Access to Knowledge Policy

Canadian Forest Service Access to Knowledge: Policy and Guidelines Presentation to Canadian Forest Service Senior Management Committee September 28, 2004

Outline
Background
Policy statements
Guidelines
Implications
Knowledge Asset Inventory

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 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

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

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 & Responsibilities

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)

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)

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)

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)

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 )

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

Implications - Corporate
Oversight (SMC)
Administration (KM Div.)
Internal & external communications
Service standards
Performance indicators, audit
HR rewards & recognition

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

Knowledge Assets Inventory Data entry

Knowledge Assets Inventory Search Results

Total of 531 assets from 211 responses Source: Knowledge Asset survey

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)

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!

Access to Knowledge Policy

by Albert Simard

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Access to Knowledge Policy Presentation Transcript