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Knowledge mapping as a technique to support knowledge

translation
S Ebener,a A Khan,a R Shademani,a L Compernolle,a M Beltran,b MA Lansang,c & M Lippman a

Abstract This paper explores the possibility of integrating knowledge mapping into a conceptual framework that could serve as a
tool for understanding the many complex processes, resources and people involved in a health system, and for identifying potential
gaps within knowledge translation processes in order to address them.
After defining knowledge mapping, this paper presents various examples of the application of this process in health, before
looking at the steps that need to be taken to identify potential gaps, to determine to what extent these gaps affect the knowledge
translation process and to establish their cause. This is followed by proposals for interventions aimed at strengthening the overall
process. Finally, potential limitations on the application of this framework at the country level are addressed.

Bulletin of the World Health Organization 2006;84:636-642.

Voir page 641 le résumé en français. En la página 641 figura un resumen en español. .641 ‫ميكن االطالع عىل امللخص بالعربية يف صفحة‬

Introduction Overview of knowledge • the function of the map (including


coordination, motivation and elabore
In the knowledge economy, the genee mapping ration);
eration and exploitation of all types of A knowledge map is “an association of
knowledge play a vital role in the creation • the knowledge type (know what,
items of information (e.g. process, netwe know how, know why, know where,
of wealth.1 However, despite the availae work, policy, geography, ...), preferably
able knowledge, mortality and morbidity know who);
visual, where the association itself creates • the recipient (individual, group, orge
from preventable causes persist, espece new, actionable information” (adapted
cially among poor children and women ganization, network); and
from Vail 3). • the visualization type (sketch, diage
throughout the world, in part because Knowledge mapping is the process
a gap remains between what is known gram, image or map).
of creating a knowledge map. This proce
and the application of that knowledge in
cess consists of five steps, as shown in The success of the knowledge mapping
policy and practice.2 To bridge this gap,
Fig. 1. process depends to a great extent on
it is crucial to understand the mechane
The purpose of this figure is to depe the people who apply it; their ability to
nisms of knowledge creation and use, or
pict the manipulation or transformation engage all the participants in the exercise,
“knowledge enterprise”, at the different
which occurs during the process; it could ensuring that people understand the
levels of health systems, such as policy-
be applied to information or knowledge process and are able to interpret the map;
making, institutional management,
technology R&D, clinical practice and instead of data, depending on the associate and the integration of all four perspecte
services, as well as at the community tion of items of information the process tives in the visual framework, rather than
level. Knowledge mapping helps us to is looking at. on the tools themselves which are used to
understand how knowledge flows and The most comprehensive approach produce the map. Scott et al.6 provide an
where the assets and the gaps are. to knowledge mapping examines the example of a map which illustrates how
This paper reviews and discusses dynamics at play in a health system or knowledge mapping allows information
the importance of knowledge mapping area of work; where knowledge resources to be conveyed in a manner that a non-
as a tool for understanding the many and assets are located; how these eleme illustrative approach could not.
complex processes, resources and people ments move around the organization or Scott et al.6 present the result of a
involved in a health system. Although an area of work; where the elements are social network analysis performed in a
a comprehensive search strategy was created; and where they are needed and primary care clinic looking at whom
employed, it was non-systematic and should be used. is consulted when significant decisions
selective, focusing on concepts, tools To be effective, the resulting knowlee need to be made in the practice.
and examples that are directly relevant edge map should be created with referee Visualizing the result of this process
to knowledge mapping and knowledge ence to four perspectives, known as the makes it easier to share the information
translation. visual framework: 5 and allows a more integrated analysis of

a
Knowledge Management and Sharing Department, World Health Organization, 1211 Geneva 27, Switzerland. Correspondence to S Ebener (email: ebeners@who.int).
b
Health Policy Development Planning Bureau, Department of Health, Manila, Philippines.
c
Department of Clinical Epidemiology, College of Medicine, University of the Philippines, Manila, Philippines.
Ref. No. 06-029736
(Submitted: 5 January 2006 – Final revised version received: 25 May 2006 – Accepted: 26 May 2006 )

636 Bulletin of the World Health Organization | August 2006, 84 (8)


Special Theme – Knowledge Translation in Global Health
S Ebener et al. Knowledge mapping to support knowledge translation

the large amount of information that therefore decrease the time-to-market of ing health service delivery. The map
could not be easily captured in a single new products.7 Starting from catalogues which resulted from this exercise helped
table or piece of text and already prove of relevant experts or “Yellow Pages”, the the health sector reform team to reduce
vides some possibilities for analysis (e.g. map also included a question tree, exampe the opposition of health worker labour
the identification of hubs corresponding to ples of best practice as well as knowledge unions to the reform.9
the person who is most often consulted). links showing with whom and at what PolicyMaker software 10 is also used
point in the process a person or group in the context of political mapping exerce
Examples of application of should have shared their knowledge. cises in:
The use of this map not only resulted in a • the Dominican Republic, where it
knowledge mapping has been applied in a team-building
reduction of the processing time but in a
The examples from the literature can be effort for the Health Reform Group,
better recognition of the work performed
grouped according to the health-system with support from the Inter-American
by the employees.
levels: policy-making, institutional Development Bank;11
management, technology R&D, clinical • Mexico, where it has been used in an
practice and services, and the commune
The community level
The Hawaii Department of Health used assessment of the political feasibility
nity. Most emphasis is put on the exercise of a major reform of the national
which took place in the Philippines as concept mapping techniques to engage
health system.12 The political analysis
this is the most recent and is also the experts and local stakeholders in definie
was carried out in conjunction with a
closest to the framework presented in ing the community and system factors
comprehensive examination of the
the next section. that affect the behaviour of individuals
epidemiological, economic, organizate
in relation to tobacco, nutrition and tional and financial factors that affect
The institutional level physical activity.8 This exercise allowed health system reform in Mexico.
Examples of knowledge mapping at the them to rapidly define the feasibility and
institutional level are difficult to find, importance of each factor and therefore Philippines
mainly because many of these projects to develop a health improvement plan Another example of mapping at the
are bound by non-disclosure agreements for the state in a timely fashion. policy level is that of the Philippines’
which make them inaccessible to third Department of Health (DOH) which
parties. The policy level took place as part of a “knowledge audit”.
Nevertheless a comprehensive mappe The first example is that of Ecuador, This exercise looked into the knowledge
ping was performed by the Swiss pharme where the US Agency for International assets related to policy-making proce
maceutical company Hoffmann-La Roche Development conducted a political cesses, taking into account some of the
to improve the (knowledge-intensive) mapping exercise in the context of the bureaus and units in the DOH which
process for the approval of new drugs and introducing of new methods of financie were involved in the development of
policy for the health sector reform. Spece
cifically, the study identified the assets
Fig. 1. The knowledge-mapping process of each bureau in terms of databases,
documents, professional knowledge and
links with stakeholders. The study also
1 2 3 4 5 tried to determine how the policies of
Acquire data Manipulate Store data Process Visualize the central office of the DOH would
data data data
trickle down and be adopted by the local
government units.
The knowledge management framewe
Raw data are These raw data The first-order Although the By visualizing
acquired from are manipulated data are then first-order data first-and higher- work that was considered for this exercise
one or more through basic stored in a may be order data in consisted of three layers.
sources; analysis, to central interesting in specific ways, • The core processes of policy development:
through a produce first- database, themselves, and taking these processes represent the organize
survey, for order data that which is often most higher-level into account zational context in which critical infe
example are suitable for referred to as insights are different
formation and knowledge is needed.
generating the knowledge gained by preferences,
knowledge mapping applying higher- knowledge • The five core knowledge activities: these
maps database order processing maps can be are identification, creation, storage,
(KMDB) (analysis, produced sharing and use of knowledge.
aggregation, that provide • Personal and organizational knowledge
and contextua- insights into capabilities.
lization), the knowledge
resulting in that is available
higher-order data within the Based on the above framework, docume
organization ments were reviewed and interviews were
or a particular conducted using structured matrices.
domain of work These interviews involved key personnel
at both the national and subnational
levels of the DOH and some staff of
Source: adapted from Ref. 4. WHO 06.107
selected local governments.

Bulletin of the World Health Organization | August 2006, 84 (8) 637


Special Theme – Knowledge Translation in Global Health
Knowledge mapping to support knowledge translation S Ebener et al.

Even before knowledge maps had


Fig. 2. Proposed framework for improving the knowledge translation process using
been generated, this exercise allowed the
knowledge mapping
identification of knowledge assets and
resources as well as of the knowledge
gaps and weaknesses in policy-making.
It was able, for example, to verify that
the main knowledge assets and resources 2. Comparison
for DOH policy-making are health 1. Theoretical 1. Actual
staff, information systems, databases
and health research. These knowledge
resources are being used for policy
development. However, gaps were also 3. Impact
analysis Differences
identified; such as incomplete, outdated
or unreliable databases; insufficient repe
ports on the monitoring of implemented 4. Gap
policies; absence of a systematic appe 5. Action analysis
proach for linking research results with
the core processes of policy-making; 6.
and lack of systematic diagnosis and Possible
Political revision
documentation of best practices in the environment of initial
field. Furthermore, there were areas of Social map
weakness in professional knowledge, network
which highlighted the need to improve Available
resources WHO 06.108
staff capability for policy analysis and
political mapping, as well as their skills
in professional legislative lobbying and
negotiation.
In terms of the core processes from
knowledge creation to sharing, this first
phase of the mapping process also reve
vealed some inadequacies which included Knowledge mapping in posed framework (Fig. 2) which uses
knowledge mapping as a technique for
weak monitoring and evaluation systems the context of knowledge identifying potential gaps or flaws in
and limited documentation of “lessons translation the knowledge translation process. The
learned” and good practices. There were Knowledge translation (KT) has been framework consists of a set of associated
also serious flaws in knowledge storage. proposed as a strategy to help bridge knowledge maps.
The responsibilities for maintaining, the know–do gap. The term was coined Combining all of the layers allows
updating and assuring the integrity and by the Canadian Institutes of Health decision-makers to understand the
quality of the existing databases in the Research 13 and has been defined as “the knowledge translation process by providie
various technical fields and DOH units synthesis, exchange and application of ing answers to the following questions:
were not always adequately defined. In knowledge by relevant stakeholders to • Research priorities: Who sets them?
addition, procedures and methods to accelerate the benefits of global and local (e.g. researchers, communities, ministe
make tacit knowledge explicit were weak: innovation in strengthening health syste try officials, external donors, national
no expertise database or mechanisms tems and improving people’s health”. 14 funding agencies, task forces, netwe
to preserve the knowledge of staff or Knowledge translation is a complex works or universities). Who enforces
experts leaving the DOH have yet been process, involving factors such as the type them? What factors are used to determe
institutionalized. of knowledge in question, its perceived mine priorities?
This exercise also emphasized weakne relevance, the actors involved and the • Research proposals: How are they subme
context. What is considered to be knowlee mitted? To whom are they submitted?
nesses in terms of knowledge flows, either
edge may vary from context to context; Do they have a knowledge translation
top-down or bottom-up, in the policy-
identifying potential gaps and proposing component (i.e. a mechanism to prome
making process. In a devolved health mote or guarantee use)? Who follows
means of filling them is an additional
system, the numerous interfaces in the line challenge. up on proposals, whether accepted or
of control of the DOH and at the local Knowledge mapping offers an oppe rejected? How is information about
government level create risks of errors portunity to elucidate and assist with the proposed research disseminated?
and flaws in the transmission, interprete analysis of complex processes and hence • Research in progress: Who monitors
tation and operationalization of policies play a role in knowledge translation. research being carried out? Who verife
issued at the level of local government This paper will initiate the exploration fies that research projects have been
units. The policy cycle was most comme by providing a potential framework for approved? What are the consequences
monly broken when a local government undertaking this analysis based on the of carrying out research that is in
unit implemented the policies developed examples described above. The explorate breach of the regulations?
by the DOH. tion will be structured around a prope • Completed research: Who receives the

638 Bulletin of the World Health Organization | August 2006, 84 (8)


Special Theme – Knowledge Translation in Global Health
S Ebener et al. Knowledge mapping to support knowledge translation

results of completed research? How a wealth of information. The real impact • culture; and
are the findings disseminated? Who of these gaps, however, as well as their • opportunities (e.g. meetings and
uses them? Who owns or has access causes, will not necessarily be straightforwe conferences).
to the raw data? Who validates the ward. Separate analyses will therefore be
findings against those of other studies? required, starting with an impact analyse The same set of parameters would be
What follow-up takes place? sis (step 3), to gain more insight. At this considered in the context of the gap
• Policy-making: Who makes policy? stage it might emerge that the theoretical analysis. Each parameter could be conse
What is the process for policy being map was incorrect and that some players, sidered as a sub-layer of social network
implemented? What kind of evidence connections or flows were not necessary mapping.
is used? What sources of information for optimal knowledge translation. In Each of these parameters could also
are used? How does policy feed back this case the theoretical representation of be the cause of a knowledge gap between
into determining research priorities? the knowledge translation process would some actors, which would have an impe
• Knowledge from practice: Is there a have to be modified and the comparison pact on the translation of knowledge
mechanism to capture the knowledge with the actual process redone (step 2). within the system. Careful consideration
that is generated through the knowlee If it is confirmed that some of the should be given to the parameter(s)
edge translation process (synthesis, gaps do have an impact on the knowlee selected for this mapping, especially if
exchange or application)? What are edge translation process, the identificate several parameters are integrated into a
the lessons learned and the useful tion of their cause(s) would then take single measure.
experiences? place in the context of a gap analysis Finally, the availability of resources
(step 4), which would consider the folle would be mapped in a new layer conte
This list does not aspire to be comprehe lowing non-exhaustive list of layers: taining information regarding not only
hensive and is limited mostly to health • the political environment; the location of the financial and material
research. Knowledge, on the other hand, • the social network; and assets, but also the expertise available at
draws from a wide net of sources, includie • the available resources. each step of the knowledge translation
ing research. The process will vary from process. In this regard, this layer would
context to context as will the questions. The objective of political mapping, which go one step further than the social netwe
At the beginning of the process can be compared to the political analysis work layer by attaching expertise and
reported in this framework (indicated by described by Reich,10,15 would be to idente skills to each of the players. This way the
the number 1 in Fig. 2), both a theoretical tify facilitators and potential obstacles individual attributes of the players are
and an actual map are generated. to the effective translation of knowledge exposed relative to their network roles as
• The first map depicts all of the key resulting from policies or political conse well as to the professional roles that they
players, knowledge assets and rese siderations in place (cost-effectiveness, play. Links to expertise locator systems,
sources, as well as providing an indicate strategies). See section on application of profiles or Yellow Pages are a further step
tion of the flows seen as necessary for knowledge mapping for examples. that could turn a knowledge map from a
effective knowledge translation. This Social network mapping aims to visual representation into a practical tool
map represents a theoretical translation identify connections and information for navigating within a knowledge-based
process, i.e. how knowledge should flows between the actors involved in system. Another purpose for such analyse
circulate, based on the elements and the knowledge translation process. Unle sis could be to inform capacity building
structures as depicted in the map. like many other uses of social network or competency development planning
• The second map depicts the same eleme analysis,16,17 the primary concern is not at the individual, unit and organization
ments as the first map, but this time the strengths of network ties, or topics levels.
as they are observed in the knowledge such as innovation, diversity, power rele In any case, this analysis would be
translation process currently in place. lations or the propagation of rumours. of value only if it led to concrete actions
This map represents the actual transle The premise of this use of social network to be taken (step 5). These actions might
lation process, i.e. how knowledge analysis is that the actual execution of have an impact on all or a subset of the
does circulate. work processes involves relationships layers used for performing the gap analyse
between people other than those found sis and should lead to the revision of the
The comparison between the two maps on organization charts. Mapping these original map (step 6). Priority should
be given to the actions that lead to the
(step 2) aids decision-makers in recoe relationships produces not a “top-to-
greatest improvement in the knowledge
ognizing potential gaps or flaws in the bottom” set of boxes as found on an
translation process.
process and helps them to identify posse organization chart, but rather a variety
sible improvements. The identification of different patterns which may change
of potential gaps might be enhanced by over time in response to both formal Discussion
following a product through its life-cycle. and informal forces. Such patterns can The following discussion touches upon
For example, for a research proposal, the establish themselves on the basis of sevee some of the challenges that remain, the
theoretical processes involved in producie eral parameters which include: added value of this conceptual exercise
ing the proposal (as depicted on the • working structure (team-based) and and the necessity to ensure that the proce
theoretical map layer) could be examined management; cesses envisioned are actionable within
to see if they are a faithful representation • geography; realistic time periods and carried out
of what happens in practice (as depicted • connectivity (information and comme with a strong mandate as highlighted in
on the actual map layer). munication technologies); the conclusion. Several next steps are also
This comparison alone may provide • politics; identified.

Bulletin of the World Health Organization | August 2006, 84 (8) 639


Special Theme – Knowledge Translation in Global Health
Knowledge mapping to support knowledge translation S Ebener et al.

Challenges and sometimes haphazardly undertaken Next steps


Some challenges remain to be addressed. knowledge mapping audit project mate This proposed conceptual framework
The first concerns the need, in some situae trices and questionnaires. Stakeholder needs to be further tested at the counte
ations, to have a theoretical representate involvement and understanding of the try and local levels, going beyond the
tion of the knowledge translation process value of the mapping exercise are thus few experiences cited in this paper and
It will also be crucial to identify the kind important. This exercise also demonse eventually refining the knowledge mappe
of knowledge to be considered.18 strated that valuable information can be ping processes that are most effective in
Secondly, there is the issue of availae obtained through the application of the translating knowledge into better health.
ability of the information necessary to knowledge mapping process even withoe Nevertheless this framework does conse
draw these different maps. Challenges in out drawing the map. It will nevertheless stitute a first step in the direction of
this regard will depend on the complexie be interesting to see what added value generating guidelines and protocols that
ity of the data to be used; its accuracy; its the map provides once drawn. would allow countries or institutions to
diversity, depending on the stakeholders apply the knowledge mapping process.
and actors involved; and the possibility Conclusion This might serve as an advocacy tool
of estimating and illustrating uncerte Knowledge mapping has the advantage and a practical means for more efficient
tainty, which might result from the compe of being concrete and tactical. It makes management of scarce resources and leve
pilation and combination of data from tacit and explicit knowledge graphic veraging of additional ones as well as for
different sources. All of this is closely and visual. The analysis and application the possible introduction of incentives
related to the information technology phases of process-based knowledge mappe for improving the quality of outcomes
systems and databases that should be in ping are oriented towards the definition in identified areas. It could also help
place to provide health researchers and and planning of a pragmatic project to prioritize interventions and provide
managers with the necessary data. or activity, or towards implementation evidence that the entire public health
The variety and complexity of the of a knowledge management strategy sector (or entire health system) needs to
data available as well as the level of unce or programme. Knowledge mapping be engaged in the improvement of the
certainty might represent an important also has the potential to increase the knowledge translation process, as pieceme
limitation when the objective of the mappe involvement of the key stakeholders in meal efforts will not be successful.
ping exercise is to perform a comparison the process, enabling them to influence Finally, there are some aspects that
between two different knowledge transle it and therefore to ensure more effective have not been addressed in this paper,
lation processes or the different contexts outcomes. such as the power of mapping on the
in which the same process is applied. Even if the proposed knowledge basis of geography to integrate large
By attempting to identify gaps in mapping framework remains abstract at amounts of information and data into
the process, this framework goes further this stage, the application of the concepte single pictures. The mapping of district
than the one proposed by Den Hertog tual framework proposed in this paper health services in the Tanzania Essential
et al.19 for mapping innovation processes could support the identification of gaps Health Interventions Project (TEHIP) is
in health care services. This is because the in the knowledge translation process and a good example of such an application
gap analysis proposed here might idente their potential causes. The value is to a and has had a substantial impact on
tify issues located at various levels of the great extent in the process itself and in decision-makers.20 O
translation process and would therefore increasing people’s understanding of the
involve a large number and range of complexity of health systems, enabling Acknowledgements
actors (political entities, researchers, serve them to be more informed actors within The authors would like to express their
vice providers, patient groups and civil it. The information gained can be used special thanks to Dr Serafin Talisayon,
society). This may lead to a series of acte to find ways of avoiding duplication of WHO Knowledge Management Framewe
tions that require the support of strong effort, to link people working on similar work Project Consultant, Center for
leadership, not only in countries but, issues and to provide the information for Conscious Living Foundation, Philie
depending on the actors involved, also more advanced types of analysis. ippines; Ms Crispinita Valdez and Ms
within the international community, to It is also important to note that the Charity Tan, Information Management
ensure a real impact on the knowledge knowledge translation process is not Service, Department of Health; and Ms
translation process. static and will change over time. It is Rosa Gonzales, Health Policy Developme
Moreover, the exercise in the therefore necessary to ensure that the ment and Planning Bureau, Department
Philippines has shown that knowledge framework can be applied within a of Health Manila, Philippines, for their
mapping is a rigorous and meticulous relatively short time to avoid proposing invaluable contributions.
exercise requiring dedicated time and actions that would no longer be relevant They would also like to express their
staff participation. Given the many at the time of completion. Moreover, gratitude to Professor Michael Reich for
activities competing for priority within because of its dynamic nature, it will be his invaluable feedback and input.
the DOH, the mapping activities are necessary to define the frequency at
considered additional duties and are which the comparisons between the Competing interests: none declared.
therefore given less importance by the theoretical and the actual representation
staff involved, resulting in incomplete of the process should take place.

640 Bulletin of the World Health Organization | August 2006, 84 (8)


Special Theme – Knowledge Translation in Global Health
S Ebener et al. Knowledge mapping to support knowledge translation

Résumé
La cartographie des connaissances : une technique facilitant l’application du savoir
Le présent article étudie les possibilités d’intégrer la cartographie de ce procédé dans le domaine de la santé, avant d’examiner les
des connaissances dans un cadre conceptuel permettant de mesures nécessaires pour identifier les insuffisances éventuelles,
comprendre les processus multiples et complexes, les ressources déterminer à quel point ces insuffisances perturbent les processus
et les acteurs intervenant dans un système de santé et d’identifier d’application des connaissances et en établir les causes. Il expose
les éventuelles insuffisances des processus d’application des ensuite des propositions d’interventions visant à renforcer le
connaissances afin d’y remédier. processus global. Enfin, il examine les limites auxquelles pourrait
Après avoir défini la notion de cartographie des se heurter l’application de ce cadre à l’échelle d’un pays.
connaissances, l’article présente divers exemples d’application

Resumen
El mapeo de los conocimientos como técnica de apoyo a la traslación de conocimientos
En este artículo se analiza la posibilidad de integrar el mapeo de la salud, para pasar luego a examinar las medidas que es
de conocimientos en un marco conceptual que podría servir de necesario tomar para identificar las posibles lagunas, determinar
instrumento para comprender los muchos procesos complejos, en qué medida esas deficiencias afectan el proceso de traslación de
recursos y personas implicados en un sistema de salud, así como conocimientos, y establecer el origen de las mismas. Seguidamente
para identificar posibles vacíos en los procesos de traslación de se hacen algunas propuestas para implementar intervenciones
los conocimientos e intentar subsanarlos. encaminadas a fortalecer el proceso general. Por último, se abordan
Tras definir el mapeo de conocimientos, se presentan las limitaciones potenciales de la aplicación de este marco a nivel
diversos ejemplos de la aplicación de ese proceso en el marco de país.

‫ملخص‬
‫رسم خريطة املعارف كوسيلة لدعم ترجمة املعارف إىل واقع ملموس‬
‫الخطوات التي ينبغي اتباعها للتعرُّف عىل الثغرات املحتملة وعىل املدى‬ ‫نستقيص يف هذا املقال إمكانية إدراج رسم خريطة املعارف ضمن إطار عمل‬
‫الذي ميكن لهذه الثغرات أن تؤثـِّر فيه عىل عملية ترجمتها إىل واقع ملموس‬ ‫مفاهيمي ميكن أن تستخدم كأداة لفهم الكثري من التعقيدات يف النظام‬
‫ وأخرياً يقدِّم املقال اقرتاحات حول التدخُّ الت التي‬.‫وللتعرُّف عىل األسباب‬ ‫ وللتعرُّف عىل الثغرات املحتملة‬،‫الصحي بالنسبة لألشخاص واملواد والعمليات‬
‫تستهدف تعزيز العملية بكاملها قبل أن تختـتم مبعالجة أوجه القصور‬ .‫يف عمليات ترجمة املعارف إىل واقع ملموس والتصدِّي لها‬
.‫املحتملة يف تطبيق إطار عمل مفاهيمي عىل الصعيد القُطري‬ ‫ ثم تستعرض‬،‫وتقدِّم هذه املقالة يف البدء تعريفاً لرسم خريطة املعارف‬
‫ قبل أن تصف‬،‫أمثلة مختلفة لتطبيقات هذه العملية يف مجال الصحة‬

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