Knowledge tree

From CEOpedia | Management online

Knowledge tree is a method that enables organization to more effecive document management. Document management is a set of techniques and tools that improve the efficiency of processing all forms of documents created in organizations. From internal documents regarding the cooperation of various functional areas of the organization, to documents flowing from the environment.

In the field of knowledge management, these techniques in a special way support the area of: gathering and organizing knowledge resources. IT solutions in the field of document management are already in the phase of maturity, they have been present on the market for a long time. Many organizations use them to obtain positive economic and organizational effects.

Particularly noteworthy in the field of document management is the increase in the popularity of OCR tools that process paper documents into a text form that can be easily indexed and saved in all kinds of computer databases.

The effects of applications

Immediate access to planning documentation. Possibility to analyze the course of the strategic planning process, in particular when the plans are prepared by different people in several stages.

Functions of IT document management systems

This type of software is designed to collect, share, search for various types of documents created in the company or coming from outside. It contains the ability to precisely search for documents according to various criteria. Documents can be saved in the document management system directly from the disk, scanned, or appear in the system via e-mail.

The DMS module provides a set of functions that allow you to perform many activities on documents:

  • registration,
  • organize,
  • classification,
  • version management,
  • management of circuits,
  • archiving.
  • personal notifications or for groups of users about changes,
  • monitoring of files and folders,
  • allows you to work on files of various formats: txt, doc and pdf,
  • typical operations (move, send, delete),

Each document has a metric that specifies general information about the document. The data in the meter can be defined by the system user. Documents can also be linked to each other creating sets regardless of the place where they were saved.

Each person works on the document at their level of competence and then passes it on to the next employees. Each processing step is strictly defined both for the person who is to perform the work and the time needed to perform it.

Features of DMS systems

  • Facilitates the collection and retrieval of various types of documents, speeds up the work,
  • Provides support for document flow between various departments and employees,
  • It orders and improves work within defined,
  • Provides support for electronic or scanned invoices,
  • It provides a uniform e-mail and fax service.

Sample document management applications

Mehat - this program is characterized by the fact that the data sent is immediately automated. Document management using this system allows you to access their current versions and earlier versions. It also allows you to record the way that information overcomes. Thanks to this, you can view the data route and control where the important documents are located. The program also takes care of the timelines of actions related to the given documents, e.g. sending a reminder about invoice payment, etc. Collected documents are stored in one central database that allows uncomplicated and quick access to information.

Open KM - it is a program that works on the web browser. This means that you do not have to install it on your computer. This solution also gives the opportunity to interact with employees located in the same building and with those who are outside the company's headquarters. In addition, it is available in many service languages ​​and gives the possibility of remote administration. This system allows for the updating of documents, all changes are accurately recorded taking into account the time, the user who made the change and the person who approved these changes. There is also the possibility of restricting access of unauthorized users to documents. The program thanks to indexing allows you to search the database according to specific criteria, for example: names, tags.

Xerox DocuShare - like the above described application works using the web interface. This system makes it possible to collect, manage, archive and send information. Documents uploaded there may have a different format from the basic ones in text form like e-mails, Word documents. etc. for more complex ones like photos, pictures, gifs, video.

Examples of Knowledge tree

  1. Digital Document Management System (DMS): This is a web-based system which allows organizations to store, manage, and track documents online. It also enables them to control access to documents, automate document workflow, and ensure document security.
  2. Automated Document Retrieval System: This is a system that enables organizations to search and access documents quickly and efficiently. It uses advanced search algorithms to search for documents by keywords, authors, dates, and other criteria.
  3. Integrated Document Management System: This is an integrated system which allows organizations to manage all their documents from a single platform. It enables them to access documents from multiple sources, search for documents quickly, and store them securely.
  4. Data Migration: This is the process of transferring data from one system to another. It is used to move documents from one system to another in order to integrate multiple document management systems.

Advantages of Knowledge tree

Knowledge tree is a highly efficient method of document management that brings many benefits to an organization. The main advantages of Knowledge tree are:

  • It allows organizations to quickly store and retrieve documents, which increases efficiency and productivity.
  • It provides a centralized system for document management that simplifies collaboration between departments and teams.
  • It allows organizations to track changes and versions of documents, ensuring that the most up-to-date version is available.
  • It enables quick and easy access to documents from any device, which increases the speed of decision-making and reduces the risk of errors.
  • It also includes secure document sharing capabilities, which enables remote employees to access and collaborate on documents.

Limitations of Knowledge tree

Knowledge tree is a powerful tool for document management, but it still has some limitations. These include:

  • Lack of enterprise-wide integration: Knowledge tree can only be used within a single organization, and does not provide integration with other applications or systems.
  • Limited scalability: Knowledge tree is limited to a certain number of users and documents, which can make it difficult to scale up the system as the organization grows.
  • Limited customization: Knowledge tree does not offer a great deal of customization options for users, and the system is not very flexible.
  • Expensive: Knowledge tree can be expensive to implement and maintain. It also requires a significant amount of training for users to be able to use it effectively.

Other approaches related to Knowledge tree

To supplement knowledge tree and its document management, there are several other approaches to consider. These include:

  • Document Automation - This approach allows organizations to reduce manual data entry and streamline processes by automatically capturing and entering data from all types of documents.
  • Document workflow - This approach enables organizations to maintain the efficient flow of documents by tracking them, routing them to the appropriate person, and managing them.
  • Electronic document management - This approach allows organizations to store and share documents electronically, which increases security and decreases the amount of paper used.
  • Data Analysis and Visualization - This approach enables organizations to better understand their data by turning it into meaningful visuals and insights.

In summary, these approaches can help organizations manage their documents more efficiently and effectively, while also helping them to better understand their data.


Knowledge tree — recommended articles
Integrated management system — Business process modeling — Management information system — Legacy data — Marketing information system — New technologies in management — Boundaryless enterprise — Teamware — Virtual structure

References

Retrieved from "https://ceopedia.org/index.php?title=Knowledge_tree&oldid=93629"