Improving Management of Transportation Information (2013)

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119 P A R T 3 Part 3 defines the common elements of data and information within DOTs, proposes a model of the processes used for information management, discusses stakeholders’ roles in informa- tion management, and presents information DOTs can use to capture, administer, and retrieve information, as well as govern transportation data and information activities. Improving Information Management in a Transportation Agency When managing information, DOT professionals often use different definitions for the same term—stakeholders (e.g., IT, transportation data managers, library scientists, and data users) have different backgrounds and use different terms for daily functions. For a DOT to better man- age information, common definitions must be established. Gaining a clear understanding of meanings from different points of view is important in establishing the definitions. Ultimately, stakeholders share the goal for information management—to improve findability, searchability, learnability, and organization of transportation information. This report defines the terms below specifically as follows: • Data is a representation of facts, concepts, or instructions in a formalized manner suitable for communication, interpretation, or processing by humans or computers.40 • Data management is a set of processes and techniques related to collecting and managing data so that data can be used to accomplish tasks effectively. • Information is data and documents that have been given value through analysis, interpretation, or compilation in a meaningful form.41 Information can be in electronic and physical form. • Information management is used to describe the organization of and control over the col- lection and management of information from one or more sources, and the processing, deliv- ery, and sharing of that information to users. Information management addresses how an organization develops policies, practices, technologies, and other resources and capabilities to manage information as a resource, including the management functions associated with creating, collecting, processing, transmitting, disseminating, using, storing, and disposition of information, both automated and non-automated.42 A simpler version of the definition is from AIIM (The Global Community of Information Professionals): “Information manage- ment is the collection and management of information from one or more sources and the distribution of that information to one or more audiences.”43 Making Improvements in DOT Transportation-Information Management Practices 40ANSI/ANSII TR2-1998, Glossary of Document Technologies. 41http://www.arma.org/standards/glossary/index.cfm?id_term=246. 42Caudle and Marchand, 1989, Managing Information Resources. 43http://www.aiim.org/what-is-information-management.

120 Improving Management of Transportation Information Types of Information One of the challenges with managing DOT information is that literature or research results within libraries constitute only a small part of the whole of DOT-managed information (see Exhibit 3-1). Part 3 of this report focuses on the larger scope of all data and information at DOTs. DOTs are responsible for many reports, documents, records, and data that come in various forms (e.g., GIS files, databases, design drawings, printed documents, spreadsheets, microfilm, maps, photos, video, and raw traffic data). One component of managing information involves preparing an inventory of the types of information at the DOT. Because information and data have been evolving rapidly over the past decade, the contents of any inventory are likely to be in flux. An inventory can be categorized in many different ways. Various types of DOT information—categorized by project, condition/performance, research, administration, and inventory/status—are as follows: • Project Information – Engineering Diagrams – Planning Studies – Technical Reports – Environmental Reports • System Condition/Performance-Related – Traffic Data – Safety Data – Pavement Condition – Bridge Condition – Performance Reports – Forecast Data • Research – Data Collected Throughout Research – Completed Research Reports • Administration – Financial/Budget – Contact Information – Annual Reports Exhibit 3-1. DOT-managed transportation information.

Part 3—Making Improvements in DOT Transportation-Information Management Practices 121 • Inventory – GIS Data and Maps – Asset Inventory Databases – Roadway Log – Classification • Truck Information – WIM Truck Data – Permit Data – Oversize/Overweight Restricted Roadways and Bridges This list is only an example and is not comprehensive. Another categorization approach is to classify according to site, project, network, and administration. Regardless, DOTs should define types of data based on their situations and consideration of agency priorities and legislative, federal, and other requirements. Agency priorities, structure, and requirements change, so the classification structure should be flexible and allow for change. Exhibit 3-2 lists representative types of information by function, includes a description of the information formats, and indicates how transportation information, created as part of common DOT business functions, includes data or data-generated information formats such as CAD, GIS, and other computer-generated graphics. Information Management Processes at DOTs The ANSI/AIIM/ARMA TR-48-2006 ECM components were used as the starting point for estab- lishing the processes involved with information management at DOTs. This concept, depicted in Exhibit 3-3, consists of information capture, administration, and retrieval and is described below: • Capture represents capture from the TR-48-2006 ECM components (e.g., defining content, information capture, and content harvesting). Capture is used to encompass creating, observ- ing, measuring, collecting, and so forth. Functions Information Types Formats D oc um en ts D at a Ta bl es C A D G IS G ra ph ic s Project Information Engineering (e.g., Drawings) Specification Performance Test Planning Study Technical Reports (e.g., Materials Research) Environmental Report System Condition/ Performance Traffic Data Safety Data Performance Report Research Research Report Administration Financial Contact Information Inventory GIS Data Asset Inventory Database Exhibit 3-2. Types of transportation information by function.

122 Improving Management of Transportation Information • Administer encompasses the policies, procedures, organizational structures, rules and the like that an agency uses to direct and govern how transportation information is stored, preserved, and delivered to users. • Retrieve is an iterative process that generates new content through analysis of the original resource or through identification of new data, information, or knowledge by users. Retrieve is used to encompass searching, finding, interpreting, retrieving, and using. ECM activities are shown in blue and records management activities are shown in light blue. All stakeholders, regardless of where they fit into a DOT, are active participants in the informa- tion management process and may be producers, curators, or users of information and data at various stages of the business processes. As shown in Exhibit 3-3, producers are generally respon- sible for information capture; curators administer information; and users retrieve information. Concerns for each step of the process are as follows. • Capture – Human- versus application-created information and data – Data types and technologies • Administer – Tools and techniques for managing information, including governance, moving content around an organization, and monitoring performance (indexing, input designs, and categorization) – Data Management Plans – Metadata PRODUCERS CAPTURE (Create • Collect) CURATORS ADMINISTER USERS RETRIEVE (Find • Search) (Manage • Store • Organize • Archive • Preserve • Deliver • Disseminate • Distribute) Exhibit 3-3. Information management framework.

Part 3—Making Improvements in DOT Transportation-Information Management Practices 123 – Where to put content and find it again (repositories, library services, technologies) – Storage Management (collaboration, web and Database Content Management, Records Management, Workflow/Business Process Management, and Document Management) – Long-term storage and archival of critical content – Archive types – Standards – How to get the right content to the right audience on the right device and under the right circumstances (layout/design, publishing, transformation technologies, security technology, and distribution/dissemination) • Retrieve – Retrieval in a findable and accessible manner and format Stakeholder Roles in the Information Management Process Stakeholders include information managers with specific responsibility for information cap- ture and administration functions: information professionals, IT professionals, or data manag- ers. Additional stakeholders include DOT GIS offices, all levels of management, transportation professionals in local and regional transportation agencies, federal transportation-related agen- cies, transportation research organizations, and academic institutions. Stakeholders can also include those doing business with DOTs and other transportation-related agencies; NGOs; and citizens who have an interest in or need for or want to know about transportation information. DOT stakeholders can be categorized as producers, curators, or users within the information management process. For example, a DOT GIS office typically would produce GIS data tables and content. DOT librarians typically would curate DOT information such as research reports. Curators could also include IT professionals or other information managers. Users are the internal or external consumers of the information. In some cases, a stakeholder can both produce and use a data set. For example, the planning division may produce and use traffic data. Assigning roles to each of the stakeholders is an important aspect of information manage- ment; stakeholders need to be able to see how they fit into the process to focus their energies to improve information management within their DOT. DOTs may find it useful to produce tables to indicate user roles and responsibilities for the activities associated with each function in the information management process. Successful management of transportation information at a DOT relies on coordination among people (stakeholders/users), processes, and BI tools within a well-defined and struc- tured information management program. The following chapters discuss how transportation information management can be accomplished at a DOT, whether it is just starting to imple- ment information management or it is trying to improve information management practices. General Approaches to Improving Information Management This section presents general information that DOTs can use to establish and maintain effective transportation information management practices see (Exhibit 3-4). Each approach includes actions for how to implement it, as well as examples gleaned through research con- ducted for NCHRP Project 20-90 as described in detail in Part 2; some of the approaches reflect research from prior NCHRP projects, such as NCHRP Report 666: Target-Setting Methods and Data Management to Support Performance-Based Resource Allocation by Transportation Agen- cies. DOT staff responsible for capturing and administering data and information to support business needs will find this report useful in improving the management of transportation information within their agencies.

124 Improving Management of Transportation Information General approaches that a DOT can undertake to establish and maintain effective transpor- tation information management practices follow, along with examples. The general approaches reflect investigation of current information management practices and case studies of the infor- mation management needs and activities of selected DOTs. • Establish agency goals for improving management of data and information. This approach strengthens the alignment of data programs in support of core business functions from an enterprise perspective. Goals for improving management of data and information within busi- ness units should also be established to align data programs and functions of the unit. Within the context of a DOT, business units refer to the divisions, districts, and offices responsible for conducting the business functions of the agency. These functions include, but are not limited to, management of assets and resources and providing information technology services to support the agency and the core business functions of planning, design, construction, main- tenance, and operations. For an example, review the case study for MnDOT in Part 2. • Establish policies and procedures within a governance framework to define the roles and responsibilities of the business units and librarians in managing data and information for the agency. Policies should provide agency managers and staff with clear direction on how to manage the transportation information as an integrated effort on behalf of the user commu- nity and stakeholders. For an example, review the material for IDOT and NCDOT in Part 2. • Demonstrate the ROI to the agency for investing in methods and tools to improve the management of transportation data and information. Business unit managers should continue to demonstrate the ROI to senior managers for how new technology, standards, policies, and procedures can improve the information management at the agency. Ways to demonstrate ROI can include tracking usage statistics at a library or requests for information, which can be used to justify procurement of additional materials such as documents and hardware and software to meet user demand. For examples, review the material for VDOT and WSDOT in Part 2. • Develop a DBP to help DOTs capture, store, archive, preserve, and disseminate transpor- tation information. For DOTs struggling with limited resources to coordinate the processes APPROACH Establish agency goals for improving management of data and information Establish policies and procedures within a governance framework to define the roles and responsibilities of the business units and librarians in managing data and information for the agency Demonstrate the ROI for investing in methods and tools to improve the management of transportation data and information Develop data business plans (DBPs) as an option Share data and information Use the Information Management Lifecycle and apply the appropriate competencies for each stage of the lifecycle Use improved technology tools to help the business units and information managers manage, store, and retrieve information for all customers in an easily understandable format Use formal communication channels to support the sharing and exchange of information among business units, information managers, and internal and external customers Exhibit 3-4. General approaches for improving information management.

Part 3—Making Improvements in DOT Transportation-Information Management Practices 125 identified in the information management process, outsourcing is always an option. For details, review the material for ADOTP&D, CDOT, and MnDOT in Part 2. • Share data and information. Sharing data and information with the agency can pay large dividends in business value. For an example, see the material for ORNL in Part 2. • Use an information management process. Using an information management process helps to ensure that data and information are managed based on feedback from the user commu- nity. For an example, see the material for NOAA in Part 2. • Use improved technology tools to help business units and information managers manage, store, and retrieve information for all customers in an easily understandable format. Technology tools can be used to increase efficiency and reduce time in the collection, stor- age, search, retrieval, and dissemination of information at a DOT. Many DOTs use the MS SharePoint system to manage, store, and retrieve transportation information to respond to inquiries. Other tools are also available. For examples, review the material for IDOT, MDOT, NCDOT, and VDOT in Part 2. • Use formal communication channels (such as transportation knowledge networks [TKNs]) to support sharing and exchange of information among business units, infor- mation managers, and internal and external customers. There are many excellent sources of transportation information from both internal and external communities. DOTs can maximize their ability to provide needed information to their users by taking advantage of all available sources of transportation information and incorporating links to this informa- tion through a web portal or other means. For an example, review the case study for IDOT in Part 2. Approaches Tied to Functions of the Information Management Process This section provides approaches specific to the functions of the information management process: capture, administer, and retrieve as illustrated in Exhibit 3-5. The statements were formulated based on research for NCHRP Project 20-90. Capture • Require the use of metadata, define the metadata standards to be used, and provide examples of the types of metadata to be used at the DOT. Metadata must be included with any type of transportation data and information managed by a DOT. The use of metadata helps to ensure that the right information is used to respond to inquiries. Metadata must be maintained as data sets and data definitions or use of data and information may change when information systems are replaced or enhanced. For examples, review the material for MnDOT and Caltrans in Part 2. • Establish agency policies for the collection and capture of transportation information. Agencies using established policies and practices for the collection and capture of information from all available sources typically benefit from the reduction of duplicate data/information collection efforts and clear direction on how, where, and when information is to be collected. Use of collection and capture policies often results in more efficient use of resources, which allows funds to be redirected to other critical tasks such as analysis or assisting with research for particular transportation projects. For examples, review the material for IDOT and NCDOT in Part 2. • Use both data and content management practices for managing information. DOTs should establish practices or develop plans that address the management of data as well as content. Content includes that which is contained within the DOT’s library and that which is managed

126 Improving Management of Transportation Information Exhibit 3-5. Summary of suggested approaches tied to information management process. Process Approach Capture Require the use of metadata, define the metadata standards to be used, and provide examples of the types of metadata to be used at the DOT Establish agency policies for the collection and capture of transportation information Use both data and content management practices for managing information Use technology tools to facilitate the capture of data and information Use a single portal for access to and distribution of information Develop relationships internally with business units and externally with peer DOTs and other national and international transportation agencies in order to capture, share, and exchange data and information Administer Establish governance policies for managing data and information across the agency Establish a DBP to help manage data and information Follow a multi-step, multi-phase approach for implementing data management programs Participate in a peer group Find a champion Assign resources and appropriate competencies Establish Mission and Vision statements for managing data and information at the DOT Establish categorization schemes for data and information at the DOT to ensure organized, methodical management of data and information Use semantic schemes Use authoritative glossaries and vocabularies Use BI tools to facilitate integration and sharing of data in an easily understandable format Use multiple types of BI tools to improve management of data and information Use taxonomies for classifying and grouping transportation information at the point of storage Use the cloud for storing large datasets Use technology Use taxonomy management tools Develop policies for archiving of data rooted in the business with consideration for privacy of data and information Develop formal records retention policies and procedures to support preservation of important current and historical documents for a DOT Use state libraries and national transportation libraries to supplement the archives maintained by the DOT’s libraries and business units Use digital preservation Provide content (data and information) in an electronic format to enable delivery to the widest audience possible Select methods for distribution of information and data from the best available technology tools, including the web and social media Use visualization tools (e.g., maps) for delivery and dissemination of data and information Use market information management techniques, such as a newsletter to advertise the types of transportation information available from the DOT to the user community Use the “ Tell the Story” marketing technique to explain how data is used at the DOT Retrieve Explore the use of available technology tools for retrieval of information

Part 3—Making Improvements in DOT Transportation-Information Management Practices 127 by business units. Addressing the need for improved practices in both areas facilitates quick access to information when needed by the user community. For examples, review the material for MnDOT and VDOT in Part 2. • Use technology tools to facilitate the capture of data and information. Many DOTs use GPS technology for capture of location data and integration of this data with existing GIS and linear referencing systems. Other types of technology tools can also be used to facilitate the capture and indexing of information. For examples, review the material for MDOT and NDOT in Part 2. • Use a single portal for access to and distribution of information. Providing a single portal for access and distribution of information makes it much easier for the user community and stakeholders (including library patrons and typical DOT divisions and offices) to locate information when needed. This portal can be established on the agency’s intranet for inter- nal users and/or on the Internet for external users and stakeholders. The portal also can facilitate access to specific sites. For examples, review the material for AZDOT in Part 2. • Develop relationships internally with business units and externally with peer DOTs and other national and international transportation agencies in order to capture, share, and exchange data and information. Many benefits are derived from fostering and maintain- ing working relationships with other offices within a DOT, peer states, and national and international transportation agencies. One of the most significant benefits is the ability to capture and share data and information among users. This sharing may include the exchange of data sets, research reports, and documents related to typical functions within a DOT such as planning, design, construction, maintenance, or financial planning. For examples, review the material for Caltrans and NCDOT in Part 2. Administer • Establish governance policies for managing data and information across the agency. Governance policies delineate the rules, standards, procedures, and responsibilities for coordinating and managing data and information needed to support important business functions of the agency. In many cases, a governance policy and framework helps foster cooperation among business units and the information technology (IT) office. For examples, review the material for Caltrans, GDOT, Maine DOT, MDOT, NYSDOT, ODOT, WSDOT and NCDOT in Part 2. • Develop policies for archiving of data rooted in the business with consideration for pri- vacy of data and information. Business units at DOTs should share in the responsibility for determining what information and documentation needs to be retained in the department’s archive. Business units usually are familiar with the need for historical data and information to support work in their respective business units. Participation by business units in deter- mining what needs to be archived helps to ensure that institutional knowledge is retained as employees move to different assignments within the agency or leave the agency altogether. For examples, review the material for MDOT in Part 2. • Develop formal records retention policies and procedures to support preservation of important current and historical documents for a DOT. Establishing records retention policies by department mandate or by state law is essential for ensuring that documents, records, and information are available when needed to support department functions (e.g., project planning and delivery). Archived records also may be needed to respond to litigation. For examples, review the material for AZDOT and Caltrans in Part 2. • Establish a DBP to help manage data and information. DOTs typically have strategic plans that delineate the policies, standards, and procedures to guide the state in planning, design, construction, maintenance, and operations of its transportation facilities. It is equally important to have a plan that considers transportation data and information as an asset of the

128 Improving Management of Transportation Information agency. Many DOTs are now developing and implementing DBPs to serve this purpose. For further information, see and review the material for ADOTP&D, CDOT, MnDOT, VDOT, WSDOT, and FHWA in Part 2. • Follow a multi-step multi-phase approach for implementing data management programs. See the material for FHWA in Part 2 for an example. • Participate in a peer group. Participation in various professional groups responsible for managing data and information (such as state and national library associations and TRB committees) enables DOT librarians and data managers to stay informed of the most recent practices in managing data and information. These practices can be considered for incor- poration into data and information management programs as needed. For examples, review the material for IDOT and NCDOT in Part 2. • Find a champion. DOT information managers should always have information ready to help upper-level management understand the importance of information management and to champion its effort at the organization. It is very important to have upper management involved in setting the direction for information management at the agency. For examples, review the material for MaineDOT in Part 2. • Assign resources and appropriate competencies. The issue of funding is also important. It is very costly to maintain paper records; therefore, allocating some funds to address elec- tronic file management is necessary to meet information management needs of the future. See Part 2 for details. • Establish Mission and Vision statements for managing data and information at the DOT. Mission and vision statements establish a clearly defined direction for the agency regarding the management of its data and information assets. For an example, review the case study for MnDOT in Part 2. • Establish categorization schemes for data and information at the DOT to ensure orga- nized, methodical management of data and information. Although DOT information managers may be the primary audience, all stakeholders need to be able to understand and use the categorization scheme. Stakeholders need to be able to understand and use the cate- gorization scheme to some extent without training (e.g., categorization schemes should be as inherently easy to use as Google is to users of the web). Although training, experience, and subject matter expertise remain important and valuable for effective use of a categorization scheme, the scheme needs to be usable “out of the box.” The usability of a categorization scheme is usually measured by (1) discreteness of broad categories, (2) consistency in index- ing information, and (3) consistency in finding information. The categorization schemes identified should be aligned with agency business units. This method facilitates the retrieval of data and information by all work groups searching for infor- mation pertinent to their work unit. For an example review the material for MnDOT in Part 2. • Use semantic schemes. Semantic schemes exist along a continuum based on the types of relationships that characterize the scheme. Schemes can vary from simple to complex in terms of the difficulty in making these types of relationships. See Exhibit 3-6. • Use authoritative glossaries and vocabularies. A glossary is an alphabetical list of terms in a specific subject area, while dictionaries usually have a broader scope. In the context of this project, glossary and dictionary mean the same thing. Glossaries typically include a defini- tion for each entry. Glossaries are often created to support the function of an organizational unit, a project, a policy initiative, compliance with a legislative mandate, or some other spe- cific purpose. As such, glossaries are useful resources when building a terminology scheme for a subject area. They represent important concepts in the domain. Because glossaries have definitions, they are helpful in understanding the nuances of terms and phrases in a disci- pline. For an example review the material for WSDOT in Part 2. • Use taxonomies for classifying and grouping transportation information at the point of storage. This ultimately enables quick search and retrieval of information in a timely, efficient

Part 3—Making Improvements in DOT Transportation-Information Management Practices 129 manner. For examples, review the material for VDOT in Part 2. Exhibit 3-7 describes facets generally applicable to all types of content. • Use state libraries and national transportation libraries to supplement the archives main- tained by the DOT’s libraries and business units. Using additional storage capacity of the archives available at many state libraries increases the amount of transportation information that can be provided in the form of documents, photos, videos, and so forth to the user com- munity. Several DOTs, including Illinois and Arizona, have arrangements with their state libraries for archiving of publications produced by the DOT. Some DOTs also archive reports produced by the DOT at the NTL. Repositories can be used to store printed and electronic historical content in addition to information that may be stored in bibliographic databases (which may only include information on the authors and titles and summaries of the content and not the actual documents themselves). • Use digital preservation. Most resources today are created, published, and used electroni- cally, and the electronic version of the content is the resource of record. This may be a PDF file for a technical report, a set of database layers for GIS visualization, or a CAD file format for a blueprint. All of these are electronic files that require specialized software (and sometimes Exhibit 3-7. Facets applicable to all types of content. Facet Name Description Transportation Examples Type The type of resource Technical Report, Data Set, Whitepaper, Drawing Function The purpose of the content and any business activity or function that the content is about or related to Procurement, Human Resources, Engineering, Policy Making Organization The organizational unit that the content is about or related to FHWA; TRB; VDOT Location The geographic location or facility that the content is about or related to Vancouver, WA; San Antonio Federal Complex; 800 E Leigh St, Richmond, VA Coverage The period when the content is effective or that it refers to January 1, 2010–December 31, 2010; September 30, 2009, 5:00 pm; Twentieth Century Subject Other themes that the content is about or related to Maintenance Practices, Domestic Transportation, Liability Exhibit 3-6. Semantic schemes: simple to complex.6 6After: Amy Warner. Metadata and Taxonomies for a More Flexible Information Architecture.

130 Improving Management of Transportation Information a particular version of the software) to be rendered human readable. Simply preserving the bits will not ensure that the files will be readable in the future. Although an electronic version of a technical report may be retrievable based on the words and phrases that occur in the file, GIS, CAD, and many other types of visual electronic content do not contain descriptions that can be used to retrieve them. Descriptive information called metadata needs to be created and linked to the file so such information can be stored and retrieved. Because most DOT resources are being produced electronically today, digital preservation is becoming the primary focus of records management. Digital preservation, like other forms of records management, requires processes to identify, collect, classify, store, preserve, and maintain digital resources in readable format. See examples in Part 2 for illustrations. • Use BI tools to facilitate integration and sharing of data in an easily understandable format. Many technology tools are available to support the integration and sharing of data and information. One of the most widely used tools is GIS. GIS allows for integration of multiple data layers, which can be displayed on a single entity such as a digital map. For examples, review the material for MaineDOT, UDOT, and WisDOT in Part 2. • Use multiple types of BI tools to improve management of data and information. Other BI tools help DOTs in managing transportation data and information. These tools can include the use of knowledge management systems or electronic cataloging tools to manage content and information. Use of knowledge management systems provides mechanisms for change control and security controls and allow for attaching metadata to documents to support easy query and search capabilities. For examples, review the material for IDOT, NDOT, and VDOT in Part 2. • Provide content (data and information) in an electronic format to enable delivery to the widest audience possible. Because many options are available today for accessing informa- tion electronically through the web and/or social media, DOTs should provide transporta- tion information in an electronic format as the primary format, with printed copies as a secondary medium for delivery of information. See examples in Part 2 for illustrations. • Select methods for distribution of information and data from the best available technol- ogy tools, including the web and social media. For examples, review the material for KDOT, MDOT, MnDOT, and UDOT in Part 2. • Use technology. Use all types of available technology to store data and information in many formats (photos, images, videos) and to provide easy access to information through the use of web-based systems. Electronic storage systems include those used for cataloging and index- ing of documents and acquisitions maintained in a DOT library. These include systems like MS SharePoint which can be used for metadata to describe data sets and information systems supported by the DOT. For examples, review the material for IDOT and NCDOT in Part 2. • Use the cloud for storing large datasets. Many DOTs and state agencies are investigating or using the cloud (i.e., the Internet) to serve as a storage facility for large data sets in lieu of traditional in-house server-based storage of data. In particular, the federal government has put in place a “cloud first” policy, with an aim toward consolidating server farms and saving costs and, at the same time, improving the responsiveness of data providers to changes in agency demands. Although the federal government has mandated that its agencies move ele- ments of their IT infrastructure to the cloud, states are under no such requirement and have decided their level of adoption of the cloud on a case-by-case basis; some states are leading the charge toward cloud-based policy and investment, while others are maintaining their role as owners of data storage infrastructure. Some DOTs use a private cloud instead of an external cloud. One of the advantages of using a private cloud is that the state has more control over the security of the data and information stored on the cloud compared to using the external cloud available on the Internet. Some states have decided not to use the cloud because of such security concerns. For examples and details, see Part 1.

Part 3—Making Improvements in DOT Transportation-Information Management Practices 131 • Use taxonomy management tools. TMS are specialized software that enables an organi- zation’s users to view, apply, and modify a common set of controlled vocabulary lists to classify enterprise content. ECM refers to tools that organize information and knowledge, as captured in databases, documents, websites, and repositories. TMS tools are commonly associated with functions such as metadata management, indexing, and search. • Use visualization tools (e.g., maps) for delivery and dissemination of data and information. This is an effective way to communicate and deliver data and information that are easily understood by most of the population. The type of information at a DOT typically displayed on maps includes emergency or planned road closures, locations of high incidents of crashes, construction zone locations, traffic counting and weighing stations, maintenance facilities, and bridges. Many visualization tools are available such as ESRI’s ArcGIS, Google Maps, and Intergraph Web Map for display of geospatial data in an interactive format. For examples, review the material for Caltrans, LaDOTD, and UDOT in Part 2. • Use market information management techniques, such as a monthly newsletter, to adver- tise the types of transportation information available from the DOT to the user com- munity. Several DOTs use their Internet website to disseminate transportation information to the external user community. DOTs, such as Illinois, distribute monthly e-newsletters internally to market the information and cataloged materials available at their DOT libraries. For examples, review the material for IDOT in Part 2. • Use “Tell the Story” marketing technique to explain how data is used at the DOT. DOTs can use this technique to tell data stories to explain how data is used within the agency. For examples, review the material for MnDOT in Part 2. Retrieve • Explore the use of available technology tools for retrieval of information. Many technol- ogy tools are available to aid in the search for and retrieval of transportation information. These tools are often embedded in software application systems such as ArcGIS (for location data and information) or MS SharePoint (for KM systems). DOTs should investigate options for implementing search and retrieval tools that integrate well with their existing technical architecture infrastructure. DOTs should also consider their database environment and how data and information are stored (including information cataloged in the DOT’s library). For examples, review the material for LaDOTD and MnDOT in Part 2.