Enhancing Knowledge Sharing Processes via Automated Software Documentation Management Systems Using Gen AI Software Tools

Document Management Systems (DMS) contribute substantially to better Knowledge Management (KM) methodologies and increase a company's efficiency from data and information acquisition, organisation, sharing, and retrieval. With the recent progress in Artificial Intelligence (AI) technologies, many of the KM functionalities can be substantially improved such as enhancing conventional methodologies and empowering individuals and teams to effectively harness knowledge, enhance access to information, and apply more accurate decision-making processes. By implementing various AI tools, companies can improve the way to retrieve valuable insights from extensive datasets and information and data repositories. The present research aims to explore a new software architecture of a DMS with advanced AI tools. The study proposes a model of an Automated Documentation Management System (ADMS), complemented by cutting-edge Gen AI Software Tools, reflecting the need for more efficient knowledge sharing in the company. The paper is structured as follows. The first part introduces the role of DMS in companies and the implications of the recent advances in AI. Next, the paper outlines the challenges for effective knowledge-sharing processes, including accessibility issues, lack of suitable technologies, and readability concerns. The empirical research among IT professionals explores the main expectations for functional and non-functional requirements of DMS and a sophisticated architecture for ADMS is proposed, consisting of specialised components for analysing, storing, and retrieving data, granting users the ability to establish easily accessible repositories for their organisational and domain knowledge. Finally, the study explores how applying AI-driven knowledge management tools can result in pragmatic and efficient solutions to tackle the difficulties associated with traditional documentation systems in the contemporary digital era.