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4. First Steps

4.1 Identify Usable Data Sources

By now you should have a clear idea of what information you want to put in the directory. The next move is to locate where the information is currently stored. Start by acquiring a definitive list of the people that you're going to put in, together with their contact details. The telephone book and e-mail databases will be the first stops. Even these may not represent the whole picture - contractors and affiliated staff, for example, might not be included. If role or service oriented data is to be stored then additional sources might be the functional directory or organizational contacts list. Further information (such as job titles) might be present in the personnel database.

4.2 Start Thinking About Management Issues

Loading the directory is just the initial step. Once in place the database will need to be kept up to date. Thus, once you've resolved the sources of data that you want to use you should begin to consider the management task. The main question is how the directory will be placed in the current data gathering and administration scheme. Will it become the master source of data for, say, telephone data? Or will data published in the phone book be 'slaved` in the directory? From a management perspective it would certainly be simpler to use the directory as the main point at which such data is introduced into the system and subsequently maintained (i.e. the master source). Reducing the number of data streams will reduce overall maintenance effort. Of course this rule of thumb should only be applied where appropriate. The directory probably won't be capable of providing the database functionality required by a human resources department (the directory cannot, for example, replace a relational system). The personnel database might well then become the master source of the data it contains, with synchronisation processes keeping the directory in step.

The directory should be seen as an opportunity to rationalise existing databases and associated management procedures. Going all the way, directory registration of staff could be defined as organizational practice. This means that when new staff arrive their details are entered into the directory as a step in the registration process. Upon leaving their details are removed. Internal staff movement would mandate corresponding update of the directory. Defining organizational procedure around the directory in this way is useful for many reasons:

• Directory maintenance will require less merging of data sources.
• Simplification of existing data gathering procedures, e.g. if still required the telephone book can be published using the directory as source.
• Up to the minute information is always available in the directory.