The 2015 NCHRP Report 813: A Guide to Agency-Wide Knowledge Management for State Departments of Transportation offers these information management-oriented ideas for libraries or information centers to actively participate in KM by:
U.S. Domestic Scan Program Scan 12-04, Advances in Transportation Agency Knowledge Management, identifies areas of effective KM implementation strategies for state DOTs, including these that may be relevant to libraries, librarians and information services providers:
Fostering Networks and Communities of Practice
Knowledge Capture and Application
Information Management and Dissemination
Some agencies pursue more informal efforts to retain institutional knowledge, reaching out to staff members preparing to retire to catalog any historical documents or other information retiring employees may have in their files. Other agencies have adopted KM programs.
Noteworthy Resources
CLEAR Program
North Carolina DOT’s CLEAR Program (Communicate Lessons, Exchange Advice, Record) illustrates a more formal approach with its “internally developed knowledge management program that gives voice to every [North Carolina DOT] employee. It promotes cross-unit communication, sharing of best practices and organizational enhancements through an easy-to-use technical platform.”
Agency employees submit online forms with a lesson, idea or request for a solution to a CLEAR SharePoint site. After vetting by an expert review panel, these submissions are added to an agency repository that can be searched and analyzed.
The CLEAR Program’s focus in 2022 is “to improve the way information is shared through the launching of Lunch and Learns.” Lunch and Learns and brown bag presentations are often used by state DOT research programs—and the libraries that support them—to highlight new research or new information services.
Knowledge Books
The Method for Analyzing and Structuring Knowledge (MASK), developed by French researchers, uses models to organize and present information from interviewing one or more experts on a given topic. A “knowledge book” presents this information with links to relevant reference materials that successors can easily navigate and use.
Resource of Note
Washington State DOT tested the MASK technique in an October 2019 project and reported outcomes and lessons learned to assist others wanting to explore this method. Minnesota DOT completed three knowledge books in connection with its 2020 knowledge retention pilot project.
Other agencies have commissioned research to develop new KM tools to assist with both KM and employee retention.
Resource of Note
Concerned about employee turnover, in 2015 the Vermont Agency of Transportation commissioned a study on how to improve employee retention and KM at the agency. A pilot component of the study included developing a workshop method and Knowledge Exchange Tool to be used with small groups. This tool is a fillable form that provides a format for a group to discuss and understand tacit knowledge. A topic is selected that the group has working knowledge of, interested parties are identified, and directions are prepared on how to create a file to compile and store the information. Finally, participants consider how long the tacit knowledge may be relevant and when it would need updating.
The Vermont study concluded that KM involves people, processes and information technology—all of which are equally important for success. Researchers recommended coordinating KM efforts, ideally designating an individual with authority and responsibility to move KM forward. Other recommendations included:
One mechanism for sharing and storing research is research databases. Two of the most comprehensive transportation research databases are managed by TRB under the National Academies of Sciences, Engineering and Medicine:
Research in Progress (RiP) is a clearinghouse for state DOTs, university transportation centers (UTCs) and others to share current research, including project abstracts, start and expected completion dates, performing organizations and sponsors. RiP is searchable by location (state DOTs and UTCs) and topics.
The Transport Research International Documentation (TRID) database contains more than 1.3 million records of completed research, including books, technical reports, conference proceedings and journal articles. TRID is searchable by many parameters and includes hot topics and instructional videos and webinars for using the database.
In addition to accessing these national sources of research data, state DOTs may also use one or more tools to track agency-funded research and projects.
Recommended Reading
Washington State DOT published the July 2018 report Research Management Database Business Analysis as the final product of the pooled fund study, Research Program Management Database, TPF-5(181). This research effort identified “several future initiatives for consideration to improve research data management and sharing practices,” which include a research data exchange standard, creation of a model research data mart, and collaborative development of a web-based research program and project management database system.