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Knowledge Management System(s)

To understand what a "Knowledge Management System" is, first we must be familiar with what Knowledge Management is. Knowledge management is defined as being a management philosophy which takes a systematic approach toward utilising information to assist a user with making decisions using knowledge which has been inputted into the system. This knowledge can be considered as being a fluid mix of framed experiences, values, contextual information or expert insights, which can be used to provide some value to the user. Because Knowledge Management itself can be used in multiple disciplines and fields, the term Knowledge Management System also can relate to multiple, diverse disciplines and fields and so consists of a very broad range of products and solutions. Knowledge Management can also be described as the process of creating, sharing, using, and managing the information and subsequent knowledge within an organisation. It refers to the multi-disciplinary approach to achieving organisational objectives by making the most efficient use of knowledge. Knowledge Management itself, has been an established discipline since 1991 and includes academic courses taught in the fields of Business Administration, Information Systems, Management Library, Information Sciences, and many more. Other fields and areas which have been significant contributors to Knowledge management Research include Information and Media, Computer Sciences, Public Health, and Public Policy. In actual fact, there are now several Universities, world-wide, who now offer dedicated Master's Degrees in Knowledge Management.

Many large companies, public institutes, and not-for-profit organisations have measures in place to support the advancement of Knowledge Management, which can be as part of their business strategy, information technology, or human resource management department, to name a few. Typically Knowledge Management Systems are used by to help them achieve their business objectives. Some examples of the types of objectives that Knowledge Management Systems can help an organisation achieve their business goals include improved performance, competitive advantage, innovation, increased integration and the continuous improvement of the organisation toward achieving it's objectives.

A Knowledge Management System can be considered to be a system in which applying and using knowledge management principles is undertaken. These principles include data-driven objectives surrounding productivity, a competitive business model, business intelligence and many other things. A Knowledge Management System is generally made-up of several software modules, which are accessed via a central user interface. Some of these features can allow for data mining on customer input and historical data, as well as with the provision or showing of electronic documents. Knowledge Management Systems can assist with things such as staff-training and orientation, increased sales or revenue, or help business leaders to make more informed business decisions, for example.

Often Knowledge Management Systems can be confused with Business Intelligence Systems, which also use acquired data, information or knowledge to assist with making business decisions. The two are distinguished by some experts by highlighting that Business Intelligence Systems focus primarily on explicit knowledge, but Knowledge Management Systems tend to have the capability to utilise explicit knowledge and tacit knowledge, as well. This differentiation has led some to classify Business Intelligence Systems as a sub-set of Knowledge Management Systems.

Due to the broad and diverse nature of Knowledge Management Systems, Knowledge Management Systems can be used in several ways in each business and in each business process. The application, need and use of Knowledge Management Systems, within the business needs to be determined and agreed upon by the top-level managerial staff of the business, to be in congruence with the business objectives. The way that Knowledge Management Systems are used within the business or organisation, should be in a way that the business objectives can be achieved the most efficiently, as is the plight of Knowledge Management Systems.