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Techniques and Tools to manage Organizational Knowledge Assets.

Knowledge, and its appropriate management, is recognized as a key strategic resource for successful projects and a critical resource of sustainable competitive advantage (Desouza and Evaristo, 2003, Astrid and Peter, 2005, Halawi et al., 2006).

1. The Content Management Scenario

The digital revolution of the past few decades has had a radical impact on content management practices in collecting, organizing, storing, retrieving and disseminating information globally. With the advent and widespread use of the Net, Information Professionals will require transforming their knowledge assets (their captured digital content) into easily accessed and effectively organized formats. These assets have to be protected with the right eligibility portfolio for access and dissemination.

In an ideal situation, content that support product development and delivery efforts should be organized, indexed and categorized in concert with the organization’s product development and delivery processes. Unfortunately, all too often, content owners manage their work in their own environments and will have their own scheme of organizing the content that they have created.

As a result, content is often uploaded into the Knowledge Management System (KMS) in an uncontrolled and haphazard manner, that does not support product schedules or processes. This leads to difficulty in locating and retrieving vital content and information when they are most needed. Just investing into efficient search engines is not sufficient for today’s Knowledge Worker. Organizational Knowledge Assets will be required to captured via well-oiled process workflows, organized according to pre-determined categorization schemes and provided with the relevant protection rights portfolio.

2. Organize your Knowledge Assets with Schema Management Tools and Techniques

The success of an Information or Knowledge Management Solution depends on how users can locate their required content easily and accurately. The way we choose the content name, the location where we place the content, the way we categorize the content, the metadata values that we provide will assist users in their search for content.

Schema, and protection of content so as to give structure to the storage and management of content in the system.

The diagram provides the phases of the Schema Implementation Model

Schema produces policy and structural designs to address the following pertinent issues that cannot be handled independently by a Knowledge Management System :

  • Where to store the different types of content created by different knowledge workers?
  • What metadata values to provide to ‘power-up’ the search process?
  • What indexing system to use for accountability and to prevent duplication?
  • What categorization design to use for organization of content?
  • What are the workflow designs that can help knowledge workers optimise usage of the system?
  • What security measures to apply to prevent unauthorised access to the system and to the different types of content?
  • What levels of control measures to apply to different knowledge workers or groups of knowledge workers?

3. The Schema Knowledge Asset Management Framework components


Schema ContentLink
Taxonomy is one of the most crucial elements in content management. Its construction will determine the quality of content retrieval in any system.

Schema produces taxonomy designs that are business–centric, intuitive and relevant to knowledge workers’ information and knowledge search
Schema ContentMap
Content that is stored in a systematic and logical manner will enable knowledge workers to create and use their content easily to fulfil their daily job functions.

Schema produces content inventory systems that align dynamically to the organization’s day-to-day business functions and processes
Schema ContentPro
The processes from content creation to content review, publication, archival and disposal can sometimes become quite arduous as work teams become larger and more complex.

Schema produces workflows to automate these processes thereby enabling work teams to expedite their review/approval processes, optimize their change processes and trigger audience-specific publication.

Schema workflow designs enable organizations to publish and deliver the right information to the right audience at the right stage in the product lifecycle.
Schema UserPro
Users’ access to content in the system needs to be managed strategically so as to promote knowledge-sharing and at the same time maintain confidentiality.

Schema produces users’ access control systems to achieve these two objectives

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