United States Department of State Bureau of Intelligence and Research

The views expressed in this workshop summary are solely those of the nongovernmental specialists who attended and are not necessarily the views of INR or the Department of State.

Workshop on Complex Emergencies: Collecting Data, Managing Information and Seeking Knowledge

September 8 – 9, 2003, System Planning Corporation, Rosslyn, Virginia

• INR’s Humanitarian Information Unit sponsored this workshop, which was attended by more than 60 representatives from the US Government, the United Nations, Non-Governmental Organizations and the academic community. The stated objective of the workshop was to discuss and address three key questions: 1) How do we improve the collection, assessment, and analysis of humanitarian-related data and information from the field; 2) How can we improve inter-agency and international information coordination and better utilize collaboration tools; and 3) What are the various information needs and what are the products and services that can enhance knowledge, understanding, and decision making. Invited panelists and speakers addressed these questions and three breakout groups discussed and made recommendations on each issue.

Conclusions and Recommendations

• There are differences between data, information, and knowledge. In complex emergencies, there is usually an overload of information in the form of reporting, but there is a lack of systematic collection of standardized data that can be stored in retrievable databases. There is also a lack of documentation of knowledge and application of lessons learned and best practices in decision making.

• Humanitarian organizations need to establish strategies and systems for the management of data, information, and knowledge for complex emergencies. These functions need to be planned for, resourced, and set up prior to or in the early phases of a complex emergency, rather than being an afterthought. There should also be training in these functions and systems for humanitarian organization staff in the field and at the headquarters level.

• While there are some common information needs concerning complex emergencies, there are other needs that are more specific to different personnel within organizations throughout the humanitarian community. For example, US Government decision makers need “big picture snapshot” information in order to consult with other decision makers, negotiate with partners or adversaries, and inform Congress, the media and the public about the emergency. They need to understand the issues, be aware of the assistance being provided, and be alerted to potential problems.

• One information need is for a common operational picture or situational awareness concerning a complex humanitarian emergency. Complex emergencies are characterized by conflicting and contradictory information and confusion of facts, terminology, and perceptions. A coherent picture of the situation needs to be presented in order to understand and address the humanitarian issues and needs.

• There also needs to be the recognition that information should be collected, organized, and disseminated in a manner that will benefit the population and polity of the affected country. External humanitarian organizations need to recognize that they do not have all of the information and should not automatically assume they know what is best for the population of the country. The external organizations need to incorporate and use the information that comes from the affected populations, the indigenous groups, civil society, and the responsible government agencies. Information and training need to be provided to the local and national staff and entities in order to serve the needs of the affected population, prepare for a transition, and support long-term development goals.

• No single organization has all of the data, information, and knowledge about a complex emergency situation. An essential need is the sharing of information among different organizations throughout the humanitarian community, as well as better exchange of information vertically within an organization, between headquarters and the field in both directions. New processes, systems, and tools for international and inter-agency information sharing and collaboration need to be adopted and used throughout the humanitarian community.

• The Humanitarian Information Centers (HICs) established by the United Nations in the field have made progress in sharing operational data and information for the benefit of humanitarian aid workers and the local population. These neutral information centers provide products, services, and tools specifically for national and international aid workers. These products, services, and tools include GIS maps, contact and tracking databases, and standardized assessment forms.

• New technologies, such as Personal Digital Assistants (PDAs), Global Positioning Systems (GPS), Geographic Information Systems (GIS), and virtual collaboration tools, require advance training in order to be used effectively. Organizations and their senior management should encourage their personnel to use these new technologies and tools as part of their work. The value of using these tools must be demonstrated.

• Short, simple, standardized templates facilitate the collection of rapid assessment and programmatic data so that it can easily be transferred into databases for GIS and analysis applications. Advance training and organizational commitment are also necessary for these data collection activities to succeed.

• Within the US Government, almost all of the data and information about complex emergencies comes from open source or unclassified sources. All too often, defense and intelligence agencies disseminate their information using classified platforms and channels because it is their usual means of reporting, even though the data and information does not need to be classified. This valuable information needs to be disseminated more often on unclassified and open source platforms and channels.

• USG satellite imagery that used to be automatically classified is increasingly being declassified and released for public use. Also, commercial satellite imagery derived products are increasingly being made available for use by humanitarian organizations. The National Imagery and Mapping Agency (NIMA) has established licensing agreements with commercial venders to release high resolution imagery with copyright to external humanitarian organizations working with the US Government in emergency relief situations.

• The Humanitarian Information Unit, in cooperation with the interagency Subcommittee on Disaster Reduction, has been tasked with identifying 20 countries of humanitarian interest, determining the critical data, information and knowledge needs, and inventorying the existing data, information and knowledge resources for each country. The ultimate objective is the creation of a Countries of Humanitarian Interest database.