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Documentation of the knowledge

BY: Muhammed Haris | Category: Others | Post Date: 2009-07-13

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   Muhammed Haris
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Documentation of the knowledge and subsequent updates are an important aspect in corporate world. Every organization obviously have the study materials and work instructions, but there are many things which are not documented in any study materials or work instructions. There may be many updates came through the mails, therefore information in the mails need to documented as well.

Documentation of the knowledge from all sources is important because:

1. Not everybody who needs to have those updates would have received the mail, for one or the other reason.

2. The information on the mails server may get deleted, or delayed because of server crash or data itself may get corrupt.

3. The language mentioned on the mail, would not be simple like the language at the study materials. So, different people would interpret the content differently.

Knowledge can sometimes be gained even out of personal experience and lives only in one person's head. Many times that knowledge would not be documented anywhere. That bit of information would be just in the mind of a particular person. When that person leaves the job, another person cannot not gain this undocumented knowledge until he spends the same tenure in the system or significant time chasing the older employee's work.

So all these justify the importance of documentation of the knowledge for the reference of other associates in an organization. There should be a systematic way of communicating the updating any new update found in any process. Everybody should have the access to the knowledge base created. The regular back ups have to be taken to avoid any possibility the data loss.

Giving the web interface, many companies create knowledge base systems using the HTML or any other web based application like Microsoft Front page or Active Server pages etc. They serve an easy tool to keep up with the documentation of such corporate updates.

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