Knowledge Management and Information Management – 2

How to evaluate a computer system for knowledge management?


In the first part of this release we introduced the general considerations for evaluating a computer system Knowledge Management based on:

  1. Maturity of the organization for IT management.
  2. Software features.
  3. Custom development.
  4. Value proposition manufacturer.
  5. Using the software. Value.
  6. Consulting and Support.

We also came up the main elements to determine the “maturity of the organization” for Computing Knowledge Management.

Here are a guideline to evaluate the Knowledge Management software features


The Knowledge Management Software is a information module that depends on the technology platform, programming language and its ability to inter-user communication, selective access to documents and their compatibility with different types of data.

The characteristics of each system are usually highlighted by the software manufacturer. To facilitate understanding, regardless of the brand, we face the analysis on two fronts: Technology and Functionality.



It’s the parameter that determines the construction of the software in terms of infrastructure (hardware) and platform (operating system), which determine the technological Security and Communications protocols.

For speed and transparency it’s mandatory that software installation work online, either on the organization’s intranet or on service in cloud. In the same direction it must be suitably compatible with the operating system of the organization. The multi-platform systems run on any servers OS: Windows, Mac, Linus or Android.

For on-line operation only it’s needed that terminals, PCs and devices are connected to the network by an updated browser with security protocol. In this case the network consumption is minimal, no changes to the current infrastructure is required and you can connect to the system easily, at any time and place.

The development tool must be robust to allow as many simultaneous users as needed, like JAVA EE also it must be portable, scalable and secure server-side. You can also use standard systems to manage data through -Appache, Tomcat server or MS-SQL-Server

To control access to information, as well as to fulfill legal obligations, prevent data loss and manage disaster recovery is desirable that the system meets the specifications of a SECURITY INFORMATION Management System -SGSI, usually based on ISO 27001, it should also look for a high level of communication security, guaranteed by specific and encrypted protocol (such as using banking applications). Safety in the workplace it should be simple to apply and spread throughout the system.



The info organization orients the results and allows progress towards the goals of each company.

To structure the macro-processes and processes and prioritize the key knowledge of the organization against its strategic goals under a Computing Architecture framework, Clarity software integrates knowledge workers, regardless of the nature or specialty of the their activity position, from roles classified on the RACSI matrix: Responsible, Approver, Supporter, Consulted, Informed.

Complementary it offers spaces for the strategic and operational action, facilitating Functional Knowledge Management through:

  • Standardization, documentation, verification and updating of information.
  • Encouraging innovation adding options to test and consolidate “lessons learned”. 
  • The development of “Corporate University” to define the knowledge required for each process, encourage self-learning and career plans, as well as to evaluate and certify knowledge exams.

To facilitate the operation and management it integrates an outline data input through a fractal system decisions, based on the mission, vision, goals, policies and rules of the organization, as well as the resources of position, to any level of participation.

For computationally support organizational knowledge management you can used a structured software as Clarity, or one flexible software like Aiprox, that can be tailored to the corporate Knowledge Management information requirements, inter-related with corporate ERP.



Software must be able to withstand the Knowledge Management organization’s model, both conceptually and functionally, to deliver reliable data, provide selective access to system users, incorporate functional areas and control all organization’s processes.

Its conceptualization must be based on a comprehensive theoretical base that integrates administrative methodologies (objectives, processes, quality), educational (intelligence, skills, training, learning), cultural (social, anthropological), physical (uncertainty, complexity, extinction) and techniques (ICT).

The system must provide directory services (yellow pages) to facilitate communication with experts and authors, as well as document management for each user (manual, confidentiality) and communication between them. It can integrate email, phone, libraries, archives, access to software and other elements as well as methodologies and best practices to develop and register Career Planning, agree and audit knowledge.

IconsTICFunctionality options vary with the manufacturer. Desirably, the software must have the following functionality:

  1. Position`s profiles.
  2. Option for staff recruitment and selection.
  3. Quality assurance processes.
  4. Reliable and flexible system that allows internally design, modify and evolve the computing process, without external intervention.
  5. Encouraging innovation by providing constant improvements and detailed of any user, at any level.
  6. Automatic propagation of the improvements, as appropriate pption to integrate the “development dimension”, based on specific needs.
  7. Autonomy for information management, help desk and technical maintenance.

To determine the user profiles there are considered the management goals in workplace, access permissions, acquired knowledge (qualifications and training), developed knowledge (documents made, ideas presented) and a map showing their ability to generate new knowledge as well as the breadth and efficiency of your network. Personal page should allow data such as hobbies and interests, search option information within and outside the organization, and document library, templates or presentations.



Tools and metrics at any point facilitates the evaluation and decision-making control. In This direction is desirable that software has available:

  • Within conventional or specialized metrics with ability to import information from various applications and particularly system assess overall progress.
  • Graphical monitoring of IT assets, both people and applications, databases and hardware elements that interact in the system.




Because organizational knowledge management is a continuous process in a highly changing environment it’s very important that the selected system is based on advanced technology that integrates artificial intelligence, update services communications protocols, calculation models and data management to address the future without the obsolescence risk.

In the next post we will refer to additional and collateral elements that are important to evaluate a computer system Knowledge management. In particular we will approach:

  1. Integration Custom development.
  2. Value Proposition manufacturer.
  3. Value of the software. Using patterns
  4. Consulting and Support.

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