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KNOWLEDGE BASE MANAGEMENT GUIDELINES

Effective Date: 02 June 2025
Applies To: All departments and personnel contributing to or utilizing the internal Knowledge Base (KB) of MPLATS ENTERPRISE (PTY) LTD (Mototolo Platinum Mine)

1. PURPOSE

To ensure the Mototolo Knowledge Base remains a reliable, up-to-date, and central repository of institutional knowledge, operational procedures, policies, and compliance references. This policy governs how knowledge content is created, validated, organized, updated, and accessed.

2. OBJECTIVES

  • Promote standardized information sharing across departments

  • Minimize operational disruption by providing easy access to key procedures

  • Preserve institutional memory

  • Ensure compliance with legal, safety, and operational documentation protocols

3. SCOPE

This policy applies to:

  • All departments, including Operations, Safety, Supply Chain, HR, ICT, and Administration

  • All users creating, editing, or retrieving documents from the Knowledge Base

  • Internal systems and platforms hosting documentation (e.g., SharePoint, Intranet, Document Portals)

4. STRUCTURE OF THE KNOWLEDGE BASE

The Knowledge Base shall be organized into the following categories:

  1. Company Overview

  2. HR & Employment Policies

  3. HSE (Health, Safety & Environment)

  4. Procurement & Supply Chain

  5. Finance & Compliance

  6. IT & Digital Infrastructure

  7. Operations & Logistics

  8. Templates & Forms

  9. Training & Induction Materials

  10. Emergency Protocols & Business Continuity

5. CONTENT CREATION & APPROVAL

Role Responsibility
Content Owner Subject matter expert responsible for drafting content
Department Head Reviews and approves accuracy and relevance
Knowledge Administrator Publishes content to the Knowledge Base and archives superseded versions

  • Template Format must be used for consistency (provided by the Knowledge Administrator)

  • Content must be written in clear, formal, and professional language

6. UPDATING & VERSION CONTROL

  • Review Cycle: Each document must be reviewed at least annually or when major changes occur

  • Versioning: All updates must reflect a version number and date stamp (e.g., v1.2 – 2025-06-24)

  • Obsolete Documents must be archived for record-keeping but marked clearly as “RETIRED”

7. ACCESS & PERMISSIONS

  • All employees have read-only access by default

  • Editing rights are granted to designated contributors

  • Restricted content (e.g., legal contracts, executive policies) requires authentication and clearance

8. SECURITY & BACKUP

  • The Knowledge Base shall be hosted on secure infrastructure with:

    • Daily backups

    • Audit logs of document access

    • Encrypted access protocols (SSL, VPN)

9. TRAINING & AWARENESS

  • New employees must undergo a Knowledge Base navigation module as part of induction

  • All staff must be informed of major updates through official channels (e.g., bulletin, email, intranet)

10. COMPLIANCE & VIOLATIONS

  • Unauthorized deletion or editing of KB content is a policy breach

  • Failure to maintain or update content as per assigned responsibilities may result in disciplinary action

  • The Knowledge Base is considered a controlled document repository for regulatory audits

11. CONTACT

Knowledge Administrator – ICT Department
📧 kb.admin@mplats.co.za
📞 013 516 0549

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