jeudi 27 octobre 2016

So you want to build a knowledge base?

You can also call it : document management system, technical documentation center, collective shared library, information repository, data collection, etc.

Principles :
  1. Make it simple to design, use and maintain
  2. Make sure you answer a specific goal (one or more)
  3. Target it for a specific audience only
  4. Make it even more simple
Why :
  • You want the cost of using it (in "real" work time) is lower
    than the cost of not using it if it didn't exist
  • If not, expect it to be ignored and abandoned
My priorities of easiness :
  1. add and modify stuff
  2. save the whole thing
  3. find and retrieve stuff
  4. manage authorized access 
  5. clean the whole thing
  6. monitor use (stats)
I think :
  • directory > search engine
  • shared folders and files  > local html webpages > wikis > content management systems, forums,...
  • spreadsheet (Excel,...) > database (Access,...)
  • make sure regular saved copies of the whole system are safely stored
  • don't forget to date and attribute (ex: created... updated... by...)
If you choose a directory of folder and files :
  • Open formats & open software > proprietary formats
  • Adapt type of format to the users : sometimes some photo pictures > texts
  • Create folders named archives in every folders if you want to store ancient copies of current documents and if you want to store (but hide) less relevant informations
  • Naming of folder and files: no space, no accent, no ponctuation mark
  • Naming of folder : the important (most used) folders are written in CAPS LETTERS
  • If shortcut: only shortcut folders, and then don't move the folders anymore
  • Create a key document in ASCII at the root of the directory to explain how to use it
  • Create a folder for the users, each user can put their own shortcuts in their own folders
  • The logic of directory structure can follow known topics, known processes, or known institutions (or a clever combination of them)
 If you choose a hyperlinked textual system (webpages) :
  • 10 big linked webpages > 100 small linked webpages
  • Write in bullet points (or numbered list) like this post. Learn to love lists.
  • Follow the 3P structure: write the main idea in 1 Phrase, then develop in 1 Paragrah, then in 1 Page or more. Like in (good) newspaper or encyclopedia articles
  • Be careful ! It can become very quickly complex (software, tools, ...) to design, use and maintain

Aucun commentaire:

Enregistrer un commentaire