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description
Canadian Forest ServiceCanadian Forest ServiceAccess to Knowledge:Access to Knowledge: Policy and Guidelines Policy and Guidelines
Canadian Forest ServiceCanadian Forest ServiceAccess to Knowledge:Access to Knowledge: Policy and Guidelines Policy and Guidelines
Presentation to
Canadian Forest Service
Senior Management Committee
September 28, 2004
OutlineOutlineOutlineOutline
Background
Policy statements
Guidelines
Implications
Knowledge Asset Inventory
Why Develop a Policy?Why Develop a Policy?Why Develop a Policy?Why Develop a Policy?
Opportunities Increase CFS visibility, leadership, influence Enhance information & knowledge sharing Promote synergy, integration, innovation Capture & mobilize CFS’s most valuable asset
Risks of non action Central agencies will drive S&T policy agenda Information sharing culture will not evolve Information business line will fail CFS knowledge remains invisible
How we got hereHow we got here
Approval
Information gathering & analysis
Develop guidelines
SMC endorsement-CFS
Establishment-NRCan
Draft Policy Document
Consultation Legal services review
Winter 2000
2001
Dec 2002
Winter 2001
2003/04
2002
Sept 2004
Access
None
High
Fully RestrictedUnrestricted
Desired generalstate
Specific costcircumstances
Specific restrictioncircumstances
Specific costand restrictioncircumstances
Goal of proposedpolicyCost
Policy GoalsPolicy GoalsPolicy GoalsPolicy Goals
Ownership and Use of Data Ownership and Use of Data Ownership and Use of Data Ownership and Use of Data Policy statements:
Knowledge created through public funding is publicly owned.
Employees who collect research data are usually given privileged access to those data for two years.
When early release of data could have negative impact, DGs may extend the two-year privileged access period.
Framework: (no time limit, finite limit, indefinite limit)
Policy statements: The CFS provides clear statements of roles, rights
and responsibilities
The CFS ensures that employees are recognized and credited for access-to-knowledge activity.
For multi-party activities, negotiators will minimize divergence from the policy.
Framework: (creator, custodian, provider, user, manager, owner)
Roles, Rights & ResponsibilitiesRoles, Rights & Responsibilities
Level of AccessLevel of Access
Policy statements: The CFS provides unrestricted access to as many of
its knowledge assets as possible
Where access must be restricted, we try to remove restriction should circumstances allow
Framework: (unrestricted, specific groups, participants in agreements, internal CFS use, legal & security constraints)
AccessibilityAccessibility
Policy statement: Where there is some limitation to accessibility
and use of a knowledge asset, the CFS will attempt to overcome it, on a case-by-case basis.
Framework: (media, format, location, technology)
Service to ClientsService to Clients
Policy statement: We provide service to our clients that is consistent
with generally accepted best practices.
Framework: (effectiveness, user satisfaction, usefulness, reliability, transactions)
Cost RecoveryCost Recovery
Policy statements: The CFS will make as many of its knowledge
assets as possible available free of charge or at minimal cost.
Where some cost recovery is appropriate, the CFS will be open in its dealings and explain what costs are being recovered and why
Framework: (none, partial, full)
Guidelines Guidelines Inclusions & ExclusionsInclusions & ExclusionsGuidelines Guidelines Inclusions & ExclusionsInclusions & Exclusions
CFS-created knowledge (included). Majority CFS-created knowledge (normally included) Minority CFS-created knowledge (normally excluded) CFS as secretariat (excluded) CFS acquired knowledge (acquisition agreement) Legislated protection (excluded) Classified assets (excluded) Material protected by copyright (excluded)
GuidelinesGuidelinesGuidelinesGuidelines
Common sense and judgement Interpretation and application Spirit and intent of the policy Explanations for classifying knowledge assets Examples of classified knowledge assets Recommendations and suggestions Let managers manage; expect them to manage
Implications - CorporateImplications - Corporate
Oversight (SMC)
Administration (KM Div.)
Internal & external communications
Service standards
Performance indicators, audit
HR rewards & recognition
ImplicationsImplications - - ManagementManagement Managers
Authorise and document exceptions to the “two-year rule”
Minimise divergence from policy
Ensure that staff declare knowledge assets
Implement HR procedures & incentives
Knowledge Workers Incorporate access into project plans
Declare knowledge assets
Knowledge Assets InventoryKnowledge Assets InventoryData entryData entryKnowledge Assets InventoryKnowledge Assets InventoryData entryData entry
Knowledge Assets InventoryKnowledge Assets InventorySearch ResultsSearch Results
Knowledge Assets - Reports
0255075
100125150175
# of
Ass
ets
Percent
Number
Total of 531 assets from 211 responses
Source: Knowledge Asset survey
Next StepsNext Steps Approval (Sept 28, 2004) Editing (Oct) Translation (Nov) Knowledge Asset Inventory (Nov-March) Communication Plan (Dec) Document production (Dec-Jan) Publication (March) Implementation (2005)
SummarySummarySummarySummary
Promotes cultural transformation Supports business rejuvenation Key to success of information business line Consensus across Regions and Branches Management has broad discretionary authority Not etched in stone; can be revised any time Little or no cost; all we need is the will
Let’s just Do it!