ࡱ>  kGbjbjFF '$$?OHH     8WlN\(=N?N?N?N?N?N?NPS?N ?N7  TN777  =N7=N77}FX  eJ G(JjN0NGh2T72TPeJ7 eJH :   Limited distribution IOC/IODE-XX/22 15/01/09 Original: English INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Twentieth Session of the IOC Committee on International Oceanographic Data and Information Exchange (IODE-XIX) Beijing, China, 4-8 May 2009 REGIONAL NETWORK OF PACIFIC ISLAND MARINE LIBRARIES (ODIN-PIMRIS) PROGRESS REPORT FOR 2008-2009; WORK PLAN AND BUDGET FOR 2010- 2011 Maria Kalenchits PIMRIS Coordination Unit / University of the South Pacific, Suva, Fiji Summary PIMRIS (Pacific Islands Marine Resources Information Network) is a formal cooperative network of libraries and information centres within regional organisations and government agencies concerned with the development of fisheries and marine resources in the Pacific. Its aim is to improve access to information on marine resources in the region by: (i) collecting, cataloguing and preserving relevant documents in print and electronic formats, especially "grey literature"; (ii) disseminating information via new products and services; (iii) supporting the development of regional libraries and information centres through training and technical assistance; and (iv) cooperating with similar networks and institutions throughout the world, including IAMSLIC, FAO and IOC. ODIN-PIMRIS is a pilot project that contributes to the objectives of PIMRIS, by focusing on: establishing a regional marine information portal creating capacity at national and institutional level to use & contribute to the portal, promoting of the portal as a valuable information source for managers and decision makers During the first phase of the project (2008-2009) capacity building activities are focused on five pilot countries (Cook Islands, Fiji, Kiribati, Samoa and Solomon Islands). During the second phase (2010-2011) other Pacific Island countries will get actively involved in the project along with pilot countries. PROJECT INFORMATION ODIN-PIMRIS Project was established in 2008. The project, which main objective is to create a regional marine information portal, brings together existing information sources developed by Pacific international agencies as well as supports development of institutional e-repositories in national marine and fisheries departments. PIMRIS Coordination Unit acts as the Project coordinator. While agency participants (Pacific Islands Forum Fisheries Agency FFA, South Pacific Applied Geoscience Commission SOPAC, Secretariat of the Pacific Community SPC, Pacific Regional Environmental Programme SPREP, and University of the South Pacific USP) concentrate their efforts on maintaining their digital libraries and e-repositories, PIMRIS Coordination Unit (CU) develops a standard e-collection structure based on Greenstone software platform for marine and fisheries departments in the region. Marine and fisheries departments in the Pacific also have valuable materials that should be preserved in electronic format in order to (i) avoid their degradation; (2) avoid loss of library resources due to departure of staff; (3) improve access to this information. Institutional repositories will include published and unpublished documents produced by those organizations. To secure a stable on-line access to this information PIMRIS will also maintain a regional e-repository; project partners are asked to submit e-copies of the relevant documents to PIMRIS for inclusion into regional e-repository. In 2009-2010 PIMRIS CU jointly with SPREP partner plans a number of regional Training Workshops in e-repository input and search techniques, and MIM. Developing of capacity building opportunities via library twinning and integrated regional training programs, scholarships and equipment support is also an important part of the project. Support to and understanding of ODIN-PIMRIS goals by regional and national authorities are seen as one of the key factors corresponding to the success of the project. In January 2009 PIMRIS CU jointly with the Project Office for IODE prepared and distributed a letter addressed to Heads of Fisheries (HoF) in Pacific countries asking them to support ODIN-PIMRIS project initiatives in their countries and to nominate project contact persons. Based on letters of interest received from HoFs the formal relations between national organizations and ODIN-PIMRIS will be established in early 2009. ODIN-PIMRIS project hopes to achieve the following outcomes: Better management of the institutions published or unpublished information Secure long term storage and protection of this information Enhanced sharing of published and unpublished information Development of the skills and capacity to identify important resources available outside the institution. ACTIVITIES COMPLETED IN 2008 UNESCO IOC IODE Training Workshop on Marine Information Management Towards the Ocean Data and Information Network of the Pacific Island Region was organized in Oostende, Belgium, 13-17 May 2008 and attended by 5 project participants from regional agencies (FFA, SOPAC, SPC, SPREP, USP/PIMRIS CU). Aim of workshop was to identify how IODE can help participants develop a marine library network for the Pacific region. By the end of the workshop participants produced a draft proposal document, which included a list of needs, a list of required products and services, and a suggested model and structure for regional collaboration. Small Scale Project Proposal for Pilot Project for a Regional Network of Pacific Island Marine Libraries (ODIN-PIMRIS) prepared by project participants and submitted by IODE to the Government of Flanders in September 2008. Project budget is approved by the Government of Flanders in amount of US$ 22,000. ODIN-PIMRIS Pilot Project meeting was organized in conjunction with 34th IAMSLIC conference in Suva, Fiji on 19th September 2008 and attended by 19 participants (incl. major collaborating partners, national partners, potential partner and experts). Meeting was called to further discuss the implementation of the project work plan included in the Proposal for Pilot Project for a Regional Network of Pacific Island Marine Libraries (ODIN-PIMRIS). Summary of discussions attached. One-day Regional Training session in Marine Information Management was organized in conjunction with 34th IAMSLIC conference in Suva, Fiji on 20th September 2008. Session was attended by 5 trainers and 10 trainees (from American Samoa, Cook Islands, Fiji, Kiribati, Marshall Islands, Solomon Islands, Tonga, and Western Samoa). Topics covered during the training included: 1) introduction to computers and networks (by R. Raj); 2) the role of an information officer in a special library and the role of information in the organization (by E. Kleiber); 3) Introduction to basic cataloguing principles (by A. Gibert); 4) how to organize special library (by P. Murgatroyd); 5) Information literacy (by P. Murgatroyd and M. Kalenchits); 6) e-repositories and digitization general introduction and ODIN-PIMRIS project (by P. Murgatroyd and M. Kalenchits). E-repository software for regional and institutional marine and fisheries e- repositories is selected (Greenstone). First set of Pacific countries to participate in pilot project is identified (Cook Islands, Fiji, Kiribati, Samoa, Solomon Islands). 3. PROJECT OBJECTIVES AND ACTIONS PLANNED FOR 2009-2011 OBJECTIVE 1. Formalize relations between an IODE/IOC and PIMRIS. ACTIONS: (i) Provide statement of support for establishment of ODIN-PIMRIS Pilot project To prepare Joint IODE/PIMRIS CU letter addressed to the Heads of Fisheries (HoF) Departments in Pacific Island Countries asking them to support ODIN-PIMRIS project initiatives in their countries. PIMRIS coordinator to conduct a project information session at the SPC Heads of Fisheries Meeting in February 2009. Deadline: February 2009 (ii) Establish roadmap for formalizing relations between all partners (based on needs e.g. MOUs, invitation letters) Formal relations between Fisheries Departments and ODIN-PIMRIS to be established based on letters of interest received from HoFs. Deadline: March 2009 (iii) Establish independent web site describing project (using IODE infrastructure) ODIN-PIMRIS project website to be established and to be hosted by IODE. Deadline: February 2009 OBJECTIVE 2. Establish institutional e-repositories of grey literature for countries (marine & fisheries departments). ACTIONS: (i) Undertake regional training course for e-repository skills and MIM One-week Training Workshop on e-repository skills to be organized in Suva (Fiji) for the participants from 5 pilot countries (Cook Islands, Fiji, Kiribati, Samoa, Solomon Islands); Budget: 10,000 USD Deadline: April 2009 One-week Training Workshop on e-repository skills for participants joining project at its second phase Budget: 10,000 USD Deadline: April 2010 (ii) Establish institutional e-repositories Structuring of Greenstone institutional e-repository to be finalized by February 2009. Five pilot institutional repositories to be established and maintained in national fisheries departments (Cook Is., Fiji, Kiribati, Samoa, Solomon Is). Regular input to the repositories to be provided by responsible persons. E-copies of the relevant documents to be regularly submitted to PIMRIS Coordination Unit for inclusion into regional e-repository. Timeline: April-Dec 2009 Institutional e-repositories in other Pacific countries participating in the second phase of the project to be established and maintained. Timeline: April-Dec 2010 (iii) Undertake country visits (expert mission) Country visits to be undertaken by PIMRIS Coordinator and USP Digitization Librarian in order to follow up the progress with newly established institutional repositories in five pilot countries and to provide technical assistance and advice. Budget: 5,000 USD Timeline: May-July 2009 Country visits to the Pacific countries participating in the second phase of the project to be undertaken. Budget: 10,000 USD Timeline: May-Aug 2010 (iv) Identify funding source for digitization of key resources For countries with extensive collections of the documents produced by marine/fisheries department the source of funding for digitization project to be identified. Deadline: February 2009 OBJECTIVE 3. Support establishment of OAI compliant e-repositories for regional agencies - FFA, SPC, SOPAC, SPREP, and PIMRIS. ACTIONS: (i) Provide recommendations & guidelines for minimum standards of OAI compliance & for harvesting of metadata Deadline: February 2009 (ii) Identify source of funding for digitization projects Deadline: February 2009 OBJECTIVE 4. Establish regional web portal. ACTIONS: (i) Establish procedures for collecting/uploading institutional data to MOANA, development of training and promotional materials Structuring of Greenstone regional e-repository to be finalized. Procedures for collecting/uploading institutional data to Moana regional repository to be established. Training materials and e-repository manual to be developed and published. Project leaflets and posters to be designed and published. Budget: 5,000 USD Deadline: Jan-June 2009 (ii) Identify and establish links to regional resources (e.g. e-repositories, MOANA), implement harvesting options Deadline: March 2009 (iii) Collaboratively design & publish IODE/IOC based ODIN-PIMRIS web portal at IOC-IODE Office One-week visit by Peter Murgatroyd (SPREP) to IOC/IODE Project Office to design and publish ODIN/PIMRIS web portal. Deadline: March 2009 Regular updating of information and materials placed on the portal Timeline: Ongoing OBJECTIVE 5. Develop capacity building opportunities. ACTIONS: (i) Investigate support for marine library twinning programme (with 5 countries & some regional agencies) To submit a proposal to Pacific Governance Support Program (Australia) for Marine library twinning programme via FISHNET (Australian/NZ marine library network) action coordinator - Suzie Davies Deadline: June 2009 To investigate support for similar program with IAMSLIC Cyamus regional group. Deadline: June 2009 (ii) Develop interim framework for integrated regional training programme Framework for integrated regional training programme to be developed in collaboration with the libraries of CROP agencies (Council of the Regional Organizations of the Pacific). Deadline: Mid 2009 (iii) Identify sources of funding; establish a process for selecting applicants for scholarship programmes in information management Sources of funding for regional training programmes to be identified. Process for selecting applicants for scholarship programmes to be established by major project partners taking into account regional marine information needs. Deadline: Mar-July 2009 Establish ODIN-PIMRIS scholarship programme to support studies in librarianship via DFL (USP Certificate Program). Budget: 4,000 USD Timeline: 2010-2011* * (2 scholarships in 2010, 2 scholarships in 2011) (iv) Provide links to existing scholarships and training programmes on portal Existing scholarships and relevant training programmes to be identified. Information on scholarships and training programmes to be made available via marine information portal. Information to be updated regularly. Deadline: March 2009 (v) Equipment support to second phase countries Budget: 5,000 USD Deadline April-June 2010 OBJECTIVE 6. Manage ODIN-PIMRIS Network Pilot Project. ACTIONS: (i) Project meetings To organize a project meeting (for Project major partners and IODE/GEMIM representatives) at the IODE Project Office to review pilot project achievements and to plan the next phase of the project. Budget: 20,000 USD Deadline: February 2010 To organize a project meeting to review project second phase (preferably in the region) meeting to be attended by project major and regional participants. Budget: 30,000 USD Deadline: March 2011 To attend IODE XXI session (Project Coordinator) Budget: 4,000 USD Deadline: mid 2011 To investigate opportunities of establishment and funding full-time Project Coordinator position to ensure sustainability of the project. Deadline: January 2010 ITEMS FOR 2010-2011 WORK PLAN AND PROPOSED BUDGET (in US$) Action item descriptionTo be implemented by [name]Deadline / dateRequested from UNESCO RPRequested from other sources (FUST)Review meeting of Pilot Project at IOC project Office for IODE (major participants)Maria Kalenchits & IODEFebruary 20105,000 15,000E-repository training workshop for other ODIN-PIMRIS partners (II phase)Maria KalenchitsApril 20105,000* Equipment support to II phase countriesMaria KalenchitsApril-June 20105,000 Country visits to II phase countries(expert mission) to provide assistance and advice with institutional e-repositoriesMaria Kalenchits & USP Digitization LibrarianApril-June 201010,000 Establish ODIN-PIMRIS scholarship program to support studies in librarianship via DFL (USP Certificate Program) two scholarships per yearODIN-PIMRIS Coordinator2010 2011  2,000 2,000Regional Review meeting of the project II phaseODIN-PIMRIS CoordinatorFebruary 201110, 000 10, 000 IODE XXI Session ODIN-PIMRIS Coordinator20114,000* - Total budget is 10,000; 5,000 approved by FUST in 2008 BREAKDOWN OF FUNDS REQUESTED FOR 2010-2011 (in US$) 20102011Requested from RPRequested from other sources (FUST)TotalRequested from RPRequested from other sources (FUST)TotalTraining activities5,0005,000Expert visits10,00010,000Scholarships2,0002,0002,0002,000Equipment5,0005,000Project management5,00015,00020,00010,00024,00034,000TOTAL:10,00032,00042,00010,00026,00036,000RP - UNESCO Regular Program Funds FUST The Flanders UNESCO Trust Fund ANNEXES: (available as separate information documents) Proposal for Pilot Project for a Regional Network of Pacific Island Marine Libraries (ODIN-PIMRIS) Summary Report of the ODIN-PIMRIS Pilot Project Meeting held on Friday, 19 September 2008 in the University of the South Pacific, Suva, Fiji Detailed project budget for 2009     IOC/IODE-XX/22 page  PAGE 4 IOC/IODE-XX/22 page  PAGE 3 Fpq|} > ? 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