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What Does KMS Means?

Have you been searching whats kms means or what is kms mean and landing upon a page that tells you it stands for "kill myself"? In this article, we will explain the basic meaning and definition of KMS. Keep reading to understand it better.

KMS abbreviation

In the world of knowledge management, the abbreviation KMS stands for Knowledge Management System. Some people also consider Knowledge Management Software as the full form but we are only focusing on the former full form for this article.

KMS definition

Knowledge Management is the process of identifying, collecting, evaluating, organizing, storing and sharing information. The system or KMS software tool that is used for carrying out this process is called Knowledge Management System. It is a tool used by companies to help them organize all the documents and other information. The formats for storing information are simple and user-friendly for both internal and external users.

What is a KMS used for?

With a knowledge management software system, it becomes easy to keep documentation up to date. It also helps you provide better customer service and customer support. It works by letting your customers find the information they need on their own. This doesn't only reduce the number of calls to your customer support center, but also helps the customers get answers to their queries quickly and easily.

With the right knowledge management software, you also get to provide permission-based access and limit access depending on which user needs how much information. This is a valuable tool for companies or organizations that are just starting out at a small level. It helps them organize all the data from the very beginning and hence helps them keep their data organized even after their company grows. This is useful to easily get access to information and for knowledge-sharing.

Not just the customers, but your internal employees also benefit from an internal knowledge base. Wondering how? It's simple. You can store internal data and information in it for your employees and they can easily search for the same. The data could be in various formats like documents, audio-visual, table format or others. This way, you may provide information about the policies of your company to the employees. The employees also find it easy to share other work-related data and files with each other through this system. If they want to, it is also possible to share a view-only file with the client and get their feedback.

How does a knowledge management software system work?

There are various types of functions in knowledge management software and all of them are equally crucial in forming an accurate knowledge repository for your organization. Here are the basic functions that you will find in an apt knowledge base system:

How does a knowledge management software system work

1. Create and import content

Users get to create or directly import content in the knowledge repository. The content can be in various formats like documents, audio-visual, FAQs, and more. The process of uploading the content should be simple and easy for users, to ensure that they are able to do it quickly.

2. Customize layout and publish content

Usually, there are various readymade templates and formats available in a knowledge base for use. Users have the option to customize the layout and publish content easily.

3. Allows readers to view content

Readers should be able to view the published content in a view-only mode. This helps the knowledge base function as a customer support section of the website.

4. Allows users to subscribe

Users or readers should be able to subscribe to the knowledge base. In this way, they will get updates if there is any new content published in the repository.

5. Receive feedback

There should be a function that allows the readers to leave a comment or feedback regarding the repository. This helps you understand what is lacking and how you can improve the same.

6. Continuous improvements

After receiving the feedback, it is important to work on the same and provide new updates to the people.

7. Maintain and update content

A good knowledge repository must always have updated content. Thus, there needs to be a function that allows you to update the content and ensure its accuracy and relevancy.

8. Assign different roles

An option to assign different roles to other users will help you take off some of the workload from your shoulders.


1. What is knowledge management and why is it important?

Answer: Knowledge management is important because it helps companies boost their efficiency, ensure quality along with the quantity and also helps them cut back on costs. Knowledge management is the process of storing data and converting it into useful knowledge for the company.

2. How do I develop the strategy of knowledge management for my company?

Answer: If you are just starting out, we suggest that you do sufficient research to understand what is KMS and how to work on the same. To begin with, you can start by reading this blog on The First Step To Knowledge Management Strategy Development.

3. Which knowledge management software system should I use?

Answer: One might wonder which knowledge management software system is the best for their company and how to create a layout that works for them. You can start out by checking out the Knowledge Base or Knowledge Repository of other companies to get a better idea. This will help you understand how everyone else is doing it and what you need to keep in mind when you are creating your own. To help you out, here is a blog by us on Examples Of Knowledge Management Systems.

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4. What are the key uses of KMS?

Answer: Companies often make use of KMS or a knowledge base for storing and organizing their company or business knowledge. It helps make things easier for customer executives and sales executives. It also makes the tasks of managers and senior-level employees much simpler than most.


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