Structured Documentation Management

(Smart Documents for Open Data) Project

Table of contents

• Background• Current workflow• Increasing global demand for open data• The project: Smart Documents for Open Data• Objectives• Benefits • The way forward…

BackgroundEvery biennium FAO holds 1 session of Conference, 5 sessions of Council and an average of 150 other meetings with over 15,000 delegates in attendance each year, several hundred documents are authored, transcribed, edited, translated in several languages, printed and distributed to a vast audience

but …document formats used at present make data available only if the user knows where to look for it. Data is bound up in close formats (i.e. pdf and Word) not easy accessible and not open for re-use and sharing.

Big workload in processing documents due to the following constraints:

• Complex Word template with very rigid layout• A lot of manual work to pre-process and finalize

documents in six languages• Word template needs to be updated every time there

is a new version of Word• Lack of interoperability with other systems• Amendments are collected in TC or emails and

compiled by the Secretariat

Current workflow

Increasing global demand for open data

www.opengovpartnership.org September 2011Open Data Charter by the G8 June 2013

The project: Smart Documents for Open Data

Establish a framework to support a more effective, reliable, organized authoring process

by adopting an XML based internationally-recognized document schema

Objectives of the projectImprove the accessibility, accurate retrieval and reusability of data contained in FAO documents and publications.

through 1. Introduction of an open standard structured

document schema2. Adoption of a template to standardize the format

and layout used to process meeting documents.3. Introduction of web-based document

management system

Move from:

Objectives of the project

Objectives of the project

to: XML based document

standard and document

management system

Benefits of the introduction of a XML document standard

• Review the standard formats and layout used to process meeting documents

• Possibility to customize the template based on the requirements of other FAO Secretariats

• Easier use and real-time support and update• Possibility to export and convert document

content into other formats • Possibility to exchange documents with

Members and other International Organizations

Web-based document management system

• Support and control over the entire documentation process (drafting, revision, translation and publication)

• Instant access to all language versions, cross-linked references and previous versions of documents

• Possibility to include and authenticate amendments• Interface with CAT tools, corporate content

repositories and workflows systems• Possibility to compare different versions of

documents

The way forward…

Giving Greater Access and Visibility to FAO Normative and Governance

InformationAn Open Governance Initiative

The way forward…

Introduction of an XML schema for FAO normative and governance documents supporting the normative work developed by the Organization:

• Codex Alimentarius, • International Treaty on Plant Genetic Resources• Rotterdam Convention and the • Commission on Phytosanitary Measures.

Institutional Portal• Set up a shared online working space which

allows Members to work collaboratively on documents with authenticated amendments

• Provide Members with an accountable electronic channel of communication with Permanent Representations and Capitals.

• Increased visibility to Members’ activities.• Better communication and interaction with

Members.• Integrated Rome-based Agencies Calendar of

meetings

Thank you!