The Government has to manage a large volume of documents. These documents include Policies, Forms, Acts and Regulations, Circulars, Guidelines and Standards, Annual reports, Office orders, Office Memorandums and Manuals. The immediate need in this scenario is to have a system where an authorized employee can locate required documents and files in the shortest possible time, update and share them with other relevant users and finally, store them with proper versioning.
The KMS supports the complete lifecycle of the electronic document from its creation to its archival. It creates a Central Document Repository of documents that can be accessed by all users based on their roles and access privileges
In the broadest sense, Knowledge Management system can range from an individual repository to an enterprise content management system. There are several common issues that are involved in managing documents, Knowledge Management system address the following areas:
Where will the documents be stored?
Where people need to go to access documents?
What methods will be used to organize or index the documents to assist in later retrieval?
How will documents be found retrieved?
What kinds of document information are indexed for rapid retrieval?
How will documents be kept secure?
How will unauthorized personnel be prevented from reading, modifying or destroying documents
How can documents be recovered in case of destruction from fires, floods or natural disasters?
How long should documents be kept, i.e. retained?
How can documents be preserved for future readability?
How can documents be available to the people that need them?
If documents need to pass from one person to another, what are the rules according to which the work should flow?
How are documents created for the repository?