Cloud-Based Knowledge Management Systems: Benefits and Risks

As constant investment in learning always results in immediate improvement, business across the world have searched long and hard to find a way of managing obtained knowledge. And with a revolution of fresh IT solutions, it seems that cloud computing is a foolproof system for doing so. With increased popularity of cloud-based knowledge management systems, we now have enough experience to discern the benefits of cloud usage from its potential risks.

Knowledge management system in the cloud

The Importance of Learning and Perks of Knowledge Management

As obvious as it may sound, knowledge is a supporting system of any prolific business. Those striving toward continual learning consequently never fall short on their assets, which grants them a position of competitive advantage and continual success. But learning alone is never enough – in big businesses, obtained knowledge needs to be carefully managed.

To provide a necessary platform for optimal organization, businesses are taking advantage of virtualized knowledge management systems. Allowing control over information, administration and general management, KM systems serve as a strategy for the overall improvement of business process performance. “The use of knowledge management process increases the effectiveness of decision-making processes, as well as the level of operational efficiency, flexibility, commitment and involvement of employees.”

Cloud Computing

Making the knowledge obtainable, as well as manageable in the virtual form, cloud computing offers a piece of internet space and provides practical management tools. Moreover, it allows companies to build their own cloud base instead of wasting valuable time on designing suitable in-house software. With so many benefits and a couple of avoidable risks, cloud computing has been proved to accelerate growth of start-up companies, improve the performance of already profitable businesses and launch both towards new areas of growth.

Adopting cloud KMS

Benefits

Cloud-based KMS have been designed as a helping tool for organizations and business operating on a large scale, and it has certainly delivered numerous benefits. These are only the main ones.

1. Increase of Effectiveness Instead Of Occupational Hazards

However well-informed, an entrepreneur might wonder why he or she should spend additional money on cloud-based KMS when there are already a lot of quality management solutions that simplify and improve the business process. In practise, the cloud solution is way more cost-effective – not only does it eliminate the cost of specialized software-development, but it also increases productivity in the long run.

When met with elaborate administrative tasks, an in-house management system may begin to malfunction, consequently switching the focus from the actual work to system improvement. Unlike these, cloud-based management systems have been designed for your specific needs and are delivered to you as a finished product, relieving you of any potential system corrections.

2. Easy Customization and Adaptability

Another difference between traditional KMS and those set in a cloud environment is unlimited flexibility. By adapting to your existing processes, a flexible KMS will allow you the freedom of customizing your software – you can quickly and easily configure graphic tools, change keywords and manage loads. Not only will the software now be entirely your own, but it will also allow you a convenient option to automate any process within.

3. Scalability That Follows Your Growth

As your business improves, its expansion is inevitable. Before you know it, new areas of work and projects will be in need of new employees and more locations – if your KMS can’t support your growth by limitlessly increasing itself, then your organization might suffer the losses of your platform.

Scalability is therefore one of the most important aspects of a quality KMS, and the one that cloud computing flawlessly provides. By its definition, the memory of a virtual cloud is unrestricted; it grows in proportion to the progress of your business and doesn’t put you at risks of outgrowing your system.

4. Remote Access and Shareability

The ability to be approached from basically any digital surrounding is probably one of the main advantages a cloud-based KMS has in comparison to in-house software. Remote access streamlines the process of collaboration and grants admission to every single party within your company. That way, KMS doesn’t only make information approachable, but also instantly shareable. Such data control optimizes visibility and transparency of all existing information, thus allowing you an instantaneous and deeper insight into all the individual processes of your business.

5. Infrastructure and Support

Taken together, all of the benefits of a cloud-based Knowledge management system streamline and encourage your business to prosper. The less time and effort you and your employees spend on data software managing, the more productive your business will get. Furthermore, such support eliminates the risk of losing intellectual capital and drives the positive effects of knowledge management initiatives.

KMS offers infrastructure, service and help to companies looking to smooth out the process of collaboration and knowledge exchange, by securing the information and making it accessible at a reasonable cost.

Cloud security measure

Risks

And while benefits of managing knowledge in the cloud are obvious and doubtless, some companies are still reserved when it comes to such a strategy. Viable or not, their concerns are supported by the security uncertainties involved in entrusting virtual software with important and, in most cases, confidential data. Here are some risks to be cautious about.

1. Theft of Intellectual Property

Unfortunately, cybercrime is still a serious threat. To completely secure your intellectual property, pay attention to security reviews and terms and conditions of your chosen KMS – some of them may go to the extent of claiming your sensitive data.

2. Compliance Violations

With all of the employees sharing one cloud, BYOC has a potential of violating government regulations concerning corporate compliance.

3. Loss Of Control

By allowing cloud access to all of your employees, you’re putting yourself at risk of losing control over your confidential data – a ex-employee employee might turn into a competitor and rob you of your knowledge before leaving.

4. Covert Data Exfiltration Techniques

As a refined form of cybercrime, data exfiltration techniques allow an attacker to encode sensitive information into YouTube video files, thus putting your cloud-based data in jeopardy.

5. Contractual Breaches

To avoid the risk of contractual breaches and an employee moving restricted data into the cloud without permission, consider cloud KMS models with special authorization possibilities. That way, a confidentiality agreement will be secured against any potential violations.

Even though concerns regarding data security continue to rise, 99% of cloud-based KMS users have never experienced any security breach, according to the Cloud Industry Forum. Ultimately, as long as you use your new knowledge strategy responsibly and with caution, you can feel free to exploit the numerous benefits that knowledge management in the cloud provides.

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