September 28 & 29, 2020 | Virtual
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Kristin, I used SharePoint for storing the searchable database. Since this may not be an option for you, the software you mentioned (and perhaps Excel as well - depending on the numbers) may be the way to go. The one recommendation I have would be to ensure your metadata is very strong... I think this is how you can ensure quality search results. Examples of metadata could be: Functional area, Methodology, Time frame (recent vs. older), Type of lesson (disaster vs. positive etc.). You can figure out what the relevant search criteria for your organization would be and organize the metadata to support it.
You can also do a search on 'Lessons Learned Database' on this site. There seems to be some information that could be useful to you.
Be wary of home-grown solutions. You could wind up sinking a lot of time in it. And your time should not be considered "no-cost".
You may find that EverNote or OneNote are good, suitable and inexpensive solutions. I am constantly amazed at OneNote's ability to do textual search across graphic (i.e., screen shots) and even ink-based text (i.e., handwriting).
Thanks for the tip on OneNote, I've never used it but the built in OCR searching of graphics seems to work well.
The other thing about OneNote is that it is network-sharing friendly. By that, I mean if everyone has the same network file open, they automatically get each other's update on their machines. You can also split permissions so that some users get to see the updates only.
Our PMO is still in its infancy and we've recognized the challenge this repository poses. We've tried Sharepoint which drove structure but was difficult to search. We also have OneNote, which is very free-form, but has an excellent search capability. We've now added ShareFile and are working to develop a common folder structure. It looks like we'll end up using all three. SharePoint as a library. ShareFile for active projects, maintaining a common folder structure for tools like OneNote, Excel, Word, etc.
If your organization is using Lotus Notes for email and others then you can use that as file repository, Otherwise OneNote is good option for you.
One key concern is availability/accessibility to all who need it. If people need to acquire a tool to use it -- even if it's adding a license for little cost -- it tends to impede acceptance and adoption of the tool and process. If you can use whatever software is available and already-loaded for everyone in the org, it will allow for quicker acceptance and usage. Once people see the value of the process and become more committed to it, you can look toward whatever might be next. When you're first starting out, it doesn't matter what features you gain by using a certain tool if people aren't actually using it.
I was wondering the same thing as far as if there is a database template, that yes, we would put on SharePoint or create as a WIKI. Any links?
Open source solutions of collaborative sites. I haven't used it, but seems to be an option.
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