NEA Mandates and Structures


Expert Group on Knowledge Management for Radioactive Waste Management Programmes and Decommissioning (EGKM)

Chair(s): Russell (Chris) CAMPHOUSE, United States
Secretary:  Takuya MATSUKI
(takuya.matsuki@oecd-nea.org)
Member(s):All NEA member countries*
Russia (Suspended*)
*Russian Federation suspended pursuant to a decision of the OECD Council.
Full participant(s): European Commission
Under the NEA Statute
Observer(s)(International Organisation): International Atomic Energy Agency (IAEA)
By agreement
Date of creation:10 September 2020
End of mandate:30 September 2024

Mandate (Document reference):

  • Mandate of the Working Party on Information, Data and Knowledge Management 2020-2022 [NEA/RWM(2019)9/FINAL]
  • A New Initiative on Information, Data and Knowledge Management (IDKM) Terms of Reference [NEA/RWM(2019)8]
  • Summary record of the Kick-Off Meeting of the Working Party on Information, Data and Knowledge Management (WP-IDKM) [NEA/RWM/IDKM/M(2020)1]
  • Mandate of Preservation of Records, Knowledge and Memory (RK&M) across Generations – Phase II 2016-108 [NEA/RWM(2016)6/PROV]
  • Sub-Group Reporting to the Parent Committee Document [NEA/CDLM/RWMC(2019)2]
  • Update of the Mandate of the Radioactive Waste Management Committee (RWMC) Following the Creation of the Committee on Decommissioning of Nuclear Installations and Legacy Management [NEA/NE(2017)14]
  • The Information, Data and Knowledge Management Roadmap [forthcoming]
  • Mandate of the Expert Group on Knowledge Management for Radioactive Waste Management Programmes and Decommissioning (EGKM) [NEA/RWM/IDKM(2020)3/FINAL]
  • Mandate of the Expert Group on Knowledge Management for Radioactive Waste Management Programmes and Decommissioning (EGKM) [NEA/RWM/IDKM(2022)7/FINAL] and [NEA/RWM/IDKM(2022)11/FINAL]

Mandate (Document extract):

Extract from Document NEA/RWM/IDKM(2022)7/FINAL

Background

According to the glossary of the former Preservation of Records, Knowledge and Memory across Generations (RK&M) initiative, “knowledge is the result of learning processes. Once acquired in a particular field, knowledge provides insights and skills. It results in the ability to understand, interpret and use the relevant data, information and records in practice.” Moreover, the specialised literature defines three types of knowledge: explicit, implicit, and tacit knowledge.

Explicit knowledge can be documented in useful forms such as norms, standards, rules, operating manuals, etc. It can be described and embedded in documents (paper or electronic) that must be managed in a ‘time-proof’ fashion. Electronic records, for example, often rely on technologies that may quickly become obsolete, resulting in discontinued access if the contained information is not properly managed.

Implicit knowledge is knowledge which has not yet been captured as explicit. It exists in organizations or teams as shared practice, know how, or experience. It can be identified, described, and documented after generalization and systematization by the practitioners. 

Tacit knowledge is knowledge embedded in the human mind and behaviour. It exists as insight, commitment, thinking, and social skills, and is more difficult to be identified, described, and documented.

Knowledge management in an organisation usually goes through the following phases: Capture; Accessibility; Preservation; and Exploitation.

There is a major concern in organisations responsible for radioactive waste management (RWM) and decommissioning regarding methods to manage implicit and tacit knowledge, acquired by the current workforce through many years of service. National programmes for RWM and decommissioning tend to run for decades, with workers who developed, launched, or actively participated in such programmes retiring or approaching retirement age by the time of programme completion. New worker generations must be trained to maintain and enhance the explicit, implicit, and tacit knowledge necessary for maintenance of programmes.

In this framework, it was observed that there was a lack of consolidated strategies and methodologies for organisations responsible for RWM and decommissioning.  Such strategies and methodologies are necessary to transfer knowledge from generation to generation without interruption, ensuring a suitably knowledgeable workforce during the life cycle of a given programme.

Scope

The EGKM will consider activities to support organisations responsible for RWM and decommissioning in the development of efficient and effective strategies for the long-term management of a knowledgeable workforce. The EGKM is concerned with the creation of knowledge management strategies, as well as the analysis of digital technologies and their potential utilization as tools for these strategies.

Objectives

In 2020, the Working Party on Information, Data and Knowledge Management (WP-IDKM) decided to establish a third-level Expert Group on Knowledge Management for Radioactive Waste Programmes and Decommissioning (EGKM). The EGKM will continue to carry out the following key tasks:

i. Definition of state-of-the-art knowledge management strategies and methodologies suitable for RWM organisational cultures and processes.

a. Prepare and draft operational guidelines for implementing KM strategy and methodologies for organisations responsible for RWM and decommissioning, as well as related entities such as technical support organisations and regulators, along with justification and recommendations to decision-makers.

b. Prepare and animate dedicated channels for conveying acquired information and messages to key points of contact in Member States.

ii. Application of state-of-the-art knowledge management methodologies, focusing particularly on implicit and tacit knowledge sharing and preservation.

a. Prepare methodology and identify key subjects and knowledge holders to apply the methodology. Test the application of the methodology (pilot application).

b. Organise collective knowledge sharing, transfer, analysis, consolidation and codification, apply the methodology (deploy the pilot application), and report on lessons learned to adjust the methodology.

iii. Development of ontologies and assessment of cognitive computing technologies suitable for RWM to be included in knowledge management systems for organisations responsible for RWM and decommissioning.

a. Prepare methodology and develop formal RWM ontology and set of applied ontologies. 

b. Prepare and draft guidelines for implementing cognitive computing technologies (i.e. artificial intelligence, machine learning) that support knowledge management systems in organisations responsible for RWM and decommissioning.

c. Prepare and form the NEA Community of Practice in RWM KM technologies, bringing together staff in organisations responsible for RWM and decommissioning, as well as relevant stakeholders across generations of workers.

To support these primary activities, the EGKM will also identify any relevant secondary activities to be pursued.

Working Methods

The mode of operation of the EGKM is based upon plenary meetings and an ongoing, project-oriented working programme.

A Bureau consisting of a Chair and one or more Vice-Chairs will co-ordinate and facilitate the work of the EGKM. The Bureau will normally meet once or twice a year, with one meeting normally held in conjunction with the annual EGKM plenary meeting.

Communication within the EGKM will primarily take place through annual plenary meetings. The plenary meeting is devoted to the following:

  • the exchange of information on recent developments in member countries;
  • in-depth discussions of current developments and topical issues, where additional specialists may also be invited;
  • the identification of main outcomes/insights to be reported to the WP-IDKM; and
  • the discussion and coordination of the working programme, including the evaluation of possible collaboration with other projects in and outside of the NEA, in particular with other expert groups of the WP-IDKM.

The EGKM will report to the WP-IDKM at the annual meetings of the working party.

Additionally, the EGKM will: (i) identify resources (including funding) and schedules for its activities; and (ii) review the programme of work and its effectiveness.

In fulfilling its mandate, the EGKM will be supported by the staff of the NEA Division of Radioactive Waste Management and Decommissioning (RWMD). 

Membership

The EGKM is a task-oriented expert group that is composed of a diverse range of experts in the field of knowledge management in RWM, decommissioning and non-related fields from NEA member countries, e.g. engineers and scientists in radioactive waste management organisations (RWMOs), decommissioning and other technical domains involved with data and information management, knowledge managers and social scientists involved in knowledge management on extended timescales (hundreds of years).

Interactions

The work of the EGKM will be complementary to that of the International Atomic Energy Agency (IAEA) and the European Commission (EC). As such, the group will continue to co-operate with its relevant counterparts and provide relevant input to the activities of these institutions, as appropriate.

Through the RWMC and Secretariat, the EGKM will co-operate with the NEA standing technical committees and their subsidiary bodies when relevant, in particular those of the Committee on Decommissioning of Nuclear Installations and Legacy Management (CDLM) to identify (i) interfaces between the groups and (ii) overlaps and common issues. It may also collaborate with the NEA Data Bank.

In particular, the EGKM will take into account the following NEA report:

Deliverables

The EGKM will produce appropriate reports, presentations or workshops with the support of the Secretariat.