climate change document management system
DESCRIPTION
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.TRANSCRIPT
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A Document Management System for Climate Change Information
Exchange
Timo Baur
Information SpecialistCaribbean Community Climate Change Centre Belize
January 24th 2011
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Outline
• Exchanging information on climate change in the Caribbean
• Clearinghouse mechanism– Organizational model– Common metadata model
• Document management system (DMS) as a common tool and standard for information exchange
• Status
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Exchanging Information on Climate Change in the Caribbean
• CARICOM Climate Change Centre – brings together various organizations in the Caribbean– common objective: sharing information on climate
change– facilitates information sharing using a Clearinghouse
Mechanism and accompanying tools and databases
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Glueck, Michael (ed.): Work the Net – A Management Guide for Formal Networks, 2008
• decentral organization– CCCCC as hub coordinates and facilitates– clearinghouse nodes
• produce and maintain data and information• retain full responsibility and ownership
A Clearinghouse Mechanism
• provides
- common standards for structuring data and information- access to consolidated data and information- sophisticated search, query and retrieval methods
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Reference Framework:Organizational Model
Components of the Clearinghouse Mechanism
common standardfor data exchange
Information sharing agreement
country node
subnodes
common standardfor data exchange
Information sharing agreement
Clearinghouse(Intermediary)
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Common Standard for Information Exchange
• Document Management System facilitates storage and exchange of documents
• Still possible:• Analogous channels (e.g. mail): CCCCC arranges digitalization• Databases in Excel, SQL, etc. can be connected to DMS
Information Sharing Agreements
• define key topics / areas of data to exchange
• define provision, use, and maintenance of data and information
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Reference Framework:Common Metadata Model
SourceOrganization ProgramProject
RegionCountryArea
Sector Topic
Topical Spatial
Org
aniza
tional
Temporal
Typical
Document TypeType-specific Metadata
Date
AgricultureEnergyTourism…
Vulnerability & Capacity AssessmentsNational Adaptation StrategiesCoral Reef MonitoringSea Level RiseClimate Model…
PresentationsFinal ReportsBooksNational CommunicationsField 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.
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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
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Accessing the Clearinghouse Data
Full text search
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Searches by Countries, Sectors and Topics
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Different File types
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Entering new Documents
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Uploading Documents
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the Public Perspective Online: Country-specific Document Retrieval
http://www.caribbeanclimate.bz
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Status
• Core Implementation finished– Server and client systems up and running– web and desktop clients available – initial sets of documents for all CARICOM countries
sourced
• Extending the network: Information Assessments– Information assessments in Belize and Dominica
– more to come (Information assessments in Grenada, Haiti, Jamaica, Saint Lucia, Saint Vincent and the Grenadines)
– Integrating a database with document reviews
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thanks for your attention!
http://www.caribbeanclimate.bz