International Atomic Energy Agency INIS Liaison Officers Survey of the INIS Liaison Officers Elisabeth Dyck, Robert Workman INIS and Nuclear Knowledge Management Section 11th INIS/ETDE Joint Technical Committee Meeting 6-8 November 2007, Vienna, Austria

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting2 ILO Survey - Presentation  Introduction to the Survey  What an ILO is and does (1.)  HR and financial factors/resources (2.)  Priorities  Input (3.)  Priorities  Secretariat support  Usage (4.)  Higher usage  Suggestions  Marketing (5.)  Joint Marketing Plan (elements)

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting3 ILO Survey Overview Objectives: Better understanding the situation in each INIS MS Better understanding the situation in each INIS MS Identifying issues re ILOs’ INIS Mandate Additional support from the INIS Secretariat? Framework: -Point Plan for INIS (33 rd ILOM 06) Survey Tool: Questionnaire ( , mail, online) to all 117 INIS Centres in MS 31 Interviews (personal, telephone) Responses: Responses: 75 ILOs % response rate

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting4 Some Key Findings & Observations General Analysis (different types of ILO and geographical regions not yet analysed) INIS Centres: HR and time available for INIS → puts expectations into perspective Free Access to the INIS Database Training – INIS DB, and PR/marketing Communication with target audiences in national language is important

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting5 The Typical ILO A government official who works in information management and spends 38% of her/his time on INIS matters, is supported by an A-ILO who contributes 39% of her/his time p.a. to INIS, and has 2.5 persons p.a. other staff, who work 60% of their time for INIS Qs 1 INIS & ILOs

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting6 Position & Role of ILOs Qs 1.1 & 1.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting7 HR and Time for INIS matters? ILOs: mean – 38%64 ILOs Range: 2% - 100% Median: 10% (50%, 100%) A-ILOs: mean – 39%35 A-ILOs! Range: 2% - 100% Median: 100% (5%) Other staff: mean = 2.5 person/year47 ILOs Range: 10% - 100% On average: 60% of time for INIS matters Q. 1.4

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting8 3 Top Priorities in ILOs‘ Work 1.Input ‹ 80% … thereof Input preparation (36%), Search/ selection (31%) NCL (7%) 2.Input › 40% (different activities) followed by Dissemination/SDI and Promotion (15% each) 3.Promotion/Marketing ‹ 40% followed by Input (16%) and information services (15%) Top Priority: entire input process Q 1.5

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting9 Sufficient Financial Resources ? YES – 51% NO – 44% Qs 2 - Resources

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting10 If Sufficient Financial Resources… ? Q 2.1 Priority 2: 1 st Promotion & Marketing (27%) 2 nd Hire/train staff (18%) 3 rd Purchase equipment (12%) Priority 3: 1 st Promotion & Marketing (30%) 2 nd Purchase equipment (12%) 3 rd Exchange knowledge (9%)

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting11 Sufficient Human Resources? YES – 49% NO – 48% Q 2.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting12 If Sufficient Human Resources…? Priority 2 1 st Promotion & Marketing (31%) 2 nd Create staff positions (17%) 3 rd More input (11%) Priority 3 1 st Promotion & Marketing (25%) 2 nd Training (14%) 3 rd Purchase/collect literature (8%) Q 2.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting13 Level of Support from ILOs‘ Government Authorities mean = 3.0 Q 2.3

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting14 Input Mechanism in ILOs’ countries mean = 3.1 Qs 3 Input

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting15 Problematic Subject Areas  Physics (8x) material science physics, particle physics, nuclear physics  Nuclear Medicine (6x)  Chemistry (3x)  Others (incl. nuclear safety and security, radiation protection) Q 3.1

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting16 MS literature not captured for INIS DB? YES – 59% NO – 37% If YES, why ?  Limited financial and human resources (44%)  INIS Centre new, not active, or revived (20%)  No permission (7%) Q 3.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting17 More Assistance from INIS Secretariat re Input ? YES – 60% NO – 40% Training More frequent training courses Training at IAEA (several months) Scientific visits to IAEA 56%25 ILOs Input preparation29%13 Equipment16%7 Other…24%11 … English language abstracts needed for CAI, establishing INIS Centre, technical& financial assistance, easier system for cataloguing, expert visit to finalize launch of INIS in MS, letter to host organization as a reminder to fulfil obligations, library website and instructions in PR, support for obtaining literature from other research institutions... Q 3.3

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting18 Usage of the INIS Database Number of Individual Users in INIS MS ? 85% responded – estimates only → total > Range: 2 to Few ILOs know exact numbers Qs 4 Usage

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting19 Main User Groups Q 4.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting20 Accessing the INIS Database - why? 1. Unique Source of Information (61%) 1. NCL- grey literature (61%) 2. Inexpensive database (44%) 3. Global coverage (41%) 4. Comprehensiveness (37%) 5. IAEA mission-oriented scope (28%) Q 4.3

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting21 Achieving a Higher Usage ? Q 4.4

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting22 Achieving a Higher Usage Others (35%) Usage depends on  “ the activity level in the R&D area of a country”  “developments in the nuclear industry”  “today’s priority areas and subjects in nuclear research which should be sufficiently addressed and covered by the INIS Database” Q 4.4

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting23 Achieving a Higher Usage ? “In my opinion it is really important to take into consideration the fact that the information from INIS is retrieved from other sources, e.g. ETDEWEB information sources. That is why the statistics regarding the use of INIS are incorrect. The information in INIS is much more used than one can assume from these figures. There are many more researchers and students who have access to INIS information than it looks like. I know that they also use it...” Q 4.4

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting24 Preferred Medium for INIS DB Q 4.5

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting25 ILOs’ Promotional Activities Qs 5 Marketing

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting26 ILOs’ Promotional Activities Q 5.2

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting27 Effective Promotional Tools Q 5.3

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting28 More Assistance in Marketing from INIS Secretariat ? YES – 48% NO – 51% Q 5.5

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting29 What kind of Assistance in Marketing from INIS Secretariat ? Other (33%), for example…  INIS Secretariat to complement local resources  INIS Delegate to visit Departments of Physics  Letter to Head of host organization, appreciating input  Cooperation with government authorities  Help identify conferences/seminars  PR material to be editable (also graphs, photos)  Encourage other nuclear organizations to submit literature within INIS scope Q 5.5

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting30 Joint Marketing Plan for INIS What to include? “… should be based on an analysis of the current situation…” “… should clearly identify needs and expectations of actual and potential users of the INIS DB and identify gaps where further initiatives need to be taken…” “… set priorities and realistic action plan…” “… sufficiently flexible to be adjustable to each ILO’s needs, as needs differ!” “Create a joint committee between INIS and ILOs” Q 5.6

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting31 Joint Marketing Plan What Benefits? In Brief: More users/subscribers, more recognition and support from decision-makers and governments  Improve efficiency of INIS promotion  Compensate lack of experience in marketing  Reinforce image of INIS in the scientific community – improved productivity (higher input)  Increase level of awareness and visibility of the INIS Database (and other products/services) Also: a means to improve cooperation, relationships and partnerships among the INIS Members community Q 5.6

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting32 Qs 6, 7 and 8  6. Charging for INIS Products and Services  7. Other Information Resources: “NucWeb”  8. Vision for INIS – strategic and tactical THE END

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting33 Any questions/comments/recommendations? In particular: More analyses of the data collected? Training of ILOs? Input Support by INIS Secretariat? Joint Marketing Plan?

International Atomic Energy Agency 6-8 Nov th INIS/ETDE JTC Meeting34 ILO Survey 1. Report finalised and issued (2nd Nov 2007) 2. Further analysis of responses a. by region b. developed vs. developing countries 3. Training - Input - Marketing 4. Joint Marketing Plan - maybe working group comprising experienced professionals (e.g. Greece, Netherlands) + INIS Secretariat - promotional materials in all Agency languages