Knowledge Management System ISO 30401

by Elina D

Knowledge Management Systems are a system that allows companies to create, store and share knowledge. The KMS enable an organization to capture knowledge in one central location. Learning is then made available for employees across the company to access at any time. This can reduce costs associated with training new hires and provide valuable insights about customer patterns and trends, which will help increase revenue.

Knowledge Management System

Knowledge Management System can provide searchable databases for retrieving specific Information needed by employees, customers, or other stakeholders. When used in conjunction with an enterprise resource planning (ERP) system, they may also automate some processes and integrate these data sources into the ERP’s business process workflow, increasing efficiency and reducing errors.

Knowledge management systems (KMS) are used to improve the efficiency of organizations. They allow people to share, find and use the Information to make decisions more quickly. Knowledge management is about capturing, organizing, and using knowledge to benefit an organization or community. It can be structured around a single person or group, but it works best when it’s shared across all members of an organization to create something called “shared consciousness.”

The challenges of the ISO 30401 standard?

ISO 30401:2018 is the standard for Information and communication technology (ICT) asset management.

This document sets out a process-oriented approach to managing ICT assets that guide establishing, implementing, operating, and maintaining an ICT asset management system. ISO 30401:2018 recognizes that each organization has its own unique needs and requirements to achieve its objectives, which may differ from other organizations. Therefore, this document aims to provide an overview of the set of processes required for establishing a robust information architecture around IT assets so as not only to meet legal obligations but also to deliver best practices in service delivery.

The ISO 30401 standard provides an approach to managing IT assets by ensuring that all organizations (the organization, service providers, and clients) know which business processes require ICT services. This ensures compliance with legal requirements around data protection legislation and increases efficiencies in reducing costs by identifying duplication within applications or infrastructure.

The Applications of a Knowledge Management System:

A knowledge management system is software that can store, manage, and share Information. Such systems aim to make the best use of knowledge to reduce costs and improve business operations. Knowledge management systems are also known as KM Systems or Information Management Systems (IMS). They can be applied in all fields where there is an input of data, whether it’s customer service, human resources, marketing, or engineering.

main fields in which a Knowledge Management system can be used

Some of the main fields in which a KM system can be used include:

  • Customer service :

In customer service, a KM system can store customer information and track customer interactions. This can help businesses better understand their customers and provide a better customer experience.

  • Human resources:

Human resources play a crucial role in Knowledge Management Systems. They are responsible for allocating and deploying the human capital of an organization and accounting for their performance. There are many different types of human resources processes in this type of system: recruitment, hiring, training, compensation, and benefits administration, organizational development, staffing strategy formulation, and implementation, among others.

  • Marketing or Engineering :

Knowledge Management Systems are essential for many organizations. They help to ensure that your organization’s knowledge is not lost and can be accessed by people in different departments or roles. Marketing or engineering a Knowledge Management System requires a lot more than just building it. It also needs to be marketed effectively so that everyone knows about its existence within the organization and is engineered carefully so that future iterations are easier to build on top of it.

KMS Life Cycle:

Knowledge Management System life Cycle

1.Leadership :

Leadership plays a vital role in the Knowledge management system life cycle. Leadership starts from the initiation stage. It defines and assigns roles to various stakeholders, continues into the planning phase, guides knowledge managers on how to apply their leadership skills and expertise, and finally culminates in the implementation phase, where it monitors the progress of project milestones. At each stage of the KM system, lifecycle leadership significantly impacts its success or failure.


Every Knowledge Management System (KMS) needs to be planned carefully, whether for a small business or a large enterprise. A KMS cannot be successful without careful planning that considers all of the following stages:

  • Identify stakeholders
  • Define requirements
  • Design architecture
  • Develop an implementation strategy
  • Develop an implementation plan
  • Implement and run the KMS

3.Support :

In knowledge management, support is crucial in the life cycle. In Knowledge Management Systems (KMS), there are four phases in its life cycle: Development, Installation, Operation, and Maintenance. Within these phases, support plays different roles according to the needs of each step with regards to resources and tasks.


Operations are steps in the Knowledge management system life cycle that take care of the day-to-day activities for an organization. These operations can be done by employees or outsourced to a third-party company. They include data entry, electronic filing, and document storage. Operations are vital because they ensure that organizations have access to their data when needed.

The knowledge management system life cycle operations can be divided into three categories: data entry, electronic filing, and document storage.

  • Data entry is the process of adding new Information to the system. This can include entering data manually or uploading files from a computer.
  • Electronic filing is the process of organizing and storing documents electronically. This includes creating folders.
  • Document storage provides a place for storing documents needed by other participants in this process. This paper will be about how to store documents correctly to be easily retrieved when needed.

5.Performance Evaluation :

Performance evaluation is a process that evaluates the performance of Knowledge Management Systems (KMS) in terms of effectiveness, efficiency, and satisfaction. The KMS life cycle involves three phases: design, implementation, and operation.


The Knowledge Management System Life Cycle is a process that is used to identify, plan, and implement knowledge management system improvements.
we will discuss how the KMLC can help you improve your knowledge management system in three ways:

  • Improve the quality of content
  • Enhance user experience
  • Increase collaboration