The Army Knowledge Management Group's (AKMG) mission is to make the Australian Army's formal knowledge sources visible, accessible, and available. SharePoint provides collaboration tools while the Army Knowledge Domain (AKD) establishes the taxonomy and business rules to structure knowledge. Together, SharePoint and the AKD can integrate lessons learned into formal knowledge sources and create a knowledge sharing organization by providing a collaborative workspace within a controlled framework established by the AKD.

1. ARMY KNOWLEDGE SEARCH IN
SHAREPOINT
Major Gregg Jolley and Mrs Lorna Hooper
ARMY KNOWLEDGE MANAGEMENT GROUP
2011

2. AKMG MISSION
The Army Knowledge Management Group’s (AKMG) mission
is to make the Australian Army’s “Formal Knowledge”
sources visible, accessible and available to the Australian
Defence Organisation (ADO), to our Allies and Industry
Partners in the wider environment.

3. What’s the Problem?
Information Overload
Retention of Corporate Knowledge
Management of Corporate Information
Uncontrolled Information
Inability to Find Documents
Disparate Information, Users, Needs
Requirement for Systematic Approach
Integrate/amalgamate Lessons/Doctrine/Output
Formats (ALPC)

4. PROBLEM SOLUTION
Retention of Corporate Knowledge/Requirement for
Systematic Approach
Management of Corporate Information
Common Purpose – Taxonomy/Metadata
Poor Knowledge/Content Management / Poor Knowledge/Content Management
Inadequate Search /Inability to Find Documents
Disparate Information, Users, Needs
Integration of Repository:
AKMG = Integrate/amalgamate
Lessons/Doctrine/Output Formats (ALPC)
Poor Knowledge/Content Management
Collaboration
Efficiencies
Aligning with AKD purpose with SP
No “Lingua Franca” write once/output many format

5. SHAREPOINT & THE AKD
KNOWLEDGE MANAGEMENT
Integrating the Knowledge
Management Structure of
Sharepoint with the Knowledge
Management Process of Army
Knowledge Management Group

6. Key Challenges
? Establish and enforce metadata
standards
? Focusing and enabling the search
? Focusing the leadership
? Knowledge Integration

7. METADATA ENVIRONMENT
Mandatory - Essential 6 Elements AGLS Compliance
Mandatory - Army Knowledge Domain Inclusion Requirement
Optional – Tailored Repository Level

8. Recordkeeping Metadata Standard &
Guidelines
? Structured information
? Context, content and structure of records
and their management through time
? Structured or semi-structured information
? Identify, authenticate and contextualise
records; and the people, processes and
systems that create, manage, maintain
and use them.

9. ? The use of structured and consistent
metadata will assist the department in
meeting legislative requirements and
business needs by:
? ensuring that adequate contextual information
? about transactions is recorded and linked to the
? relevant records
? discovery and retrieval of records
? access to records
? the timely transfer of inactive records
? ensuring vital records and records of continuing
value are retained when new systems are
implemented
? data migration and other preservation needs
? auditing processes and
? local workflow.

10. METADATA SCHEMA
1ST LEVEL
The 6 Mandatory elements (the primary elements required by
Australian Government Locator Service (AGLS)
2ND LEVEL
The AKD Mandatory Metadata Schema elements
3RD LEVEL
The tailored Metadata Schema elements of the original repository

11. METADATA SCHEMA
1st Level 1. URL/Unique Data Item Identifier.
2. Title/Name
3. Author/Creator
4. Date of Creation
5. Date/Author of last Amendment
6. Data Owner
7. Data Format
8. Data Origin/Repository

12. METADATA SCHEMA
2nd Level 1. Classification
2. Authority Rating/Land Warfare Doctrine/PAR/Observation/TBT product
3. Safety Rating
4. Date of Publication/Sponsor Clearance Signature Date (LWD/PAR/TBT)
5. Date of Posting (LWD/PAR/TBT)
6. Life Span of Asset
7. Format of Asset (availability in PDF, XML, HTML, E-Book, Print, DVD
8. Glossary Terms /Keywords
9. Abstract
10. Sponsor
11. SME/PM

13. METADATA SCHEMA
3rd Level The tailored Metadata Schema elements of the
original repository

14. AUTHORITY CONTROL TOOL
Authority Taxonomy & Additional Sources of information

15. CLASSIFICATION & META TAGGING:
Internal Governance

16. CLASSIFICATION & META TAGGING:
External Governance

17. Original AGLS elements
Creator*
Title*
Date*
Subject or function*
Identifier or availability*
Publisher
Audience
Contributor
Coverage
Description
Format
Language
Mandate
Relation
Rights
Source
Type
* = mandatory

18. CLASSIFICATION & META
TAGGING: FRAMEWORK

19. SEARCH OPTIMISATION
ENVIRONMENT
Australian Defence Force Glossary
Army Knowledge Domain Authority Control Tool
Folksonomy/Tag Cloud

20. AKMG/SHAREPOINT INFORMATION ORGANISATION
Army
SHARE Knowledge SHARE
POINT Domain POINT
Share Point & the AKD are LINKED

21. Integrating the Knowledge Management Structure of
Sharepoint with the Knowledge Management Process
of Army Knowledge Management Group
The Army Knowledge Domain (AKD) as the collective “Shop
Front” for the Australian Defence Forces “Land Formal
Knowledge Sources” is an enduring functionality. The
content of the AKD is a “Capability Brick”.
? Land Warfare Doctrine,
? Observations, Insights & Lessons &
? Multi Media Training Products
The AKMG underpins the training and employment of the
members of the ADF.
Share Point is a Portal and Collaborative Workspace application
and a solution.
Applications and solutions will always change.

22. Information Overload is not the problem.
Inability to make sense/lack of structure &
coherence of the Overload needs resolution.
The Army Knowledge Management Group (AKMG) has a legislative requirement to make the
Army’s Formal Knowledge Sources visible. AKMG must ensure that the Authority that an
Instructor shares in passing their knowledge to their students is current, accessible,
available in their required format. To guarantee this outcome, the AKMG employs structured
Knowledge Management strategies to ensure that knowledge seekers are not overwhelmed
and misled by the wealth of electronic information available on the Defence Restricted Network
(DRN) and the World Wide Web (WWW).
Share Point provides a WIKI and Web 2.0 collaborative engagement tools. The purpose and
consequence of these features is that content is created. Share Point does not appear to
provide automated structured content creation. This is not necessary in a “Blogosphere”
environment since not all content is valid and enduring. Knowledge that gains currency,
robustness and credibility in the blogosphere will endure to become an Authoritative formal
source of knowledge after it has been analysed and validated via the SME and CAL process.
Throughout the journey, the piece of knowledge needs to be tracked.
The AKD provides the underpinning business rules taxonomy, pillars that can control and
moderate the volume of information and extract and maximise the value, ensuring that
knowledge is not lost
.
Share Point & the AKD are MUTUALLY BENEFICIAL

23. AKMG’s Hierarchy of Published Knowledge Authority

24. Share Point & the AKD together can facilitate
the rapid integration of lessons learned into
formal knowledge

25. Share Point & the AKD together can create a
Knowledge Sharing Organisation

26. 10 REASONS WHY AKD & SP ARE
INTERDEPENDANT
? Retention of Corporate Knowledge
? Management of Corporate
Information
? Uncontrolled Information
? Inability to Find Documents
? Disparate Information, Users, Needs
? Requirement for Systematic Approach
? ALPC = Integrate/amalgamate
Lessons/Doctrine/Output Formats
(ALPC)

27. Questions

28. Questions
? …or advice!