Employees, who are to follow these guidelines and apply the knowledge at their place of the value chain, have to be informed beforehand. Any new feature or modification will have to be communicated. If they are searching for content, it must be ensured that these are current and historical or invalid content does not appear or is clearly labelled as outdated.
Spontaneous or systematic revision of the content by an editorial function keeps the content current, replaced or updated timely.
The contents are not equally interesting, noteworthy or mandatory for all members of the organisation. Accordingly, each employee must receive his individual information package for his tasks and environment. Given today’s information overload a sparse, concise and efficient notification procedure is required to avoid a loss of attention.
Members of the organisation can have an obligation to retrieve the information (pull) or the organisation is obliged to notify the recipients (push).
Knowledge management can be run effectively among larger workforces based on personal networks. The flow of information must be steered along organisational and geographical criteria. This dynamic allocation of knowledge is indifferent to fluctuations in knowledge nor in the workforce.
To avoid wasting the attention of the recipients it is best practice to mark slight changes on large content as such.
An internal control system following the principle of segregation of duties provides assurance for the quality of the content. Before any information is communicated within the orgnaisation, it subject to a proactive quality control procedure:
- An editorial functionidentifies theknowledge areasandstructures relevant to the enterprise.
- Authors-typically subject matter experts-designandupdate the content.
- Examiners-alsoexperts in the field-evaluate thefactual accuracy, validity periods, theplannedaddressees, reference toother content.
- Theapproverauthorisesafter checkingthe content formallybefore it can be distributed.
- Notesand comments ofexaminersandapproversarelogged not only in the case ofrejections. The change historyofeach version, the versioningofdocumentsand the acknowledgement are registered in a protocol.
- Whenevercontent expires, its further use must be avoided. Therefore, readers are notified aboutthe end of the validity periodand/or the content is submitted to theauthorfor review.
After the start of the authorisation procedure, the content must be conserved. Furthermore, the content of the change log must be stored unchangeable to allow audits. Inefficient, unstructured communication based on differing versions can be excluded.
This is the only way a company can achieve compliance with legal regulations, corporate governance rules and quality standards.