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Development Team Paper Coordinator Principal Investigator Dr Paper No : 12 Special and Research Libraries Principal Investigator Dr. Jagdish Arora, Director Module : 26 Overview& of Emerging Knowledge Management Tools Subject Coordinator INFLIBNET Centre, Gandhinagar Development Team Paper Coordinator Principal Investigator Dr. Jagdish Arora, Director & Content Writer INFLIBNET Centre, Gandhinagar Subject Coordinator Content Reviewer Prof I V Malhan Paper Coordinator Professor and Head, Central University of Himachal Pradesh Dr Shivarama Rao K Content Writer Assistant Librarian, Central University of Kerala Prof I V Malhan Content Reviewer Professor and Head, Central University of Himachal Pradesh 1 Library and Special and Research Libraries Information Science Overview of Emerging Knowledge Management Tools PaperContent Coordinator Reviewer Description of Module Subject Name Library and Information Science Paper Name 12 Special and Research Libraries Module Name/Title Overview of Emerging Knowledge Management Tools Module Id LIS/SRL-O/26 Pre-requisites Computers and Internet To comprehend KM features of select software tools for a better Information Services and Objectives management approach in Special and Research Libraries. KM tools; KM technologies; Latest trends in KM tools; Groupware technologies; Intranets, Keywords Extranets; Groupware technologies; Data warehousing; Data mining; Decision support systems; Content management system; and Document management systems. 2 Library and Special and Research Libraries Information Science Overview of Emerging Knowledge Management Tools 1. Introduction Managing knowledge creation, production and communication is a continuous and interactive process which involves knowledge translation of tacit to explicit among individuals in an organization. Effective knowledge sharing throughout an organization enhances innovation and individual’s performance. ‘Knowledge’ has come to be considered as a resource which needs to be managed well. Though knowledge management is being largely viewed only in the organizational context, it has much larger ramifications and significance when viewed in the context of the entire society, right from educational institutions to governments. Technological focus areas of knowledge management (KM) include, innovation, developing new tools, interactivity, competitiveness and collaboration. Organization should develop clear roadmap and vision strategy in-line with its goals and objectives, for a knowledge enabled organization. Hence, it is important to evaluate and determine appropriate knowledge management tools to participate in knowledge management drive. KM can be defined as a systematic discipline and set of approaches to enable information and knowledge to grow, flow, and create value in the organization. This involves people, information, processes, and workflows, enabling tools, best practices, lessons learnt, alliances and communities of practice (Rao, 2012). Application of IT and automation of organizational processes has invented many innovative and customized knowledge management tools. Therefore, KM system can defined as, any IT driven system that stores and retrieves knowledge, improves collaboration, locates knowledge sources, mines repositories for hidden knowledge, captures, organizes and uses knowledge (Frost, 2010a). KM tools and technologies are one of the many planks of successful KM practice. Rao (2012) gave a detailed framework for understanding the contributions and impact of IT platforms on knowledge work, KM tool design and usage in the form of “8 Cs”: 1. Connectivity 2. Content 3. Community 4. Culture 5. Capacity 6. Cooperation 7. Commerce 8. Capital Depending on organizational strategy, culture, technical skills, and knowledge requirements, a number of KM tools can be appropriately integrated and deployed. 2. Tools Largely technologies help organizations in creating electronic data storehouses that end up acting as storehouse of information. However, utilization of such data repositories is often limited and the very basic objective ‘knowledge sharing’ is largely missing. Information and Communication Technologies has opened floodgate opportunities in every organization. For example, a chemist can instantly tap all his company’s research on a chemical compound. A geologist can compare data on an oil field to similar fields across the globe to assess its commercial potential... etc. As a result, many organizations especially corporate business ventures are re-aligning their work culture and systems to how work gets done, linking people through social media so they can leverage manpower knowledge. The difficulty in most KM initiatives lies in changing organizational culture and work culture. And the larger focus is always on information systems (IS) i. e. identifying what information to capture, 3 Library and Special and Research Libraries Information Science Overview of Emerging Knowledge Management Tools working on taxonomies and data structures for organizing information, determining access and retrieval mechanisms. Most of the today’s KM systems are based on information management concepts and tools. Knowledge is different from information and sharing it requires different set of concepts and tools. Six characteristics of knowledge distinguish it from information (Lesser, Fontaine & Slusher, 2009): Knowledge is human act Knowledge is the residue of thinking Knowledge is created in the present moment Knowledge belongs to communities Knowledge circulates through communities New knowledge is created at the boundaries of old Information and communication technologies are the enablers of change and facilitate knowledge creation. However, it is important to keep in mind that technology is not the panacea for a KM practice, though an easy to use knowledge-sharing infrastructure is an important enabler. Leveraging knowledge involves a unique combination of human and information systems. Organization wide access to KM architecture, groupware, data mining tools, mobile devices, worldwide access, high performance, user friendliness, a standardised structure, and an easily administered controlling system are key requisites of the supporting KM infrastructure (Rao, 2012). Tools that currently fall under the KM umbrella have evolved in various stages since the 1980s, initially with data computation and DBMS, followed by publishing and communication tools, and then accompanied by sophisticated platforms for collaboration, wireless delivery, remote access and network modelling. From automated agents to workflow tools, KM technologies span almost the entire alphabets. Technologies like email, groupware, digital archives, search engines, and video- conferencing are particularly important in knowledge transfer and innovation for globally dispersed organizations. 2.1. Groupware Technology Groupware is a class of computer programs that enables individuals to collaborate on projects with a common goal from geographically dispersed locations through shared Internet interfaces as a means to communicate within the group (Techopedia). Groupware may also include remote access storage systems to archive frequently used data files. These can be altered, accessed and retrieved by workgroup members. Groupware is also known as collaborative software. Collaboration is considered to be a key learning skill essential for success in the new global economy and mantra of 21st Century among Critical thinking, Creativity, and Information Literacy. Groupware technologies are designed to support communication, coordination and collaboration through facilities such as information exchange, common repositories, discussion platforms, and messaging services. These technologies normally based on open architecture and need based customization of applications (Orlikowski & Hofman, 1997). For example in academic institutes like George Washington University, tools like Entopia’s Quantum solution are used to build content and collaboration platforms between faculty and students, building social links to tacit knowledge and encouraging knowledge sharing (Rao,2012). The following are broad categories for groupware; Communication tools: Tools for sending messages and files, including email, web publishing, wikis, file sharing, etc. 4 Library and Special and Research Libraries Information Science Overview of Emerging Knowledge Management Tools Conferencing tools: Audio/video and Web conferencing, Chat tools, Forums etc. Collaborative management tools: Tools for managing group activities, e.g. project management systems, workflow systems, information management systems, etc. However, some of the desirable features for collaborative tools in the context of KM include affinity holding, knowledge mapping, threading, polling, group documentation, rating, anonymity, notification and access management. 2.1.1. Examples Commercial or Proprietary software Sl Description Name No This is one of the leading server based groupware software. Some of the key features of Exchange include; enables the users to share email, manage projects by sharing tasks, documents, files and web enabled access to authorized data within an organization or group. 1 Microsoft Exchange It also allows data storage. Microsoft Exchange is the most reliable name, and the latest features like email archiving updates and inbox management have improved its functionality and effectiveness. Another important feature of this tool is auto- correction tips before a user sends an email. This is another brand product of Microsoft for a group of software plus services subscriptions
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