The document discusses implementing knowledge management in a CA firm's office to address issues like scattered files, lack of organization, and inability to easily find and share important documents. It proposes creating a central electronic document register with metadata fields to classify and track documents. This would help establish a smart file management system that allows authorized users fast access to accurate, up-to-date knowledge resources and prior work, improving efficiency and collaboration.

1. for Knowledge Management Use of Information Technology in CA’s Office

3. The Right Knowledge At the Right Time & At the Right Place Can you access?

6. Your Hindrances…

7. Scattered files across the office network

8. Typical retrieval of files due to confusing names of documents/folders

9. Saving of files with similar names in the same folder

10. Identifying the final draft from the multiple copies

11. Historical Documents Working Documents Lack of segregation of files as current or old

12. Retrieval of files due to absenteesim or transfer of staff

13. Unorganized or misplaced knowledge documents

14. Accidental overwriting of documents and templates

15. Loss of documents due to crashing of hard disc / virus attack

16. The Net Result of Hindrances….. Haphazard File Management No Record Management System Lack of Knowledge Management System No Continuity Management plan

19. Difference between Data, Information, Knowledge & Wisdom Moving toward increased understanding Data Unstructured Information Information Meaningful Data Knowledge Right Collection of Information Wisdom Judgment between Right & Wrong

21. Where Knowledge is Lying? In the heads of People Partially in Computers In hard copy Papers

22. KM Components

24. The Roadmap to Knowledge Management

27. Ideal columns for Electronic Document Register in CAs Office When document was created Creation Date The name of Group to whom multiple clients belonging to. Client Group To whom the document belongs to Client Grouping of documents based on work nature of the documents Category ( Work Nature) The subject matter or topic of the document Subject A unique number allocation for each document generated across office network Document Number

28. Ideal Columns for Electronic Document Register in CAs Office The deadline for the completion of the document Due Date for Completion The date before which the document is scheduled to be completed Target Date for Completion The work Group to whom the document creator belongs to Name of Work Group Original creator of the document Document Creator Stage of completion of the document Document Status

29. Ideal Columns for Electronic Document Register in CAs Office The type of document like Word, Excel etc. Document Type The date and time when the document was last modified Last Modified Date The date and time when the document was last accessed Last Access Date

30. Working Documents Inactive Documents H-1 Historical Documents Knowledge Documents H-2 H-3 H-N Working Documents require editing and/or any other action. Inactive Documents are completed one and need occasional retrieval. Historical Documents require access occasionally and like packed in record room.Users can create “ n ” number of histories as per need. Knowledge Documents are the formats or templates that are the basis of creating new documents. Imported Documents are imported from Windows Folder System or being takes in of exported documents from other user/s of Kdoc. Deleted Documents are deleted and lying in Kdoc Recycle Bin Imported Documents Deleted Documents Folder Hierarchy Document Life Cycle Management

35. KM Process

45. - Benjamin Franklin For every minute spent in organizing, an hour is earned.