Knowledge management checklist

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Knowledge management metrics:

• Determine if you already have the finely systematized information (knowledge), or you still have a loose array of information that requires proper systematization?
• If the status of information is still unclear, then what is the scope of work necessary to reach a finely systematized state of your information (state of knowledge)?
• What kinds (types) of data will be systematized into a body of knowledge? 
• How this data could be represented (textual articles, pictures, tables, diagrams, etc)?
• How frequently the knowledge users are supposed to resort to the cross-informational and cross-documental references?
• What is the current volume of the available knowledge?
• How rapidly it supposed to grow?
• How many people are supposed to use the knowledge?
• How often the knowledge is expected to be modified and updated?
• What is the maximal expected data volume that body of knowledge can grow up to?
• How many functional areas the knowledge covers?
• What value the knowledge will add to activities users do?
• Determine what positive effect you plan to get.
• Determine how you could measure this effect.

Knowledge management roles:

• Who will use the knowledge?
• If possible, divide users into groups according to frequency and intensity of the knowledge use.
• How these users will judge helpfulness and usability of information?
• Who will extend the body of knowledge with new information?
• Who will update and modify information?
• Who will control the knowledge’s compliance in terms of its accuracy?
• Who will control the knowledge’s compliance in terms of its correctness?
• Who will administer the entire body of knowledge to reach its best integrity, consistency and accuracy?
• Who is responsible for knowledge availability and safety?
• Determine competence and authority necessary for each of the roles to perform their functions.

Knowledge management techniques:

• What is the best way to communicate required knowledge to its users?
• What business processes the knowledge will service and support?
• What is the best way to represent pieces of knowledge to its users?
• How the body of knowledge will be systematized (determining the knowledge structure), so that users can easily orient and navigate there?
• Build up a map of knowledge structure’s sections and sub-sections.
• Prepare and elaborate conception of the knowledge repository.
• Determine the clear procedures for the main and secondary processes: data systematization, retrieving, adding, updating, deleting and modifying.
• Determine the organizational skills and infrastructure needed to support knowledge interactions and processes.
• What kind of data carriers can be used to hold the knowledge pieces? Design documents if required.
• Determine how the knowledge will be technically stored, shared and communicated?
• Consider implementing some computer-based technology to transfer knowledge repository into electronic format and to boost up its processes.
• What kind of documentation will be used to drive its processes (retrieving, adding, updating, deleting and modifying)?
• Determine processes and ways of data accessing and sharing. Determine ways to limit and control them.

 Knowledge management requirements:

• What are the security requirements for the information?
• How many levels of authorization are necessary to screen users?
• Does each section of knowledge require its own level of authorization?
• Determine resources (computational, administrative, budget, time-related, etc.) necessary to implement the system and to maintain it.
• What tools and skills are necessary to perform operations with the knowledge for those who are authorized?
• What are the procedures of users’ authorization and recognition to let them accessing the data in general and specific terms?

Knowledge management issues to protect against:

• Unauthorized data accessing (data stealing and espionage) and malevolent modifying.
• Collapsing of knowledge structure due to ruining its integrity and consistency (modifying and intruding its body disorderly).
• Inability of legal and authorized access due to technical or administrative obstacles.
• Physical damaging of knowledge data carriers, channels and storages.

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