Presened by: Sunita Sijwali

HHM/2013-018

Dept of Extension and Communication

Management

Knowledge is a familiarity, awareness or understanding of someone or something, such as facts, information, descriptions, or skills, which is acquired through experience or education by perceiving, discovering, or learning.

“Processing data can be performed by machine, but only the human mind can process knowledge or even information.”

Classic Data to Knowledge

Hierarchy By differentiating between Data,

Information, Knowledge and

Wisdom, and seeing their

relationship as a movement from

Explicit Knowledge to Tacit

Knowledge, we avoid the

“reductionism” that confuses

Explicit Data, Information and

Knowledge with Tacit Wisdom.

Tacit Knowledge is primal. Explicit

Knowledge is strongly influenced

by the Tacit Dimension which

operates beneathe the surface of

our categorical and quantifying

Tacit and explicit knowledge

Organisational knowledge: An organization creates knowledge through the

interactions between explicit knowledge and tacit

knowledge. This interaction between the two types of

knowledge is called "knowledge conversion", through

which both tacit and explicit knowledge expands in both

quality and quantity.

The four modes of knowledge conversion are:

(1) socialization (from tacit knowledge to tacit knowledge);

(2) externalization (from tacit knowledge to explicit

knowledge);

(3) combination (from explicit knowledge to explicit

knowledge); and

(4) internalization (from explicit knowledge to tacit

Socialization is the process of converting new

tacit knowledge through shared experiences, e.g.

through spending time together, through

apprenticeship, in informal social meetings

outside the workplace, or beyond organizational

boundaries, as often firms often acquire and take

advantage of the tacit knowledge embedded in

customers or suppliers by interacting with them.

Externalization is the process of articulating tacit

knowledge as explicit knowledge, thus allowing it

to be shared by others, and it becomes the basis

of new knowledge.

Combination is the process of converting explicit

knowledge into more complex and systematic set

of explicit knowledge so as to create new

knowledge.

Through Internalization, explicit knowledge

created is shared throughout an organization and

converted into tacit knowledge by individuals.

Internalization is closely related to "learning by

doing."

Knowledge creation is a continuous process of

dynamic interactions between tacit and explicit

knowledge. Organizational knowledge creation is

a never-ending process that upgrades itself

continuously.

Repository:

Repository: a facility where

things can be deposited for

storage or safekeeping.

Synonyms for repository

warehouse ,depository , archive

,vault , magazine ,depot ,

Knowledge repository:

A knowledge repository is a computerized

system that systematically captures, organizes

and categorizes an organization's knowledge.

The repository can be searched and data can

be quickly retrieved.

Knowledge repositories help organizations

connect people with information and expertise

globally via online searchable libraries,

discussion forums and other elements.

They provide a central location to collect, contribute and share digital learning resources for use in instructional design and content development for both traditional and non-traditional learning environments.

The effective knowledge repositories include factual, conceptual, procedural and meta-cognitive techniques. The key features of knowledge repositories include communication forums.

A knowledge base-type repository is usually dedicated to a specific program or process, and information can be submitted by developers, technical support personnel, or end users. The democratic nature of the knowledge base allows it to grow organically and rapidly,

The four types of knowledge repositories:

1. Subject-based repositories (commercial and non-commercial, single and federated)

usually have been set up by community members and are adopted by the wider community.

Spontaneous self-archiving is prevalent as the repository is of intrinsic value to scholars. Much of the intrinsic value for authors comes from the opportunity to communicate ideas and results early in the form of working papers and preprints, from which a variety of benefits may result, such as being able to claim priority, testing the value of an idea or result, improving a publication prior to submission, gaining recognition, achieving international attention and so on. As such, subject-based repositories are thematically well defined, and alert services and usage statistics are meaningful for community users;

2. Research repositories

are usually sponsored by research funding or performing

organisations to capture results. This capturing typically

requires a deposit mandate.

Publications are results, including books, but data may also be

considered a result worth capturing, leading to a collection

with a variety of items. Because these items constitute a

record of science, standards for deposit and preservation must

be stringent.

Research repositories are likely to contain high-quality output.

This is because its content is peer- reviewed multiple times

(e.g. grant application, journal submission, research

evaluation) and the production of the results is well funded.

Users who are collaborators, competitors or instigating a new

research project are most likely to find the collections of

relevance.

3. National repository systems require coordination - more for a federated

system, less for a unified system.

National systems are designed to capture scholarly output more generally and not just with a view to preserving a record of scholarship, but also to support, for example, teaching and learning in higher education.

Indeed, only a national purpose will justify the national investment. Such systems are likely to display scholarly outputs in the national language, highlight the publications of prominent scholars and develop a system for recording dissertations. One could conceive of such a national system as part of a national research library that serves scholarly communication in the national language and supports public policy, e.g. in generating open educational resources for higher education and enhancing public

4. Institutional repositories

It contain the various outputs of the institution. While research results are important among these outputs, so are works of qualification, and teaching and learning materials.

If the repository captures the whole output, it is both a library and a showcase. It is a library holding an institutional collection, and it is a showcase because the online open access display and availability of the collection may serve to impress and connect, for example, with alumni of the institution or the colleagues of researchers.

A repository may also be an instrument of the institution by supporting, for example, internal and external assessment as well as strategic planning. Moreover, an institutional repository could have an important function in regional development. It allows firms, public bodies and civil society organisations to understand immediately what kind of expertise is available locally.

Why We Need it:

A good knowledge repository helps improve relationships. If it’s written well it can bridge communication gaps not only between departments, but also between the business and its clients.

It reduces the time new staff spend in training, improves incident management, and helps you uncover automation opportunities via online self-help.

Knowledge repository is an explicit knowledge means easier to express and to make public.it enables individual and organizational learning.

Value to

Organization

Organizational

Learning

Active Knowledge

Transfer

Expert Knowledge

Base

Contact Links

Expert Assistance as

Needed

Communities of

Practice Index

Decision Making

Tools

Profiles for

Customization

Pushed Reports &

News

Collaboration Tools

Repositories

Best Practices

Reports

Documents

Presentation Slides

Tips

Key features of effective digital knowledge

repositories:

Centralization. A wide variety of digital

courseware, and content curated from multiple

sources, can be housed in a central location

where it can be tagged, shared and commented

upon globally within one consistent interface.

Content management. The breadth of learning

content can include audio visual files,

simulations, data, learning modules, articles,

blogs, YouTube videos, best practices guidance,

monitoring capabilities and contact information.

Content is searchable by key words, learning

outcomes, and other vehicles.

Cost savings. Repositories can potentially reduce the

cost of training and education by making affordable

course materials accessible, reducing the need for

classroom training and stimulating productive informal

learning.

Access control. By restricting individual content pieces

via password authentication and other security

functionality, curators can accomplish various goals.

Record management. Repositories can integrate with

learning management systems to blend seamlessly into

learning and talent management programs.

Key features:

Knowledge repositories are:

Flexible

Portable

Heterogenous

Emergent

Generative

constitutive

Before you start:

Choose Your Weapon. You should have a knowledge base product installed. It could be a wiki, a third-party knowledge management system, or even a collection of well-organisedand maintained Word documents.

Who’s Your Audience?Who is the documentation for-- your team, or the people you support? The language you use may be different depending on who needs to understand it. If you are writing for your end-users, spend some time with them. Find out how they already do things, what they could do more effectively, and what they don’t know how to do. Interview them, observe them, and don’t take negative feedback personally.

Understand.When you take on the communicator role, you need to understand what you’re communicating. If the information doesn’t make sense, either go back to the source or ask someone else who knows the process well to explain it.

Guidelines to develop repository

:

Clear and Concise:

It’s the number one rule of business writing,

technical writing, and any other kind of

functional writing.

In 1946 George Orwell said, “Never use a long word

where a short one will do”.

Keep your sentences simple and short wherever

possible. A good test is to read it out loud. If you

need to take a breath partway through, it’s too long.

Knowledge base articles are generally instructional,

so they should be written in the present tense.

Avoid the Curse of Knowledge:

When we know our processes and systems well, we

often assume everyone else does too. We forget that

some of our readers may not know what we’re talking

about. Here’s how you can avoid that problem.

As you write each article, imagine a new employee

reading it. Have you left something unsaid that seems

obvious to you, but wouldn’t be to them?

Just the Facts:

Stick with describing the facts. No in-jokes and no

opinion.

Bust the Jargon:

The industry or organisation you are in may use a lot of

jargon. While it’s acceptable sometimes, try to avoid it as

much as possible to avoid confusing your readers.If you

must use it, provide a quick reference guide to

commonly-used jargon andacronyms.

Make the Connections:

Some knowledge base systems let you reference related

articles..

Link to definitions, contacts, other related issues and

articles, and externalwebsites with relevant information.

If you can, attach photographs, screenshots, maps or

other documents thathelp describe the problem or

environment.

Responsible Tagging:

All online knowledge base systems are searchable—even simple Word documents. So give each article you write a relevant, meaningful heading and use the words people are most likely to search for.. Always choose the most relevant tags, and if it doesn’t exist see if you can create it.

Easy to Read Formatting:

Careful formatting and adequate whitespace between chunks of text makes your article easier to read.

Stick to one style of font in black and opt for one other colour to highlight important points.

Don’t just cut and paste haphazardly. Invest the time to reformat it.

Break it Down :

Many procedures involve several steps. Depending on your reader, consider how granular those steps need to be. Break them down accordingly, and define each step clearly.

Some basic parameters of effective

knowledge repository:

First impression: url, download time, readability,

look, home page on screen.

Navigation: ease of use, site map, visible

navigational links

Content: useful information, use of texts,

graphics, audio, video, animation, language,

FAQs

Browser compatibility

User satisfaction forum

Contact information.

Knowledge repository advantages

and disadvantages :

Dynamic conversation: The biggest advantage of a knowledge base is that it allows a variety of users to contribute to the knowledge base results in "live" documentation and generate a dynamic, relevant conversation.

Also, since it includes contributions from development, tech support, and end users, those doing online research can explore the same problem from several different viewpoints, possibly leading them to a solution that they wouldn't have considered on their own.

Prominence of Information: The democratic, organic

nature of a knowledge base means that the most

important information is likely to make itself prominent,

while the less important information will be buried, giving

knowledge bases a natural sorting function.

If poorly written or incorrect information is submitted,

other users are able to bury it by replacing it with better

information, or can flag it for deletion/review by an

administrator.

Archived Documentation :Old articles left in the

knowledge base provide an automatic archive of

documentation for legacy versions of the product or

process. As new versions of the product or process are

created, the knowledge base can be reorganized or

restarted to archive the old information while keeping the

latest information prominently featured.

Solutions: A dedicated personnel needs to be appointed to spend a few hours a week searching the knowledge base for redundant, outdated, or inaccurate resolutions and delete them as needed. They should be trained in the use of the knowledge base.

Inconsistent Documents:The different writing styles and knowledge levels of contributors often result in a disjointed, nonstandardized document, which is one of the biggest disadvantages of a knowledge base.

Redundancy becomes the rule rather than the exception. It is almost certain that the same mistakes will be added to the knowledge base several times over. Dedicated maintenance is thus required.

A knowledge base requires time to build as scenarios and problems are found, resolved, and documented.

Thank you.