Knowledge Management Infostation
Content Management (I)

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The Headquarters Order (2/2006) on Content Management of Force Databases and Webpages was issued on January 23. With a view to disseminating the order Force-wide, the former category, i.e. content management of database, is introduced on this issue of Offbeat, while that of webpages will follow next issue.

With the development of Information Technology, the Force has accumulated a wealth of knowledge, which is available to all Force members through electronic means, i.e. databases and webpages. Whilst the number of Force Databases and Webpages has grown exponentially, it is necessary to ensure the data, information and knowledge on these two sources are updated. As a result, a system has been set up to manage databases and webpages, which require efficient and effective content management. This Content Management System (CMS) also requires no document or information duplicated and stored in different databases and webpages.

The CMS, which uses a series of purpose-built templates, covers both Force databases and webpages. The scope of database content management consists of:

(i) Databases that require content management;

(ii) PGOs and FPM, and

(iii) Force NoticeBoard.

Databases Requiring Content Management

Under the CMS, information will be properly categorised and subcategorised before storing in the new structured database system. A content management template has been developed to enable Force members to categorise, upload, update and store materials via PEN easily, quickly and systematically. Furthermore, this template will also assist the search engine in finding documents quickly for users on the intranet. This template will be rolled out in the first quarter of 2006. Databases that require content management will then be archived and no more new documents can be stored thereat. If any archived document is to be updated, it can be categorised and stored in the new structured databases using the template. Details of the use of the template for database content management will be promulgated in an "Administrative Instruction" prior to the rolling-out date.

In some exceptional cases, a Major Formation or Formation may require special editing and access control to certain RESTRICTED databases. However, the number of such databases will be kept to the minimum, as overall Force KM direction aims at providing all Force members with open access to most information.

Content Manager

Following the launch of the aforesaid template, MFCs and FCs are responsible for the content management of their respective subject domains inside new databases. They are required to appoint content managers (IP and above, or their civilian equivalent) to manage these domains, using the template to categorise, update and store information timely in appropriate databases.

PGO and FPM Databases

As the aforesaid template does not have an audit trail feature, an e-Filing system (similar to GLORIA) has been established for drafting and promulgating contents of PGOs & FPM since August 2004. Each PGO and FPM chapter is managed via an e-file. Respective Policy ACPs and CSPs, with the assistance of their assigned content managers, will see that each chapter would be revised via an e-file as per a laid down schedule.

With the introduction of this e-Filing system, the Force has an e-record, which is particularly useful when one tries to trace who approved the contents of PGOs & FPM, as well as when and why. This system replaces the manual updating mechanism.

Force-NoticeBoard Database

The "Force NoticeBoard" on POINT is an important communication channel for disseminating policies, directives, news and announcements across the Force. In January 2005, EPOL Division developed a NoticeBoard template for Force members to upload and categorise their messages under a number of commonly used subject headings.

The current NoticeBoard template will be incorporated into the new database content management template. In essence, there will only be one Force database content management template for uploading and updating contents in future, and the Force NoticeBoard will be used solely as a publication tool.

For easy reference of the content management of Force databases, please see the diagram below.