Climate change document management system

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Presentation on a new system for regional document/information management, given by Timo Baur, CCCCC, Belize at the Marketplace for techies session at the 4th I-K-Mediary workshop in Bangladesh, January 2011.

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  • First I want to briefly introduce you to a common model of a Clearinghouse Mechanism and outline a few success factors. Then I will present a reference framework for the CCCCC`s Clearinghouse Mechanism which gives an overview about how it could be structured and which defines how documents and data are referenced in the database. I will then show how this looks from a users perspective, discuss a possible sourcing and publishing process and propose an initial set of public material.
  • Climate change document management system

    1. 1. A Document Management System for Climate Change Information Exchange <ul><li>Timo Baur </li></ul><ul><li>Information Specialist </li></ul><ul><li>Caribbean Community Climate Change Centre Belize </li></ul><ul><li>January 24 th 2011 </li></ul>
    2. 2. Outline <ul><li>Exchanging information on climate change in the Caribbean </li></ul><ul><li>Clearinghouse mechanism </li></ul><ul><ul><li>Organizational model </li></ul></ul><ul><ul><li>Common metadata model </li></ul></ul><ul><li>Document management system (DMS) as a common tool and standard for information exchange </li></ul><ul><li>Status </li></ul>
    3. 3. Exchanging Information on Climate Change in the Caribbean <ul><li>CARICOM Climate Change Centre </li></ul><ul><ul><li>brings together various organizations in the Caribbean </li></ul></ul><ul><ul><li>common objective: sharing information on climate change </li></ul></ul><ul><ul><li>facilitates information sharing using a Clearinghouse Mechanism and accompanying tools and databases </li></ul></ul>
    4. 4. A Clearinghouse Mechanism Glueck, Michael (ed.): Work the Net – A Management Guide for Formal Networks, 2008 <ul><li>decentral organization </li></ul><ul><ul><li>CCCCC as hub coordinates and facilitates </li></ul></ul><ul><ul><li>clearinghouse nodes </li></ul></ul><ul><ul><ul><li>produce and maintain data and information </li></ul></ul></ul><ul><ul><ul><li>retain full responsibility and ownership </li></ul></ul></ul><ul><li>provides </li></ul><ul><ul><li>- common standards for structuring data and information </li></ul></ul><ul><ul><li>- access to consolidated data and information </li></ul></ul><ul><ul><li>- sophisticated search, query and retrieval methods </li></ul></ul>
    5. 5. Reference Framework: Organizational Model Components of the Clearinghouse Mechanism common standard for data exchange Information sharing agreement common standard for data exchange Information sharing agreement Clearinghouse (Intermediary) country node subnodes
    6. 6. Information Sharing Agreements <ul><li>define key topics / areas of data to exchange </li></ul><ul><li>define provision, use, and maintenance of data and information </li></ul>Common Standard for Information Exchange <ul><li>Document Management System facilitates storage and exchange of documents </li></ul><ul><li>Still possible: </li></ul><ul><ul><li>Analogous channels (e.g. mail): CCCCC arranges digitalization </li></ul></ul><ul><ul><li>Databases in Excel, SQL, etc. can be connected to DMS </li></ul></ul>
    7. 7. Reference Framework: Common Metadata Model Source Organization Program Project Region Country Area Sector Topic Topical Spatial Organizational Temporal Typical Document Type Type-specific Metadata Date Agriculture Energy Tourism … Vulnerability & Capacity Assessments National Adaptation Strategies Coral Reef Monitoring Sea Level Rise Climate Model … Presentations Final Reports Books National Communications Field data … Caribbean - Belize – Hopkins September 9 2010 Every document is tagged with metadata which describes content and context. This allows to accordingly store and find the information.
    8. 8. The User Perspective: Web client for contributor access Don `t hesitate to contact us for using our customized system for Climate Change Information. Blank M-Files Software for other use-cases is available from http: //www . m-files .com
    9. 9. Accessing the Clearinghouse Data Full text search
    10. 10. Searches by Countries, Sectors and Topics
    11. 11. Different File types
    12. 12. Entering new Documents
    13. 13. Uploading Documents
    14. 14. the Public Perspective Online: Country-specific Document Retrieval http://www.caribbeanclimate.bz
    15. 15. Status <ul><li>Core Implementation finished </li></ul><ul><ul><li>Server and client systems up and running </li></ul></ul><ul><ul><li>web and desktop clients available </li></ul></ul><ul><ul><li>initial sets of documents for all CARICOM countries sourced </li></ul></ul><ul><li>Extending the network: Information Assessments </li></ul><ul><ul><li>Information assessments in Belize and Dominica </li></ul></ul><ul><ul><li>more to come (Information assessments in Grenada, Haiti, Jamaica, Saint Lucia, Saint Vincent and the Grenadines ) </li></ul></ul><ul><ul><li>Integrating a database with document reviews </li></ul></ul>
    16. 16. <ul><li>thanks for your attention! </li></ul>[email_address] http: //www . caribbeanclimate . bz

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