ࡱ>  bjbj<< +b^^mR 8O3 `?(   !*! 6!```````d]gl`>!!!>!B!`"  `"""F!p  `">!`"" N"ROL@A!dO,R `0`Olg"gX"R""RPrR>!>!>! :   Limited distribution IOC/IODE-XXI/13 23 February 2011 Original: [English] INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Twenty-first Session of the IOC Committee on International Oceanographic Data and Information Exchange (IODE-XXI) Lige, Belgium, 23-26 March 2011 IODE, GEMIM Linda Pikula, Chair, IODE GEMIM, U.S. NOAA Rev 1 GEMIM Report 2009-2010 1. REPORT ON ACTIVITIES CARRIED OUT DURING THE INTER-SESSIONAL PERIOD Ms Pikula noted that much of the GE-MIM-X work plan has been accomplished, e-copyright legislation is being monitored and taught during theOceanTeacher Academy workshops, a GE-MIM liaison has been assigned to the IODE Caribbean Marine Atlas projects, improved access to e-journals has been achieved through the aggregation of journals listed as available through OpenScience Directory AZ in cooperation with the University of Hasselt, and EBSCO, and our OceanDocs Repository is engaged in co-operative projects with FAO, ASFA, IAMSLIC, and other European Repository projects. These collaborative projects are amongst our most important accomplishments in 2010. Also, an additional number of National Coordinators for MIM were appointed during the intersession. We welcome these new members and hope that more new NCs for MIM will be appointed in the future, and that they will be sponsored to attend the IODE Conferences. Additionally, the IODE 50th Anniversary Bibliography, prepared by our GE-MIM Marc Gooervarts, and Maria Kalenchits, Estonia NC, P. Simpson and myself is a notable and useful accomplishment and product. The IODE OceanDocs Repository will be working with FAO-KCEW on AgriOceanDSpace by: Promoting open access to scientific information on the topics of food, agriculture, development, fisheries, forestry, natural resources and related sciences for FAO and oceanography and marine sciences for UNESCO-IOC/IODE. Ensuring the metadata quality of repositories and the use of thesauri and other forms of authority control. Contributing to the development of sustainable repositories by the use of tools to make scientific publications (and later data) more accessible and visible Removing access barriers by encouraging the creation of new service providers based on existing and mature metadata and semantics technology A working version of the combined repository AgriOceanDSpace is expected to be online in 2011. The IODE will be enhancing its collaboration with the International Association of Marine and Aquatic Science Libraries and Information Centers, IAMSLIC by hosting the IAMSLIC repository Aquatic Commons. Aquatic Commons is now successfully hosted by IODE as of January 1, 2011. Through these two repositories, IODE members and all will have open and free access to a growing number of online, full-text documents in the marine, oceanographic and aquatic sciences. Combined the OceanDocs and Aquatic Commons repositories represent marine science literature held by over 28 countries and 70 national and international marine science related agencies. Recent usage statistics show downloads of over 403,520 for OceanDocs . The Repository URLS are: OceanDocs: HYPERLINK "http://www.oceandocs.org/"http://www.oceandocs.org/ Aquatic Commons: HYPERLINK "http://aquaticcommons.org/"http://aquaticcommons.org/ Details on both the FAO and IAMSLIC collaborations are available in IODE #23OceanDocs along with information regarding our GEMIM European Repository cooperative projects in process D4 Science, VOAR, Virtual Open Access Agriculture and Aquaculture Repository and OpenScience. (See IODE 21 Document#25OpenScience Report). A Recommendation to formalize an OceanDocs Steering Committee is included in IODE #23OceanDocs. This Committee is needed to coordinate our efforts, establish policies and standards. SCOR Linking data to publications. IODE GEMIM continues to be interested and involved in this important project. A meeting was held at IOC, Paris, April 2010 to assess status. Also, a presentation was made at AGU Winter 2010 . The Woods Hole Library will create publication records linking data to publications. June, 2011 a presentation is planned at the ACM/IEEE Conference Joint Conference on Digital Libraries : Bringing Together Scholars, Scholarship and Research Data. A recommendation to fund travel to this ACM IEEE Conference is included in Section 3 and 4 of this document. MIM Communications Strategy A MIM Communications Strategy document has been completed and approved by the GEMIM. A Recommendation for its approval by the IOC Assembly follows this report. This document was prepared as a result of the IODE Review which indicated that IODE members were not fully aware of the services and products available through the GEMIM. This document can be reviewed on the IODE website. Aims and Objectives of MIM Communications Strategy To provide communication channels and tools which promote effective and efficient exchange of factual and intellectual information among IOC stakeholders through the MIM activities of IODE. To facilitate positive outcomes for marine information management by encouraging, supporting and developing a culture of strong communication both within the IODE and with important and relevant stakeholders in the wider library & information management community. Strategic Objectives: Clear and coordinated identification of current issues and future priorities for marine information management An IODE-wide culture of sharing of knowledge & expertise on the topic of marine libraries and marine information. Strong understanding of MIM issues and priorities by the IODE Officers Group Increased involvement of MIM National Coordinators in establishment of new MIM projects, and maintenance of existing services and products (see HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewGroupRecord&groupID=60&Itemid=43"Role of MIM National Coordinators) A strong sense of community & support shared by all MIM National Coordinators Improved synergies with external stakeholders and other agencies e.g. UN Agencies, Government Organizations, NGOs, Professional Societies and relevant programs. MIM and IODE Strategic Plan Despite a MIM contribution to the Strategic Plan being submitted in Trieste, it was not included in the final document. GEMIM request that they be represented on the drafting committee for the next IODE Strategic Plan 2011 to ensure that aspects of Information management are not excluded. Product: The IODE Anniversary Bibliography: 50 years of activities. The GEMIM Chair is an active participant in the IOC, IODE Anniversary Planning Committee. After IODE-XX there had been suggestions on how GE-MIM could contribute to the 50th anniversary celebrations and there was a suggestion for the preparation of a bibliography of all work accomplished through collaboration with IODE. This Bibliography with over 2,200 items has been completed through the work of many members of GEMIM, but most directly by Maria Kalenchits, Estonia, M. Goorvaerts, Belgium, P.Simpson and L. Pikula. You all have online access to this Bibliography. It is also available through searching our GEMIM product the OceanDocs Repository. We hope to see more MIM members on committees to assist when information products, and services are being proposed. Product: IODE Anniversary Calendar GEMIM Chair participated in creating the IODE Anniversary Calendar, assisting in the collection of historical and current photos illustrating the work the IODE and its members have accomplished. Capacity Building GEMIM continues to assist the ODIN groups when requested, through workshops and training and is currently assisting in the selection of an Integrated Library Management System ILMS software for the ODINAfrica group. GEMIM members undertook a technical review/comparison of a number of ILMS systems on behalf of ODINAfrica MIM New ILMS systems such as the ABCD ISIS (Belgium) KOHA, and NewgenLib (India) have been reviewed and pilot projects are being studied for possible ODIN adoption. These findings were presented by GEMIM members at the ODINAFRICA MIM Planning Workshop in Dakar, Senegal, December 2010. A pilot project of the ABCD system including training is now under way for ODINAfrica. It is also interesting to note, that a comparative study of these systems was produced and presented to us by our OceanTeacher ODIN students from Bulgaria and Argentina. Please see ODINAFRICA Report for details. Countries represented in OceanTeacher capacity building program: 110; Total number of Students: 670; Total number of Courses: 46. MIM members will attend an ODIN PIMRIS (Pacific Islands) planning and training workshop in Suva, Fiji May 4-6, 2011. The ODIN PIMRIS group has been supported in its efforts by the GEMIM. An agreement with IAMSLIC has been reached regarding training workshops and collaborative projects. As a result, the IODE OceanTeacher offered a pre-conference workshop Grantwriting for Digital Projects in the Fall 2010 IAMSLIC meeting in Latin America and will offer OceanDocs training in the Fall 2011 IAMSLIC Conference in Africa. We are working to collaborate in many other ways. In this way we reach marine science information professionals worldwide. OceanTeacher OceanTeacher continues to provide training in current information topics and technologies to the IODE ODIN members in both MIM and DM. The OceanTeacher MIM program for 2009 and 2010 emphasized Web Design, Digital Asset Management and Preservation and Grantswriting for Digital Projects, as well as Writing for Professional Publishing. The GEMIM is heavily involved in structuring these courses, selecting instructors and serving the community needs through assessment and surveys of such. Over 670 students representing 110 countries have been participants in these courses in both Information and Data Management. See IODE21 Document 26 OceanTeacher and Training Activities ASFA GEMIM presented a collaborative project with ASFA, the Aquatic Sciences and Fisheries Abstracts database during the ASFA Board meeting in June, 2010. A presentation was made regarding statistics gathered during OceanTeacher workshops in 2010 which presented the current state of digitization and print and other media holdings in ODIN countries. It is hoped that IODE ODINs can cooperate in digitization projects and then link their holdings through the ASFA database, thus making difficult to locate, regional gray literature and other unique holdings more accessible to the interested scientific public. Additionally, OceanTeacher course will be advertized and offered to ASFA members for the 2011 academic year. For a report on ASFA and IODE see IODE21 Document22 ASFA. OceanExpert and Ocean Portals OceanExpert is an online Directory of Marine and Freshwater Professionals. It began in 1997 as a product of GEMIM. It contains marine related information on individuals, job listings and institutions. There are 18,083 experts, 4451 institutions and 709 event entries and 6, 367 documents in OceanExpert currently. GEMIM has recommended to the Secretariat for 2011 that each individuals entries be linked to other IODE activities. OceanPortals are in a state of change. However, a notable achievement during the intersession was the Creation of the ODIN PIMRIS portal HYPERLINK "http://www.pimrisportal.org"http://www.pimrisportal.org Currently our MIM members are studying ways to replace some of the older portals with new technology. 2. PROPOSED WORK PLAN AND TIME TABLE FOR THE NEXT INTER-SESSIONAL PERIOD MIM ACTION PLAN FOR 2011-2012 Refer to GEMIM XI, May, 2010 To be read in context with the Report of the GEMIM XI, May 2010 meeting Oostend, Be. Agenda itemParaDescriptionBy whom By when3.1 Implementation Status GE-MIM-X9The Group requested Ms Pauline Simpson to follow-up this item (deadline: September 2010)P. Simpson9/201012The Group requested the Secretariat to stress the importance of having both data managers and information managers attending IODE-XXI. SecretariatWith the CL15The Group requested the Secretariat to proceed with the production of the certificates based upon nominations received from the Member States and valid for one inter-sessional period. The Group requested the Secretariat to check this proposal with the IOC Executive Secretary.Secretariat9/201018The Group agreed that more attention should be given to monitoring programmes and outcomes of international library and information conferences to identify emerging issues and technologies that are of relevance to marine information managers. MembersContinuous19The Group requested the Chair to contact IAMSLIC suggesting the creation of a new category called innovations in their blog and instructed the GE-MIM members to actively contribute to this blog.Chair L.Pikula6/201025The Group noted that email had been used for this purpose. The Group concluded that the Groupware (iode.grouphub.com) had not been used extensively. The Group agreed that the site should be used to share working documents.AllContinuous37The Group requested the Secretariat to also include in the survey, a request for information on MIM needs, as available. [IOGOOS survey]Secretariat7/201039The Group recommended that the IOCINDIO regional committee should consider MIM needs of the region and requested the Secretariat (M. Odido) to discuss this matter further with the IOC staff responsible for organizing the meeting.|M. Odido12/201046The Group requested that information and occasional reports exchanged between members should be made available through the iode.grouphub.com groupware site (in a separate OceanDocs SG section).AllContinuous63The Group requested to ensure that for all video presentations in the www.vimeo.com/iode site a link to the powerpoint files should also be available.Secretariat10/201064The Group requested the Secretariat to add a link from the web page on IODE NCs for MIM (HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewGroupRecord&groupID=60&Itemid=43"http://www.iode.org/index.php?option=com_oe&task=viewGroupRecord&groupID=60&Itemid=43 ) to the Video (HYPERLINK "http://www.vimeo.com/10378983"http://www.vimeo.com/10378983 )Secretariat6/20103.2.1 Matters arisen from IODE-XX72The Chair urged members of the Group to send photographs to the IODE Project Offices.MIM NCs3/2011 ongoing111The Group requested Ms Pikula to attend the upcoming ASFA Board meeting and propose cooperation on ASFA enhancement through joint action between ODIN partner institutions and ASFA input centres (when these are not identical) on digitization of national/institutional holdings and related updating of the ASFA bibliographic records. In this regard it was requested to prepare a full list of ODIN partner institutions and ASFA input centres to identify collaborative opportunities. The Group further requested ODINs to identify materials that should, as a priority, be digitized, and provide this information to Ms Pikula prior to the ASFA Board. In addition the Group recommended an analysis of ASFA records prepared by individual countries and focus on digitizing those documents. Chair7/2010 done (cost: $1.2K)112The Group requested its Chair to convey its gratitude to Mr Pepe during the upcoming ASFA Advisory Board in Morocco in July and to invite him to continue sharing his valuable knowledge and expertise with the GE-MIM in the future. The Group further requested the Secretariat to send a Letter to FAO to express IODEs appreciation.Chair Secretariat7/2010 done 11/20104.2.3 IAMSLIC125The Group expressed concern about the limited duration of the proposed MOU (2 years) and especially the short termination notice (30 days) and called for a revision of these items. Chair/ Secretariat9/2010 IAMSLIC Agrees 12/2010126The Group requested the Secretariat to draft a revised MOU and Annex based upon the above elements and prepare a draft version that can be submitted to IAMSLIC for consideration and further discussion (deadline August 2010). The Group expressed the hope that the IOC/IODE proposals will be shared with the full IAMSLIC community and that feedback will be received to further fine-tune the MoU.Secretariat/ Chair/ IAMSLIC9/2010 Draft received 12/30/ 20105.1.1 ODINAFRICA136 and 137 138 The Group decided to prepare a comparative table/document that will provide information on ABCD, DSpace (OceanDocs), NewGenLib and Koha. This document should be sent to all ODINAFRICA partners and request them to choose the solution of choice for their library. The Group stressed the need to ensure that library catalogues developed at the institutional level are available over the WWW as well as locally. The Group requested Suzie Davies and Pauline Simpson to prepare the comparison document by the end of June 2010. The group stressed the need to ensure that library catalogues developed at the institutional level are available over the WWW as well as locally. The Group requested Suzie Davies and Pauline Simpson to prepare the comparison document by the end of June 2010. Suzie Davies/ Pauline SimpsonEnd 6/2010 Done for Dakar meeting 11/20105.1.2 ODINECET140Referring to Agenda Item 5.1.1 the Group requested the ODINECET coordinator to share the information that made them choose Koha with all ODINs.ODINECET Coordinator6/20105.1.3 ODINCARSA LA143The Group recommended that georeferencing of publications should also be considered by the Marine Atlas projects (see also Agenda Item 6.6).Marine Atlas coordinators CMA/ AMA7/2010146The Group requested that Ms Cristiani circulates deposit statistics to ODINCARSA-LA OceanDocs partners as a means to motivate depositors.Andrea Cristiani6/20105.1.5 ODINWESTPAC156The Group welcomed the development of an e-repository for the WESTPAC region but called on China to improve coordination with IODE and its Secretariat as the coordinator was now making communications to Member States without copying the IODE Secretariat, which could be counterproductive. Improved communication and coordination could also result in submission of records from other countries in the region (currently the repository includes only Chinese records). Chair/ Secretariat/ China NMDIS6/ 2010157The Group invited NMDIS/SOA to discuss this matter with Ms Linda Pikula and Mr Marc Goovaerts to ensure that the ODINWESTPAC e-repository is interoperable with OceanDocs and can be harvested.Ms Pikula/ Mr Goovaerts6/2010158The Group requested Ms Linda Noble to compile a list of ASFA partners and collaborating centres in the ODINWESTPAC regionLinda NobleDone159The Group requested the GE-MIM Chair to contact the ASFA partners and collaborating centres in the ODINWESTPAC region in order to encourage them to consider the MIM aspect of ODIN. Chair6/20105.1.6 ODINCINDIO161The Group instructed the GE-MIM Chair to contact the MIM community in the ODINCINDIO region (including former ODINCINDIO trainees) to inquire about their opinion and ideas for future activities of ODINCINDIO and what IODE can do for them.Chair 6/20105.2 Mentoring Programmes and Internships164The Group called on all ODINs to include funding for mentoring and internships in their budgets as a means to reinforce and continue the OceanTeacher Academy training and its long-term impact.M. Odido to contact ODIN coordinators7/2010165The Group discussed the options listed above and identified the following for follow-up: IODE/GE-MIM to support existing proposal of Pacific Marine & Environmental Library Twinning Program IODE/GE-MIM to approach IAMSLIC to develop a joint IODE/IAMSLIC program under the new MOU GE-MIM encourage informal mentoring opportunities: (a) Provide range of bibliographic resources on mentoring into OceanTeacher; (b) Provide web links to existing mentoring programs; and (c) Have a contact person responsible for directing interested people to particular programs. The Group identified Suzie Davies.  No action needed Chair Suzie Davies  n/a 9/2010 1/2010 And cont. end 7/20105.3 OceanTeacher and MIM171The Group recommended that cooperation with these initiatives is investigated as a complementary option for training to OceanTeachers face-to-face curriculum. Ms Simpson offered to contact Prof Sheila Corrall at the University of Sheffield.Pauline Simpson6/2010178The Group requested the ODIN coordinators for MIM to actively promote the courses when announcements are sent by the IODE Secretariat.ODIN coordinatorscontinuous179The Group considered the need for follow-up after the courses and to monitoring progress as students attend various courses. The Group recommended regular surveying of former students to assess their progress.Oceanteacher Secretariatcontinuous180The Group recommended that detailed continued assessment be implemented by the ODIN regional coordinators. This will require the definition of milestones (either by the ODIN project or by the Lecturers during the course) and subsequent performance assessment against the delivery of the milestones.ODIN regional coordinatorscontinuous6.1 E-repositories189the Group adopted Recommendation MIM-XI.2 (Terms of Reference of the IODE Steering Group for the OceanDocs Project)IODE-XXI3/2011190(The Group identified the following potential members for the Steering Group: Mr Marc Goovaerts (Hasselt University Technical Support); ODIN repositories Andrea Cristiani (ODINCARSA LA OceanDocs User Group); Arame Keita/ James Macharia (ODINAFRICA OceanDocs User Group), Olga Akimova (CEEMAR ODINECET repository, Ukraine) HYPERLINK "http://www.ceemar.org/"http://www.ceemar.org/ Satyaranjan Sahu (Digital Repository Service, NIO, India) HYPERLINK "http://drs.nio.org/drs/index.jsp"http://drs.nio.org/drs/index.jsp ?? (ODINWESTPAC e-repository of marine scientific publications) HYPERLINK "http://221.239.0.193:8080/jspui/"http://221.239.0.193:8080/jspui/ ?? (ODINPIMRIS PIMRIS regional repository) HYPERLINK "http://pimrisregional.library.usp.ac.fj/"http://pimrisregional.library.usp.ac.fj/ Representatives from partner agencies IAMSLIC (Aquatic Commons) (tbd) IFREMER (Avano) FAO (ASFA, AGRIS,) GE-MIM Chair IOC/IODE Secretariat Invited Experts (eg Mr Denys Slipetskyy, Ms Pauline Simpson)IODE-XXI3/2011191The Group requested the Secretariat to inquire from the host of the ODINWESTPAC (Prof. Lin Shaohua, mailto:shlin@mail.nmdis.gov.cn) and ODINPIMRIS (through Ms Sin Joan Yee , yee_s@usp.ac.fj) repositories to identify a suitable member of the Steering Group.Secretariat/ Marc Goovaerts6/2010192The Group invited Mr Marc Goovaerts to act as interim Chair until the end of the first ad hoc meetingMarc Goovaerts>= 9/2010193The Group recommended that the ad hoc Steering Group should meet as soon as possible, possibly virtually, prior to IODE-XXISecretariat9/2010194The Group requested Mr Goovaerts to approach Mr Merceur to suggest including the IODE logo in the Avano homepage.Marc Goovaerts6/2010195The Group instructed the ad hoc Steering Group to address the OceanDocs Policy Document and submit it, through the GE-MIM, to IODE-XXI for adoption and subsequent publication. OceanDocs Steering Group<12/20106.2 OceanExpert199The Group recommended that the functionality of linking OceanDocs to OceanExpert records is implemented as soon as possible. It was recommended further to utilize an RDF based approach (see also HYPERLINK "http://linkeddata.org"http://linkeddata.orgSecretariat/ Marc Goovaerts2011200The Group identified a few issues that need to be fixed: messages are sent out when a record is modified to the owner of the record. It says someone has modified the record. This should be changed to indicate who has modified the record (name + email). The email message sent also includes the password. The password should not be included. Fix the new record element select institutionSecretariat (A. Kakodkar)2010201The Group recommended the following new features: Linking from OceanExpert to OceanDocs (to see publications by individual) and/or ASFA Need to add link from OceanExpert homepage to IODE web site Possibility to also track changed names of institutions In advanced search change Region to ODIN region Marc Goovaerts20116.3 OceanPortals205The Group requested to investigate the cost to retrieve the Portal Oceanico and to migrate it to either a static website or another (eg Joomla) CMS. In addition it was requested to consider the possibility to migrate the full-text documents included in the portal to OceanDocs. Secretariat6/2010206The Group requested Ms Cristiani to discuss with the ODINCARSA LA community the need and interest for a new Portal Oceanico but then also to identify potential content providers.Andrea Cristiani6/2010206The Group requested to investigate the cost to retrieve the African Ocean Portal and to migrate it to either a static website or another (eg Joomla) CMS. In addition it was requested to consider the possibility to migrate the full-text documents included in the portal to OceanDocs.Secretariat6/2010209The Group requested Ms Keita to discuss with the ODINAFRICA community the need and interest for a new African Ocean Portal but then also to identify potential content providers.Arame Keita6/2010210The Group recommended to use RSS feeds from OceanDocs to the Portals.Marc Goovaerts2011213The Group requested Marc Goovaerts to investigate the possibility to use social bookmarking technology to develop a new service replacing OceanPortal. Marc Goovaerts8/20106.4 Coastal Atlases218The Group welcomed the active role of Ms Simpson in involving marine information managers in Coastal Atlas projects and called on the Caribbean Marine Atlas, African Marine Atlas and other similar initiatives to make full use of marine information managers in Atlas projects.M. Odido to Atlas project managers6/2010220The Group noted that currently no MIM experts had been identified to participate and recommended that this be arranged as soon as possible and in time for the July meeting. The Group stressed the need to have a MIM expert as a member in each of the national atlas coordination teams.M. Odido to Atlas project managers (to get agreement)6/20106.5 Subject specific Bibliographies223The Group requested Mr Marc Goovaerts and Ms Pauline Simpson to coordinate the activity so the product can be presented during IODE-XXI (March 2011) and IOC-XXVI (June 2011).Marc Goovaerts/ Pauline Simpson/L.Pikula3/2011 224The Group requested the Chair to consult a few MIM experts to inquire about their willingness and availability for a 3-6 month secondment to Oostende.Chair L.Pikula6/2010 ($8000-14000 from PO)6.6 IOC Strategic Plan for D&IM229The Group requested the Chair to circulate the Document to all GE-MIM Members for their comments and, after some revisions, submitted to the IODE Co-Chairs for incorporation in the revised strategy document to be discussed by IODE-XXI.Chair8/2010 final: 10/20106.7 Application of new technologies in MIM235The Group stressed the need to keep the MIM community abreast of new technology developments and called on experts active in these areas to share their expertise with the community through OceanTeacherAllcontinuous7. 50th anniversary of the IODE239The Group requested Ms Suzie Davies and Ms Linda Pikula to assist the Secretariat with selection of imagery for the calendar and gift ideas.L.Pikula doneJuly-September 20108. GE-MIM-XI work plan240The Group adopted its work plan for the next inter-sessional period through Recommendation MIM-XI.2All2010-201110. Dates and Place of the next Session245The Group recommended that the 12th Session of the IODE Group of Experts on Marine Information Management be held late 2011 (September-November). It was recommended that the venue of the Session be discussed later, possibly back-to-back with IAMSLIC 2011, the 2011 ASFA Board meeting, or alternatively in Oostende or Miami.Secretariat2010-201111. Adoption of the Summary Report248The Group requested the Chair to present the Report of the Session to the Twenty-First Session of the IODE Committee that will be held in Lige, Belgium between 23-26 March 2010.Chair3/2011 3. REQUESTED FUNDING FOR THE NEXT INTER-SESSIONAL PERIOD Recommendation: To provide funding for GEMIM XII, to be held in September, 2011 in the amount of 10K Recommendation: To provide funding for Maria Kalenchits to present paper on the IODE Anniversary Bibliography at the May 16-20 Euraslic Conference in Lyon, France. $1000 4. TEXT FOR THE ACTION PAPER The IODE Communication Strategy for Marine Information Management draws on the discussion paper (1) presented at GE-MIM X in Nov 2008 in terms of identifying the key stakeholder groups, key messages and communication channels. The ability of GE-MIM effectively to pursue the recommendations outlined in the IODE Review(2) produced in 2008 will depend on raising the profile of GE-MIM and ensuring that there is a broader understanding of the role of GE-MIM and the marine information profession and its potential contribution to the work of IODE. In this way, communications will directly contribute to the fulfilment of IODE programme goals and objectives with the aim to further build GE-MIM reputation on the credibility and relevance of its actions by formulating and disseminating messages on the activities and concerns of GE-MIM. Effective communications will allow GE-MIM to disseminate these outcomes in a targeted and efficient manner, thereby promoting marine information management. 1. Strategy To provide communication channels and tools which promote effective and efficient exchange of factual and intellectual information among IOC stakeholders through the MIM activities of IODE. To facilitate positive outcomes for marine information management by encouraging, supporting and developing a culture of strong communication both within the IODE and with important and relevant stakeholders in the wider library & information management community. 2. Strategic Objectives Clear and coordinated identification of current issues and future priorities for marine information management An IODE-wide culture of sharing of knowledge & expertise on the topic of marine libraries and marine information. Strong understanding of MIM issues and priorities by the IODE Officers Group Increased involvement of MIM National Coordinators in establishment of new MIM projects, and maintenance of existing services and products (see HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewGroupRecord&groupID=60&Itemid=43"Role of MIM National Coordinators) A strong sense of community & support shared by all MIM National Coordinators Improved synergies with external stakeholders and other agencies eg. UN Agencies, Government Organisations, NGOs, Professional Societies and relevant programmes 3. Target Audiences 3.1 Internal audiences The IODE Community consists of a number of internal groupings to which GE-MIM communication and profile building should be targeted: GE-MIM Committee ODINS IODE National Coordinators for Marine Information Management MIM Community (see 3.2) IODE Officers Group Other IODE Groups of Experts IOC Member States through IODE & GE-MIM Representatives 3.2 External audiences including relevant Information Management Programmemes International Association of Aquatic and Marine Science Libraries and Information Centers (IAMSLIC) HYPERLINK "http://www.iamslic.org/index.php?section=1"http://www.iamslic.org/index.php?section=1 International Federation of Library Associations and Institutions (IFLA) HYPERLINK "http://www.ifla.org/"http://www.ifla.org/ Pacific Islands Assocation of Libraries, Archives, and Museums (PIALA) HYPERLINK "http://sites.google.com/site/pialaorg/"http://sites.google.com/site/pialaorg/ The Food and Agriculture Organization of the United Nations (FAO) HYPERLINK "http://www.fao.org/"http://www.fao.org/ World Meteorological Organization (WMO) HYPERLINK "http://www.wmo.int/pages/index_en.html"http://www.wmo.int/pages/index_en.html International Ocean Institute (IOI) HYPERLINK "http://www.ioinst.org/"http://www.ioinst.org/ International Maritime Organization (IMO) HYPERLINK "http://www.imo.org/"http://www.imo.org/ Unesco HYPERLINK "http://www.unesco.org/en/"http://www.unesco.org/en/ United Nations Atlas of the Oceans HYPERLINK "http://www.oceansatlas.org/index.jsp"http://www.oceansatlas.org/index.jsp Scientific community via scientific associations, such as: International Society for Reef Studies HYPERLINK "http://www.coralreefs.org/"http://www.coralreefs.org/ Australian Marine Sciences Association (AMSA) HYPERLINK "http://www.amsa.asn.au/"http://www.amsa.asn.au/ Others 4.1 Communication Challenges The IODE states its purpose to be "to enhance marine research, exploitation and development, by facilitating the exchange of oceanographic data and information between participating Member States, and by meeting the needs of users for data and information products." The IODE is a world-wide network of data and marine information managers from over 60 different countries. In order to achieve its purpose, it is critical for strong communications to occur. GE-MIM recognises the significant challenges faced by the world-wide data and marine information management communities in achieving this task. IODE Officers, members of Expert Groups and other committee members usually only meet face to face once every 1-2 years, with most correspondence occurring via emails. Many agencies world-wide suffer from shrinking resources, coupled with greater expectation of services by their governments and the public. These influences, coupled with daily job pressures affects the amount of time which people can regularly commit to IODE matters. Digital communications are improving at an exponential rate, and are offering a greatly enhanced range of options for improved communications. However, GE-MIM is constantly reminded that many countries still suffer from extremely poor and unreliable electronic communications. This may be due to insufficient national infrastructure (i.e. unreliable electricity services, communication cables etc), lack of government funding in data and information management facilities, variable national priorities for data and information management. GE-MIM recognizes that world-wide communications between countries speaking many languages present both linguistic and financial challenges. GE-MIM supports the IODE commitment to provide services and products in a range of languages. Lastly, GEMIM recognises the professional gaps which occur between data managements and information in many organisations within IODE. These groups have different professional qualifications, experience, and are often located within different parts of an organisation. GE- MIM suggests that enhanced communication between the 2 groups will offer greater synergies of effort & outcomes for the IODE. GE-MIM recognises these significant challenges and aims to use this communication strategy to work towards amelioration. 4.2 Communication tools GE-MIM will utilize the latest technologies to maintain strong communication links with the MIM Community and IODE partners: Personal contact (meetings, workshops, conferences etc) MIM segments on the IODE Web site (RSS feeds) IODE Groupware e-Mail lists Social Networking - Wikis; Blogs, Facebook; Twitter Virtual meetings: Video conferencing, Teleconferencing, Skype ODIN Networks Formal Memorandum of Understanding (MOU) Joint Task Groups within IODE and with external agencies Membership of National and International Information Management Groups and Committees GE-MIM expects that the major channel for disseminating information will be the designation of National Coordinators for Marine Information Management The Role of IODE National Coordinators for Marine Information Management (MIM) was defined (in 2006) as follows: Act as a point of contact for marine librarians and marine information managers in their country, in order to liaise with the IODE community (via the GE-MIM) on matters of importance to MIM; IOC/IODE-MIM-XI/5 Page 4 Act as a communicator of IOC activities and initiatives to the national MIM community and beyond; Provide assistance and support to the GE-MIM on project activities at the national or international level; Establish a national network of marine libraries/marine information centres for their country or participate in existing related networks; Highlight and identify issues and participate in discussions of national importance relating to MIM with the GE-MIM and the national MIM community (such as capacity building and professional standards, technological innovations and policy, communications and collaboration, national and international MIM resources); Provide regular national reports (format/style to be further considered) to the GE-MIM on MIM activities and issues; Liaise, where possible, with the IODE National Coordinator for Data Management on matters relevant to both marine data and information management. 5. Implementation Plan 2010-2012 Desired Outcome Key Performance Indicators  Strategies Tasks Responsible Group/Officer Frequency / Required by 1. Clear and coordinated identification of current issues and future priorities for marine information management Number of annual reports submitted in new format * Development of mechanisms for regular input to GE-MIM from MIM NCs on issues of importance * Development of mechanisms for feedback from GE-MIM to MIM NCs - GE-MIM to develop a template for MIM national annual reports (Question: did this template get developed?) - MIM NCs to provide national annual report to GEMIM on matters of importance - GE-MIM will report back to MIM NCs on outcomes of GE-MIM meetings 2010 Annual Within 1 month of GE-MIM meeting 2 An IODE-wide culture of sharing of knowledge & expertise on the topic of marine libraries and marine information Number of established alerting services (base on topics?) Number of MIM NCs * Development of regular communication mechanisms between GE-MIM and other Groups of Experts * Enhancement MIM elements of IODE Web Site * Expand number of MIM NCs * Strengthening of knowledge sharing activities between ODINS - Establish & participate in GE annual information sharing meetings - Establish a MIM working group to identify priorities for web site development - GE-MIM / Secretariat to identify countries without a MIM NC, and investigate possible nominees GE-MIM Secretariat Annual 2010 2010 6. Evaluation An important aspect of the strategy is the need for qualitative analysis to examine how well GE-MIM information is being disseminated and is supporting the IODE Programmes. Session at each GE-MIM meeting Using Key performance indicators Measures to assess communication outputs and outcomes, against the objectives Examples: survey; web statistics; IODE Officers Communication group 7. Financial Implications It is expected that GE-MIM will use the latest existing networks and software tools to ensure minimal finance implications. This strategy calls up the need for manpower rather than finance, however, the success of this strategy relies on communicators in the field having access to up-to-date hardware and software. As noted in Section 4, the digital divide can restrict communication in the very areas where dissemination is most required. Recommendation: To adopt the IOC Communication strategy for Marine Information Management MIM and IODE Strategic Plan Despite a MIM contribution to the Strategic Plan being submitted in Trieste, it was not included in the final document. GEMIM request that they be represented on the drafting committee for the next IODE Strategic Plan 2011 to ensure that aspects of Information management are not excluded. Recommendation: To ensure that GEMIM is included in the drafting committee for the next IODE Strategic Plan Recommendation: To provide funding for GEMIM XII to be held in September, 2011 in the amount of 10K Product: The IODE Anniversary Bibliography: 50 years of activities. The GEMIM Chair is an active participant in the IOC, IODE Anniversary Planning Committee. After IODE-XX there had been suggestions on how GE-MIM could contribute to the 50th anniversary celebrations and there was a suggestion for the preparation of a bibliography of all work accomplished through collaboration with IODE. This Bibliography with over 2,200 items has been completed through the work of many members of GEMIM, but most directly by Maria Kalenchits, Estonia, M. Goorvaerts, Belgium, P.Simpson and L. Pikula. You all have online access to this Bibliography. It is also available through searching our GEMIM product the OceanDocs Repository. 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