Definitions of Knowledge, Information, and Data

Before discussing knowledgeManagement (KM)We must first clearly define the meaning of the term "knowledge." What is knowledge, and what falls within the realm of information or data? In everydaylanguage, in specificfields, and even within the same discipline, the term "knowledge" often has multiple meanings. Here I offer someof my own views.

In everyday language, we have been using knowledge; sometimes this "knowledge" refers to know-how, while at other times it refers to academic knowledge. In many contexts, we even use "knowledge" to refer to information. Knowledge also encompasses two other concepts: namely, data and information. These two terms are often considered lower forms of knowledge, but the exact relationship varies by instance.

In disciplines that focus more on technology, especially those related to information systems, knowledge is often treated as something very similar to information. It is seen as something that can be compiled and transmitted, playing a key role in knowledge sharing. For example, the Fact-archive.com encyclopedia defines knowledge as: "information with purpose or use."

This simplified view of knowledge was particularly prevalent during the1990s when information technology became increasingly widespread. However, even today, some knowledge management systems simply use the term knowledge as a virtual synonym for information.

To illustrate this, Theirauf (1999) defined the three components of knowledge management systems as follows: data is the lowest point, an unstructured collection of facts and figures; information is the next level, regarded as structured data; finally, knowledge is defined as "information about information."

More and more people are viewing knowledge as a more complex and personalized concept that encompasses more than just information. The Longman Online Dictionary provides a definition: knowledge is the information, skills, and understanding you gain through learning or experience, which is typically regarded as knowledge within the scope of knowledge management. Although this definition remains closely related to information, concepts such as skills, understanding, and experience begin to surface.

The following diagram presents some definitions of knowledge, information, and data that I will reference throughout this book.

Data:refers to specific facts and figures conveyed in some way, but not organized in any manner, and does not provide further information regarding patterns, context, etc. Using the definition of data proposed by Thierauf (1999), it is: "unstructured facts and data with minimal influence on senior management."

Information:To transform data into information, it must be studied, contextualized, classified, calculated, and compressed (Davenport & Prusak2000). Thus, information depicts a larger picture: it is data that is relevant and purposeful (Bali et al2009). It can convey a trend in the outside world or represent sales patterns over a period of time. Essentially, information can often be found in the questions starting with "who, what, where, when, and how many" (Ackoff1999).

It is often invaluable in its ability to transform data into information, especially in large enterprises that produce massive amounts of data across multiple departments and functions, where the human mind is primarily used to assist in contextualization.

Knowledge:Knowledge is closely linked to action, implying know-how and understanding. The knowledge possessed by individuals is the product of their experiences and contains the criteria for evaluating new inputs from the surrounding environment (Davenport & Prusak2000). I will use the definition proposed by Gamble and Blackwell (2001), based on Davenport & Prusak.

"Knowledge is a fluid combination of framed experiences, values, contextual information, expert insights, and intuitive judgment that provides an environment for assessing and integrating new experiential information; it originates and resides in the minds of the wise. In organizations, it is not only embedded in documents or repositories but also deeply ingrained in the organization's routines, practices, and norms."

In order for knowledge management to succeed, people need to have a profound understanding of what knowledge is. Since we have already established clear boundaries between knowledge, information, and data, we can further explore the forms that knowledge exists in, as well as the various ways of acquiring, sharing, and combining knowledge. I will discuss this in the section "Different Types of Knowledge."