Knowledge Storage, Organization, and Retrieval
This domain tests whether you can design a repository people can actually find and trust. Storage is not the goal; retrieval, reuse, and control are. The exam covers taxonomy, metadata, versioning, access, retention, and search.
Rules
- Use a controlled taxonomy for stable categories and a folksonomy only as a supplement.
- Minimum metadata: title, owner, author, date, version, status, project or phase, confidentiality, keywords, related items, retention class.
- Apply naming conventions and version control; distinguish draft, approved, superseded, and archived.
- Use role-based access; over-restriction creates shadow repositories; under-restriction creates confidentiality risk.
- Design for search and browse: faceted filters, synonyms, cross-links, and a single source of truth.
- Assign content owners and review dates; deduplicate and retire stale items.
Worked example
A lessons-learned library returns 300 hits for "schedule." Add a faceted taxonomy (phase, project type, risk category, benefit), controlled keywords, and a summary field. Link each lesson to related decisions and artifacts. Reasoning: free-text search alone cannot disambiguate; metadata and structure improve precision and trust. Measure with retrieval tests, not storage volume.
Traps
- Uploading files without metadata or owner.
- Assuming search solves poor organization.
- Keeping everything forever, which buries relevant content.
- Treating permissions as an afterthought.
- Building a taxonomy nobody maintains.