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1969

Tentative Basis for the Design and Build-up of a Network File Structure

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Annex I of Need for a World Management Information System to Assist Initiation and Coordination of Global Development Programmes

Introduction

A network file structure should not stress unnecessarily the difference between types of organization and link, since whatever definitions are used different types blend into one another. Similarities between types may be greater than the distinctions. Accented distinctions should be possible but should not distort the file structure.

A network file structure can therefore be conceived as made up of nodes and links. The nodes can be organizations of any kind, programmes independent of any particular organizations, agreements or treaties, and information systems or meetings which are independent of any particular organization. The links can be divided into two types. An input link indicates that a particular node receives information, funds, nonfinancial aid, etc. from the node to which it is linked. Such links may also represent the membership relationship of members of the node. An output link indicates that a particular node sends information, funds, non‑financial aid, etc. to, or is a member of the node to which it is linked. Links could also represent consultative, collaborative, informal and other relationships if necessary.

The file should be structured so that as funds become available it can be constantly extended in coverage and detail from the most crucial areas for coordination to the operational levels, without any need to follow any predetermined order of development. The stored information should be of optimum utility at each stage, in order that it should immediately justify funds allocated to the project.

Link Description

Two codes could be used to describe each link. For example, in the case of an information link, the first code might indicate what type of information was received or sent: programme control information, programme administration information, bibliographic data, statistical data, news items, official notifications, etc. The second code could give some indication of the amount of this information.

Node Description

A description of each node could be built up in the following sequence as the information became available as a result of other programmes or as its collection becomes justified. Completion of each stage can be scheduled for each programme area at different times.

Stage 1:

  • Name/address data
  • Major activity keywords
  • Node number (allocated by computer on the basis of geographical location, geographical programme coverage, field of activity and a sequence number
  • Date code to indicate date of confirmation of accuracy of data

Stage 2:

  • Node administration type (governmental, non‑governmental, business, mixed, etc.)
  • Node organization type (organization, commission, ad hoc committee, regular meeting, information system, agreement, etc.)
  • Descriptive coding, which could include codes for: age of node/projected/dead
    • frequency of activity (daily operations through to 5 --yearly meetings)
    • budget size range
  • Activity or performance codes could be developed to cover such distinctions between nodes as: type and number of members, type and number of members of member nodes, coordinative activity, independence (e.g. extent of policy initiation), etc. These codes could perhaps, in some cases, be established by computer analysis of the links to other nodes, so that it may not be necessary, to store the information separately.
  • Security codes to indicate on what information authority the data can be updated and to what categories of inquirer node and link information can be released.
Stage 3/4/5/6/7: Input and output link descriptor codes

Stage 3: Summary of major input and output links giving:

type, number of that type, frequency of link operation

Stage 4: Extension of Stage 3 codes by addition of the link addresses for each major type. For each type of link a code would be stored by the machine indicating where the list of machine addresses for the nodes linked was stored. This would enable the computer to trace through the network of inter-linking memberships or information systems, for example.

Stage 5: Extension of Stage 4-codes by distinguishing between major types of links.

Stage 6: Addition of a machine address indicating the location of a textual description of the organization, or links.

Stage 7 Addition of minor link types and addresses.

The final format of the record in computer memory, if it was considered necessary to include all stages for the node in question, could be:

Input types

Type coding

Number of links of that type Frequency of link operation Machine address of address list of nodes linked

Type coding

Plumber of links of that type ..etc.

Output types

Type coding

..etc.

Type coding

..etc.

Storage address of node textual description

File Build‑up

The file build‑up schedule could follow the sequence: intergovernmental, international non‑governmental, national governmental, national non‑governmental, multinational business, etc. Related internal technical committees, programmes, meetings and information systems could be included simultaneously or whenever convenient. The schedule could be modified whenever there was interest in the development of a particular type of organization or field of activity and as funds became available.

The schedule of detail build‑up (Stages 1 ‑ 7 -above) could also be designed with the greatest flexibility. Just as it is not necessary to do all the international organizations before important national groups, it is also not necessary to ensure that any particular group of organizations has been built up through any particular level of detail.

The entire build‑up schedule can therefore be based on availability of information, utility, and fund availability.

Classes of User and Finance for Continued Operation

The main classes of user could be:

  • large organizations, such as the UN, which subsidise the system to ensure the existence of an up to date overall
    picture of the world system to facilitate programme coordination and initiation
  • organizations which subscribe to ensure immediate automatic notification of changes in a particular field or which want
    a one‑off picture of the other organizations, programmes, etc. with which they should be in contact following any such changes
  • organizations wishing to use the system for distribution of documentation e.g. meeting invitations, project information, meeting or programme reports, sales department advertising material, etc., or which wish to use the system to obtain survey addresses and send questionnaires to prepare detailed directories on a particular group
  • research institutes using the system as a data base for simulation purposes

The file information could be stored centrally with:

  • duplicates of the whole or part of the file stored in regional or national centres, agencies and other organizations for management, research and administrative purposes

Examples of Analysis of the Network useful to Programme formulation

  • The links between nodes in problem area Z indicate that contact could be improved at the international (or local level, between the international and national levels, or a cross discipline and administrative boundaries in a multi disciplinary problem area. For xample, Node A is operating in the same programme area as B and C, but they are not in contact.
  • Node A produces much information on a current problem which is not collected together anywhere and there is no channel to Node B which is the collecting area for that topic.
  • A new sub‑committee, Node A, of a large organization is not in contact with Node B which has been operating a programme on the
    same topic for some time.
  • Programme funds are being channelled through Node A when Node B has a more extensive and better coordinated network of contacts. A minimum cost/maximum effectiveness programme
    could operate by working with Nodes A‑K and P‑R.
  • ..etc.

File Design

The possible future demands on any such network file structure need to be studied carefully in order to:

  • clarify the concept of node and link in this context
  • obtain a satisfactory multi‑lingual thesaurus to facilitate allocation of keywords
  • determine the optimum amount of detail required in terms of different user needs
  • work out unambiguous and useful methods of coding the descriptions and evaluating the many types of link and node

The major design criterion is that the file structure should facilitate computer analysis of weaknesses in coordination and coverage of problem areas in order to indicate critical points in the network through which remedial action can be channelled.

The design should also permit or foresee:

  • use of the file for envelope addressing (to provide a source of finance)
  • use of display screens to give a visual picture of parts of the network
  • display and analysis of the effects of suggested modifications to the network
  • data exchange and update through the national and international data links
  • between computers, which are scheduled for the 1970s.

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