Wrap Your Arms Around AI: Knowledge Management (Session 4)

Part 2: Knowledge Management

Session 4: Knowledge Management Framework

Organizational information assets are comprised of explicit and tacit knowledge.  Both must be managed to protect this critical asset. It is typically managed via a comprehensive Information Management (IM) program. Many organizations implement Document Control and Record Retention programs to protect the Information Lifecycle, but a Knowledge Management program is required to protect how information is used within the organization and to create the digital foundation needed when implementing new software platforms including AI tools. This modern element of an IM program protects how we use information and joins all of the elements together.

Knowledge Management is comprised of strategies and processes designed to provide methods for the storage and dissemination of an organization’s information assets. Information in and of itself has no value.  The value of this critical asset comes when people use the information to further the interests and goals of the Company. The Knowledge Management program facilitates access, availability, and collaborative use of information assets.

Elements of a Knowledge Management program include:

Aggregation Tools	Aggregating information from disparate platforms into a single location eases the burden of locating documents.  The tools may use hyperlinks or digital twin technology to create a hub that joins multiple systems of record so the user experience is that of viewing “a single pane of glass” for accessing information located across multiple systems.
Information / Data map	Whether displayed as a spreadsheet or a picture, the map identifies where information is stored, in what repository it is stored, and how the platforms/repositories interact.
File Classification plan (Taxonomy)	This is the file structure.
Metadata Schema	This is the organizational language. It is a group of terms organized in a hierarchy that describe the critical characteristics of documents.  Typically, the metadata classification schema subdivides based on process, business purpose, and document type. A unified language of document descriptors must be used across all platforms to facilitate linkage of disparate platforms and enable search engine functionality. Digital Language = Human Language
Information Flow(SM) Methodology	At a very basic level, an organization generates or receives information from internal and external sources and then it flows through the organization. It moves between digital systems and may be processed and transformed for reports, charts, etc.  This flow of information throughout the company is a critical element of managing information and is often automated. That automation is often via an AI tool.  Data lineage, security and accuracy must be ensured when using these automated tools. Governance of AI tools that is not defined elsewhere in organization policies, should be included within this element.
Collaboration Tools	These tools provide methods for “Ways of Working” that prevent silos and enable cross functional collaborative engagement with internal and external partners.
Training	Last be not least … training for the purpose and use of the foundational tools is critical to ensure successful implementation and use. Training must be provided in several formats to ensure all learning types are included.

With these elements in place, the implementation of digital tools is simplified and allows for the tools to be utilized to their full potential. Implementing platforms that aggregate tools to create a ‘single pane of glass’ view of data extracted from disparate platforms becomes possible.  Locating documents stored across a plethora of platforms becomes a reality. Collaboration methods are clearly defined and appropriate security measures ensure the right people have the right information at the right time.  When combined with a workforce comprised of individuals with a willingness to learn, both explicit and tacit knowledge are embedded in the organizational culture.

The next session will discuss how to ensure your Knowledge Management program is user friendly.  As is the case with all tools, people will only use the tool if it benefits their individual use case.

IM Visibility Information

IM Visibility provides clients with practical approaches for protecting information assets. Regardless of industry or company size, managing information assets in the age of AI is crucial.  How these new tools are implemented must be managed from a technical and people perspective.  Let IM Visibility support your next project to ensure that your information gets the protection required while meeting the technical and cultural needs of your organization.

Cathy Blosser is the owner and principal consultant for IM Visibility. She is a certified Change practitioner and certified Information Governance practitioner.  She is available to support your project or speak to your organization.

The Octopus Den

The Caribbean Two-spot Octopus has 2 characteristic spots.  Notice the blue dots on each of these located on the body just below the eye.

Octopus pictures are provided courtesy of Panacea Place – a short-term vacation rental in St. Croix, USVI.   www.panaceaplace.com