Differences among document management, file management, knowledge management and content management

The difference between file management, document management, knowledge management and content management can be handled by electronic file management system, which has the functions of centralized management, cooperation and security protection.

Understand the relationship between knowledge management and content management? From the relationship between them, content management can be regarded as a basic component of knowledge management. In fact, many knowledge management solutions, especially those aimed at explicit knowledge management, mainly include two parts, one is content management, and the other is infrastructure construction.

For more information, please refer to 3Hmis knowledge management.

Main contents of archives management. The duties of archivists

1, responsible for the formation, accumulation, storage and filing of archival materials of the unit, and ensuring the integrity, accuracy and systematization of archival materials.

2, adhere to the usual finishing. According to the formation characteristics of different types of archival materials in this unit, the categories of archives are formulated and stored in a reasonable way, which is convenient for use and filing.

3. The page number of the filed document is accurate, the document directory is clear, and the document title is concise.

4. Take good care of the files filed by our company, and pay attention to the safety and confidentiality of the files.

5. Classify, arrange and catalog the documents according to the requirements, and compile a retrieval tool, which can quickly and accurately query the required documents according to the requirements.

Second, the scope of collection and archiving

All kinds of archival materials (including official documents, letters, meetings, contracts, drawings, registration forms, reports, rosters, prizes, audio-visual materials, etc.). ) Those sent by relevant departments that are closely related to our company and have preservation value belong to the scope of collection and archiving.

1. Minutes, minutes and resolutions of the shareholders' meeting and the board of directors.

2. Records and minutes of various working meetings and professional meetings.

3. All kinds of work plans, schemes, arrangements, summaries, reports, briefings, notices and other documents issued by the company.

4. Various rules and regulations.

5. Documents for instructions from superiors and all kinds of documents approved by superiors. (excluding project approval documents)

6, a variety of comprehensive or thematic feasibility studies, surveys and other reports.

7. Basic drawings, blueprints and written materials of engineering construction.

8. Approved engineering design drawings and written materials.

9. Various reports, rosters, registration forms, books, materials and vouchers.

10. Audio and video materials that publicize or reflect important activities of our company.

1 1. Certificates, certificates, medals, flags and prizes obtained by our company.

12, all kinds of property certificates and vouchers, all kinds of proof stubs, all kinds of licenses.

13. Publications edited and published by our company.

14, company recruitment, probation, promotion, salary increase and other personnel information.

15. Contracts, covenants and agreements signed by relevant units and companies. ?

16, sales contract and sales customer information. ?

Third, the filing requirements

1. All documents issued by the company are collected by the relevant personnel of the management department and filed by the file manager.

2. After a job is completed, the person in charge will sort out all the archival materials formed by the job and send them to the special administrator for filing. ?

3. Prepare the handover form. When the agent submits the information to the manager for the record, both parties shall register and sign it.

4. Conduct a comprehensive and thorough inventory in March every year.

5. The main parts or attachments, requests and replies of the text and manuscript (published) shall be filed together with the letters and replies.

6. Archived archival materials should be originals, and generally do not need copies. Attention: check whether the official seal is required, if the document has no title, it should have a title, and if the content, abstract and document have no date, it should have a date. ?

7. Archived audio and video data should be provided with text descriptions.

8. Archived archival materials must be preliminarily sorted out, and the archival materials of the same specific problem should be put together and arranged in the order of archival formation.

9. Financial vouchers and statements shall be kept by the lead accountant.

Fourth, borrowing and copying files.

1. Prepare the book borrowing form, which must be filled in when borrowing and returning, and signed by both the user and the custodian.

2, access to all kinds of files should be carried out in the company, there should be no scratches, altered, folded, cut, photographed, torn, etc. If it is necessary to lend it to the company under special circumstances, it is necessary to fill in a loan application and get approval from the department head or deputy general manager.

3. When an external unit comes to consult its archives, it needs a letter of introduction from the unit, which can only be consulted or copied after being signed and approved by the general manager of the company.

The Confidential Management of verb (the abbreviation of verb) Files

1. Archivists and company employees should abide by the confidentiality system and strictly abide by the confidentiality principle to ensure the safety of files.

2. Any calling file must be provided by the archivist, and no one can directly inquire.

3. Borrowing files must be handled in strict accordance with the file borrowing system, used within a time limit and returned on schedule. The returned documents should be carefully checked, and problems should be traced in time.

4. The documents of shareholders' general meeting and board meeting are only available to shareholders and board members. If other personnel need to consult, they must obtain the consent of the general manager.

5. Employees of each department can only consult the materials related to their own departments. If it is really necessary to consult other materials, it must be approved by the deputy general manager.

Intransitive verbs destroy files

1. Documents that need to be destroyed after identification must be listed on the document destruction list.

2. When destroying documents, the examination and approval system must be strictly implemented, and all kinds of documents must be destroyed after being approved by the department manager, general manager and chairman.

3, approved the destruction of documents, there must be two people to pin; After the destruction, the appraiser shall indicate the date of destruction on the destruction list and sign and seal it. Mark "Destroy" on the corresponding file directory and file master register.

Knowledge management case Microsoft knowledge management solution

Knowledge management is an inevitable requirement in the era of knowledge economy.

With the advent of the era of knowledge economy, enterprises will gain competitive advantage mainly through knowledge rather than financial capital or natural resources. The knowledge of an enterprise will become the most important resource alongside human resources and capital. Knowledge management is an inevitable requirement in the era of knowledge economy, because:

1. Knowledge management is the basic work to cultivate enterprise's ability. In the era of knowledge economy, the cultivation of internal capabilities and the comprehensive application of various capabilities are regarded as the most critical factors for enterprises to maintain and compete. After strengthening knowledge management, employees can quickly adapt to changes in the external environment by learning foreign knowledge, and learning internal knowledge can enhance their ability to solve similar problems. Only by strengthening knowledge management can enterprises gradually accumulate, summarize and upgrade tacit knowledge in the course of business operation and form valuable wealth of enterprises.

2. Knowledge management is the basis for enterprises to make effective and correct decisions in the era of knowledge economy. When there is no knowledge management, when an employee needs a certain kind of knowledge, he may not get the exact knowledge he needs or get it in time, which may make the decision incorrect and have a fatal impact on the enterprise.

3. Compared with other resource management, knowledge management has its own characteristics. Knowledge resources have the following characteristics: (1) Knowledge can appear in the database in the form of publications and contents, and can also exist in the minds of employees. Knowledge is not tangible like other resources, but almost intangible and difficult to measure; (2) Part of the enterprise's knowledge comes from outside the enterprise, which requires the enterprise to keep an eye on it at all times and find useful knowledge and information from the vast ocean of knowledge sensitively and timely; Another part of the knowledge of an enterprise depends on the accumulation and induction of the enterprise itself in the process of production practice. Knowledge cannot be found in the market like human resources needed by enterprises, nor can it be raised in the financial market like financial capital; (3) knowledge will not be distributed less or cause any loss because more people use it, but the greater its scope of action, the greater its value to the enterprise; (4) Whether a person is willing to share the knowledge in his mind with everyone depends on his own will and cannot be forced.

Knowledge management system and

Differences between traditional office automation systems

Generally speaking, the difference between knowledge management system and traditional office automation system is that knowledge management system covers all the contents of information processing, while traditional office automation system only covers part of the contents of information processing.

Knowledge management system can be said to be the sublimation of traditional office automation system, which embodies:

1. The knowledge management system aims at enabling knowledge workers to conveniently obtain all kinds of information they need anytime and anywhere through the Internet. Therefore, information search is a very necessary function of knowledge management system. This is beyond the traditional office automation system.

2. In the knowledge management system, everyone is the beneficiary and producer of information. Therefore, the knowledge management system covers comprehensive information processing, including: information release, information classification, information collection, information search and information processing; The traditional office automation system only covers part of information processing.

3. Information reprocessing: By establishing a perfect data warehouse in the data center, the data is deeply mined and statistically analyzed, so as to build a decision support business intelligence system. The traditional office automation system does not have this function.

Use Exchange2000

Core knowledge management solution

Microsoft and Beijing Tomorrow High-Tech Co., Ltd. provided China Huarong Asset Management Company with a knowledge management solution with Exchange2000 as the core, which greatly enhanced the core competitiveness of the enterprise.

The architecture of Huarong Knowledge Management System is based on the network operating system Windows2000, Exchange2000 as the communication and collaborative development platform, Inter Information Server as the Web information platform, supplemented by the content publishing, site management and search engine of Site Server3.0, which constitutes the back end of the application.

The front end of the system adopts Web style, and at the same time, the clients of various traditional business applications are encapsulated into Web parts through XML and integrated into IE, thus building Huarong's enterprise portal, which has strong expansibility and flexibility. With the development of business, new business applications can be integrated into enterprise portals in the same way. Because all business applications are web-based, it replaces the traditional client/server applications.

The middle layer of the system is a group of common COM+ components, which provide some reliable and efficient application logic, and can access the back-end data through these components.

The back end of the system is an information storage platform composed of Exchange2000, SiteServer3.0 and MS SQL Server 7.0, which stores all the information of the whole knowledge management system.

The application module of knowledge management system includes:

Online communication, document management, public information, forums, online training, information services, knowledge base, business management, human resources, personal tools, help centers, system maintenance, etc.

Document management reproduced the following information for your reference.

The main steps of file management

Determine the role of document management Make sure that your plan includes feedback from key project leaders in your organization, that you have the right team to implement the solution, and that you know who will participate in the document management process. For more information about establishing a document management planning team, see Determining Document Management Participants and Project Leaders. The purpose of analyzing the document. After determining who uses the document, determine the type of document they use and how to use it. For more information, see Analyzing Document Usage. Organizational structure of planning documents. You can put files in libraries, team sites, and portals. Office SharePoint Server 2007 provides a series of file organization and storage functions, from specialized websites (such as record libraries) to free-form file libraries (for special file creation and collaboration). In the library, you can further divide the content into folders and subfolders. For more information, see Planning a Document Library. Planning how to move content between different locations at different stages of the file life cycle may require moving files from one website or library to another. For example, the publishing process may include moving documents from temporary websites to public websites. If you need to convert content from one format to another when moving content between websites, you also need to plan content conversion. For more information, see "Planning Content Flow" in the topic planning document library. Planning Content Types Use content types to organize information about document types, such as metadata, document templates, policies, and workflows. This is an important step to help you organize your files and enforce consistency throughout your organization. For more information, see Planning Content Types (Office SharePoint Server). Planning Content Control You can plan an appropriate level of control for each content type and storage location. For example, for a document library, you can plan to require check-in and check-out, and use information rights management to prevent unauthorized document distribution. For more information, see Planning Version Control, Content Approval, and Checkout. Planning a Workflow By planning a workflow for your organization, you can control and track how files move between team members as each participant collaborates in their lifecycle. Office SharePoint Server 2007 includes workflows for common team tasks, such as reviewing and approving documents. Office SharePoint Server 2007 also supports the creation and installation of custom workflows. For more information, see Planning a Workflow for Document Management. Planning Strategy For each content type, an information management strategy should be planned to ensure that documents are properly reviewed, retained or processed according to the organization's institutional and legal requirements. Office SharePoint Server 2007 contains policies for auditing, file retention, labeling, and barcoding (to ensure that printed content can be associated with the corresponding version in the document library). For more information, see Planning an Information Management Policy.

HP Knowledge Management Program

Company management has developed greatly from simple to complex, starting with production management, and then financial management, human resource management and organizational management. "Now is the era of knowledge management," said Gao Jianhua, Chief Knowledge Officer (CKO) of Hewlett-Packard Company in China.

In Gao's view, knowledge management has at least the following three obvious functions: first, to improve the organizational IQ, to collect, sort out and share the knowledge and experience of all employees in the company, so as to improve the overall intelligence of an organization; The second is to reduce duplication of work, in noble words, "people don't need to make wheels repeatedly", and the only result of duplication is to waste resources; The third is to avoid organizational amnesia, and the loss of employees will not cause the loss of knowledge and experience.

The road of HP

Hewlett-Packard's founders Hugh Park Jung Su and Packard once said, "I believe everyone has the desire to do things well, as long as you give him a suitable stage."

The chief knowledge officer is to give employees a stage to accumulate knowledge and grow rapidly on this stage.

"I am the only chief knowledge officer, but knowledge management needs the participation of all employees, and * * * builds the stage together." Gao said.

Under Gao's leadership, China Hewlett-Packard established a knowledge management committee, with members from various departments of HP. "People in production, administration, finance and personnel," Gao said, "every member comes from a business department, and knowledge management cannot be divorced from practical work." The role of the Knowledge Management Committee is to establish HP's knowledge management framework, select projects, evaluate projects, and then implement projects.

One project Gao talked about was the HP Book Club. "We have more than 70 book clubs," Gao said. "They were all established spontaneously by employees under the leadership of the company."

Reading club members recommend good books to each other, "saving a lot of employees' time. "Every member of the reading club gives his favorite book reviews, and the format of the book reviews is determined by the company." The collection of these book reviews is itself a heavy knowledge base. "High said.

All employees of HP participate in knowledge management, and each department should make strategic planning, including development direction, competitive advantage, success factors and many other parts. Knowledge between departments is used mutually, and a set of standard knowledge use processes has been established between different departments.

"For example, the sales department should collect customer information, pay attention to customers, track customers from the first contact, and collect and analyze customer information to meet the different needs of customers," Gao said. "Employees in the Business Development Department must collect and analyze the knowledge of competitors."

"At HP, knowledge providers will get a certain return, which will also affect future promotion," Gao said. "In an effective knowledge management company, employees should pay and get a balance."

Hewlett-packard CKO company

"We started to build a knowledge management system in the middle of last year," Gao Jianhua said. "The establishment of CKO was Sun Zhenyao's idea." At the same time, CKO also established the Leadership Development Center and the HP Book Club.

Gao is HP's first CKO in the Asia-Pacific region. "But CKO is no longer a new position for HP. When I accepted this position, my colleagues who worked as CKO at Hewlett-Packard Company in other parts of the world sent me congratulatory messages. " Gao said.

CKO is the most common consulting firm, and companies such as McKinsey and Deloitte have similar positions, but some of them are called CKO, while others are called CLO in chief learning officer.

In addition to marketing, Gao also worked in strategic planning and process management at HP. "In fact, these are all part of knowledge management, but they can't be counted as systematic knowledge management," Gao said. "At present, many enterprises are doing ERP, CRM and other projects. In fact, ERP is knowledge management at the production end, while CRM is knowledge management at the customer end. What HP needs to do is to establish a systematic knowledge management system throughout the company, which is extremely complicated. "

A person who is a chief knowledge officer needs to have various abilities and rich experience in different fields. "The chief knowledge officer supports all departments of the company, and he must be a generalist," said an article introducing the chief knowledge officer. As far as personal character is concerned, chief knowledge officers are often enthusiastic, curious and good at inspiring others.

"Chief knowledge officers must have two skills: they must be technical experts and environmentalists. The advantages of technology can let them know how to acquire, store, explore and share knowledge; The significance of environmentalists is to create an environment within the enterprise, so that the creation and exchange of knowledge can proceed smoothly, so that different teams can be connected with the same interests and let them interact harmoniously. "

HP set up CKO in China so early, which is closely related to HP's corporate culture. If a company is a closed organization and employees never exchange needed goods, such an organization will inevitably shrink day by day. "At HP, employees who don't want to share their work experience with colleagues can't stay in the company," Gao said. "If you are not a good teacher, you are not a good employee and you will not be promoted."

"* * * Applying knowledge is a very important part of HP culture. Only by teaching your knowledge to others will you have the motivation to run forward. " Gao said.

How to choose a good document management software in the document management knowledge base If it is used by enterprises, the following factors should be considered in choosing a good document management software:

The first is security. Enterprise documents are the lifeline. If you don't feel safe, don't say anything else.

The second is collaboration. Enterprise files are not personal files, and the core value of enterprise file management lies in file collaboration among enterprise employees. Multi-person sharing, version management, online editing, remote interaction and so on must be possessed.

Third, anytime, anywhere, management is getting faster and faster, and supporting mobile and various devices is a necessary condition for enterprise document management.

How to manage files How to manage files in excel is as follows:

Excel names can be used to name cells or ranges of cells:

Select the cell or cell range to be named, and enter the corresponding name on the left side of the edit bar to name the current cell range.

Another way to name a cell range is to select the cell range, switch to the Formula tab, and then click the Define Name button.

In the New Name window that opens, enter a new name and click OK to name the range of cells.

Click the Name Manager button to open the Name Manager window, where you can edit or delete an existing name and create a new one.

How to use the name:

For the use of names, just like the reference to cells, you only need to enter the corresponding cell range name to reference the cell range.

How to realize the integrated management of archives? The goal of integrated archives management is to manage archives and archives in the same system. Data can be shared, exchanged and collaborated, realizing the idea of one-time entry and multiple use.

The landlord can consider that Huibotong developed by Shaolin Technology is a comprehensive document management platform, formerly known as 3Hmis comprehensive document management system, which organically combines the documents, archives, portals, internal and external information management, communication and cooperation of enterprises. , making information management, transmission, * * sharing, collaboration and communication in the whole business chain easier, orderly and convenient.

The application scope covers many fields based on knowledge archives, such as office automation, file management, file management, content management, license management, comprehensive knowledge resource integration, big data application and so on.

At the same time, the system provides knowledge sharing platforms such as forum center, knowledge quiz and Weibo, which effectively promotes the precipitation of tacit knowledge on the basis of managing explicit knowledge of enterprises.

In addition, the internal document management of enterprises should take care of the whole life cycle management of documents, and each life cycle stage from document generation to reuse, self-fermentation and improvement should have corresponding functions for management support.

Moreover, Huibotong further extends the application of document management to mobile phones and tablets, which can realize the functions of document approval, mobile collaboration, mobile attendance, instant messaging, information access, and * * * enjoyment, and bring the enterprise document library with you anytime and anywhere.

Generally speaking, it can be applied to all aspects of document management and is universal. It is also an OA system, which can promote the integrated management of enterprise knowledge documents. Both explicit knowledge and tacit knowledge have corresponding functional modules, which are practical. Landlords can refer to their solutions in official website.

Knowledge management culture is the input or output of knowledge management. With clear expectations, feedback and reinforcement, and support, culture will begin to change slowly, and then behavior will change slowly, and these changes will be maintained. So these three points are input and culture is output; These three points are the cause and culture is the result. These three points are called control.

However, this is also a feedback loop. The more cultural changes, the stronger the unwritten rules, feedback and support from colleagues. If these can start self-maintenance, then knowledge management will basically be on the right track. Therefore, when we finally decide the driving factors of knowledge management, we are in the midst of people, processes and

On the basis of IT technology, management and control constitute the four pillars of knowledge management.

If you take these control points as part of the KM cultural change project and integrate them into the daily process of the company, you can drive everyone to perform their roles, participate in the process and use IT technology.