Use of Information Technology in Knowledge Management Systems:

Ever since the dot come burst in 2000, IT has come into light. With organizations going global and the need to expand knowledge in a knowledge based economy increasing, IT is at the helm of things. The scope of IT is getting broader with organizations using it for multi purposes ranging from gaining competitive advantage to decision making tools. Knowledge is being defined alternatively as a justified personal belief that induces action (M.Alavi, E.Leidner, 1999). If we go on to say that actions are decision making tools (systems) then it puts us in a stronger position to believe that KMS systems are IT enabled which is our central topic of discussion in this paper.

When we talk about IT and systems, knowledge management systems are not far behind and deserve a shout. As knowledge management changes from being just a concept to becoming more of a practice, attention has been focused on the ways to implement this concept (Davenport et al, 1997) Firms or organizations are said to be a knowledge system who are engaged in creating, storing transfer and application of knowledge (Schneider and Angleman, 1993). Many organizations are creating KMS systems which are nothing but information systems (M. Alvi, Leidner- 1999). Although some authors say that IT alone cannot be used as a KMS (R.Mcdermot), few disagree on the fact that IT is a part of KMS. Given the modern innovations and easy access to technologies like web 2.0 traditional means of sharing knowledge are fast being replaced by IT. IT based knowledge management systems have number of advantages. From reducing time and cost to distributing and managing knowledge, these systems can act as multi-purpose systems. The terms distribution and “managing” knowledge can be replaced by saying secure access to information”. The purpose of a IT based systems primarily is the distribution of right information to the right kind of people made available at the right time.

IT enabled knowledge management systems has its failures too. To elaborate on a failure, the best example would be the use of Lotus, a new collaboration technology introduced by America’s Texaco Company. This technology did was supposed to collaborate and co-ordinate people within the organization. However, with time they came to know that the system was being used by the people in only e-mailing each other. Therefore steps had to be taken again to evaluate and create awareness. As another case study on the failures of KMS using IT, the author (R.Mcdermot) describes the use of a system in a consumer products company. As part of a KMS, the company made it mandatory for its consumers to update on an electronic database the work done in a day. Within weeks the database became full of information but it was hardly accessed. Also, with the tasks being made mandatory, employees felt “bored” and “overworked”. The author is pessimistic about IT being used in a KMS system. However given the outrageous work done by wiki’s and other web technologies, it is tough to agree with the author’s views. However, for KMS to be used in organizations care has to be taken to check the flow of information and that it is confined to boundaries within the organization. Other precautions include the proper spread of the system in organization and the belief about the potential of the system to all members within the organization. Primary functions as described earlier must be maintained and followed. Systems need to be evaluated once evolved before putting it for testing.

To conclude we can say that knowledge management systems can be best coupled with IT. There may be (if there are any) knowledge management systems without IT involvement, but given the scope and potential of the web and IT technologies we would like to believe, IT has a definite and a major role in implementing systems that work! Knowledge Management Systems!


References:

1: Marayam Alavi, Dorothy Leidner, 1999- Knowledge Management Systems: Issues, Challenges, and Benefits, Volume 1, Article 7, February 1999

2: Richard Mcdermot, 1999- Why Information Technology Inspired but cannot deliver Knowledge Management, Vol.41, no:4, California Management Review.

3: Schneider. S.C.,and Angleman, R. “Cognition in the Organizational Analysis: Who is
minding the Store?” Organization Studies, Vol. 14, 1993, pp. 347-374.

4:Thomas J. Davenport, David W. De Long, Michael C Beers- 1997- Building Sucessful Knowledge Management Projects, centre for business innovation working paper January 1997.