Previously, I posted a discussion on the need of KM (Knowledge Management) for records management...it received overwhelming comments and reads. Thanks for patiently reading my blog post...
I would like also to welcome positive comments from you people with regard to my postings. Please do so voluntarily.
Today, I am discussing on the other perspective of records...
Top management discusses and makes decision on specific issues relating to organizational works and problems. These decisions are taken and contain policies and critical information including the processes and justifications on why such and such decisions are made....The justifications are reasons derived and made in response to specific problems occur within organizational settings. The purpose of these decisions made is to ensure organizational works and targets are achieved. Works can progress, projects and programs can run smoothly.
To arrive to such decisions, there are processes undertaken. Information and reports are derived and verified, checking on the problems and issues are made which resulted in different results and feedback. These consequently create enormous amount of information which is meaningful and containing lesson learnt, best practices, past mistakes and could possibly created a repository of knowledge within organization.
The reports, feedback, justifications are all recorded and documented in such a way it can be referred back. These recordings require effective and efficient record keeping system. Once it is done, the records themselves are considered having value by itself that serve the purpose of the organization. These are all knowledge assets. Tapping these knowledge assets is critical for the success of KM implementation.
Embarking KM without considering knowledge assets is useless. Recognizing knowledge assets in organization are primary aspect in any KM initiatives. Employees could learn, unlearn and relearn of the decisions, impacts, feedback from previous initiatives as lesson learnt, best practices and past mistakes (that should not be repeated) while sharing it with others.
Ignoring efficient and effective records keeping system will lead to information disaster. Knowledge assets are difficult to recognize. Knowledge is then scattered everywhere. The rate of success for KM implementation is beyond achievable target. Actions and deliverable cannot be achieved without previous reference to information and knowledge.
Hence, knowledge must be captured. The capturing process takes place in the form of recorded information and knowledge. It is then classified and categorized according to its specific subject and kept in the repository or knowledge portal in paper format or electronic format. This is called as explicit knowledge, a process by which knowledge is documented and recorded and conversion of tacit knowledge into explicit knowledge so that it useful, shareable and preserve for longer period of time. To encourage sharing and use, the records (knowledge assets/explicit knowledge) must be readily available to all and easily accessible through online portal.
The above discussion indicates that, KM needs records more than records need KM. Ponder over these;
- How sharing could take place if the substance (knowledge and information) is not around?
- How organization could capitalize on its strength if they do not possess what they have (knowledge and information in recorded information)
- How organization could leverage on future and current knowledge if the past knowledge is not captured?
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