definition and objectives of knowledge management systems

definition and objectives of knowledge management systems

Knowledge management systems (KMS) are an essential part of the organizational structure, allowing companies to capture, store, and share knowledge effectively. These systems play a critical role in leveraging an organization's intellectual assets and fostering innovation. In this article, we will delve into the definition and objectives of knowledge management systems, their compatibility with management information systems, and how they contribute to organizational success.

Definition of Knowledge Management Systems

Knowledge management systems encompass the strategies, processes, and technologies that facilitate the creation, capture, organization, and dissemination of knowledge within an organization. These systems are designed to enable employees to access and utilize the organization's knowledge resources efficiently, leading to informed decision-making and improved productivity.

Knowledge management systems involve the use of various tools and platforms, such as database management systems, document management systems, and collaboration software, to capture and manage information and knowledge assets. These assets may include explicit knowledge (documented information) and tacit knowledge (personal expertise and experiences).

Objectives of Knowledge Management Systems

The objectives of knowledge management systems revolve around enhancing the organization's ability to harness and utilize knowledge effectively. These objectives include:

  1. Knowledge Capture: KMS aim to capture both explicit and tacit knowledge from employees, documents, and other sources within the organization. By doing so, organizations can prevent knowledge loss due to employee turnover and create a repository of invaluable information.
  2. Knowledge Storage and Organization: Once knowledge is captured, KMS store and organize it in a structured manner. This includes categorizing knowledge based on relevance, context, and accessibility, making it easier for employees to retrieve and utilize the information when needed.
  3. Knowledge Access and Retrieval: KMS provide employees with easy access to the stored knowledge resources. Through intuitive search functions and well-structured repositories, employees can retrieve relevant information and expertise, thereby enhancing their decision-making capabilities and task performance.
  4. Knowledge Sharing and Collaboration: Facilitating knowledge sharing and collaboration is a key objective of KMS. These systems enable employees to contribute their expertise, share best practices, and collaborate on projects, leading to a more informed and innovative organizational culture.
  5. Knowledge Utilization and Innovation: By providing easy access to knowledge and expertise, KMS empower employees to leverage organizational knowledge for innovation and problem-solving. This objective aims to foster a culture of continuous learning and improvement within the organization.

Compatibility with Management Information Systems

Knowledge management systems are closely related to management information systems (MIS) but serve distinct purposes. While MIS focus on collecting, processing, and reporting data for managerial decision-making, KMS are dedicated to managing knowledge resources and fostering a knowledge-sharing culture within the organization.

However, KMS and MIS can complement each other in several ways. For instance, KMS can provide valuable knowledge and expertise to support the data-driven decision-making process facilitated by MIS. Integration between KMS and MIS can enable organizations to combine informational and knowledge-based insights, leading to more comprehensive and informed decision-making.

Furthermore, KMS and MIS often utilize similar technologies, such as databases, analytics tools, and collaboration platforms. The compatibility between these systems lies in their shared use of technology to manage and leverage organizational resources, albeit with different focuses.


Knowledge management systems are critical for organizations looking to harness their intellectual assets and promote a culture of knowledge sharing, learning, and innovation. By defining the objectives of knowledge management systems and understanding their compatibility with management information systems, organizations can optimize their knowledge resources and drive sustainable success.

Overall, the effective implementation and utilization of knowledge management systems can lead to improved decision-making, enhanced employee performance, and a competitive edge in the market.