerous reasons why companies decide to use cloud services: 1. Relying on the cloud removes the need to set up and maintain an expensive on-site data center. 2. Cloud resources enable a business to quickly and cheaply build a custom IT environment that perfectly fits their requirements. 3. You can access cloud-based data from anywhere and on any device as long as you have an Internet connection. 4. The cloud offers performance and high-availability levels that are unrealistic for most companies. 5. Cloud resources scale alongside IT needs. You can instantly add more computing resources whenever necessary. The same works in reverse: once the demand returns to normal, you scale capacity down and ensure there's no needless spending. 6. Using the cloud gives continuous access to cutting-edge tech as major providers always stay at the forefront of the latest industry standards. Most of us use cloud computing every day. When you type a query into Google, the computer on your desk is not the device that finds the answers. The request travels over the Internet to one of Google's thousands of clustered servers that dig out results and send them back to your device. The same principle applies to any online service (sending an email, editing an online file, streaming a movie, listening to music, looking at social media pictures, etc.). Cloud computing has revolutionized the way organizations manage knowledge. Here's a summary of its key roles:  Enhanced Accessibility and Collaboration: Cloud-based knowledge management systems (CKMS) enable anytime, anywhere access to information. Employees can access and share knowledge remotely, fostering collaboration across geographical boundaries.   Improved Scalability and Cost-Effectiveness: Cloud platforms offer on-demand storage and processing power. Organizations can scale their KM systems up or down as needed, avoiding hefty upfront investments in hardware and software.  Streamlined Knowledge Capture and Sharing: Cloud-based solutions often integrate seamlessly with existing productivity tools, encouraging knowledge capture directly within workflows. Collaborative features like wikis and discussion forums further facilitate knowledge exchange.  Advanced Knowledge Management Features: Cloud platforms can offer access to advanced features like powerful search functionalities, automatic content tagging, and analytics tools. These features help organizations gain deeper insights from their knowledge base and improve knowledge retrieval.  Security and Disaster Recovery: Cloud providers offer robust security measures and data redundancy, ensuring the protection of valuable knowledge assets. In case of a disaster, cloud-based systems enable quick restoration of data, minimizing downtime and disruption. Overall, cloud computing empowers organizations to: 1. Break down information silos and encourage knowledge sharing. 2. Foster a more collaborative and knowledge-driven culture. 3. Make knowledge management more efficient and cost-effective. 4. Leverage advanced features to maximize the value of their knowledge assets. C. Collaboration Platforms and Social Media Collaboration platforms and social media have become integral tools in knowledge management (KM) due to their ability to facilitate communication, knowledge sharing, and collaboration among individuals and teams. These platforms enable the efficient capture, storage, and dissemination of knowledge within organizations, fostering a culture of continuous learning and innovation. Collaboration Platforms Collaboration platforms such as Microsoft Teams, Slack, and Asana offer structured environments for project management, document sharing, and real-time communication. These tools provide various features that support KM, including:  Centralized Information Repositories: These platforms allow organizations to store documents, project files, and knowledge bases in a centralized location, making it easier to access and share information.  Real-time Communication: Features like instant messaging, video conferencing, and collaborative document editing enable real-time communication and collaboration, enhancing the speed and efficiency of knowledge transfer.  Task and Project Management: Tools for tracking tasks, deadlines, and project progress help teams stay organized and ensure that knowledge is applied effectively to achieve organizational goals.   Integration with Other Tools: Many collaboration platforms integrate with other software applications, such as CRM systems, email clients, and file storage services, creating a seamless workflow and further enhancing KM capabilities. Social Media Social media platforms, including LinkedIn, Twitter, and internal social networks like Yammer, play a crucial role in KM by facilitating informal knowledge sharing and community building. Key contributions of social media to KM include:  Networking and Communities of Practice: Social media enables individuals to connect with peers, experts, and thought leaders, forming communities of practice where they can share knowledge, experiences, and best practices.  Knowledge Dissemination: Platforms like LinkedIn and Twitter allow organizations to share knowledge publicly, reaching a wider audience and promoting thought leadership.  User-generated Content: Social media encourages the creation and sharing of user- generated content, such as blog posts, articles, and discussion threads, which contribute to the organization's knowledge base.  Feedback and Collaboration: Social media facilitates two-way communication, allowing employees to provide feedback, ask questions, and collaborate on solutions in an informal and open environment. Benefits and Challenges The integration of collaboration platforms and social media into KM offers several benefits, including increased knowledge sharing, improved communication, and enhanced innovation. However, organizations must also address challenges such as information overload, data security, and ensuring the quality and relevance of shared knowledge. Conclusion Collaboration platforms and social media have transformed KM by enabling more dynamic, real- time, and interactive knowledge sharing. Organizations that effectively leverage these tools can foster a culture of continuous learning, improve decision-making, and drive innovation. D. Knowledge Repositories and Search Engines Knowledge repositories and search engines are two essential components in the digital landscape, working together to facilitate access to information. Knowledge Repositories  Function: Act as centralized hubs for storing and organizing various forms of knowledge – documents, data, multimedia, best practices, etc.  Benefits: o Systematize knowledge for easy retrieval. o Ensure information accessibility across an organization or community. o Promote knowledge sharing and collaboration.  Examples: o Enterprise knowledge management systems (EKMS) o Digital libraries o Wikis Search Engines  Function: Allow users to search and retrieve information from vast datasets.  Benefits: o Expedite discovery of relevant information within repositories. o Enable users to find specific information quickly and efficiently. o Facilitate exploration of knowledge based on keywords or concepts.  Examples: o Google Search o Microsoft Bing o DuckDuckGo (Privacy-focused search engine) Relationship and Synergy  Knowledge repositories hold the information, while search engines act as the gateway to unlock it.  Effective search functionalities within repositories are crucial for efficient knowledge retrieval.  Search engines can also be used to discover relevant knowledge repositories based on user queries. References:  Dalkir, K. (2017). Knowledge Management in Theory and Practice. MIT Press.  Levy, M. (2009). Web 2.0 implications on knowledge management. Journal of Knowledge Management, 13(1), 120-134.  Turban, E., Bolloju, N., & Liang, T. P. (2011). Enterprise social networking: Opportunities, adoption, and risk mitigation. Journal of Organizational Computing and Electronic Commerce, 21(3), 202-220.  McAfee, A. (2009). Enterprise 2.0: New Collaborative Tools for Your Organization's Toughest Challenges. Harvard Business Press.  https://www.laserfiche.com/  https://www.opex.com/insights/what-is-enterprise-content-management-ecm-a-complete- guide-to-ecm/  https://www.emerald.com/insight/content/doi/10.1108/JKM-06-2021-0421/full/html  https://ir.inflibnet.ac.in/  https://phoenixnap.com/blog/what-is-cloud-computing  https://trainingindustry.com/  https://capacity.com/learn/knowledge-base/knowledge-base-platform/