PROJECT DOCUMENT FOR THE ESTABLISHMENT OF THE OCEAN DATA AND INFORMATION NETWORK FOR THE EUROPEAN COUNTRIES IN ECONOMICAL TRANSITION (ECET)

1.  INTRODUCTION

·     General information about IODE Program and its main objectives

The IOC’s International Oceanographic Data and Information Exchange(IODE) is established 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 official endorsement to proceed with the establishing of a European ODIN for  Eastern  countries  was  given by  IODE  at  its  XVIII  meeting,  following the suggestion in the 2005 GEMIM report to IODE. During the IODE/EURASLIC workshop on  the  European Countries in Economic Transition (ECET) ODIN initiative (27-28 October 2005, IODE Project Office in Oostende, Belgium) it was decided that the Coordinating Group would prepare a concept document
(this document) that describes the way the European ODIN will be started and proposes a list of activities for 2006. In the first stages, this network will focus on aquatic information management mainly, building on the already existing preconditions  and networks  in  the  ECET-region,  whom  indicate  a  stronger support need for the information sector.

·     Since 1989-1990, the information management sector in most ECET- countries  has  undergone  substantial  changes.  This  has  led  in  many cases to a decline of information services and existing library networks. It  is  felt  necessary  that  support  from  international  organizations  is needed to re-establish information management activities, and to bring the information management sector to current international standards. The already existing ODIN-networks in other areas are a good example of the kind of support sought.

·     Preconditions  (elements  that  are  already  in  place):  the  EURASLIC ECET group supports networking of a number of aquatic libraries in the region,   through    joint projects  (BLICOP - Black Sea   Libraries Cooperation Project and ECET Union Catalogue of Serials). This group operates under the            EURASLIC  umbrella, an   organization  that addresses  all issues  of  aquatic  libraries  and  information  centres  in Europe.

·     The  state of  aquatic  libraries  and  regional  needs:  from  a preliminary assessment  (October  2005),  it  became  evident  that  most  ECET- libraries need:

1.  capacity building (also in regional languages);
2.  networking support for (mainly Russian) libraries;
3.  an upgrade of the status of librarians.

It was also clear that a more detailed assessment of needs should be organized, to be able to map all information issues in the ECET- region in detail.

2.  PROJECT AIM

The ODINECET network constitutes a capacity building strategy for Eastern and Central European participating member states linking training, equipment and operational  support  in a regional context, product- and service-oriented and using a multi-stakeholder approach.

3.  PROJECT OBJECTIVES AND ACTIONS DESCRIPTION

The ODINECET objectives and actions could be summarized as follows:

·     OBJECTIVE  1:  To  support the  networking of  aquatic  libraries  in
ECET countries

actions

1.1.      Create a Mailing list with the co-operation of the IODE Project Office;
1.2.      Create a Pilot Project website with the co-operation of the IODE Project Office;
1.3.      Establish  a  Coordinating  Centre  in  Russia  to  address  the  specific Russian issues  (geographical  span,   high  number   of   centres)   in cooperation with the Russian IOC representative;
1.4.      Prepare a detailed survey of libraries state and needs (2006), results of which will be addressed by ODINECET;
1.5.      Prepare official ODINECET documentation to be sent to possible new partners and contacts.

·     OBJECTIVE  2:  To  support the  development  of  national  aquatic information centres and national/regional  projects

actions

2.1.      To  continue  with  the development  of  the  ECET  Union  Catalogue of
Serials project (ILL-service, database updating, new partners);
2.2.      Create institutional repositories linked with the ECET Union Catalogue of  Serials. These e-repositories will include both published papers as well  as grey literature produced by the Institute (unpublished reports, institutional  annual  reports,  dissertations).  The  documents  will  be available in full-text electronic format;
2.3.      Make  the e-repositories  OAI-compliant  and  fully harvestable over the internet;
2.4.      Provide training in repository software for the participants of the project in cooperation with the IOC Project Office for IODE (2007);
2.5.      Include the metadata part of BLICOP into the ECET Union Catalogue of Serials (adding the BLICOP serial records + holdings to the Union Catalogue);
2.6.      Equipment   provision   will   be   included   in   work   frames   of   existing projects, where necessary – sponsor identification in cooperation with the IODE Project Office.

·     OBJECTIVE    3:     Provide     training    opportunities in  marine information  management,  applying standard formats and methodologies as defined by IODE

actions

3.1.      Assess  the  regional  training  needs  using  an on-line  questionnaire designed and distributed in cooperation with the IODE Project Office
(May 2006);

3.2.      Training in Marine Information Management (Intermediate level) at the
IODE Project Office, Oostende Belgium (2007);

3.3.      Training   for    trainers    in    Marine    Information    Management,    and consultancy session in tailoring OceanTeacher to ODINECET trainees needs, in co-operation with the IODE Project Office and EURASLIC – October- December 2006 or January 2007;

3.4.      Plan an additional Training in Marine Information Management (Basic
Level),    by     preference    in     the    ODINECET    region,    in   2008;

3.5.      Organization of  a  regional  Marine  Information  Management training course  (basic  level)  for ODINECET  members, back-to-back with the EURASLIC XII Conference in Crimea, Ukraine – May 2007.

·     OBJECTIVE 4: Assist with the development and dissemination of aquatic  information,  responding  to the  needs  of  the  scientific community

actions

4.1. Oceanexpert  –  promote  the  input  of  the  ECET-data  to  this  directory of marine and freshwater professionals;

4.2.  Continuous support to  the e-repositories;  motivate all  ECET-libraries to contribute   to   the  other   established   ILL-networks   (EURASLIC,  IAMSLIC, national library networks).

·     OBJECTIVE  5:  Provide assistance  to  IODE  in  the  recruitment  of National Information Management Coordinators

actions

5.1.   Support  the  appointment    of    aquatic   librarians   as   IODE   National Representatives in Marine Information Management;

5.2. Advocacy by ODINECET members of the MIM-Coordinators network, its functions and importance, towards the IOC National action addresses.

4.  PROJECT PARTICIPANTS

Aquatic   libraries   and   information   centres   from   European   countries   with economies  in  transition are eligible  to participate in the project. Participants will be asked to contribute to the formulated and future ODINECET projects. Participants will also be asked to contribute to EURASLIC activities.

5.  PROJECT COORDINATION (NATIONAL COORDINATORS, REGIONAL COORDINATOR)

·     National Coordinators

The local coordination of the project will be provided through the network of ODINECET National coordinators. The National Coordinator is nominated by the  country.  EURASLIC National Representatives  as  well  as IODE National Coordinators  for  Marine  Information  Management  can  act  as  ODINECET project Coordinators.
The responsibilities of ODINECET National Coordinators will include:

·      Promotion of ODINECET at the national level;
·      Provide communication on ODINECET in the native language(s);
·      Cooperation with the ODINECET regional project coordinator;
·      Implementation of the ODINECET project activities at the national level;
·      Preparation of regular national implementation reports;
·      Participation      in      ODINECET      project      management/review workshops;
·      Assisting in the identification of national participants in ODINECET workshops and training courses;
·      Assist with the organization and implementation of training courses and other related ODINECET events;
·      Report   on   the   MIM-issues   at   country   level   to   the   Regional Coordinator.

·     Regional Coordinator

The responsibilities of the Regional Coordinator will include:

·      General coordination of the ODINECET activities;
·      Promotion of ODINECET at the regional and global level at various occasions (conferences, meetings, etc.);
·      Communicate  with  the national  coordinators,  with  the  IOC/IODE Secretariat, GEMIM, EURASLIC, IAMSLIC and ASFA/FAO;
·      Preparation of annual progress reports on implementation activities to IODE, GEMIM, and EURASLIC;
·      Organization of the annual project management/review workshops in cooperation with the IOC/IODE Secretariat;
·      Assist   the    National   Coordinators    with   the   organization   and implementation of  training  courses  and other related  ODINECET events.

The  Regional  Coordinator  will  be  nominated  by  the  ODINECET  member countries for a period of two years, renewable once (1x).

6.  Project    management,    planning    workshops   and    inter-sessional cooperation

·           Project management workshops should be organized:
o  Periodicity: once a year;
o  Participants:     regional     coordinator,     national     coordinators, IOC/IODE representative, project coordinators, technical support responsible;
o  Financial  support  will  be  requested  from: IOC/IODE, IAMSLIC, EURASLIC, ASFA Board.

·      Establishment of an inter-sessional working group (nomination through the ODINECET mailing list) that will:
o Provide an annual workplan;
o Elaborate the questionnaire on the state and needs of  aquatic libraries in the region;
o Elaborate    the    requirements    for     training,    based   on    the questionnaire results;
o Follow-up  the  current  projects  in  the  ECET-region,  namely the ECET  Union  Catalogue  of  Serials  project,  and  the  BLICOP- project for the Black Sea;
o Follow-up any  other  activities,  at the  request  of  the  Regional
Coordinator.

7.   Project    relationships   with    IODE   and   EURASLIC/IAMSLIC,   other international organisations

The  Regional Coordinator  is  the direct  liaison person between  ODINECET and        IODE,          EURASLIC,  IAMSLIC   and  other   international   organizations. ODINECET will comply fully with the overall goals of IODE and EURASLIC.

Full  attention  will  go  to  information  management  in  the  first  stages  of  this project,  making  use of  the available platform  and network  of  EURASLIC. EURASLIC is  a  regional  group of  IAMSLIC,  and  IAMSLIC in  its  turn has  a MoU with IOC, specifically to cover this kind of projects and activities, such as ODIN-networks.

Dependent on budgets and resources, it is the goal to involve oceanographic data management within ODINECET at a future stage.