ICTDBS605 New Assessment 1 - Knowledge Test

ICTDBS605

Introduction
The assessment tasks for ICTDBS605 Develop knowledge management strategiesare outlined in
the assessment plan below. These tasks have been designed to help you demonstrate the skills
and knowledge that you have learnt during your course.

Assessment for this unit

ICTDBS605 Develop knowledge management strategies describes the skills and knowledge
required to develop knowledge management strategies for an organisation. It includes analysing
existing systems, determining requirements, and developing a strategy to meet those
requirements.
For you to be assessed as competent, you must successfully complete two assessment tasks:
 Assessment Task 1: Knowledge Test– You must answer all questions correctly.
 Assessment Task 2: Project – You must work through a range of activities and complete a
Project Portfolio.
ICTDBS605 Develop knowledge management strategies Assessment 1 version 1.2 March 2024
Valley International College RTO No: 41413 | CRICOS 03989C |
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Assessment 1: KnowledgeTest
Student Assessment Agreement
Make sure you read through the assessments in your student assessment booklet before you fill out and sign
the agreement below.
If there is anything that you are unsure of, consult your assessor prior to signing this agreement.
Have you read the assessment requirements for this unit?  No

Yes
Do you understand the requirements of the assessments for this unit?  No

Yes
Do you agree to the way in which you are being assessed?  No

Yes
Do you have any specific needs that should be considered?  No

Yes
If so, explain these in the space below.
Do you understand your rights to reassessment?  No

Yes
Do you understand your right to appeal the decisions made in an  No

assessment? Yes
Student name archna
Student ID number 14315104
Unit code and title

ICTDBS605 Develop knowledge management strategies
Student signature Archna
Date 29/04/2024
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Assessment Submission details
Unit code and Title
ICTDBS605 Develop knowledge management strategies
Assessment Type Knowledge Test
Trainer/Assessor Name Mrs Manjit Kaur
Declaration:
1. This assessment is my own work.

2. I specified in my assessment any assistance I received in its preparation, and I referred to any sources
from which I used data, ideas, or words, either quoted directly or paraphrased.
3. This assessment was prepared by me specifically for this unit, as directed by my Trainer/ Assessor.
4. I acknowledge the requirement to keep a copy of the submitted assessment and provide it upon request in
the future.
I certify the above to be true. By signing this statement, I agree to the penalties that apply in the event of any
breach of academic conduct, including copying, cheating and plagiarism.
Student ID Student name Signature Date of

Submission
Gue2614315104 Archna 29/04/2024

Archna
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Assessment 1: Knowledge Test
Assessment Description The assessment consists of 8 questions that demonstrate the
knowledge required to complete the unit.
Assessment Outcomes By completing this assessment, you will demonstrate the

knowledge in the following elements for the unit.
 Analyse existing knowledge management

arrangements
 Evaluate knowledge management options
 Develop knowledge management strategy
Assessor will mark each question as S satisfactory or NS not

satisfactory.
S – This outcome indicates that the student has answered the
questions satisfactorily.
NS - This outcome indicates that the student has not answered
the questions satisfactorily and needs to redo the question to
achieve a satisfactory outcome.
When and where This assessment is a knowledge test that will be completed in
class as per timeline below.
What do I have to do? The assessment consists of 8 questions that demonstrate the
knowledge required to complete the unit. All the questions must
be answered satisfactorily in the space provided. Any additional
evidence/material could be uploaded along with the
assessment if necessary.
You are required to answer all questions correctly to be

deemed satisfactory (S) for the assessment
Assessment Purpose Successful completion of this activity will contribute to the
evidence collected by your Trainer/Assessor to demonstrate
that you possess the required knowledge for the unit
Resources and Equipment To complete this assessment you will need a pen, Student
Guide, computer and internet
Timeline This assessment will take approximately 1 – 1.5 hours to
complete, however this is only a guide.
This assessment is due to be submitted on the due date as
instructed by your Trainer/Assessor. Any late submissions have
to be approved by the Trainer/Assessor prior to the due date.
Submission Instruction Submit completed assessment to your trainer and ensure that
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you complete the Assessment Submission details and
Student Assessment Agreement
Remember to retain copies of your assessments for your own
records.
Instruction for students
Knowledge questions are designed to help you demonstrate
the knowledge which you have acquired during the learning
phase of this unit.
Ensure that you:
 comply with the due date for assessment which your

assessor will provide
 adhere with the submission guidelines
 answer all questions completely and correctly
 submit work which is original and, where necessary,

properly referenced
 avoid sharing your answers with other students
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Questions
Provide answers to all of the questions below:
1. List three reasons why a business would choose to implement a knowledge management
system.
Here are three reasons why a business might choose to implement a knowledge management system:
Avoid redundancy:- avoiding redundancy is paramount to maintaining efficiency and

effectiveness. This entails implementing robust practices such as centralized repositories,
stringent version control mechanisms, and comprehensive metadata tagging. By centralizing
information storage and enforcing version control, duplicate copies are minimized, ensuring
that users access only the most up-to-date and accurate data. Moreover, leveraging metadata
and tagging facilitates easy categorization and retrieval of information without resorting to
redundant copies. Cross-referencing and linking related content further streamline access to
information while reducing duplication.
Support decision making:- In a successful knowledge management system, supporting

decision-making processes is fundamental to driving organizational effectiveness and agility.
By providing access to a centralized repository of information, insights, and expertise,
decision-makers can quickly and confidently access relevant data to inform their choices.
Whether it's analyzing market trends, evaluating project risks, or assessing customer feedback,
the knowledge management system empowers decision-makers with timely and accurate
information. Moreover, collaborative features enable teams to leverage collective intelligence,
brainstorm ideas, and weigh various options collaboratively.
Prevent duplication of effort:- preventing duplication of effort is crucial to maximizing

productivity and efficiency. By maintaining a centralized repository of knowledge, employees
can easily access existing resources and avoid reinventing the wheel. Robust search
functionalities and categorization systems allow users to quickly locate relevant information,
reducing the likelihood of duplicating tasks or projects.
ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

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2. Complete following table by listing and describing three different types of knowledge
management models.
Knowledge management Description of model

model
KM Process Framework A Knowledge Management (KM) Process Framework

provides a structured approach to managing knowledge
within an organization. It typically consists of several
interconnected processes aimed at capturing, storing,
sharing, and leveraging knowledge to achieve
organizational goals. At its core, the framework delineates a
systematic way of managing knowledge across its lifecycle,
from creation to dissemination and application. The model
typically includes key processes such as knowledge
identification and capture, knowledge organization and
storage, knowledge sharing and dissemination, and
knowledge application and reuse. Each process is
interconnected and supported by appropriate tools,
technologies, and governance mechanisms to ensure its
effectiveness. Moreover, the framework often incorporates
feedback loops and continuous improvement mechanisms
to refine processes and adapt to changing organizational
needs.
KM Matrix
The KM Matrix is a model used in Knowledge Management

to classify knowledge assets based on their degree of
tacitness and explicitness. It consists of four quadrants, each
representing a distinct type of knowledge and
corresponding management strategies. The Codification
quadrant encompasses explicit knowledge that can be
easily documented and formalized into tangible assets such

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as manuals and databases. In contrast, the Personalization
quadrant focuses on tacit knowledge residing within
individuals' minds, emphasizing interpersonal interactions
and knowledge-sharing activities to facilitate its transfer.
Externalization involves the conversion of tacit knowledge
into explicit knowledge through activities like storytelling
and knowledge capture sessions. Conversely, Internalization
refers to the process of internalizing explicit knowledge into
tacit knowledge through learning and application. By
understanding the nature of their knowledge assets and
employing appropriate management approaches,
organizations can effectively harness their knowledge
resources, foster collaboration, and drive innovation to
achieve their strategic objectives.
Knowledge management The Knowledge Management Process Model provides a

process model structured framework for managing knowledge. It typically
comprises several key stages, starting with knowledge
identification and acquisition, where relevant information is
identified and collected from internal and external sources.
knowledge is organized and stored in a centralized
repository using classification systems and metadata
tagging to ensure easy retrieval and accessibility.
knowledge is organized and stored in a centralized
repository using classification systems and metadata
tagging to ensure easy retrieval and accessibility.
Continuous monitoring and evaluation of the knowledge
management processes enable organizations to identify
areas for improvement and refine their knowledge
management strategies over time.
3. Outline the purpose of the knowledge hierarchy in terms of knowledge management.

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The purpose of the knowledge hierarchy in knowledge management is to provide a structured
framework for understanding and categorizing different forms and levels of knowledge within
an organization. By organizing knowledge into a hierarchy that encompasses data,
information, knowledge, and wisdom, knowledge management practitioners can effectively
manage, store, retrieve, and disseminate knowledge assets. This hierarchical structure helps
clarify the relationships between different types of knowledge and provides a basis for
developing strategies to promote knowledge creation, acquisition, sharing, and utilization.
Additionally, the knowledge hierarchy facilitates communication and collaboration among
employees by enabling them to access and leverage knowledge resources more effectively.
Ultimately, by recognizing and leveraging the various levels of the knowledge hierarchy,
organizations can enhance decision-making, foster innovation, and drive sustainable
competitive advantage.
4. Complete the following table by listing and outlining two sources of internal information and
two sources of external information that can be used for knowledge management.
Information source Information source type
Internal source: 1 Specialist advice refers to insights, guidance, and

Specialist advice recommendations provided by subject matter experts
outside the organization. These experts possess
specialized knowledge, skills, and experience in specific
domains or industries and can offer valuable
perspectives and insights to support decision-making
and problem-solving. Organizations can seek specialist
advice through consultations, advisory services, and
professional networks. Specialists may include
consultants, industry experts, academics, and
practitioners who provide expert opinions, analysis,
and recommendations based on their expertise and
experience. By leveraging specialist advice,

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organizations can access external perspectives, stay

updated on industry trends, and gain insights into best
practices and emerging technologies, enhancing their
competitive advantage and strategic decision-making.
Internal source: 2 Internal documentation refers to reports, manuals,

Internal documentation policies, procedures, and other written materials
created within the organization. These documents
contain valuable insights, best practices, and
organizational knowledge accumulated over time.
Reports provide detailed analyses of internal
operations, performance metrics, and project
outcomes, offering valuable insights for decision-
making and strategy development. Manuals and
procedures outline standardized processes and
workflows, serving as a reference for employees to
follow in their day-to-day activities. By leveraging
internal documentation, organizations can capture,
organize, and disseminate knowledge effectively,
enabling continuous improvement and innovation .
External source:1 Customer feedback refers to input, comments,

opinions, and suggestions provided by customers
Customer feedback
about their experiences with products, services, and
interactions with the organization. This feedback can
be collected through various channels such as surveys,
focus groups, social media, online reviews, and
customer support interactions. Customer feedback
provides valuable insights into customer preferences,
satisfaction levels, pain points, and unmet needs,
helping organizations understand their customers
better and improve the quality of products and
services. By analyzing customer feedback,
organizations can identify areas for improvement,
address customer concerns, and enhance the customer
experience. Moreover, customer feedback can also
serve as a source of innovation, inspiring new product
ideas, service enhancements, and business
opportunities. By listening to the voice of the customer,

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organizations can build stronger customer

relationships, increase loyalty, and drive business
growth.
External source :2 Articles from reputable sources such as journals,

magazines, and industry publications provide valuable
Articles
insights, research findings, and thought leadership on a
wide range of topics relevant to the organization.
These things cover industry trends, best practices, case
studies, and innovations, offering valuable knowledge
resources for decision-makers, researchers, and
practitioners. Organizations can access articles through
online databases, subscription services, and
professional associations. By staying informed about
the latest developments and research findings in their
field, organizations can gain valuable insights, identify
opportunities for improvement, and stay ahead of
competitors. Moreover, articles can inspire creativity,
spark innovation, and inform strategic planning and
decision-making processes within the organization .

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5. Complete the following table by giving an example of legal, ethical and security issues relevant
to knowledge management.
Legal issue to consider relevant to 1. Intellectual Property Infringement:

knowledge management Suppose an employee, without proper
authorization, shares proprietary
information or trade secrets with a
competitor. This action could lead to legal
consequences, including lawsuits for
intellectual property infringement, breach of
confidentiality agreements, or violation of
non-disclosure agreements. Organizations
need to implement policies, contracts, and
training programs to protect their
intellectual property and ensure compliance
with relevant laws and regulations.
Ethical issue to consider relevant to Misrepresentation of Information: An
knowledge management example of an ethical issue in knowledge
management is the deliberate manipulation
or misrepresentation of information to
influence decisions or perceptions. For
instance, an employee might selectively
present data or omit relevant information to
make a project appear more successful than
it actually is. This undermines the trust and
integrity of knowledge-sharing processes
within the organization and can have ethical
implications for decision-making and
organizational culture. Organizations must
promote honesty, transparency, and
integrity in all knowledge management
activities to maintain ethical standards and
trust among stakeholders.
Security issue to consider relevant to Data Breach: A security issue in knowledge

knowledge management management involves the unauthorized
access, disclosure, or theft of sensitive
information. For example, if a hacker gains
access to an organization's knowledge
repository containing confidential customer
data, such as personal identifiable
information (PII), financial records, or trade
secrets, it can result in significant financial

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losses, damage to reputation, and legal
liabilities. Organizations must implement
robust security measures, such as
encryption, access controls, and regular
audits, to protect sensitive information and
prevent data breaches.
6. List and outline three key principles for record management.
Record keeping principle Brief description of principle
Protection The principle of protection in record management

emphasizes the need to safeguard records from
unauthorized access, alteration, or destruction. Records
often contain sensitive or confidential information,
such as personal data, financial records, or proprietary
information, which must be protected to maintain
privacy, confidentiality, and integrity. Organizations
should implement security measures such as access
controls, encryption, firewalls, and physical safeguards
to protect records from cyber threats, data breaches,
theft, or damage. Additionally, policies and procedures
should be established to ensure that only authorized
individuals have access to records and that records are
securely stored, transmitted, and disposed of in
accordance with legal and regulatory requirements.

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Accessibility 1. The principle of accessibility in record management
focuses on ensuring that records are readily available
and accessible to authorized individuals when needed.
Records should be organized, and cataloged in a
logical and consistent manner to facilitate easy
retrieval and reference. Accessibility also encompasses
providing timely and efficient access to records
through appropriate channels, such as electronic
databases, document management systems, or
physical archives. Organizations should establish
policies and procedures for requesting, accessing, and
retrieving records, including specifying roles and
responsibilities, defining access permissions, and
establishing protocols for record retrieval and delivery.
Additionally, records should be maintained in formats
that are compatible with different technologies and
platforms to ensure long-term accessibility and
usability.
Retention The principle of retention in record management

pertains to determining the appropriate length of time
that records should be retained and preserved based
on their legal, regulatory, operational, and historical
value. Records retention schedules should be
established to specify retention periods for different
types of records, taking into account relevant laws,
regulations, industry standards, and organizational
requirements. Records should be retained for as long
as they are needed to meet legal, regulatory, and
business requirements, while also considering factors
such as storage costs, space limitations, and the risk of
litigation or compliance violations. Records retention
schedules should be regularly reviewed and updated
to reflect changes in laws, regulations, business
practices, and technology advancements. Additionally,
records should be disposed of securely and
systematically at the end of their retention period
through methods such as shredding, deletion, or
archival storage to ensure compliance with legal and
regulatory requirements and minimize the risk of
unauthorized access or disclosure.

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7. Complete the following table outlining how the listed legislation impacts on business
operations.
Legislation Impact on business operation
Workplace Health and Safety Act The Workplace Health and Safety Act 2011 imposes
2011 legal obligations on businesses to ensure the health
and safety of employees, contractors, and visitors in
the workplace. Compliance with this legislation
requires businesses to implement safety policies,
procedures, and practices, conduct risk assessments,
provide training and supervision, and maintain a safe
working environment. Failure to comply with health
and safety regulations can result in fines, penalties,
legal liabilities, and reputational damage for
businesses.
Environmental Protection Act The Environmental Protection Act 1997 regulates the
1997 environmental impact of businesses' operations and
activities. Businesses must comply with environmental
regulations regarding pollution control, waste
management, resource conservation, and
environmental sustainability. Compliance with this
legislation involves obtaining permits, licenses, and
approvals for certain activities, conducting
environmental assessments, monitoring emissions and
waste disposal, and implementing pollution prevention
measures. Non-compliance with environmental
regulations can result in fines, penalties, legal liabilities,
and reputational damage for businesses
Age Discrimination Act 2004 The Age Discrimination Act 2004 prohibits age-based
discrimination in employment, education, and the
provision of goods and services. Businesses must
comply with this legislation by ensuring equal
treatment and opportunities for individuals of all ages,
including recruitment, promotion, training, and
retirement practices. Compliance involves
implementing anti-discrimination policies, providing
awareness training, and addressing complaints or
grievances related to age discrimination. Failure to

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comply with the Age Discrimination Act can result in
legal proceedings, compensation claims, reputational
damage, and loss of business opportunities.
Fair Work Act 2009 The Fair Work Act 2009 governs employment relations
and regulates various aspects of the employment
relationship, including wages, working hours, leave
entitlements, and termination of employment.
Businesses must comply with this legislation by
adhering to minimum employment standards, award
conditions, and workplace rights. Compliance involves
maintaining accurate employment records, paying
employees correctly, providing fair treatment, and
resolving workplace disputes effectively. Non-
compliance with the Fair Work Act can result in legal
actions, penalties, compensation claims, and
reputational damage for businesses.
8. List and describe four types of organisational structure and their impact on knowledge
management.
Organisation Potential impact on business culture Potential impact on

structure type and knowledge management
brief description
Functional  Potential Impact on Business

In a functional structure,
Organizational Culture: Functional structures tend
Structure: to foster a culture of specialization knowledge management
Description:- In a and expertise within each efforts may focus on capturing
functional functional area. Employees may and sharing expertise within
organizational identify more closely with their each functional department.
structure, employees specific department or function.
However, there may be
are grouped based on Communication and collaboration
their specialized across departments may be challenges in sharing
functions or areas of limited, leading to siloed thinking knowledge across
expertise, such as and a lack of cross-functional departments, leading to
marketing, finance, cooperation. duplication of efforts, lack of
operations, or human
collaboration, and difficulty in
resources. Each
accessing expertise from other
functional department
is headed by a manager areas of the organization.
who oversees the Implementing knowledge-
activities and sharing mechanisms and
operations within that
promoting cross-functional
specific function.
collaboration becomes
.

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brief description
essential to overcome these

challenges.
Divisional Potential Impact on Business Culture: Potential Impact on

Organizational Divisional structures often foster a culture Knowledge Management: In a
Structure: of autonomy, innovation, and divisional structure, knowledge
accountability within each division. management efforts may vary
Description: A divisional Employees may develop a strong sense of across divisions, depending on
organizational structure identity and ownership within their their unique goals, strategies,
divides the division, leading to increased motivation and operating environments.
organization into semi- and commitment to divisional goals. Each division may develop its
autonomous divisions However, there may also be competition own knowledge management
or business units based and rivalry between divisions, which can practices and systems tailored
on products, services, impact collaboration and alignment with to its specific needs and
geographic regions, or organizational objectives. priorities. While this
customer segments. decentralized approach allows
Each division operates for flexibility and
as a separate entity customization, it may also lead
with its own functions, to fragmentation of knowledge
resources, and and duplication of efforts
decision-making across divisions. Implementing
authority. centralized knowledge-sharing
platforms and promoting
knowledge exchange between
divisions can help mitigate
these challenges.
Matrix Organizational Potential Impact on Business Culture: Potential Impact on

Structure: Matrix structures promote a collaborative Knowledge Management: In a
Description: A matrix and flexible business culture, where matrix structure, knowledge
organizational structure employees work across functional management is integrated into
combines elements of boundaries to achieve project objectives. project-based workflows,
both functional and Communication, teamwork, and where teams leverage both
divisional structures, adaptability are emphasized, as employees functional expertise and
allowing employees to navigate multiple reporting relationships project-specific knowledge to
report to both and collaborate with colleagues from achieve their goals. Knowledge
functional managers different functional areas. sharing occurs organically as
and project managers team members collaborate on
simultaneously. This projects, share best practices,
dual reporting structure and learn from each other's
enables cross- experiences. However, there

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brief description
functional collaboration may also be challenges in

and project-based managing multiple reporting
teamwork. relationships and ensuring
alignment between project
objectives and organizational
goals. Establishing clear
communication channels,
project management
processes, and knowledge-
sharing protocols becomes
critical to maximize the
benefits of knowledge
management in a matrix
structure.
Network Organizational Potential Impact on Business Culture: Potential Impact on

Structure: Network structures foster a culture of Knowledge Management: In a
Description: A network openness, collaboration, and innovation, network structure, knowledge
organizational structure where individuals and teams form dynamic management extends beyond
is characterized by relationships based on shared interests organizational boundaries to
flexible, fluid and goals. Trust, reciprocity, and mutual include external partners,
relationships between support are valued, as organizations stakeholders, and
individuals, teams, and leverage external networks and communities. Organizations
external partners. partnerships to access resources, expertise, leverage external networks to
Rather than traditional and opportunities. access diverse perspectives,
hierarchical insights, and knowledge
arrangements, resources. Knowledge
networks emphasize management efforts focus on
collaboration, building and nurturing
partnerships, and relationships, fostering
knowledge sharing communities of practice, and
across organizational facilitating collaborative
boundaries learning and knowledge
exchange. However, managing
knowledge across
decentralized networks
requires robust
communication channels,
information sharing platforms,
and mechanisms for building
trust and collaboration among
network participants.
Implementing collaborative
technologies, social learning
platforms, and community

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brief description
engagement strategies
becomes essential to support
knowledge management in a
network structure.

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ICTDBS605

Assessment for this unit

Student Assessment Agreement

Have you read the assessment requirements for this unit?  No

Do you understand the requirements of the assessments for this unit?  No

Do you agree to the way in which you are being assessed?  No

Do you have any specific needs that should be considered?  No

If so, explain these in the space below.

Do you understand your rights to reassessment?  No

Do you understand your right to appeal the decisions made in an  No

Student name archna

Student ID number 14315104

Unit code and title

Student signature Archna

Assessment Type Knowledge Test

Trainer/Assessor Name Mrs Manjit Kaur

1. This assessment is my own work.

Student ID Student name Signature Date of

Gue2614315104 Archna 29/04/2024

Assessment Outcomes By completing this assessment, you will demonstrate the

 Analyse existing knowledge management

 Evaluate knowledge management options

 Develop knowledge management strategy

Assessor will mark each question as S satisfactory or NS not

You are required to answer all questions correctly to be

 comply with the due date for assessment which your

 adhere with the submission guidelines

 answer all questions completely and correctly

 submit work which is original and, where necessary,

 avoid sharing your answers with other students

Avoid redundancy:- avoiding redundancy is paramount to maintaining efficiency and

Support decision making:- In a successful knowledge management system, supporting

Prevent duplication of effort:- preventing duplication of effort is crucial to maximizing

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

Knowledge management Description of model

KM Process Framework A Knowledge Management (KM) Process Framework

The KM Matrix is a model used in Knowledge Management

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

Knowledge management The Knowledge Management Process Model provides a

3. Outline the purpose of the knowledge hierarchy in terms of knowledge management.

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

Information source Information source type

Internal source: 1 Specialist advice refers to insights, guidance, and

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

organizations can access external perspectives, stay

Internal source: 2 Internal documentation refers to reports, manuals,

External source:1 Customer feedback refers to input, comments,

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

organizations can build stronger customer

External source :2 Articles from reputable sources such as journals,

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

Legal issue to consider relevant to 1. Intellectual Property Infringement:

Security issue to consider relevant to Data Breach: A security issue in knowledge

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

6. List and outline three key principles for record management.

Record keeping principle Brief description of principle

Protection The principle of protection in record management

ICTDBS605 Develop knowledge management strategiesAssessment 1 version 1.2 March 2024

Retention The principle of retention in record management