Knowledge Management System Features

Knowledge management system features get compared on breadth, and two of them decide whether anybody uses it a second time.

Search that works on how people ask. Somebody searches for the words they would use, not the words the article was titled with. A system that only matches titles sends people back to asking a colleague.

Freshness that is visible. Every article needs an owner, a last reviewed date shown to the reader, and something that flags it when it goes stale. An article with no date is one somebody will distrust and then verify elsewhere.

Everything else, including approval workflows and analytics, matters far less than those two.

One stale answer that somebody trusts and acts on will undo a great deal of goodwill toward the whole system.

The Fair Work Ombudsman covers record retention. This is general information rather than legal advice, and obligations vary by state and territory.

See Sentrient’s knowledge management system and library management software.