Organisational Memory Systems:Are They Real?

IMS3801 Lecture 7

Organisational Memory Systems:Are They Real?

Definitions

Stein and Zwass (ISR, 1995) define an Organisational Memory [Information] System (OMS) as follows:

·  “a system that functions to provide a means by which knowledge from the past is brought to bear on present activities, thus resulting in increased levels of effectiveness for the organization.”

·  Organisational Memory involves the encoding of information via suitable representations, which later have an effect on the organization as members interpret the stored information in the light of current organisational conditions

Stein, 1995

Organisational Memory Content (1)

•  Semantic Information:

Generalised knowledge independent of specific events, which is believed to be stored as a network of concepts;

·  Contained in organisational practices:

·  Handbooks;

·  Manuals;

·  Standards and operational procedures;

·  Records of business transactions;

·  Archives

Organisational Memory Content (2)

•  Episodic Information:

Context specific records

·  Contained in organisational histories:

·  Records of problems and decisions;

·  Minutes of meetings;

·  Verbal protocols and narratives;

·  Non-written stories;

·  Memories of the workers

What is Organisational Memory?

‘the social process of articulating, exchanging and sharing information leading to shared interpetation”

Stein and Zwass, 1995

“the means by which knowledge from the past is brought to bear on present activities, thus resulting in higher or lower levels of organisational effectiveness”

Stein, 1995

“awareness of the efficiency and effectiveness of different courses of action in producing particular outcomes based on experience”

Stein, 1995

Process of Organisational Memory

The Life-Cycle of an

Organisational Memory System

OMS Implementations

·  Some systems have been developed that aim to manage or enhance organisational memory, but they are typically not referred to as OMS

·  These implementations are mostly researched-based and not commercial

·  Venture capital is not flowing to these system prototypes

Is Organisational Memory Achievable?

·  Organisation has to be committed;

·  OMS might not be:

·  Initiated with all the political consequences;

·  Successful as it has to be supported with organisational change;

·  Ever complete;

·  Used properly

Will OMS be Created?

·  Are OMS something special or are all information systems OMS, in effect?

·  If OM is a special instance of organisational data and/or knowledge, do we need special methods to build OMS?

·  Maybe enterprise-wide systems are the true OMS

·  Maybe collective memory in documents, systems and people altogether are OMS

OMS vs. KMS

·  No current software products on the market that are organisational memory systems

·  Knowledge management requires organisational memory

Individual (Experiential) Learning

Model of Organisational Learning

Single Loop vs Double loop learning

·  Double-loop learning involves making tacit knowledge explicit . . .it “involves surfacing and challenging deep-rooted assumptions and norms of an organization”

·  Individual double-loop learning involves the rebuilding of individual mental models, affecting future learning

Single Loop vs Double loop learning

References

·  Stein, E. W. (1995). “Organisational Memory: Review of Concepts and Recommendations for Management”, International Journal of Information Management, Vol 15, No. 2, 17-32

·  Stein, E. W., and Zwass, V. (1995). “Actualizing Organizational Memory with Information Systems”. Information Systems Research, 6(2), June, 85-117

·  Kim, D. H. (1993). “The Link Between Individual and Organisational Learning”. Sloan Management Review, Fall, 37-50