Access to Knowledge Policy

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Describes the access to knowledge policy developed by the Canadian Forest Service (2004): Background, policy statements, guidelines, implications, knowledge asset inventory; publication available

Describes the access to knowledge policy developed by the Canadian Forest Service (2004): Background, policy statements, guidelines, implications, knowledge asset inventory; publication available

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  • There are two things that I propose to do under this agenda item. First, I’ll describe the proposed CFS Access to Knowledge Policy and related documents and tools Second, I am looking for final approval from this committee to adopt the Policy

Transcript

  • 1. Canadian Forest Service Access to Knowledge: Policy and Guidelines Presentation to Canadian Forest Service Senior Management Committee September 28, 2004
  • 2. Outline
    • Background
    • Policy statements
    • Guidelines
    • Implications
    • Knowledge Asset Inventory
  • 3. 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
  • 4. How 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
  • 5. Policy Goals Access None High Fully Restricted Unrestricted Desired general state Specific cost circumstances Specific restriction circumstances Specific cost and restriction circumstances Goal of proposed policy Cost
  • 6. 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)
  • 7.
    • 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 & Responsibilities
  • 8. Level 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)
  • 9. Accessibility
    • 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)
  • 10. Service 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)
  • 11. Cost 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)
  • 12. Guidelines Inclusions & 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 )
  • 13. Guidelines
    • 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
  • 14. Implications - Corporate
    • Oversight (SMC)
    • Administration (KM Div.)
    • Internal & external communications
    • Service standards
    • Performance indicators, audit
    • HR rewards & recognition
  • 15. Implications - Management
    • 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
  • 16. Knowledge Assets Inventory Data entry
  • 17. Knowledge Assets Inventory Search Results
  • 18. Total of 531 assets from 211 responses Source: Knowledge Asset survey
  • 19. Next 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)
  • 20. Summary
    • 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!