Knowledge management system and its importance to the organization

When we talk about knowledge management systems for organizations, we are actually referring to a variety of software, incorporated under the field of Document Management

Systems or DMS for short. The main goal of an information management system is to streamline and improve the flow of knowledge in the organization, in the company and in the office, starting

At the individual employee level, through teams and departments, projects to divisions and management itself. Due to their many advantages in terms of speed, economy and improvement

The conduct of the organization, these systems become an important basis in the conduct of organizations and companies from all sectors.

What does knowledge management mean in organizations

The phrase “knowledge is power” has become ever more relevant nowadays and any business owner, company or organization manager can understand this. However, the question is not just about the content

different in their knowledge and quality, rather it pertains to how it is used. For example, a company engaged in construction can accumulate a rainbow

Wide range of data and documents related to customer engagement, more and less successful marketing campaigns, costs of contractors, bids

Lawyers, minutes of discussions in planning and building committees, correspondence with government ministries and so on.


There is no doubt that this is essential and extensive knowledge, but the question is how to use it. For example, whether the information is stored securely and available on the organization’s servers or in the cloud in an orderly manner,

and cataloged according to a pre-determined policy? Such an approach will ensure that the relevant factors in your company (construction company, industrial plant or food company, law firm and so on),

They will be able to access the necessary files and documents as quickly as possible. On the other hand, if there is no system that arranges, organizes and saves the documents,

In other words, to collect the material in an organized, clear and coordinated manner, any action of locating the materials may encounter delays, questions, misunderstandings or “simple” waste of valuable time.

Considering that the organization averages tens of thousands of such operations per week, we understand that this is a very long time that is not being utilized effectively. Moreover, when the information is not collected and stored in an organized and efficient manner,

There is a very high chance of human error leading to the loss of essential documents for work and even sensitive documents that contain classified details of the company or customers.

Current Issues in Knowledge Management in Organizations

In the current era, knowledge management in organizations involves even more far-reaching issues. First, because there is a lot more information available in light of the ability to record,

Photograph, type and scan a wide range of materials and documents, which significantly increases the amount of information that organizations receive from external sources

and both internally. Therefore, there is also a huge importance to the system that helps in prioritizing the information and the ability to reach the documents that are really important and relevant

In peak time, without wasting valuable time again on searches and calls that do not advance the patient topic.


Second, nowadays the issue of information security of computerized knowledge management is rising. Every business, company and organization has documents that contain sensitive details,

For example, marketing strategies decided on by the company’s management, lawyer’s client details, quotes given to the company’s clients, capital statements

and other documents in accounting firms, and so on. Managing knowledge and documents in organizations in the current era must enable not only efficient and rapid conduct,

but also safe and secure. These things are true not only in the level of security of the server and the various encryptions of the communication in front of it, but also in the level of the internal

Organizer. This requires a knowledge management system in which permissions can be applied for the various managers and employees, such as staff members on the project

Specific, CFOs, Personnel Managers, etc.


A third issue related to information management in today’s organizations is related to the sources from which the information comes. For example, while in the past the information was based

Mainly about written paperwork, faxes and simple office software, nowadays information can flow from many end devices. For example, the information may reach

From an internet portal that the company provides to its customers, from cameras of mobile devices, scanners of agents in the field, from disks, computers

Portable and stationary, from e-mail and a variety of worksheets and file formats. Therefore, knowledge management in organizations should rely on systems

who know how to receive the documents that come from all these types and devices, collect them and organize them in an orderly manner in accordance with the established policy,

Allow clear and completely accessible retrieval of any document. In fact, the goal is to allow “zero time” retrieval of any existing document in the organization’s possession

and which the employee / manager is interested in reading or working on. The systems developed by our company do this!

Multiple Benefits of Computerized Knowledge Management Systems

Such systems give the organization a wide range of benefits, some of which are implied by the things mentioned above and there are many more. For example, knowledge management

and documents with the help of advanced systems like ours allows you to work together on documents. That is, any licensed entity can view and work on the same

Time on the same document, when everyone sees the changes the other makes in real time, different versions can be saved with edits of the same document

at different times, as well as retrieve, retrieve and work on previously saved versions. It goes without saying that such a partnership saves a lot of fuss and time, when

The employee does not have to get up from the chair – not even to do joint work. He also does not have to get up from his chair to get to the documents that are somewhere

On computer disks in the organization, or in cabinets and drawers like paperwork, he does not waste paper and prints, and he does not have to worry about file conversions he receives

For example by email so that they can be saved and read by him or others in the future.



A computerized knowledge management system developed by our company is suitable for businesses, organizations and companies of all sizes and areas of activity, and is able to manage with great success

Tens of thousands of documents, while working well with the entire Windows operating system from within the organization’s servers. The system sorts out the various files,

Whether it’s projects, vendors, customers, quotes, marketing campaigns, meeting summaries and more the list goes on. For each client and project there are

Dividers and you can of course open more than one bag for them. The documents themselves are saved as source documents in WORD Ann as result documents in PDF, and can

Locate and retrieve them easily and quickly by locating by “Files”, client, topic, keywords, date, name and so on.


Our system produces a type of box to which the documents produced by the sea are sent by the workers, whether they come from a scan, a fax,

From a mobile phone, computer and so on. The document itself is automatically moved to the folder at its marking and in light of the predefined policy, and is later given

To retrieve “in zero time” without delays or problems. All this with direct connection to Office and Outlook and direct linking of documents to customer files

and other files from these programs. Beyond that, the software knows how to handle and collect any type of document, whether it is audio, video, texts or

Images, it can generate administrative reports, and more.


These qualities and many more give organizations that use our systems multiple benefits: saving time for managers and employees, saving paperwork

And in storage space, significant streamlining of day-to-day operations, accurate compartmentalization according to permissions, ability to collaborate on documents in an easy and accessible way,

Minimizing human error and document loss, and the list goes on.

Do you have a question about system features? Interested in receiving further explanations?

Contact us and we will be happy to assist you

Hanibaal Team – Document Management System

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