What is a Knowledge Base & Knowledge based Systems? - KPS

What is a Knowledge Base?

Contact us

A knowledge base is a centralized repository of information, data, and knowledge that is organized and structured for easy access, retrieval, and management. A knowledge base platform serves as a resource for storing, organizing, and sharing information within an organization or for a specific purpose. Knowledge bases systems and software are used in various fields, including business, technology, customer support, education, and more.

Key characteristics of a knowledge base system include:

  1. Structured Information: Knowledge bases typically organize information in a structured manner, often using categories, topics, or a hierarchical structure to make it easier to navigate and locate specific pieces of information.
  2. Search Functionality: Knowledge bases often include a search feature that allows users to quickly find the information they need by entering keywords or queries.
  3. Content Variety: Knowledge bases can contain a wide range of content types, including text documents, articles, FAQs, images, videos, diagrams, and more, depending on the specific needs of the organization.
  4. Collaboration Tools: In some cases, knowledge bases may support collaboration features, allowing multiple users to contribute, edit, or update content collaboratively.
  5. Version Control: Knowledge bases often include version control mechanisms to track changes and updates to the information over time.
  6. Access Control: Access to a knowledge base may be restricted to authorized users or groups to ensure that sensitive or proprietary information is protected.
  7. Integration: Knowledge base software can be integrated with other software systems, such as customer relationship management (CRM) systems, helpdesk software, or content management systems, to provide seamless access to knowledge and information.
  8. User-Friendly Interface: A user-friendly interface is crucial for easy navigation and utilization of the knowledge base by employees, customers, or other stakeholders.

Knowledge bases serve various purposes, including:

  • Internal Knowledge Sharing: Organizations use knowledge base systems to store and share internal information, best practices, policies, and procedures among employees, promoting efficient operations and decision-making.
  • Customer Support: Many companies use knowledge base tools to provide self-service support to their customers. Customers can access FAQs, troubleshooting guides, and instructional materials to find solutions to common issues without the need for direct customer support.
  • Training and Onboarding: Knowledge base tools are often used to create training materials and resources for new employees, helping them learn about company processes and systems.
  • Documentation: Technical documentation, product manuals, and user guides can be included in knowledge bases to provide users with detailed information about products or services.
  • Research and Reference: Educational institutions, research organizations, and libraries use knowledge bases to store and access research papers, academic materials, and reference information.

Overall, knowledge base software is a valuable tool for efficiently managing and sharing information, which can improve decision-making, problem-solving, and customer satisfaction.

Get in touch with us

Contact us page form


Get in touch with us

No matter where you are in the world we are always excited to talk with our customers, potential clients and members of the knowledge management, contact centre, service desk and web self-service community.

Contact us page form