Artificial Intelligence (AI) is a computer technology that has the capability to perform human task such as speech recognition, making decisions, translating different languages and sensory system. AI has become a business enabler from different perspectives. Information management is one of the areas where artificial intelligence has had the biggest impact. Information management has evolved from pure document management and archiving to a key function in business administration. Artificial intelligence has enabled automation of the time consuming and tedious document-driven processes of a business. AI improves the collection of large amounts of data and analytics to establish essential patterns and categories that can be used for decision-making. Artificial intelligence establishes new ways to search, find, use, and manage information and create automated processes that improve the management of businesses.
AI involves the imitation of human intelligence by using machines and computer systems. “There are various functions of AI including expert systems, Natural Language Processing (NPL) machine vision, neural networks, Speech Recognition, and Virtual Reality” (Sahay et al., p.23). Information and knowledge management is a broad subject as well. It includes epistemology, psychology, and cognitive science. The objective of information and knowledge management is to promote the collaboration of people and organizations to achieve common objectives. As a result, the process of creating, sharing, using, and reusing information becomes more productive. Both AI and knowledge management are concerned with the effective use of knowledge in an organization. Understanding this connection will ensure that the business leverages the integration of knowledge management and artificial intelligence for efficiency and effectiveness.
“AI and machine learning have the capability of discovering meaning from information and learning from past mistakes” (Desouza, p.25). Artificial intelligence can process large amounts of data and discover meanings and patterns that would otherwise be impossible through traditional information management methods. This ability is utilized to establish creative ways for collecting information, conducting analysis, and applying it in the different functions of the organization. Artificial intelligence conducts this process accurately hence making it a great foundation for organizational decision-making.
AI simplifies the process of knowledge discovery in a business. Knowledge management involves four key practices: capturing, sharing, discovering, and maintaining knowledge. The processes will only be effective if the management facilitates employees with the right tools. Capturing and sharing knowledge have seen significant improvement over the past two decades. “Technological advances have brought about websites, cloud-based storage, and collaboration tools that made it possible for individuals to record and share their ideas” (Potgieter, p.56). With the raw data becoming bulky with time, it has become a challenge to discover useful information. AI solves the problem by introducing modern methods of knowledge discovery. AI-powered knowledge bases apply advanced technologies such as semantic search, natural language processing, and machine learning which enables employees to find knowledge faster and efficiently. For instance, semantic search and natural language processing ensure knowledge search using natural language. Machine learning monitors the actions and behavior of the users and predicts what they are looking for. Therefore, Artificial intelligence makes it more efficient to discover knowledge that strengthens decision-making processes.
AI helps in connecting information from different organization departments. The organization departments normally utilize different methods to record data. For instance, the support department captures data through a ticketing system, Human Resource department uses a secured intranet portal, sales department utilizes CRM tools, while the product teams utilize the project management tools. Due to this diversity, employees have a challenge determining the right place to look for the information they need. In most instances, employees lack access to the databases that hold the information that they require. The importance of AI is to connect data from different databases producing usable knowledge. Moreover, all employees can use the information regardless of their specific departments and location. When all business information is available from a central source, it is easier for decision-making processes.
AI ensures the information base is up to date. Knowledge management is a major challenge for many organizations especially considering the way to keep the information up to date. Due to the large amount of data stored in an organization database, the process of updating outdated information is often ignored. Keeping outdated information in the business database is detrimental to the information management function. For instance, employees will lose trust in a database if they rely on outdated and misleading information. AI reminds employees to regularly update the saved information. Moreover, it assists in collecting employee feedback about their experiences using the available data. AI utilizes machine learning technology to assist employees to source up-to-date information as well as determining the most effective ways of applying the information.
“AI tools provide essential knowledge management metrics. It is important to measure the benefits of an AI project. As a result, it is essential to come up with effective ways to measure the benefits” (Srinivasan, p.45). One way of finding this is by surveying the employees to establish their views on the program. One challenge to this approach is that people rely on their memory and can be very biased. Therefore, the survey may not collect an accurate representation of the benefit derived from an information management system. AI provides accurate information about the impact of a knowledge management system on productivity and operational costs. For instance, AI can record the number of orders that were solved automatically. Therefore, AI provides reliable statistics on the efficiency of information management systems.
The adoption of Artificial Intelligence in information and knowledge management requires huge costs. Moreover, the costs of repair and maintenance are very high, hence discouraging many organizations. Another disadvantage of AI is its effect on unemployment. Automation enables machines and computers to perform tasks that were previously performed by individuals. It implies that the advancement of AI is a major threat to many jobs, mostly jobs that involve repetitive tasks that can be easily automated. Therefore, it is essential to consider the social and economic impacts of AI before establishing the business.
In conclusion, AI has established innovative ways to find, search, use, and manage information. It has been a great tool for information management and support essential decision-making. AI intelligence facilitates finding of useful knowledge within an organization. It connects data from different sources into a central database. Therefore, all users can access reliable information efficiently. Although AI is beneficial to knowledge management, it is very expensive and causes unemployment. Therefore, it advisable for businesses to establish a smooth transition to AI-backed information management.
Works Cited
Desouza, Kevin C. Managing knowledge with artificial intelligence: An introduction with guidelines for nonspecialists. Greenwood Publishing Group, 2002.
Potgieter, Andrea. “Knowledge Management Research Trends: An Analysis of an Academic Journal.” ECKM 2018 19th European Conference on Knowledge Management. Academic Conferences and publishing limited, 2018.
Sahay, Sanjay K., et al., eds. Secure Knowledge Management In Artificial Intelligence Era: 8th International Conference, SKM 2019, Goa, India, December 21–22, 2019, Proceedings. Vol. 1186. Springer Nature, 2020.
Srinivasan, Venkat. The intelligent enterprise in the era of big data. John Wiley & Sons, 2016.