The study aimed to analyze the integration between knowledge management elements and organizational memory within university environments to enhance faculty members' knowledge accumulation. It reviewed and analyzed relevant literature to identify theoretical trends in studying knowledge management and organizational memory, as well as the challenges facing knowledge transfer and sustainability in academic institutions. The study also proposed practical mechanisms to strengthen this integration and preserve knowledge accumulation in Saudi universities. The research adopted deductive and descriptive–analytical methods to examine related concepts and theoretical models in the context of higher education. Findings revealed a theoretical and practical gap in integrating knowledge management with organizational memory, in addition to the limited activation of knowledge accumulation in university policies despite the availability of institutional components. Results highlighted the importance of linking knowledge management elements (content, human resources, procedures, technology) with the dimensions of organizational memory (procedural, cultural, technical, administrative) within an integrated framework that supports knowledge accumulation across teaching, research, and community service. The study also proposed theoretical mechanisms for developing a comprehensive knowledge framework within Saudi universities.
The world has experienced a major shift in the concept of wealth and institutional excellence, with knowledge emerging as the key resource, surpassing material and technological capital. Knowledge now drives sustainability and excellence, especially in higher education institutions, which play a central role in knowledge production. This transformation has led to the rise of new concepts in university management, most notably Knowledge Management (KM), which includes four main components: human resources, content, processes, and technology. These components form the infrastructure for universities to generate and maintain knowledge (Al-Hamiri, 2024; Dei & Van, 2020). The increasing loss of tacit knowledge due to staff turnover has highlighted the need for organizational memory to preserve and transfer experiences to new generations (Al-Qurashi, 2023). This study explores ways to integrate Knowledge Management and Organizational Memory.
Problem of the Study
The digital transformation of higher education institutions has strengthened the strategic role of Knowledge Management in maintaining a competitive advantage and fostering innovation. This shift has underscored the importance of the human element as the primary source of tacit knowledge, requiring effective management to ensure the documentation and sustainability of knowledge (Al-Hamiri, 2024). However, there is a gap in integrating the elements of Knowledge Management (content, human resources, technology, and processes) with the dimensions of Organizational Memory (cultural, administrative, technological, and procedural). This gap hinders sustainable knowledge accumulation in Main Research Question:
The primary question of this study is:
How can the integration of Knowledge Management elements and the construction of Organizational Memory in universities preserve the knowledge accumulation of faculty members?
Sub-questions:
What challenges exist regarding knowledge transfer and preservation in universities, and how do they impact Organizational Memory?
Study Objectives:
This study aims to integrate Knowledge Management elements with Organizational Memory in universities to preserve knowledge accumulation among faculty members.
The study employs two main methodologies:
Deductive Method: To derive concepts related to Knowledge Management, Organizational Memory, and knowledge accumulation in educational institutions.
Documentary Method: Analyzing published studies to explore connections between Knowledge Management elements, Organizational Memory, and knowledge preservation.
Significance of the Study:
This research is significant as it bridges the gap between the integration of Knowledge Management and Organizational Memory in universities, offering a conceptual framework. It examines the existing literature on these variables within universities and their role in preserving knowledge.
Knowledge, an ancient yet evolving concept, has been discussed theoretically for centuries, while its practical management began in the 1990s. Today, it is a cornerstone of power, development, and a strategic resource for universities (Arbab et al., 2024).
Universities are responsible for knowledge production, aiming for academic excellence, making the integration of Knowledge Management (KM) with Organizational Memory crucial for enhancing knowledge accumulation among faculty members (Al-Agha & Abu Al-Khair, 2012).
Organizational Memory acts as a repository of experiences, ensuring the sustainability of thought and development. Its integration with Knowledge Management is key to improving institutional performance and utilizing human resources efficiently (Al-Qurashi, 2023).
First: Knowledge Management – Concept and Enabling Elements
Knowledge Management is a modern pillar for improving institutional performance, particularly in knowledge-intensive universities. The knowledge gap exists due to the lack of studies addressing KM's elements, revealing unexplored areas in academic research.
Table (1): Knowledge Management and its Elements in Universities (Content - Human Resources - Information Technology - Processes)
|
No. |
Study and Topic |
Variables |
Dimensions |
|
1. |
Al-Hamiri (2024) The Impact of Information and Communication Technology on Knowledge Management |
Independent: Information and Communication Technology Dependent: Knowledge Management |
Knowledge Management Dimensions: Knowledge Diagnosis, Knowledge Generation, Human Element Information and Communication Technology Dimensions: Devices and Equipment, Software and Databases, Communication Networks, Knowledge Storage, Knowledge Sharing and Distribution, Knowledge Application |
|
2. |
Arbab et al. (2024) Knowledge Management in Saudi Universities and Ways to Utilize It for Financial Resource Development |
Independent: Knowledge Management Dependent: Financial Resource Development |
Knowledge Production and Generation, Knowledge Storage, Knowledge Dissemination, Knowledge Discovery, Knowledge Application |
|
3. |
Escorcia Guzmán (2023) Identifying the Elements Used to Measure Knowledge Management in Research Departments in Higher Education Institutions |
Independent: Knowledge Management Elements Dependent: Knowledge Management Measurement |
Human Capital (Knowledge, Skills, and Experience) Structural Capital (Knowledge Infrastructure) Relational Capital (Internal and External Relations Connecting the University to Stakeholders) |
|
4. |
Al-Aqili & Ali (2023) The Role of Knowledge Management Practices in the Development of Scientific Endowment Governance |
Independent: Knowledge Management Practices Dependent: Scientific Endowment Governance |
Knowledge Transfer and Sharing among Staff (Internal Communication Network, Internet), Knowledge Generation, Storage, Distribution, and Application |
|
5. |
Montaser (2021) The Role of Knowledge Management in Developing Research Performance |
Independent: Knowledge Management Dependent: Faculty Members’ Performance in Community Service |
Knowledge Production, Storage, and Organization, Knowledge Exchange and Dissemination |
|
6. |
Al-Qahtani (2021) Barriers to the Application of Knowledge Management by University Leaders |
Independent: Knowledge Management Barriers Dependent: Knowledge Management Application |
Human, Technological, Administrative Barriers |
|
7. |
Al-Humidi (2019) The Role of Knowledge Management in Achieving Competitive Advantage in Saudi Universities |
Independent: Knowledge Management Dependent: Competitive Advantage |
Knowledge Storage, Knowledge Distribution, Knowledge Acquisition, Knowledge Generation, Knowledge Application, Quality Application, Innovation and Creativity, Customer Responsiveness |
|
8. |
Kamal El-Din & Abu Zaid (2019) The Reality of Knowledge Management Application and Its Impact on Institutional Performance Excellence in Saudi Universities |
Independent: Knowledge Management Dependent: Institutional Performance |
Knowledge Management Application to Achieve Employee Satisfaction, Knowledge Management Application to Organizational Learning and Growth, Knowledge Management Application to Internal Process Efficiency |
|
9. |
Gilavand & Mohsen (2019) Knowledge Management Components from the Perspective of Faculty Members |
Independent: Knowledge Management Dependent: Organizational Performance |
Knowledge Creation, Knowledge Preservation, Knowledge Transfer, Knowledge Application |
|
10. |
Al-Sheikhi (2018) A Proposed Vision for the Role of Knowledge Management in Enhancing Administrative Performance in Saudi Universities |
Independent: Knowledge Management Requirements Dependent: Administrative Performance |
Knowledge Distribution, Knowledge Application, Human Capital, Knowledge Needs, Knowledge Infrastructure, Technological Infrastructure, Knowledge Awareness, Knowledge Diagnosis, Knowledge Generation, Knowledge Storage |
From Table (1), the following conclusions emerge:
Most studies focused on descriptive analysis, lacking integrated models for Knowledge Management elements.
Studies addressed traditional dimensions without linking them to Organizational Memory or Knowledge Accumulation.
There is a gap in experimental studies.
This study addresses these gaps by presenting an integrated model linking Knowledge Management elements with university performance indicators using modern data analysis, thereby enhancing institutional knowledge accumulation.
Second: Organizational Memory – Concept and Dimensions
Organizational Memory is the institutional repository of experiences and knowledge, preserved and retrieved to support decision-making and organizational learning (Helder & Paulo, 2020). Table (2) illustrates the dimensions of Organizational Memory.
Table (2): Organizational Memory in Universities (Cultural, Administrative, Technological, Procedural Memo
Table (2): Organizational Memory in Universities (Cultural Memory - Administrative Memory - Technological Memory - Procedural Memory)
|
No. |
Study and Topic |
Variables |
Dimensions |
|
1. |
Al-Banawi et al. (2024) The Relationship Between Organizational Memory and Learning |
Independent: Dimensions of Organizational Memory Dependent: Levels of Organizational Learning |
Dimensions of Organizational Memory: Personal Memory, Technological Memory, Procedural Memory, Archives Levels of Organizational Learning: Individual Learning, Group Learning, Organizational Learning |
|
2. |
Aricioğlu & Ateşalp (2024) The Impact of Organizational Memory on Building Organizational Trust |
Independent: Organizational Memory Dependent: Organizational Trust |
Personal Memory: Knowledge and Experience Technological Memory: Stored Information Procedural Memory: Knowledge Related to Processes and Procedures in the Organization Archives: Documents and Official Records |
|
3. |
Al-Qurashi (2023) Organizational Memory as an Approach to Achieving Institutional Excellence in Saudi Universities Based on U.S. Experience |
Independent: Dimensions of Organizational Memory Dependent: Institutional Excellence |
Dimensions of Organizational Memory: Level, Content, Forms, Orientation, Formation Institutional Excellence: Human Resources, Knowledge and Financial Resources, Leadership, Processes |
|
4. |
Najim et al. (2023) The Mediating Role of Knowledge Management in the Relationship Between Building Organizational Memory and Human Resource Management |
Independent: Building Organizational Memory Mediating Variable: Knowledge Management (KM) Dependent: Human Resource Management (HRM) |
Knowledge Collection, Knowledge Storage, Knowledge Acquisition, Knowledge Creation, Knowledge Sharing, Knowledge Application Human Resource Planning, Employee Development, Performance Evaluation, Motivation |
|
5. |
Sulartopo et al. (2022) Organizational Memory System Model for Ensuring Internal Quality Assurance in Higher Education |
Independent: Organizational Memory Dependent: Internal Quality Assurance Processes |
Cultural Memory: Organizational Values, Beliefs, and Norms Human Memory: Knowledge and Experience Accumulated by Individuals in the Institution Technological Memory: Databases, Information Systems, and Digital Platforms Documentary Memory: Official Documents, Policies, Procedures, and Reports |
|
6. |
Hussein et al. (2021) Employee Retention Strategy and Its Impact on Organizational Memory |
Independent: Employee Retention Strategy Dependent: Organizational Memory |
Dimensions of the Independent Variable: Employee Retention Strategy (Employee Participation, Compensation and Benefits, Management Support, Teamwork, Training and Development, Employee Freedom and Flexibility) Dimensions of the Dependent Variable: Social Knowledge, Functional Knowledge, Institutional Knowledge, Industrial Knowledge, Historical Knowledge, Political Knowledge, Cultural Knowledge |
|
7. |
Helder & Paulo (2020) Linking Knowledge Management, Organizational Learning, and Memory |
Independent: Knowledge Management Dependent: Organizational Learning, Organizational Memory |
Personal Memory: Accumulated Knowledge and Experiences Technological Memory: Information Systems, Databases, and Electronic Platforms Documentary Memory: Official Documents, Administrative Reports, Documenting Processes and Procedures |
|
8. |
Ben Amer Dahinin (2017) The Contribution of Knowledge Management to the Development of Organizational Memory |
Independent: Knowledge Management Dependent: Development of Organizational Memory |
Infrastructure and Flexible Organizational Structure Organizational Culture That Encourages Experience Sharing and Management's Assistance in Idea and Experience Rotation Effective Communication Systems for Acquiring Knowledge and Mechanisms/Technologies |
From Table (2), it is evident that the studies focused on the relationship between organizational memory and concepts such as learning, trust, and excellence, without The studies primarily focused on traditional models and did not build a unified framework linking organizational memory dimensions to institutional performance. Most research emphasized technological and procedural dimensions, with less attention to the cultural aspect, and failed to address mechanisms for updating memory content in line with digital transformation. Additionally, there was a lack of predictive tools to assess the development of memory and its interaction with human resources.
The current study aims to propose an integrated model connecting organizational memory, knowledge management, and knowledge accumulation to sustain knowledge in universities.
Organizational Memory consists of four interrelated categories:
This section presents a deductive analysis of the literature on integrating Knowledge Management elements and developing Organizational Memory in universities to preserve faculty knowledge accumulation.
Question 1: What is the degree of integration between content in Knowledge Management and cultural memory in Organizational Memory?
Studies show that integrating knowledge content with cultural memory is vital for improving decision-making and sustaining performance in universities. Content represents stored knowledge, while cultural memory houses this knowledge within academic values and traditions.
The Role of Content in Knowledge Management:
Third: Aspects of Integration between Content and Cultural Memory:
Time Gap:
Figure (1) Model: The Time Gap Between Content Element and Cultural Memory
A relative decline in research output was observed between 2018 and 2020, as no clear studies addressed the direct relationship between content and cultural memory within Knowledge Management and Organizational Memory frameworks. After 2020, interest gradually increased, with studies focusing on the role of organizational culture in supporting institutional knowledge and ensuring performance sustainability in universities. This suggests a time gap that requires further research to enhance both the theoretical and practical understanding of how content interacts with cultural memory to improve organizational memory in university settings.
The model in figure (2) illustrates the integration between content elements and cultural memory.
The model in figure (3) analyzes the performance of the direction of the content element and cultural memory.
Analysis and Discussion of Question Two:
To what extent is the integration between technology in Knowledge Management elements and technical memory in Organizational Memory?
The integration of technology and organizational memory is essential for enhancing knowledge accumulation in higher education institutions. Technology includes digital systems that support knowledge creation, storage, and application, while technical memory is the framework that stores and retrieves this knowledge to improve organizational performance.
Al-Hamiri (2024) emphasized the role of information technology in facilitating knowledge creation, sharing, and utilization.
Sulartopo et al. (2022) confirmed that technological infrastructure preserves knowledge and ensures quality.
Isawi (2016) pointed out that electronic management at the University of Tabuk helps preserve institutional memory through data integration.
Digital Storage: Converting tacit knowledge into explicit knowledge through electronic archiving (Isawi, 2016).
Knowledge Sharing: Supporting electronic platforms for information integration across departments (Isawi, 2016).
Digital Transformation: Enhancing academic knowledge management through digital systems (Mohamed, 2022).
The Time Gap:
Figure (4): The Time Gap Between Technology and Technical Memory Elements.
The period from 2016 to 2018 shows a research gap in addressing the relationship between technology and technical memory, while interest increased after 2018, reaching its peak since 2021. Research has focused on digital transformation and the integration of systems.
Organizational Memory Information, which highlights the importance of expanding applied studies in this field.
The following graph illustrates this Time gap:
Utilization of tools and platforms that facilitate access to information and data analysis to improve decision-making processes.
Automation of operations, enabling easier collaboration and knowledge sharing.
Supporting innovation and enhancing institutional competitiveness.
Databases that support decision-making, adapt to changes, and facilitate the transfer, sharing, and storage of knowledge, thereby improving member performance.
Figure (6): Analyzing the Performance Trend Between Technology and Technical Memory Elements.
Analysis and Discussion of Question Three:
To what extent is the integration between human resources in Knowledge Management elements and administrative memory in Organizational Memory?
Human resources are the driving force behind knowledge management, generating and sharing expertise within universities. Administrative memory preserves this knowledge, ensuring institutional continuity.
Escorcia Guzmán (2023) emphasized training and collaboration within work teams using machine learning.
Dei & Van (2020) highlighted the lack of support for communities of practice, despite their importance in knowledge transfer.
Sharifzadeh & Safari (2019) noted that knowledge management practices improve academic staff performance.
Kamel Eldin & Abu Zaid (2019) confirmed that applying knowledge management increases employee satisfaction and efficiency.
Najim et al. (2023) showed that knowledge management mediates between building organizational memory and managing human resources.
Sulartopo et al. (2022) emphasized the need for top management support for memory sustainability.
Helder & Paulo (2020) highlighted the importance of organizing knowledge for effective memory.
The Time Gap:
Studies show a lack of direct research before 2019, with increased interest between 2019–2023 in using human resources to build institutional memory. This highlights the need for more studies to align with technological changes in knowledge management.
Figure (7): The Time Gap Between Human Resources and Administrative Memory Elements.
Figure (8): Achieving Integration Between Human Resources and Administrative Memory Elements.
Figure (9): Analyzing the Performance Trend Between Human Resources and Administrative Memory Elements.
Analysis and Discussion of Question Four:
The integration between procedures in Knowledge Management (KM) and procedural memory in Organizational Memory (OM) is crucial for enhancing institutional performance and sustainable learning. Procedures convert knowledge into practical actions, while procedural memory preserves these actions for future use.
Procedures and Their Role in KM:
Conclusion: There's a strong integration between procedures and procedural memory, supported by technology and training, which enhances organizational memory and performance.
Time Gap: Interest started with Ben Amer Dahinein (2017) but was sparse from 2018-2020. Interest increased from 2021-2024, with a focus on digital transformation, indicating a need for further research.
Figure (10): The Time Gap Between Procedures and Procedural Memory Elements.
Figure (12): Analyzing the Performance Trend Between Procedures and Procedural Memory Elements.
The Time Gap Across All Elements:
It appears that the interest in the integration between knowledge management elements and organizational memory began to emerge after 2018, increasing significantly between 2021–2024 with the digital transformation in universities. Despite this, the years 2017, 2019, and 2020 experienced a clear stagnation, and studies before 2016 were limited and unstructured, highlighting the recent focus on this field. There is a clear need for more analytical research to deepen the understanding of the integration between knowledge and organizational memory, especially with the expansion of artificial intelligence and automation to support knowledge accumulation. The Time gap is further illustrated in the following graph:
Figure (13): Analyzing the Time Gap Across All Elements.
Figure (14): Analyzing the Time Performance Trend Across All Elements.
Analysis and Discussion of Question Five: What are the main challenges identified in the literature regarding knowledge transfer within universities and its preservation for building organizational memory?
Converting Tacit Knowledge into Explicit Knowledge: Weak documentation and the absence of effective institutional mechanisms (Shirsavar, 2015).
Inadequate Technological Infrastructure: Lack of electronic systems for knowledge storage and exchange (Isawi, 2016).
Absence of Institutional Policies: A lack of regulations and frameworks to organize knowledge documentation (Al-Qurashi, 2023).
Individualistic Academic Culture: Low levels of trust and collaboration in academic work environments (Aricioğlu & Ateşalp, 2024).
Knowledge Loss due to Retirement or Staff Transition: The absence of mechanisms for knowledge transfer results in the loss of accumulated knowledge (Ben Amer, 2017).
Proposed Mechanisms to Achieve Integration Between Knowledge Management and Organizational Memory in Academic Environments:
Based on studies by Al-Oqili (2021), Al-Qurashi (2023), and Al-Hamiri (2024), the following mechanisms are proposed:
In Knowledge Management: Activate participation and documentation policies, encourage communities of practice, and develop digital platforms for content exchange.
In Organizational Memory: Strengthen cultural values, update regulations and policies, and use archiving systems and e-learning platforms (LMS).
In Knowledge Accumulation: Use data analysis, leverage human expertise, and ensure continuous professional development.
These mechanisms confirm that the integration of knowledge management and organizational memory is essential for building sustainable knowledge accumulation, ensuring excellence in teaching, research, and community service.
Integration between Knowledge Management Elements and Organizational Memory to Preserve Knowledge Accumulation
Figure (15): Model of Integration Between Knowledge Management Elements, Organizational Memory, and Knowledge Accumulation.
Integrated Mechanisms for Knowledge Management, Organizational Memory, and Knowledge Accumulation:
Based on the literature, an integrated set of mechanisms is proposed for the three core functions of universities:
In University Teaching:
Figure (16): Researcher’s Proposed Measures to Achieve Integration between Knowledge Management Elements and Organizational Memory