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Knowledge Repositories in Action: Case of the Inter. American Development Bank § Karen Mokate Knowledge Repositories in Action: Case of the Inter. American Development Bank § Karen Mokate – [email protected] org § Kyle Strand –[email protected] org § Joseph Busch - [email protected] com KMWorld 2010 – Washington, D. C.

http: //www. iadb. org The Inter-American Development Bank Discussion Papers and Presentations are documents http: //www. iadb. org The Inter-American Development Bank Discussion Papers and Presentations are documents prepared by both Bank and non-Bank personnel as supporting materials for events and are often produced on an expedited publication schedule without formal editing or review. The information and opinions presented in these publications are entirely those of the author(s), and no endorsement by the Inter-American Development Bank, its Board of Executive Directors, or the countries they represent is expressed or implied. This presentation may be freely reproduced.

Outline § § § IDB Background & Context IDB Knowledge Products Building our Institutional Outline § § § IDB Background & Context IDB Knowledge Products Building our Institutional Knowledge Repository § Challenges Ahead § Lessons Learned

Inter-American Development Bank MISSION: To accelerate the economic and social development of our borrowing Inter-American Development Bank MISSION: To accelerate the economic and social development of our borrowing member countries, both individually and collectively.

Inter-American Development Bank Development Financing - Loans / Grants - Technical Assistance - Research Inter-American Development Bank Development Financing - Loans / Grants - Technical Assistance - Research 48 member countries (shareholders) - 26 in LAC (majority share) Offices in 29 countries

Inter-American Development Bank 2000 Staff Members Plus $53 million per year in consultant services Inter-American Development Bank 2000 Staff Members Plus $53 million per year in consultant services

A Bank? A DEVELOPMENT Bank…. . A Bank? A DEVELOPMENT Bank…. .

A DEVELOPMENT Bank…. KNOWLEDGE PRODUCTS Databases Technical Notes Working Papers Project Preparation Reports Evaluations A DEVELOPMENT Bank…. KNOWLEDGE PRODUCTS Databases Technical Notes Working Papers Project Preparation Reports Evaluations Presentations Training Materials Lessons Learned Books More…

IDB Products – past paradigm Sovereign Guaranteed Financial Products: loans, grants, Non-Financial Products: development IDB Products – past paradigm Sovereign Guaranteed Financial Products: loans, grants, Non-Financial Products: development knowledge, others Non-Sovereign Guaranteed Financial Products: loans, grants,

IDB Products – current perspective Sovereign Guaranteed Financial Products: loans, grants, Knowledge Products: analytical IDB Products – current perspective Sovereign Guaranteed Financial Products: loans, grants, Knowledge Products: analytical work and capacity-building Non-Sovereign Guaranteed Financial Products: loans, grants,

Another Approach to the Business Case: Search for / Reuse of Knowledge Products If Another Approach to the Business Case: Search for / Reuse of Knowledge Products If we can save 23 minutes of time per week per staff member, the investment in the knowledge repository pays for itself in a single year.

Objectives, Mantra ACCESSIBILITY VISIBILITY Objectives, Mantra ACCESSIBILITY VISIBILITY

Challenges to Better Accessibility • Scarce recognition of the INSTITUTIONAL ownership of our knowledge Challenges to Better Accessibility • Scarce recognition of the INSTITUTIONAL ownership of our knowledge products • Inadequate management and maintenance, as well as obsolescence of e-docs system • Extremely sparse metadata • Inadequate, out-of-date and neglected search capacity • Multiple, fragmented, non-validated vocabularies • No enterprise management role or governance for search, vocabulary, metadata

Challenges to Visibility of KPs Publications Page: links to pdf file, with no related Challenges to Visibility of KPs Publications Page: links to pdf file, with no related knowledge products, no additional data, no user interaction

Challenges to Visibility of KPs 2 Google links to pdf file, with no link-back, Challenges to Visibility of KPs 2 Google links to pdf file, with no link-back, no links to related KPs.

Search Controlled Institutional Engine Vocabulary Knowledge Repository (IKR)Governance Platform & Management Search Controlled Institutional Engine Vocabulary Knowledge Repository (IKR)Governance Platform & Management

Search Engine Controlled Vocabulary Platform Governance & Management Search Engine Controlled Vocabulary Platform Governance & Management

IKR Component: Search Engine • Global & Publications Page • Intranet pages (SEC, LEG, IKR Component: Search Engine • Global & Publications Page • Intranet pages (SEC, LEG, SCF, Infolinks, others) Search Engine Platform • Intranet Search Portal (Zahorí) Controlled Vocabulary Governance & Managemen t

Search Engine Controlled Vocabulary Platform Governance & Management Order, consistency for metadata Search Engine Controlled Vocabulary Platform Governance & Management Order, consistency for metadata

Higher Education Post-secondary Education Tertiary Education Higher Education Post-secondary Education Tertiary Education

Facets in our Vocabulary • Document Type • Access Control • Organizational Unit • Facets in our Vocabulary • Document Type • Access Control • Organizational Unit • Countries & Regions • Topics & Sectors

Search Engine Controlled Vocabulary Platform Governance & Management Search Engine Controlled Vocabulary Platform Governance & Management

Repository Platform D-SPACE – Metadata and links Users / Producers (KPs) IDB Docs files Repository Platform D-SPACE – Metadata and links Users / Producers (KPs) IDB Docs files Knowledge Products (within IDBDocs) Search Engine Platform IDB Docs Metadata Controlled Vocabulary Governance & Managemen t

Knowledge Repository D-SPACE – Metadata and links Vivisimo Search Knowledge Repository D-SPACE – Metadata and links Vivisimo Search

IKR Component: Repository Platform Content ingest (Bank Knowledge Products) Pilot groups: RES, ICF, SDS, IKR Component: Repository Platform Content ingest (Bank Knowledge Products) Pilot groups: RES, ICF, SDS, INDES Next: SCF, OVE BRIK

Accessible and Visible Accessible and Visible

Access by Collection Access by Collection

Search by Author Search by Author

Search Engine Controlled Vocabulary Platform Governance & Management Search Engine Controlled Vocabulary Platform Governance & Management

IKR Component: Governance & Management Advisory Group Consultations IKR Policy Proposal • • • IKR Component: Governance & Management Advisory Group Consultations IKR Policy Proposal • • • Definition of Knowledge Products Access policies and controls Policies and practices for ingesting KPs into the IKR Mandate for ingest of KPs into the IKR Institutional priorities during ingest of KP stock Ownership permissions re: KP stock in IDBDocs Search Engine Controlled Vocabulary Platform Governance & Management

Ingest Workflow KP produced, approved 1 Submission 2 Departmental Review 3 Centralized Quality Control Ingest Workflow KP produced, approved 1 Submission 2 Departmental Review 3 Centralized Quality Control Accessible and Visible in BRIK

Next Steps • Ingest of identified KPs • Training and support to departmental editors Next Steps • Ingest of identified KPs • Training and support to departmental editors • Approval of IKR policies • Training and support to authors, editors • Identification and ingest of siloed products • Incorporation of Vocabulary into Software and into D-Space • Definition and implementation of a “gatekeeper” role

Pending Challenge: Multilingual Development Metadata 1 language Metadata multiple languages Pending Challenge: Multilingual Development Metadata 1 language Metadata multiple languages

Lessons Learned § Manage each of the four components as a project, manage their Lessons Learned § Manage each of the four components as a project, manage their coordination proactively § Include the management/governance dimension from the start, build up the support for the decisions that will have to be made § Communicate, Communicate – Across the organization – Buy-in, engagement – Engage management. Create a business case and sell it. § Start out with those units/groups that want to work with you, and keep the group open § Manage the repository as a living entity, the goal is not an short -term investment or an immutable finished product

Thank you Questions? Comments? Karen Mokate Kyle Strand Joseph Busch karenm@iadb. org kyles@iadb. org Thank you Questions? Comments? Karen Mokate Kyle Strand Joseph Busch [email protected] org [email protected] org [email protected] com www. iadb. org