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!