Marine information management in UNESCO-IOC-ODINAFRICA Paul Nieuwenhuysen Vrije Universiteit Brussel, and University of Antwerp, Belgium Presented at the Annual Review and Planning Workshop for the Ocean Data and Information Network for Africa ODINAFRICA in Limbe, Cameroon, November 2002 Paul Nieuwenhuysen Vrije Universiteit Brussel, and University of Antwerp, Belgium Presented at the Annual Review and Planning Workshop for the Ocean Data and Information Network for Africa ODINAFRICA in Limbe, Cameroon, November 2002

UNESCO-IOC-ODINAFRICA: aims of information management The aim is capacity building of 1 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 1 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: some project activities (Part 1) 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 reference services (Question and answer services).Improving reference services (Question and answer services). Improving document delivery.Improving document delivery. Improving professional communication ( !).Improving professional communication ( !).… 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 reference services (Question and answer services).Improving reference services (Question and answer services). Improving document delivery.Improving document delivery. Improving professional communication ( !).Improving professional communication ( !).…

Information management: some project activities (Part 2) 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. 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 about 2 weeks are organised for the librarians delegated from each participating country during the project3 training workshops of about 2 weeks are organised for the librarians delegated from each participating country during the project Training materials are prepared by resource persons from the USA, India, England, Belgium…Training materials are prepared by resource persons from the USA, India, England, Belgium… Training materials are distributedTraining materials are distributed »on CD-R, with a user-friendly interface »through the WWW Personnel is a crucial component of an information centre!Personnel is a crucial component of an information centre! 3 training workshops of about 2 weeks are organised for the librarians delegated from each participating country during the project3 training workshops of about 2 weeks are organised for the librarians delegated from each participating country during the project Training materials are prepared by resource persons from the USA, India, England, Belgium…Training materials are prepared by resource persons from the USA, India, England, Belgium… Training materials are distributedTraining materials are distributed »on CD-R, with a user-friendly interface »through the WWW

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 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: »access to WWW sites and using WWW search systems »using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROM 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: »access to WWW sites and using WWW search systems »using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROM

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 catalogues of books or journals) or »from several other selected document delivery services 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 catalogues of books or journals) or »from several other selected document delivery services

Information management: improving document delivery 2 Internet and in particular are useful for document delivery: Documents can be scanned in a suitable way and can be sent by using appropriate software; documents are received as image files and can be printed.Internet and in particular are useful for document delivery: Documents can be scanned in a suitable way and can be sent by using appropriate software; documents are received as image files and can be printed.

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 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 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. How?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. How?

Marine information management: help desks for librarians To solve problems, help-desks are created related toTo solve problems, 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) »… To solve problems, help-desks are created related toTo solve problems, 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) »…

Cooperation data centres information centres 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 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 information on the WWW; »building a local WWW site; »…

Marine information management: 1 st training workshop 1

Was organised October 2001 in Cape TownWas organised 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 Was organised October 2001 in Cape TownWas organised 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

Marine information management: 1 st training workshop: the photo

Marine information management: 2nd training workshop 1 2

Was organised in 2002 in Tunis.Was organised in 2002 in Tunis. Focusing mainly on Internet and information retrieval.Focusing mainly on Internet and information retrieval. Topics includedTopics included »Follow-up of 1 st training workshop; building catalogues »Interlibrary lending; document delivery… »Internet; WWW; searching and using WWW; reference services using CD-ROMs and the WWW; marine information sources available through the Internet… »Electronic mail »… Was organised in 2002 in Tunis.Was organised in 2002 in Tunis. Focusing mainly on Internet and information retrieval.Focusing mainly on Internet and information retrieval. Topics includedTopics included »Follow-up of 1 st training workshop; building catalogues »Interlibrary lending; document delivery… »Internet; WWW; searching and using WWW; reference services using CD-ROMs and the WWW; marine information sources available through the Internet… »Electronic mail »…

Marine information management: 2 nd training workshop: photos

Marine information management: evaluations of progress made Before the 3 rd training workshop, progress should be evaluated in the areas ofBefore the 3 rd training workshop, progress should be evaluated in the areas of »production of local library catalogue »contribution to the ODINAFRICA union catalogue on the WWW »skills related to searching for information (information retrieval) »document requests + document delivery »… Before the 3 rd training workshop, progress should be evaluated in the areas ofBefore the 3 rd training workshop, progress should be evaluated in the areas of »production of local library catalogue »contribution to the ODINAFRICA union catalogue on the WWW »skills related to searching for information (information retrieval) »document requests + document delivery »…

Marine information management: 3rd training workshop 1 2 3

Marine information management: planning of 3 rd training workshop (1) Organised in 2003? Where? In Belgium?Organised in 2003? Where? In Belgium? Focusing more on making information available.Focusing more on making information available. Topics should include:Topics should include: »Follow-up of previous training workshops; individual progress report by each participant »The IOC-ODINAFRICA integrated library catalog »Creating documents: scanning, editing pictures (photos and drawings), printing Organised in 2003? Where? In Belgium?Organised in 2003? Where? In Belgium? Focusing more on making information available.Focusing more on making information available. Topics should include:Topics should include: »Follow-up of previous training workshops; individual progress report by each participant »The IOC-ODINAFRICA integrated library catalog »Creating documents: scanning, editing pictures (photos and drawings), printing

Marine information management: planning of 3 rd training workshop (2) »Live presentation of information »Communication; marketing of information services; public relations »Building a local WWW site as a gateway to the services offered by each marine information centre »Building and maintaining the profile of the information centre »Live presentation of information »Communication; marketing of information services; public relations »Building a local WWW site as a gateway to the services offered by each marine information centre »Building and maintaining the profile of the information centre

Marine information management: planning of 3 rd training workshop (3) »Developing professional connections; continuous professional development »Information skills training for the user »Managing electronic resources »(Managing internal information; knowledge management; managing archives) »(Local personal information management; personal bibliographic software?) »Developing professional connections; continuous professional development »Information skills training for the user »Managing electronic resources »(Managing internal information; knowledge management; managing archives) »(Local personal information management; personal bibliographic software?)

Thank you for your attention Any questions? Thank you for your attention Any questions?