Information management in UNESCO-IOC-ODINAFRICA Paul Nieuwenhuysen Vrije Universiteit Brussel, and University of Antwerp, Belgium Presented at the 1 st Annual Review and Planning Workshop for the Ocean Data and Information Network for Africa - ODINAFRICA in Nairobi, Kenya, November 2001 Paul Nieuwenhuysen Vrije Universiteit Brussel, and University of Antwerp, Belgium Presented at the 1 st Annual Review and Planning Workshop for the Ocean Data and Information Network for Africa - ODINAFRICA in Nairobi, Kenya, November 2001

UNESCO-IOC-ODINAFRICA: aims of information management The aim is capacity building of one library / information centre that is associated with a marine science laboratory in each participating country near the coast of Africa, knowing that this will also strengthen the basis for »learning, »teaching, and »research in the region served by the library / information centre. The aim is capacity building of one library / information centre that is associated with a marine science laboratory in each participating country near the coast of Africa, knowing that this will also strengthen the basis for »learning, »teaching, and »research in the region served by the library / information centre.

Information management: overview of the project activities Upgrading of personnel knowledge and skills.Upgrading of personnel knowledge and skills. Improving general management of the libraries.Improving general management of the libraries. Building local databases (catalogues in particular).Building local databases (catalogues in particular). Using Integrated Library Management Software.Using Integrated Library Management Software. Improving Document Delivery.Improving Document Delivery. Improving reference services (Question and answer services).Improving reference services (Question and answer services). Building a WWW site for each library / information centre.Building a WWW site for each library / information centre. Creation and publication of information products.Creation and publication of information products. Improving presentation skills of the information managers.Improving presentation skills of the information managers. Extending the know-how & services to related institutes.Extending the know-how & services to related institutes. Note: All these activities are linked / related to each other. Upgrading of personnel knowledge and skills.Upgrading of personnel knowledge and skills. Improving general management of the libraries.Improving general management of the libraries. Building local databases (catalogues in particular).Building local databases (catalogues in particular). Using Integrated Library Management Software.Using Integrated Library Management Software. Improving Document Delivery.Improving Document Delivery. Improving reference services (Question and answer services).Improving reference services (Question and answer services). Building a WWW site for each library / information centre.Building a WWW site for each library / information centre. Creation and publication of information products.Creation and publication of information products. Improving presentation skills of the information managers.Improving presentation skills of the information managers. Extending the know-how & services to related institutes.Extending the know-how & services to related institutes. Note: All these activities are linked / related to each other.

Information management: upgrading of personnel skills Personnel is a crucial component of an information centre!Personnel is a crucial component of an information centre! 3 training workshops of 2 weeks are organised for the librarians delegated from each country.3 training workshops of 2 weeks are organised for the librarians delegated from each country. Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium.Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium. Training materials are distributed on CD-R, with a user-friendly interface.Training materials are distributed on CD-R, with a user-friendly interface. Personnel is a crucial component of an information centre!Personnel is a crucial component of an information centre! 3 training workshops of 2 weeks are organised for the librarians delegated from each country.3 training workshops of 2 weeks are organised for the librarians delegated from each country. Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium.Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium. Training materials are distributed on CD-R, with a user-friendly interface.Training materials are distributed on CD-R, with a user-friendly interface.

Information management: improving general management The general management of the libraries / information centres can perhaps be improved by critical thinking aboutThe general management of the libraries / information centres can perhaps be improved by critical thinking about »Aims / mission statements »Business plans / budgets »Co-operation with other departments within the organisation (like the data centre)with other departments within the organisation (like the data centre) with other organisationswith other organisations The general management of the libraries / information centres can perhaps be improved by critical thinking aboutThe general management of the libraries / information centres can perhaps be improved by critical thinking about »Aims / mission statements »Business plans / budgets »Co-operation with other departments within the organisation (like the data centre)with other departments within the organisation (like the data centre) with other organisationswith other organisations

Information management: building local catalogues Building local databases, and a catalogue of the holdings of each library in particular.Building local databases, and a catalogue of the holdings of each library in particular. The software package Inmagic DB/Textworks is used for this, provided by UNESCO.The software package Inmagic DB/Textworks is used for this, provided by UNESCO. The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO- Paris.The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO- Paris. This activity is linked to improvement of document delivery.This activity is linked to improvement of document delivery. Building local databases, and a catalogue of the holdings of each library in particular.Building local databases, and a catalogue of the holdings of each library in particular. The software package Inmagic DB/Textworks is used for this, provided by UNESCO.The software package Inmagic DB/Textworks is used for this, provided by UNESCO. The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO- Paris.The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO- Paris. This activity is linked to improvement of document delivery.This activity is linked to improvement of document delivery.

Information management: implementing and using an ILMS Inmagic DB/Textworks is available with a suitable database structure with files forInmagic DB/Textworks is available with a suitable database structure with files for »the collection »the users (borrowers) »booksellers,…… In this way, the local catalogue of the library collection on computer forms the core of an ILMS = Integrated Library Management System to support searching, lending, acquisitions,…In this way, the local catalogue of the library collection on computer forms the core of an ILMS = Integrated Library Management System to support searching, lending, acquisitions,… Inmagic DB/Textworks is available with a suitable database structure with files forInmagic DB/Textworks is available with a suitable database structure with files for »the collection »the users (borrowers) »booksellers,…… In this way, the local catalogue of the library collection on computer forms the core of an ILMS = Integrated Library Management System to support searching, lending, acquisitions,…In this way, the local catalogue of the library collection on computer forms the core of an ILMS = Integrated Library Management System to support searching, lending, acquisitions,…

Information management: enhancing reference services Delegated librarians learn how to improve the reference services in their library (providing answers to questions by users).Delegated librarians learn how to improve the reference services in their library (providing answers to questions by users). Suitable methods:Suitable methods: »using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROM »access to WWW sites and using WWW search systems Delegated librarians learn how to improve the reference services in their library (providing answers to questions by users).Delegated librarians learn how to improve the reference services in their library (providing answers to questions by users). Suitable methods:Suitable methods: »using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROM »access to WWW sites and using WWW search systems

Information management: improving document delivery 1 A document requested by a user should ideally be delivered by the libraries (fast and cheap).A document requested by a user should ideally be delivered by the libraries (fast and cheap). Documents can be requestedDocuments can be requested »from other African libraries in ODINAFRICA (using the union catalogue) or »from any other document delivery service A document requested by a user should ideally be delivered by the libraries (fast and cheap).A document requested by a user should ideally be delivered by the libraries (fast and cheap). Documents can be requestedDocuments can be requested »from other African libraries in ODINAFRICA (using the union catalogue) or »from any other document delivery service

Information management: improving document delivery 2 Internet and in particular will be useful for document delivery. Scanning documents + sending by . To be learned:Internet and in particular will be useful for document delivery. Scanning documents + sending by . To be learned: »scanning in a suitable way; sending documents as attachments, using appropriate software »receiving documents as image files and printing these Internet and in particular will be useful for document delivery. Scanning documents + sending by . To be learned:Internet and in particular will be useful for document delivery. Scanning documents + sending by . To be learned: »scanning in a suitable way; sending documents as attachments, using appropriate software »receiving documents as image files and printing these

Information management: building a WWW site for each library A WWW site can be used as a gateway to services offered by a library / information centre.A WWW site can be used as a gateway to services offered by a library / information centre. Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that participates.Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that participates. This requiresThis requires »a good access to Internet »some knowledge and skills Co-operation with other departments of the institute may be useful here.Co-operation with other departments of the institute may be useful here. A WWW site can be used as a gateway to services offered by a library / information centre.A WWW site can be used as a gateway to services offered by a library / information centre. Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that participates.Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that participates. This requiresThis requires »a good access to Internet »some knowledge and skills Co-operation with other departments of the institute may be useful here.Co-operation with other departments of the institute may be useful here.

Information management: improving presentation skills Improving the presentation skills of librarians / information managers is desired because they should be well ableImproving the presentation skills of librarians / information managers is desired because they should be well able »To announce / explain their services to potential users »To report about their activities to the managers of their organisation »To motivate their co-workers »To train co-workers in their institute (and also in related institutes) »To make clear and convincing proposals for further activities Improving the presentation skills of librarians / information managers is desired because they should be well ableImproving the presentation skills of librarians / information managers is desired because they should be well able »To announce / explain their services to potential users »To report about their activities to the managers of their organisation »To motivate their co-workers »To train co-workers in their institute (and also in related institutes) »To make clear and convincing proposals for further activities

Information management: contacts with related institutes The growing knowledge and services should ideally be made available to other related institutes / organisations / networks.The growing knowledge and services should ideally be made available to other related institutes / organisations / networks. Local, regional workshops can contribute to this aim.Local, regional workshops can contribute to this aim. In this sense, the ODINAFRICA training workshops can be seen as teaching the teachers.In this sense, the ODINAFRICA training workshops can be seen as teaching the teachers. The growing knowledge and services should ideally be made available to other related institutes / organisations / networks.The growing knowledge and services should ideally be made available to other related institutes / organisations / networks. Local, regional workshops can contribute to this aim.Local, regional workshops can contribute to this aim. In this sense, the ODINAFRICA training workshops can be seen as teaching the teachers.In this sense, the ODINAFRICA training workshops can be seen as teaching the teachers.

Information management: problems / bottlenecks / challenges 1 Differences in language hinder communication, training and learning: English, French, Portuguese.Differences in language hinder communication, training and learning: English, French, Portuguese.

Information management: problems / bottlenecks / challenges 2 Heterogeneity in background, attitude, status, skills, experience, motivation,… of the librarians / information managers.Heterogeneity in background, attitude, status, skills, experience, motivation,… of the librarians / information managers. Heterogeneity in size, collection, status,… of the libraries / information centres in the various countries.Heterogeneity in size, collection, status,… of the libraries / information centres in the various countries. Heterogeneity in background, attitude, status, skills, experience, motivation,… of the librarians / information managers.Heterogeneity in background, attitude, status, skills, experience, motivation,… of the librarians / information managers. Heterogeneity in size, collection, status,… of the libraries / information centres in the various countries.Heterogeneity in size, collection, status,… of the libraries / information centres in the various countries.

Information management: problems / bottlenecks / challenges 3 These years a shift is taking place from printed hard copy collections to access to electronic information (for instance: shift from printed journals to electronic journals). The information managers will have to cope with this:These years a shift is taking place from printed hard copy collections to access to electronic information (for instance: shift from printed journals to electronic journals). The information managers will have to cope with this: »How to catalogue electronic information sources? With hyperlinks to the information in the catalogue? »Copyright issues: Can an information resource in the form of a file be copied simply and made available through the Internet without payment to the publisher? These years a shift is taking place from printed hard copy collections to access to electronic information (for instance: shift from printed journals to electronic journals). The information managers will have to cope with this:These years a shift is taking place from printed hard copy collections to access to electronic information (for instance: shift from printed journals to electronic journals). The information managers will have to cope with this: »How to catalogue electronic information sources? With hyperlinks to the information in the catalogue? »Copyright issues: Can an information resource in the form of a file be copied simply and made available through the Internet without payment to the publisher?

Information management: problems / bottlenecks / challenges 4 Slow access to Internet (including the WWW) hinders access to on-line databasesSlow access to Internet (including the WWW) hinders access to on-line databases »bibliographic reference databases such as Aquatic Sciences and Fisheries Abstracts »full-text databases Slow access to Internet (including the WWW) hinders access to on-line databasesSlow access to Internet (including the WWW) hinders access to on-line databases »bibliographic reference databases such as Aquatic Sciences and Fisheries Abstracts »full-text databases

Information management: problems / bottlenecks / challenges 5 Can the delegated librarians upgrade the skills of their assistant or assistants in their local environment, so that these can serve as backups?Can the delegated librarians upgrade the skills of their assistant or assistants in their local environment, so that these can serve as backups?

Information management: problems / bottlenecks / challenges 6 Not all delegated librarians can attend all training workshops, due to reasons that cannot be foreseen. Assistance for those who do not attend a training workshop should be provided in some way.Not all delegated librarians can attend all training workshops, due to reasons that cannot be foreseen. Assistance for those who do not attend a training workshop should be provided in some way.

Information management: problems / bottlenecks / challenges 7 How exactly should the libraries deliver to users the required documents that are not present in the local library?How exactly should the libraries deliver to users the required documents that are not present in the local library? »How to streamline co-operation among members of ODINAFRICA? »How to involve libraries outside of Africa? »What with electronic documents? How exactly should the libraries deliver to users the required documents that are not present in the local library?How exactly should the libraries deliver to users the required documents that are not present in the local library? »How to streamline co-operation among members of ODINAFRICA? »How to involve libraries outside of Africa? »What with electronic documents?

Information management: help desks for librarians To solve problems, 3 help-desks are created related toTo solve problems, 3 help-desks are created related to »Technical matters of the selected database software (by the software distributor) »Building the local catalogue (by one of the participating libraries in ODINAFRICA) »All other matters (by an expert appointed by UNESCO-IOC) To solve problems, 3 help-desks are created related toTo solve problems, 3 help-desks are created related to »Technical matters of the selected database software (by the software distributor) »Building the local catalogue (by one of the participating libraries in ODINAFRICA) »All other matters (by an expert appointed by UNESCO-IOC)

Cooperation between data and information centres 1 The distinction between data and information is clearly NOT sharp.The distinction between data and information is clearly NOT sharp. Co-operation may be useful in areas like:Co-operation may be useful in areas like: »document delivery techniques applied to data as well as information »sharing facilities to access to Internet, »finding and using the information on the WWW, »building a local WWW site,… The distinction between data and information is clearly NOT sharp.The distinction between data and information is clearly NOT sharp. Co-operation may be useful in areas like:Co-operation may be useful in areas like: »document delivery techniques applied to data as well as information »sharing facilities to access to Internet, »finding and using the information on the WWW, »building a local WWW site,…

Cooperation between data and information centres 2 Should training workshops be organised with some overlap for both groups? In that case, some problems arise:Should training workshops be organised with some overlap for both groups? In that case, some problems arise: »We need ideally a training room with 40 PCs and access to Internet »We need more discussions among all the trainers for data and information management workshops to prepare the training workshop Should training workshops be organised with some overlap for both groups? In that case, some problems arise:Should training workshops be organised with some overlap for both groups? In that case, some problems arise: »We need ideally a training room with 40 PCs and access to Internet »We need more discussions among all the trainers for data and information management workshops to prepare the training workshop

Information management: 1 st training workshop Organised October 2001 in Cape TownOrganised October 2001 in Cape Town Topics included:Topics included: »Libraries and information centres: aims, management and business plans »Introduction to information technology HardwareHardware SoftwareSoftware Databases and information retrievalDatabases and information retrieval »Building a library catalogue Organised October 2001 in Cape TownOrganised October 2001 in Cape Town Topics included:Topics included: »Libraries and information centres: aims, management and business plans »Introduction to information technology HardwareHardware SoftwareSoftware Databases and information retrievalDatabases and information retrieval »Building a library catalogue

Information management: 1 st training workshop: the photo

Information management: planning of 2 nd training workshop Organised half-way 2002? Where?Organised half-way 2002? Where? Topics include:Topics include: »Follow-up of 1 st training workshop »Interlibrary lending, document delivery, scanning of documents,… »Internet, searching and using WWW, reference services using CD-ROMs and the WWW, … Organised half-way 2002? Where?Organised half-way 2002? Where? Topics include:Topics include: »Follow-up of 1 st training workshop »Interlibrary lending, document delivery, scanning of documents,… »Internet, searching and using WWW, reference services using CD-ROMs and the WWW, …

Information management: planning of 3 rd training workshop Organised early in 2003? Where?Organised early in 2003? Where? Topics include:Topics include: »Follow-up of previous training workshops »Presentation of information / communication / marketing of information services »Building a local WWW site as a gateway to the services offered by each library / information centre Organised early in 2003? Where?Organised early in 2003? Where? Topics include:Topics include: »Follow-up of previous training workshops »Presentation of information / communication / marketing of information services »Building a local WWW site as a gateway to the services offered by each library / information centre

Information management: conclusion AMBITIOUS PROJECTAMBITIOUS PROJECT POSITIVE EVOLUTIONPOSITIVE EVOLUTION AMBITIOUS PROJECTAMBITIOUS PROJECT POSITIVE EVOLUTIONPOSITIVE EVOLUTION

Thank you Any questions? Thank you Any questions?