Translation of Technological Surveillance As A Tool For Information Management: A Literature Review

Technological Surveillance As A Tool For Information Management: A Literature Review

IEEE LATIN AMERICA TRANSACTIONS, VOL. 13, NO. 10, OCTOBER 2015 

L. Back, Universidade Tecnológica Federal do Paraná (UTFPR), Ponta Grossa, Paraná, Brasil, luaniback@hotmail.com 

J. L. Kovaleski, Universidade Tecnológica Federal do Paraná (UTFPR), Ponta Grossa, Paraná, Brasil, kovaleski@utfpr.edu.br 

P. P. Andrade Junior, Universidade Federal de Santa Catarina (UFSC), Ponta Grossa, Paraná, Brasil, pp.andrade@ufsc.br 

I. INTRODUCTION

In order to keep up with the rapid technological development, it is essential that organizations seek strategic partnerships to deal with information management.

In this sense, for this process to occur it is indispensable to identify possibilities and assimilate knowledge of all technological information related to the field of work, since knowledge and articulated information are one of the main means for individuals and organizations to make innovations, becoming or remaining competitive [1], [2], [3]. Among other utilities, the knowledge of the technologies present in the market allows knowing where and from whom to acquire them, in addition to their competencies [4].

In this sense, an alternative to soften the obstacles of the market is to make the organizations follow the technological advance through the dissemination of the technologies, information and means of communication [5]. However, managing information and transforming it into knowledge is a complex activity for organizations. One of the main problems concerns the excess of information, which comprises useless information with no added value and strategic for the organization for decision making. Managing information efficiently can minimize the problems related to excessive information, which makes it difficult and time-consuming to select and acquire relevant knowledge, as well as problems due to the absence of information that can lead to delays and out of date before the market.

The management of scientific and technological information may occur through the technological surveillance of the environment, since this process emphasizes the planning, direction, control and coordination of the development and implementation of information system. Thus, through the identification of events that signify potential opportunities or threats, it is possible to understand technological changes and anticipate them, obtaining competitive and comparative advantages [6]. In this sense, the adequate use of knowledge allows users, who understand the managers of the organizations, to increase their resources and productivity, how to reduce their costs in a substantial way and at the same time allow them to strategically differentiate themselves in the market.

Due to the scarce exploration of the subject of technological surveillance by systematized studies and its importance for the academic and organizational environment, it was decided to build a bibliographic portfolio in order to base and direct future studies. Given this context, this work aims to build a theoretical framework on technological surveillance, identifying its application and benefits generated by its use. In order to reach this goal, it will be necessary to select a relevant bibliographic portfolio on technology surveillance and analyze it, in order to contribute to the scientific advance of the subject and to assist the organizations in the management of their information.

II. METHODOLOGICAL PROCEDURES

This research is defined as descriptive, because it aims to identify a portfolio of articles on the topic of technological surveillance and shed light on its scope and research opportunities. The study is subdivided into three phases, namely: database selection; selection of articles; and analysis of articles.

In order to retain the maximum knowledge on the topic of technological surveillance, a systematic search was made in the literature. The research was conducted in the following databases: Web of Science, Scopus, Science Direct, IEEE Xplore, Scielo and Scholar, because they have relevant indexed journals and are multidisciplinary. The Web of Science database appends most of the most relevant journals published in the world [8].

Key words in Portuguese, English and Spanish were used to search the articles: technological monitoring, technological surveillance, technological surveillance, technological monitoring, technological watch, technological surveillance.

For the screening of articles found the title, keywords and abstract were evaluated, excluding the articles that were in disagreement with the researched topic. When the items evaluated did not contain all the required information, the articles were read completely to decide on their inclusion. The exclusion criterion used included the use of the word technology surveillance for security environment monitoring technologies. The period of analysis of the publications was not defined due to the scarcity of material.

The articles found were exported using the EndNote tool. The EndNote software is a bibliographic reference manager that facilitates the research work and allows the collection of bibliographic references of online databases, importing the metadata and grouping them, forming a virtual library [9]. From this tool it was possible to save the selected articles and filter them according to the criterion of duplicity.

The relevant scientific articles were analyzed through full reading and served as the basis for the construction of literature review.

III. TECHNOLOGICAL SURVEILLANCE

The advance of the market has driven the technological development, a factor that also results from the economic competitiveness, essential for the organizations that wish to remain in the world market in which survive the strongest competitors [10], [11], [12], [13]. Today, the main engine of growth is knowledge, and to stop it, it is necessary to follow the technological advance that happens at high speed and consequently generates a great amount of information [14], [15].

In order to develop a diversified technological portfolio and remain competitive in the market, it is necessary to construct complex competences, involving various tasks such as searching for promising new technologies, by identifying the evolution of technological factors, observing, analyzing and processing information through technological surveillance [ 16], [17], [18], [19], [20]. This practice, based on scientific and technological studies, allows us to base production processes on the intensive incorporation of knowledge, mainly involving information from articles and patents, in the development of new products and processes [13].

The process of technological surveillance focuses on the innovative behavior, products, processes and technologies of its competitors and / or employees. As well as in evaluating new technologies and their possible impacts on their organization [10], [21]. It is a selective informational / documentary process that gathers and organizes information and documents from a specific area and addressed a specific group of users or a set of users whose interests are related, but different [22]. Can be interpreted as an intelligence methodology technology, or as forecasting technology and even as a technology assessment [23].

Technological surveillance is a systematic and organized effort to observe, train, analyze, accurately disseminate and retrieve information about the achievements in the company’s economic, technological, social and commercial environment that are relevant to the organization in the sense of opportunity or threat this. To this end, surveillance should include the merging of high-level information, communications, collaborative environment, information security and data repository, to provide the necessary capacity for the domain of information, to obtain knowledge and the essential elements for decision-making [24], [25], [26], [22], [27], [10], [21].

This search for information takes place through patent documents, publications, and investigations to know structures, strategies and the importance of specific technologies, as well as the life cycle of a specific technology, using specific tools and techniques. The results should be a tool for knowledge that promotes useful and up-to-date information on different technologies, changes in products, regulations, leadership, research developments and new patents. This information should support decision making, anticipating changes in the environment in which they are inserted and minimizing risks [24], [27], [28].

To carry out coordinated actions for the search, treatment and distribution of information obtained legally, useful to several members of an organization in decision-making process and for strategic reflection, constitutes the process of technological surveillance that generates intelligence to those who use it correctly. ], [27].

Monitoring technology markets allows access to knowledge relevant to effective proposals for the solution of technological needs [29]. Another benefit of this tool is the identification of the scientific technological development, as well as the paradigms faced by the companies before the competitiveness and market demand [4], [21], [30].

From technology surveillance it is possible to obtain information to apply new technologies, create new products and evaluate the possible impacts of an event or change in the environment. Most information to get new ideas lies on the external side of the organization in a complex and abundant way, so it is necessary to organize and systematize them to add value and serve for decision making in the innovation decision-making process. Monitoring information contributes to reducing the number of wrong decisions within a process of research, development and implementation of new products / services on the market, since the information raised encourages these processes [13], [31]. Such organization and processing of information is necessary to define the innovation strategies of organizations that use technology surveillance [10], [32].

Information considered useful should be pertinent to some aspect of the organization’s activity, be absorbed in a timely manner, be accurate and relevant [33]. The dissemination process must be well specified and contribute to strategic decision making, ie it should be considered an activity inherent to the process of technological innovation [24], [ 34]. Watching technologies is not only about covering news, it must cover the whole documentary of the information process, covered with adequate preparation and presentation of all information relevant to the generation of intelligence and decisions consistent with guarantees of success [26]. Competitive intelligence, in turn, consists in using the information raised by technological surveillance, to orientate itself to the market, identifying which of them have greater importance and to reach objectives and goals of the organization [10].

Companies that take advantage of opportunities, based on the results of technological surveillance, have the capacity to understand and acquire knowledge about new technological developments and to respond to the new technologies identified. These companies see in the information collected a proactive way of responding to the technologies and diminishing the threats caused by them [20], [23], 35], [36]. The company can further progress by detecting investment and marketing opportunities so that observation can lead to increased market share [28].

Surveillance activities contribute to the innovation of processes and products since they enable the generation and detection of ideas and new solutions, as well as the application and implementation of new technology. However, this is only possible when the critical factors are dribbled and directed to the success of the technology surveillance tool. These factors are usually characteristic of the sector and the strategy of each company, which should be aligned with the benefits generated by the use of technological surveillance [28], [37], [38].

The main reasons for using a surveillance system are: anticipate changes; reduce risks by detecting threats; to progress by detecting customer dissatisfaction and their needs; innovate through new ideas; and cooperate [25]. For the results of surveillance to contribute to the technological strategy of an organization, it is necessary to identify the technologies that may represent threats; identify technological opportunities and protect the organization’s technological capabilities [21].

It must be made clear that technological surveillance is different from competitive intelligence. Surveillance is based on the ability to collect, analyze and disseminate useful information, which allows the company to predict and adapt to a constantly changing environment and the potential for exploiting technologies [39]. Competitive intelligence, however, concerns the use of this information in a decisive way in decision making, which creates a competitive advantage for the organization vis-à-vis the market [28] [40].

As a result, technology surveillance provides information about technology, predicts the directions that drive technological change, and encourages decision-making by organizations that use it in a planned way. Technological surveillance should provide information on the knowledge being investigated, the available technological solutions, the technologies being studied, identify the inefficient and obsolete technologies, as well as the technological trajectory of the main competing companies and information from the research and innovation centers which generate new technologies.

Systematizing technical information and knowing the solutions taken by other people allows starting from a non-zero basis to create mechanisms and solutions to internal problems [41].

Therefore, in order to obtain the expected results from the technological surveillance process, it is necessary to strictly comply with each stage of its development, so that all necessary information is collected and has value for decision making.

IV. DEVELOPMENT OF TECHNOLOGICAL SURVEILLANCE

The technology surveillance system consists of a set of basic functions, ie observation, analysis, and use. Initially, it focuses on the search for information, capture, calculation and dissemination of this information. Subsequently, it focuses on the treatment, study, discussion and validation of the acquired information. Finally, the third function analyzes the decision making that is usually strategic, based on all the information obtained in previous activities [28]. All these functions, when well systematized, can cover the existing information needs, foster scientific research, as well as keep its professionals up to date and help make decisions with less risk [10], [20], [21].

Within a process of technology surveillance, there are two moments: one in which it presents itself passively and the other in an active way. In the first, the internal and external information is analyzed routinely, in order to find relevant data to contribute to the development of the organization. At the second moment, monitoring takes place, that is, it focuses on the systematic search for pertinent information about aspects previously determined by the organization, so as to offer continuous knowledge about the development and emerging trends of the environment in which they are inserted.

A process of technological surveillance can be divided into 6 stages [22], [31]:

• Identify the needs: The necessary information must be identified by the organization through a self-diagnosis that must contain the current technological situation of the company, its suppliers, competitors and customers. This practice indicates which types of information to look for.

• Identify the sources: Determine which sources can provide the necessary information. They can be formal, such as patents, database or books, and informal, such as visits to fairs, conversations and conferences.

• Means of access: these means are heterogeneous and new services are continually being developed to facilitate the search for information. Among them we have the market studies, searches through the internet, through a database for patents and periodicals.

• Search: in this process it is necessary to analyze the results obtained to check if these correspond to the expected. This search only occurs in selected sources, so that the information is relevant and can be cross-checked with the

information.

• Value of information: this step depends on the volume of information to analyze, the content or nature, its format and structure. It can happen by sorting, counting and crossing information.

• Dissemination of information and results: main knowledge acquired by the organization in order to anticipate changes with less risk in decision making. The periodicity, content and presentation structure of the data should be established.

These steps can be visualized in the schematic representation of the technology surveillance process, Fig.1 

****FIGURE 1 ****

It is important to emphasize the connection between the steps, where each one is highly dependent on the results of the previous step. Developing this sequence of steps does not guarantee the success of surveillance because it is directly related to the quality and value of the information collected, as well as to the organization’s strategy. If this is not intended to include in its future the results obtained, there is no basis in performing these techniques [15].

Another way to execute technological surveillance, following the same principles, is given by UNE 166006 of 2006. This standard proposes a series of processes to identify the needs, sources and means of access to information; search, treatment and validation; information valorization, results, measurement and improvement [42].

One way to improve the techniques used for the development of technological surveillance is to make use of the benchmarking tool, that is, to compare performance, with organizations that already execute surveillance practices efficiently, favoring continuous improvement. This is even more important in areas where technological change is very rapid, such as in information technology, and there are occasional difficulties in accessing this information, either because of lack of knowledge or effective tools [27].

The technologies management tools are useful for the surveillance process, since their knowledge and management allow to optimize the effectiveness of surveillance by knowing better its context, level of development and possible evolution, that facilitate the evaluation of the meaning of any movement or technological development of competitors [28]. There are a number of techniques that are used to manage technologies and that contribute to technological surveillance, such as calibration and technological prospecting, trend analysis, and models of international participation with the scientific and technological community [43].

There is a tendency to evaluate knowledge generated by universities through the study of scientific productions, such as dissertations, theses or articles published in recognized journals [44]. As well as through patents, it is possible to monitor the technological changes and the impact and value of innovation in certain sectors, knowing statistically how much and to what extent the research object was explored [18].

In order for information classified as useful by technological surveillance to be used effectively, it needs to be disseminated in an objective and short-term manner [18]. To shorten the response time and reduce the error in the adequate disclosure of the information the analysis of the information must be performed with a high level of automation and by trained people who have a thorough knowledge of the organization’s objectives and strategies [45].

Effectively implementing technological surveillance techniques can generate numerous benefits for an organization: alerts on changes and scientific development; facilitates the updating of knowledge, pointing to market niches as well as avoiding investing economic and human resources in obsolete areas [15], [21].

The Virtual Observatory of Technology Transfer is a digital platform created in Spain by the University of Alicante. Through this, the Technological Institute of Informatics developed a Technological Surveillance system that supports the strategic decision-making of innovation of the Institute and small and medium enterprises of the Information and Communications Technology sector, which allowed to foment the processes innovations in companies. The Observatory monitors a large number of sources of information from different sources: websites, databases, newsletters, etc., selected according to quality criteria to cover the different types of documents: news, events, patents, scientific articles, regulations , legislation. [46]. 

In order to have such a tool, the observatory has a specific computer infrastructure, consisting of technological surveillance software, which facilitates the structured compilation of information, as well as its classification and indexing, and a proprietary content manager in the which is published and disseminated the information retrieved and facilitates its access and consultation through access to the observatory portal, daily news reception, and restricted access to the system by users [46]. In a study with biogeochemical cycles, the technology was applied and the authors verified that through this tool it was possible to classify any vector of data, regardless of whether the values are numerical or alphanumeric, which allows a number of possibilities such as classifying technologies, patents, companies and inventors, according to inherent characteristics determined by the user [47].

A methodology of technological surveillance requires the participation of professionals, who have knowledge about the topic to watch, validate and feed information and make use of a tool for capture, analysis and processing and dissemination of information [21].

Each stage for the development of a process of technological surveillance must be carried out with caution and fulfilling the stipulated objectives. The information needs need to be clear to all involved, as well as the sources where the search for information will be carried out, so that they are reliable and can achieve the expected results.

To process, store and distribute information, technology is used, but it is the people who interpret and classify it as valuable or not. Therefore, the human factor should be valued, considering the importance of the analysis and the selection of the information that will be disseminated for the users’ decision making [48].

V. FINAL CONSIDERATIONS

The objective of this work was to build a theoretical framework on technological surveillance, identifying its application and benefits generated by its use. For this, a systematic search of the literature was made using the following databases: Web of Science, Scopus, Science Direct, IEEE Xplore, Scielo and Scholar.

Thus, all the articles found by the systematic search were analyzed and carefully selected, according to the approach and link with the theme. By reading the acquired portfolio, it was possible to construct a theoretical reference on technological surveillance.

It is imperative that organizations retain knowledge related to technological changes and discoveries so that they can assess which technologies can be used by them in the short, medium and long term. For this, the information management tool called technological surveillance can be used, which aims to collect, analyze and disseminate information from areas determined by the user in order to assist in decision-making processes.

Technological surveillance is an indispensable tool for the competitiveness of organizations and can be adapted to any branch of work and production systems. In order to achieve the desired results, it is necessary to identify within the organizations the purpose of surveillance, its addressees, aspects to be monitored, the necessary sources, time of response and means of dissemination of results.

By virtue of this, when technological vigilance is developed correctly, with all the steps performed according to the user’s information needs, through reliable sources and by trained professionals, it allows to give an overview of the technological scenario in which the organization is located, highlighting their opportunities and threats.

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