The role of knowledge management in managing fraud risks
November 12, 2020
Knowledge management refers to the effective creating, sharing and using information within an organization.
Knowledge management helps to combat fraud from parties within and without an organization.
These instances clearly outline how data can be managed, and the importance this plays in an effort to manage fraud risks;
1. Clearly defining employee duties and job descriptions.
In an organization where the roles of employees are not clear, it is difficult to know who handled what transactions. Properly defining individual employee roles enables the company to know the party involved in a fraud, should there be one. With this knowledge then employees refrain from engaging in fraudulent activity.
2. Safeguarding information.
Protecting information can be by passwords, encryptions or codes. The specific details of this safeguards should then be made known to a few trusted people. This limits the number of people with access to information, limiting the occurrence of fraud. The reason it is important to have at least two people with the safeguard information is that in case the one person is unable to discharge their duties, the other can step in. Furthermore, if just one person has the safeguards, and the person in indisposed, it could create panic in the company, creating the perfect opportunity for fraudsters, as the attention becomes divulged.
3. Withholding some information.
Concealing the true value of information minimizes the interest in using the information for harm. However, knowledge of the information’s value would create an opportunity for fraud to take place. Employees may exchange the information with other parties for monetary advantage. Hence, hiding its importance means less attention is given to it.
4. Ensuring that all the company managers have equal say in company matters.
A single individual with absolute power can dominate and overrule other members. Such a person has the ability to engage in fraudulent practices, should their power remain unchecked.
5. Conducting keen follow-up on employees and managers leaving the organization.
When there is a high turnout in a company, it is difficult to know who was taking on what transactions, and therefore almost impossible to know who is behind a fraudulent activity. Following up ensures that the company is up to date with their ex-employees’ roles at the company, and consequently, possesses the knowledge on the specific culprit behind a fraud. This knowledge also prevents the leaving employees from engaging in fraudulent activity using the company information after they leave the company.
The way information is shared, managed and used in an organization, will therefore have a great role to play in whether fraud cases increase, or whether they are successfully managed. Systems should always be put in place to ensure that information within the organization is protected and fraud risks are at a minimal.
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