Editor's note: (KM) is the process of creating, sharing, using, and managing an organization's knowledge and information. It refers to a multidisciplinary approach to organization through the full use of knowledge. So how do small and medium-sized enterprises choose KMS when they have a limited budget?
Keywords: knowledge management system, installation-free, maintenance-free
Knowledge management systems are constantly appearing on the market, and the software platforms produced by different suppliers will have different functions. In addition, the information on the market will always have two sides, so in many cases, you need to use your own wisdom to make judgments, instead of blindly following the trend. Next, discuss how to choose a good knowledge management system.
With the development of enterprises, in order to avoid data loss and heavy business load, most enterprises will choose a good knowledge management system to manage enterprise data, and manage enterprise knowledge, documents, and materials for enterprise employees to transfer and share. At the same time, the knowledge management system can effectively and quickly help enterprise personnel find relevant knowledge documents accurately and improve work efficiency.
With a limited budget, small and medium-sized enterprises can say that the range of choices becomes relatively narrow. At the same time, they must make a comparison and selection very carefully. After all, money must be spent wisely, unlike large enterprises that can "spend" space. Combined with the situation of small and medium-sized enterprises, the following points should be paid attention to when choosing KMS:
No installation, no operation and maintenance, ready to use out of the box, saving costs
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The focus of this is to save the cost of technicians invested in software by small and medium-sized enterprises. The funds of small and medium-sized enterprises are limited, and a knowledge management system that requires a large number of technical personnel to support is obviously not applicable. In this regard, the solution of Tianling KMS combined with Synology NAS is more suitable for small and medium-sized enterprises. Tianling KMS seamlessly integrates Synology NAS, and users can enjoy the smooth experience of file access and sharing without additional installation. Red tape for business negotiation, additional development interface, self-debugging and functional maintenance;
Back up terminal devices, protect IT infrastructure, back up computers, physical servers, and virtual machines with the help of the Active Backup suite, protect corporate digital assets, and improve business continuity. It can be managed and maintained without professional IT staff. Managers can configure and monitor through browsers and mobile APPs.
With organizational permissions and document authorization management, hierarchical and decentralized viewing and use
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An enterprise's knowledge management system is not just a "warehouse" of files. Enterprise positions are divided into levels, and corresponding documents are also divided into levels. Organizational authority and document authorization management are very important. Document authority settings are flexible and knowledge management According to the important distinction of enterprise documents, the system can allow employees to choose to share folders for files that can be shared, which is convenient for others to view together. Employees can also directly view, download, and print their electronic files. In addition, the knowledge management system can set the read permission for some files that need to be kept secret to ensure data security and not be leaked.
3. Data confidentiality prevention and data security protection
Regardless of the size of the enterprise, the data security of the enterprise is a matter that cannot be slackened. For document security and confidentiality, Tianling KMS adopts dynamic watermarks for document viewing, downloading, and printing. Watermarks can be set for text and attachments, which is effective. Prevent document leakage and customize the security level and authorization rules of documents. If you share online, you can directly set the corresponding password and time limit. Combined with the security consultant of Synology NAS, it will conduct security checks based on malware, vulnerable configurations and abnormal login activities. Routine scans of the system provide suggested changes, and by implementing these changes, security risks can be reduced as much as possible, which can be said to add double insurance to the data security of the enterprise.