1. Introduction
Knowledge is a fundamental concept at the core of library services and activities. Libraries have long been recognised as vital institutions for acquiring, organising, preserving, and disseminating knowledge. From the earliest libraries in ancient civilisations to the modern digital age, libraries have played a crucial role in facilitating access to information and promoting community learning. Libraries serve as gateways to knowledge, offering various resources in various formats, including books, journals, databases, audiovisual materials, and digital content. They actively engage in knowledge management practices to ensure that information is collected, organised, preserved, and accessible to users. Libraries act as custodians of intellectual and cultural heritage, safeguarding knowledge for present and future generations. One of the primary functions of libraries is to support knowledge creation. Through research services, libraries provide access to scholarly literature and resources, enabling users to explore new ideas, advance understanding, and contribute to the body of knowledge. Libraries also foster a culture of inquiry and critical thinking by offering spaces for study, collaboration, and intellectual discourse.In the realm of knowledge organisation, libraries employ classification systems, cataloguing standards, and metadata schemes to organise and describe information resources. This structured organisation facilitates efficient retrieval and navigation of knowledge, enabling users to locate relevant materials within library collections. By creating robust and user-friendly search interfaces, libraries empower individuals to explore and access information easily.
Libraries are not merely knowledge repositories but active participants in knowledge dissemination. Librarians, with their expertise in information retrieval and management, curate collections, develop specialised subject guides, and offer reference services to assist users in finding the information they seek. They are crucial in guiding users through vast resources, ensuring they find the most relevant and reliable information. Libraries also embrace technological advancements, embracing digital libraries, online databases, and electronic journals to extend the reach of knowledge beyond physical boundaries.
Furthermore, libraries play a pivotal role in knowledge preservation. They undertake preservation initiatives to safeguard fragile and rare materials, ensuring long-term survival. Through digitisation projects, libraries convert analogue resources into digital formats, making them more accessible and resilient against physical deterioration. By preserving knowledge, libraries contribute to the collective memory and promote cultural heritage, connecting us to our roots and helping us appreciate the value of knowledge preservation.
Libraries are not confined to traditional roles but also serve as dynamic centres of knowledge exchange and lifelong learning. They host workshops, lectures, and community events to foster intellectual engagement and promote information literacy skills. Libraries provide opportunities for individuals to enhance their knowledge, acquire new skills, and adapt to the evolving information landscape. By supporting lifelong learning, libraries empower individuals to continue their educational journey and stay updated in their fields of interest.
2. Knowledge: Definition
A precise, universally accepted definition of knowledge applicable in all contexts is nearly impossible. Scholars studying knowledge as a resource, philosophical concept, or social wealth have provided their own definitions based on their areas of research.According to the Random House Dictionary (RHD), "knowledge" can be understood as follows:
- Familiarity with facts or principles obtained through study or investigation, general erudition.
- Familiarity or conversance with a particular subject or field of learning.
- Acquaintance or familiarity gained through observation, experience, or reports, such as knowledge of human nature.
- The state of knowing, having a clear and certain perception of facts or truth.
- Awareness of a fact or circumstance.
- Information that is known or may be known.
- The body of truths or facts accumulated by humanity over time, like humanity's knowledge of the moon.
Another perspective on defining knowledge considers the word's origins in the Greek term "gnosis". A related word is "recognise". We know what we recognise, meaning we mentally process our experiences, shaping and giving them identifiable mental forms. By doing so, we realise experiences and transform them into knowledge. This approach intersects with the meanings of knowledge provided in the RHD.
Daniel Bell, a Professor of Sociology at Harvard University, presents a comprehensive definition of knowledge as the driving force of the Post-industrial Society: "Knowledge is an organised set of factual statements or ideas that present reasoned judgments or experimental results. It is transmitted to others through various communication media in a systematic form. Knowledge comprises new judgments (research and scholarship) or the presentation of existing judgments found in textbooks, teaching and learning materials, and collected library and archival materials".
Alvin Toffler, the renowned author of "Future Shock", "Third Wave", and "Power Shift", offers another perspective on knowledge, including data, information, images, attitudes, values, and other symbolic products of society, regardless of their accuracy. In the emerging field of Knowledge Management, Davenport defines knowledge as follows: "Knowledge is a fluid blend of framed experience, values, contextual information, and expert insights that provide a framework for evaluating and incorporating new experiences and information. It originates and is applied within the minds of individuals. Within organisations, knowledge often becomes embedded not only in documents or repositories but also in organisational routines, processes, practices, and norms."
Knowledge is a highly organised intellectual product of human beings, encompassing personal experiences, skills, an understanding of various contexts in which we operate, and the assimilation and recording of this knowledge in a form that can be communicated to others. The communication of recorded experiences, data, and information facilitates further growth.
We may also say, "Knowledge is the understanding and awareness gained through learning, experience, and information, enabling us to comprehend and navigate the world around us."
3. Knowledge: Nature and Characteristics
Knowledge is a fundamental human resource that distinguishes humans from other beings and drives societal progress. It is more than just the accumulation of facts or information; it represents the meaningful understanding, interpretation, and application of information. In the context of Library and Information Science (LIS), knowledge is considered the outcome of the information cycle—data becomes information, and information transforms into knowledge when processed by human intellect and experience.Knowledge is the basis of learning, decision-making, innovation, and cultural development. It is individual (residing in a person’s mind) and collective (stored and shared through documents, institutions, and social systems).
Nature of Knowledge
- Human-Centred: Knowledge originates in the human mind, shaped by perception, reasoning, experience, and learning.
- Dynamic and Evolving: Knowledge is not static; it changes and expands with discoveries, experiences, and reinterpretations.
- Cumulative in Nature: New knowledge builds upon existing knowledge, creating continuity across generations and disciplines.
- Contextual: The value and meaning of knowledge depend on context, culture, and purpose. What is useful in one setting may not be in another.
- Abstract and Intangible: Unlike material resources, knowledge is invisible and intangible, though it can be expressed through language, symbols, or technology.
- Transferable: Knowledge can be shared, communicated, and transmitted through teaching, documentation, and digital platforms.
- Socially Constructed: Knowledge is shaped by collective human activity, culture, institutions, and social interactions.
- Action-Oriented: Knowledge guides human action, problem-solving, and innovation. It enables people to apply information for productive use.
- Value-Based: Knowledge embodies values, ethics, and beliefs, making it normative as well as descriptive.
- Global Resource: In the digital era, knowledge is regarded as a universal resource, transcending geographical and political boundaries.
Characteristics of Knowledge
- Dual Form (Tacit and Explicit): Tacit knowledge is personal, experiential, and challenging to express (e.g., intuition, skills, personal insights). Explicit knowledge is documented, codified, and easily transferable (e.g., books, databases, reports).
- Interconnected and Systematic: Knowledge is organised into disciplines, systems, and frameworks. It is rarely isolated but interlinked with other fields.
- Creative and Innovative: Knowledge stimulates creativity, leading to discoveries, technologies, and cultural expressions.
- Measurable through Application: The effectiveness of knowledge is often assessed by how well it solves problems, supports decisions, or generates innovation.
- Reproducible and Shareable: Once acquired, knowledge can be replicated, adapted, and applied by others, ensuring continuous dissemination.
- Dependent on Information and Data: Knowledge cannot exist without a foundation of data (raw facts) and information (processed facts). It is the final, most refined stage in the data-information-knowledge hierarchy.
- Both Individual and Collective: At the individual level, knowledge resides in human memory, skills, and expertise. At the collective level, it exists in organisations, libraries, databases, cultural traditions, and societal practices.
- Universal but Specialised: Knowledge can be universal (e.g., laws of nature) and specialised (e.g., domain-specific knowledge in medicine, law, or engineering).
- Time-Sensitive: Some knowledge (e.g., scientific laws) remains valid over long periods, while others (e.g., market trends, technological practices) become obsolete quickly.
- Empowering Resource: Knowledge allows individuals and societies by reducing ignorance, enabling informed decisions, and fostering development.
4. Knowledge Management (KM)
In today’s information age, knowledge is considered the most valuable asset of organisations, institutions, and societies. However, knowledge has little value unless organised, shared, and applied. This process of systematically handling knowledge is called Knowledge Management (KM).Knowledge Management is a multidisciplinary concept that combines library and information science, management science, information technology, and organisational behaviour. It ensures that knowledge resources are collected, stored, organised, disseminated, and used effectively for decision-making, innovation, and competitive advantage. Knowledge Management refers to the systematic process of identifying, capturing, organising, storing, sharing, and using knowledge to achieve organisational goals and to ensure continuous learning and innovation.
It focuses on managing tacit knowledge (personal, experiential, intuitive knowledge residing in individuals) and explicit knowledge (codified, documented knowledge available in databases, manuals, reports, etc.). KM ensures that the proper knowledge is delivered to the right person at the right time to make the best possible decisions.
Several scholars and organisations have defined KM in different ways:
Davenport & Prusak (1998): “Knowledge management is a process of capturing, distributing, and effectively using knowledge.”
Nonaka & Takeuchi (1995): “Knowledge management is the capability of an organisation to create new knowledge, disseminate it throughout the organisation, and embody it in products, services, and systems.”
Wiig (1997): “Knowledge management is the systematic, explicit, and deliberate building, renewal, and application of knowledge to maximise an enterprise’s knowledge-related effectiveness.”
Gartner Group (2002): “Knowledge management is a discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all of an enterprise’s information assets.”
American Productivity and Quality Centre (APQC): “Knowledge management is a systematic effort to enable information and knowledge to grow, flow, and create value.”
5. Objectives of Knowledge Management
Knowledge Management (KM) is the systematic process of identifying, capturing, organising, storing, sharing, and applying knowledge to achieve organisational goals. In a knowledge society, organisations recognise knowledge as a strategic asset that must be managed in terms of physical, financial, or human resources. The objectives of KM are designed to ensure that knowledge is effectively utilised to improve decision-making, innovation, efficiency, and competitiveness while promoting continuous learning.Primary Objectives of Knowledge Management
- Capturing and Preserving Knowledge: One of the primary objectives of KM is to collect and retain both tacit knowledge (skills, experiences, intuition) and explicit knowledge (documents, reports, databases) so that valuable insights are not lost when individuals leave the organisation.
- Facilitating Knowledge Sharing: KM aims to create a culture where employees, researchers, and stakeholders freely exchange knowledge through meetings, workshops, intranets, and digital platforms. Sharing avoids duplication and encourages collaboration.
- Transforming Tacit into Explicit Knowledge: By documenting individual expertise, best practices, and experiences, KM converts tacit knowledge into explicit forms that can be stored, disseminated, and reused across the institution.
- Improving Decision-Making: KM ensures decision-makers have accurate, timely, and relevant knowledge. Access to organisational memory, databases, and expert systems reduces uncertainty and supports evidence-based policies.
- Enhancing Efficiency and Productivity: KM minimises duplication of work by enabling staff to access existing knowledge resources. It helps optimise workflows, save time, and use resources effectively.
- Promoting Innovation and Creativity: KM creates an environment where new ideas are encouraged and knowledge from diverse sources is combined to generate innovative products, services, and solutions.
- Supporting Organisational Learning: KM fosters a learning organisation culture by promoting lifelong learning, continuous improvement, and adaptation. It ensures employees gain skills, share experiences, and learn from past successes and failures.
- Ensuring Knowledge Accessibility: KM ensures that knowledge is organised, indexed, and readily retrievable through repositories, databases, and search systems. The proper expertise must reach the right person at the right time.
- Strengthening Collaboration and Teamwork: KM supports collaboration within and across departments by providing platforms for communication, file sharing, and co-creation of knowledge. Communities of practice and knowledge networks are encouraged.
- Supporting Strategic Goals: KM aligns knowledge processes with the long-term objectives of the institution or organisation. It ensures that knowledge resources directly contribute to the organisational mission, vision, and competitiveness.
- Preserving Institutional Memory: KM prevents the loss of critical knowledge due to retirements, resignations, or turnover. Institutional repositories, documentation, and archival systems safeguard an organisation’s historical and intellectual assets.
- Creating Value from Knowledge Assets: KM helps organisations treat knowledge as a resource that can be monetised or leveraged for advantage. Intellectual property, patents, and trade secrets are managed to maximise organisational value.
- Supporting Customer and User Needs: KM ensures customer satisfaction by using knowledge about customer preferences and feedback. KM ensures users’ information needs are addressed promptly and effectively in libraries and institutions.
- Improving Quality and Performance: KM provides standards, benchmarks, and best practices that help organisations maintain quality assurance and continuously improve services and processes.
- Encouraging Cultural Change: KM seeks to break down information silos by promoting a knowledge-sharing culture. It motivates employees to collaborate rather than hoard knowledge for personal gain.
- Leveraging Technology for Knowledge Use: KM integrates IT tools like databases, content management systems, groupware, and artificial intelligence to ensure knowledge flows seamlessly across the organisation.
- Ensuring Competitive Advantage: KM aims to provide organisations with a unique edge by applying knowledge more effectively than competitors in the global economy. It helps industries remain adaptive and resilient.
- Reducing Risks and Uncertainty: By using accumulated knowledge, organisations avoid repeating mistakes and reduce risks. Lessons learned from past projects serve as guides for future activities.
- Supporting Research and Development (R&D): KM supports innovation and discovery by providing researchers access to institutional repositories, global databases, and collaborative platforms, thereby speeding up scientific and technological progress.
- Encouraging Ethical and Responsible Knowledge Use: KM promotes policies for ethical knowledge handling and respecting copyright, privacy, and intellectual property rights. This ensures responsible use and dissemination of knowledge resources.
6. Changing Scenario and Driving Forces in Knowledge Management
Knowledge Management (KM) has emerged as a critical discipline in the information and knowledge society. In its early stages during the 1980s and 1990s, KM was primarily focused on document management, information systems, and explicit knowledge stored in organisational databases. Over time, however, the scope has expanded significantly to include tacit knowledge, organisational culture, collaboration, innovation, and technology integration.The scenario of KM continues to change under the influence of technological, economic, organisational, and societal forces. These driving factors determine how organisations capture, organise, share, and utilise knowledge in an increasingly dynamic and globalised world.
A. Changing Scenario of Knowledge Management
- Shift from Information to Knowledge: Earlier, organisations emphasised information management (document storage, retrieval). Today, the focus is on knowledge creation, application, and innovation, recognising that knowledge is a strategic asset.
- From Explicit to Tacit Knowledge: In the past, KM dealt mainly with explicit knowledge (documents, reports, manuals). Now the emphasis is on capturing and sharing tacit knowledge (skills, experiences, intuition) through collaboration platforms and communities of practice.
- Integration with Technology: Initially, KM relied on manual or basic ICT systems. Today, it is integrated with advanced technologies such as artificial intelligence, machine learning, cloud computing, and big data analytics to improve storage, access, and application of knowledge.
- Globalisation of Knowledge: Knowledge has moved beyond organisational or national boundaries. Global collaboration, open access repositories, and cross-cultural knowledge sharing define the present scenario.
- User-Centred Approach: Earlier KM systems were top-down, centrally controlled. They are user-driven, focusing on personalisation, self-archiving, social media tools, and participatory knowledge sharing.
- Knowledge as a Competitive Advantage: Traditional organisations competed on physical and financial resources. Today, knowledge capital is a primary source of competitiveness and long-term sustainability.
- Knowledge Economy and Society: KM has shifted from an optional practice to a necessity, as societies now thrive on intellectual capital. Governments and institutions adopt KM principles for education, governance, and economic growth.
- Focus on Collaboration and Learning: Earlier, KM was limited to storing and accessing information. Now, it emphasises collaboration, continuous learning, and the development of learning organisations where knowledge flows across departments and disciplines.
B. Driving Forces in Knowledge Management
- Technological Advances: Rapid growth of ICT, AI, IoT, cloud computing, and social media enables large-scale knowledge creation, storage, retrieval, and predictive applications.
- Globalisation: Global competition and cross-border collaborations drive organisations to adopt KM to remain innovative and relevant in international markets.
- Knowledge Economy: Intellectual capital—ideas, expertise, skills—is now the main driver of growth. KM harnesses this capital to create a sustainable competitive advantage.
- Changing Work Culture: Organisational culture has shifted towards teamwork, collaboration, and communities of practice, making knowledge sharing a central value.
- Innovation and Competitiveness: Continuous innovation is essential for survival in fast-changing markets. KM supports idea generation, product development, and problem-solving.
- Customer Expectations: Informed customers demand personalised and high-quality services. KM systems like Customer Relationship Management (CRM) help industries meet these expectations.
- Shorter Knowledge Lifecycle: Knowledge becomes obsolete quickly due to technological change. KM ensures the continuous updating and renewal of organisational knowledge.
- Democratisation of Knowledge: Open access platforms, institutional repositories, and social media allow individuals to contribute and access knowledge, shifting KM from organisation-centric to community-centric.
- Organisational Learning Needs: KM is driven by the need to build learning organisations that continuously adapt and improve by capturing and applying past experiences.
- Government Policies and Regulations: Policies promoting open access, intellectual property rights, and innovation ecosystems encourage institutions to adopt KM practices.
- Economic Pressures: Competitive pressures and resource limitations force organisations to use KM efficiently, reducing duplication of effort and maximising outputs.
- Knowledge Worker Dominance: With the rise of knowledge workers (IT professionals, researchers, managers), KM has become essential in capturing and applying their expertise effectively.
- Rise of Social Media and Networking: Professional and social platforms like LinkedIn, ResearchGate, and Academia.edu encourage interactive knowledge sharing and networking.
- Crisis and Uncertainty: Pandemics, economic recessions, and natural disasters highlight the role of KM in resilience planning, disaster management, and ensuring continuity of services.