ASSOCIATION OF PARLIAMENTARY LIBRARIANS
OF ASIA AND THE PACIFIC (APLAP)
EIGHTH BIENNIAL CONFERENCE
NEW DELHI, INDIA
18-22 JANUARY 2005
21.1.2005 (1600 Hrs)
IT IN PARLIAMENTARY LIBRARY AND
INFORMATION SERVICES LIBRARY SERVICES
COUNTRY PAPER OF CHINESE TAIPEI
Dr. KARL-MIN KU
The Legislative Yuan
THE MANAGEMENT STRATEGIES OF THE
E-CONTENT NEWS KNOWLEDGE MANAGEMENT SYSTEM AND SERVICES FOR MEMBERíS OFFICE OF THE PARLIAMENT
The e-Content News KM System serves as a result of the third generation of IT/ICT application development in our Parliamentary Library. The system is designed to provide a fully digitalized environment for the members and staff of Parliament to manage their daily news collection work. This article describes the systemís development background, the evolution of News Services, and the management strategies of the KM System.
I. Background and Forward
ICT applications have experienced a fast growth in the country in the past two decades and become a highly popular phenomenon across the main segments of the population, including enterprises, academic institutions, industries, the government and Parliament. The evolution of the Chinese Language Information Technology in the 1980s that can process around a hundred thousand Chinese characters was critical to the implementation of ICT applications.
Our Parliament, the Legislative Yuan, started its first computer application project in 1984. The purpose of this pilot project was to develop a series of Chinese Database Information Systems and to provide them for public access. In 1992, the first project completed almost all of its computerization planning that included seven database information systems of legislation which could be accessed via the telecommunication equipment. In 1998, the organization started the second stage of its IT application project with construction/implementation of the web-based digital library and offered personalized services via Internet. And in 2001, the organization engaged in a large scale development of a knowledge management system as the third stage in the ICT application for enhancing legislative services to the Memberís Offices and the public as well. All the three stages of the IT/ICT applications and services were devised/conducted by the Library and Information Service (the LIS) of the Parliament whose official name now is the Parliamentary Library (PL) of Legislative Yuan.
II. The Evolution of News Services
Daily news is an important media for understanding and catching up with the dynamics of the socio-economic, domestic and global concerns. The news information service has become a trend within every Parliamentary Library around the world since the latter part of the 20th century.
As for the news services in our Parliament, we have witnessed its evolution spanning five main phases:
News clipping and filing services
News images in microforms/micrographic services
Computerized news index services
News document databases with the images/CD-ROM services
E-content news knowledge management services
The British newspaper librarian, Geoff Smith, once pointed out that libraries which hold newspaper collections and provide services based on them, and users wishing access to newspapers and their contents, have experienced many times of change for years and will continue to do so in the future. New technologies have been and continue to be developed which offer opportunities for improvements in access, while traditional methods of collection and preservation remain in widespread use and are an essential understanding for improvements to access in the future 1. Today, the challenge is how to consolidate the discrete news services in libraries that were created in different periods and integrate them into one service system, ensuring that the users will get the correct and complete information they need.
III. The Management Strategies of E-content News
The News Content Knowledge Management (KM) System of the Legislative Yuan was launched in May of 2001. The KM System is a fully digitalized (e-lized) functional operation system which include e-acquisition, e-collection, e-mining, e-maintenance, e-service, and e-delivering operations for both e-content and metadata of 1.5 to 2 million news items or pieces in each year beginning from the year of 2002. The management strategy for the system can be described briefly as follows:
Acquiring the raw data of daily news items directly from the 23 contracted media companies. Except for commercial advertisements, the e-content News KM System acquires all the issued news, including nationwide and local news, metropolitan and suburban news, as well as any rural village or small town news, the newspaper issues.
Using automatic download technology to collect raw data in a variety of news formats from the computer centers of the contracted media companies and loading it into the PL system, which runs every day from 11:30 PM to 4:00 AM.
Mining and organizing the collected raw data by using a system of peopleís names, subject, keywords, geographic names, code or bill names and so on.
Maintaining the incoming and outgoing data of the structural database in real time, including the index system, to ensure the quality of the KM System.
Delivering and distributing the relevant news index and news content to each clientís ICT terminal device on demand.
Promoting and arranging e-learning programs to bridge the clientsí digital divide with a smart KM System and enhancing the information literacy in general.
The management strategy of this e-content KM System is based on three things: (i) a well-structured network infrastructure; (ii) clients with enough information literacy on office automation; and (iii) proper IT equipment deployed in each Memberís Office.
IV. The News Service Strategies for the Memberís Offices
The e-content News Knowledge Management System represents the latest results of ICT applications development in the Parliamentary Library of the Legislative Yuan at the beginning of the 21st century. The system is not just offering public access via website and Internet service, but also providing knowledge management abilities to support the Memberís officesí information/knowledge needs and decision-making processes.
The Parliamentary Library offers its clients a special service called "Getting all your favorite news". Under this service, each member office can get and use the instant news services that are prepared by the News KM System every day in the early morning within six minutes. The staff of the Memberís offices, or the members themselves can start their daily work with the use of this service to keep up with updated news information, whether in the Parliament office or in their district office.
The strategy of six minutes for getting all the favorite news is highly recommended by the Library staff and it contains the following :
To receive the memberís personal news services or react to the news that appeared on any of the 23 media companies on that day.
To check what happened in his/her election district that the PL News System prepared for each memberís office beforehand and could be sent to their e-mail boxes.
To focus public forums on the Bill and the Act to understand the social response and opinions.
To check the governmentís performance and the administrative achievements.
To analyze the various views of the different political parties.
To select the subject topics and subscribe on-line to get the subject news services. The KM System will send it out automatically and continuously to clients on coming days.
In addition, the E-Content News System offers a traditional on-line database access and information inquiry services.
In the 21st century, a Parliamentary Library needs to provide three basic functions to the Parliament and the public as well that include the democracy memory of the country, freedom of information and access to legislation, and knowledge management for the Legislature and Member's Offices.
The management strategy of the e-content News System focuses on the goal of these parliamentary and parliamentarian functions, and encourages all people to use the system either with the news index or the news content.
1. IFLA Publication 107, Sour, 2003, p.81