Knowledge Management Infostation
Database Content Management Template

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Content Management is one of the four main components of the Force Knowledge Management (KM) Portal, POWER. The main objective of content management is to organise information systematically and assist Force members in finding relevant documents quickly through the search engine or navigation.

Under the database content management, information is properly categorised via templates stored at PEN before being stored within the new database structure. With the efforts by EPOL, an Open Access template and a Restricted Access template have been developed and are stored at the PEN accounts of individual editors. The Open Access template has been designed for the content management of open databases, e.g. Standing Orders, that every Force member will be able to access. Likewise, Restricted Access template is for restricted databases, e.g. Criminal Investigation Manual, however, only authorised officers will be able to access the contents of this database. The two templates carry almost the same function and they can be found at the left menu panel, i.e. under Stationery, of PEN.

Uploading and updating the contents of categorised databases, in accordance with the Force-wide Categorisation Exercise held in late 2005, is conducted with the help of the templates. The process of content uploading is to put the new content into the respective databases, while the updating process is to retrieve and further edit the contents that have been stored at databases. Clicking the respective radio buttons provided on the templates can easily carry out both processes. The major functions of the database content management template are introduced as follows:

Content Uploading

For content uploading, users can choose to create a Chapter or a Paragraph to store the contents. The objective of Chapters and Paragraphs is to create a hierarchy of contents inside a database. The relationship of the two is just like a Folder and Sub-folder in a computer, with the Chapter being the first level and Paragraphs being the successive levels. To create a Paragraph, one should specify which first level or which sub-level that the content should be stored at. For example, if a user wants to create a Paragraph, 03-01, he or she should specify the first level, i.e. 03, and then click the button of [Create Paragraph].

Content Updating

For content updating, like creating Paragraph, users need to input to the system the content of which is to be updated by using the [View Content] button. Upon selecting the content number, all the information, including title, description, and keywords, etc., will be displayed on the template and users can then edit the contents. An important step for content updating is to write down the content version, i.e. the reason and background for the content change.

In both Content Updating and Content Uploading, users should specify the next BU date so as to keep the content updated. Users can also choose to save the work as draft during the two processes and retrieve them for further editing later from the Draft box of PEN. Besides, they can delete all the changes/inputs by clicking Discard Change at the top of the template.

Database Creation

To create a new Open Access database, users can make the request by clicking the button [Create New Section], which is available after one has selected the Formation and Category of the new database. Five questions will then be displayed asking users to provide detailed information, i.e. name of the database, justification for the creation, Content Manager / Editor of the new database and contact telephone number. However, if a new Restricted Access database is to be created, the officer concerned should send an email to the KM Team (km-admin) asking for approval and then submit a CFAMS to ITB for further action upon approval being granted.

Useful tips

(1) In order to shorten the time of uploading and downloading, it is suggested to separate a file of a bigger size into different Paragraphs.

(2) The file size, like an email message, is limited to below 10Mb.

(3) Should a user want to know more about the fields on the template, he or she can click and hold the mouse button for displaying an explanation of the respective fields.

(4) The Content managers of the respective databases have been trained; and the Editors of the respective databases can approach them for advice. Alternatively, users can call the KM Helpdesk (2860-6573) for help.

Related Information

Useful information regarding content management, in particular database content management, is available. To retrieve them, users can click the [Help] button on templates and it will direct you to a webpage containing the following information:

(1) eLearning package of the template;

(2) related HQO and AIs;

(3) Frequently Asked Questions;

(4) briefing PowerPoint file;

(5) the category and subcategory of a database;

(6) the content manager and editors of a database, and

(7) Helpdesk.

KM Related News

In order to enhance the KM awareness in the Force, the KM Coordinating Committee is now organising a "KM eLearning Top-Scorer" competition. The details are as follows :

Audience :

All serving Force members, including regular, civilian, auxiliary and contract staff.

Prize :

The five top scorers in all the three Management Scenarios and five top scorers in all the three Operation Scenarios will each receive a USB Memory Stick. Should the same top score be obtained among members, the prize will go to the officer who obtained the score first.

Duration :

The last date to register a score is October 31.

For more details, please check the running banner at POWER.