i::1.*******************************ti aux document, techniques susceptible, d tre publics...

DOCUMENT RESUME

ED 359 962 IR 054 467

AUTHOR Durrant, FayTITLE A Regional Information System Strategy for the

Caribbean for the Year 2000.INSTITUTION Caribbean Community, Georgetown (Guyana).; Economic

Commission for Latin America and the Caribbean (UN),Port of Spain (Trinidad and Tobago).; InternationalDevelopment Research Centre, Ottawa (Ontario).

REPORT NO IDRC-MR214ePUB DATE 89NOTE 142p.PUB TYPE Reports Evaluative/Feasibility (142)

EDRS PRICE MF01/PC06 Plus Postage.DESCRIPTORS Change Strategies; Developing Nations; Economic

Development; Foreign Countries; Information Centers;Information Needs; *Information Networks; InformationServices; *Information Systems; *InternationalPrograms; Planning; *Policy Formation; RegionalPlanning; Resources

IDENTIFIERS *Caribbean; Information Policy; National Policy;Priorities

ABSTRACT

This document outlines the proposals for a regionalinformation system strategy resulting from a project undertaken bythe Caribbean Community Secretariat and the United Nations EconomicCommission for Latin America and the Caribbean Sub-regionalHeadquarters for the Caribbean. The document covers: (1) the role ofinformation in the development process; (2) policy issues as theyexist in relation to geographical groupings of Caribbean states; (3)priority information development sectors, such as agriculture,industry, and tourism; (4) information services required by thedevelopment community and by innovators in the public and privatesector; (5) description of programs offered by existing systems; (6)mandates of relevant organizations that have already implementedsystems in their areas of specialization; (7) description ofactivities of regional organizations in the development of regionalinformation systems; (8) activities of extra-regional andinternational organizations in the development of informationsystems; (9) examination of human, technological, information andfinancial resources available for maintenance of regional informationsystems; (10) national information policies; (11) mechanisms such aslibraries and statistical services that facilitate regional andnational information flow; (12) proposals that identify systems to belinked, recommend the establishment of systems meeting specificneeds, and create a regional network to consul* and monitor regionalinformation systems; and (13) policy monitoring. Reports of meetingswith regional organizations and a list of participants are appended.(KRN)

*****************i**::****1.*********************************Reproductions supplied by EDRS are the best that can be made

from the original document.**********************4************************************************

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CANADA

U.S. DEPARTMENT OF EDUCATIONOff ce of Educattonal Resemch and Improvement

EDUCATIONAL RESOURCES INFORMATIONCENTER (ERIC;

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"PERMISSION TO REPRODUCE THISMATERIAL HAS BEEN GRANTED BY

TO THE EDUCATIONAL RESOURCESINFORMATION CENTER (ERICI

January 1989

_J

The International De. elopment Research Centre is a ruche eurporation ere:lieuby the Parliament of Canada in 19-0 to m-iport re'earch Lit:signed :o ajant elenceand technolog :o the needs of doeloping countries. The t_ entre', acavitt ts

concentrated in ix sectors: agriculture, i'oeci anti nutrition sciences: health science':information sciences; social sciences: earth and engineering sciences: and com-munications. IDRC is financed solely b :he Parliament of Canada: its policies.hottetet., are set by an international Board of Goternors. The Centre's headauarter,are in Ottawa. Canada. Regional offices are iocar :d in Africa. Asia. Latin America.and the Nliddle East.

Le Centre ,le reenercnes pour le developpement interna:ionai. ocie-creee en 19-0 par une lot du Parlernent canadien. a pour mission des

recherches icant a Plapter Ia science et la technologie aux hesoins des pays enLieveloppement: it concentre son acti.ite dans six secteurs : agriculture. ahmenta-;on et nutrition: int ormation: sante: -ciences -..ienee, Je is :erne

ilenie eommunications. est !mance entierement par to Pariement eana-awn. inats t des gou.erneurs :mem:hot:at qui en utitern»ne i'orien-:anon et i;:s rootioues. a Ottat a (Canada). :1 a JeS pureaux region:tux en%Irique. en \' e. Arnerique latine c: au Nlo.en-orient.

El Centro Internacional Je In.estigaciones para ei Desarroilo es una corporacionpublica creada en 19'0 por ei Parlamento de Canada con el objeto de apoyar la

destinada a adaptar la ciencia t is teenoiogia a las neceskiacies deraises en de,arrono Su actl.idad eoncentra en 'els sectore-: cieneitt

colas. alimentos t nutricion: eiencias de Ia salmi: ciencias Lie is information: etenciaociales: eiencias Lie la tierra e ingenieria: comunicaciones. El Centro es ;Mali-cia& exclusiva.nente por el Parlamento de Canada. in embargo. sus politica,son trazadas por un Consejo de (Jobernadores de caracter internacional. La cededel Centro est a en Otta.t a. Canada.. 'us oilcinas regionales en America Latina.\ friea. Nla \ledio Oriente.

This series include, meeting documents, internal reports. and preliminary technicaldocument, that mat iait r term the basis of a tormal publication. Manuscript Reportis t;i.en a small uistribution to a highl. specialised audience.

La preserve serie est reser.ee aux documents issus de condones. aux rapports interne.,ti aux document, techniques susceptible, d tre publics nius lard dans une 'erie de otuni-cations plus soignees. D'un nrage resireint. le rapport manuscrit est destine a un puffin:fres specialise.

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IDRC-MR214e

A RDIECNAL INFCIRMATICN SYSTEM STRATEGY

RR THE CARIBBEAN RR 1HE YEAR 2000

Material contained in this report is produced as submitted and has not beensubjected to peer review or editing by IDRC Communications Division staff.

Mention of proprietary names does not constitute endorsement of theproduct and is given only for information.

Economic Commission for Latin America and the Caribbean (ECLAC) and theCaribbean COmmunity (CARICOM)

CONTENTS

I Foreword

II Introduction

III A Regional Information Strategy for the Caribbean to the Year2000: a study prepared for the Caribbean Development andCooperation Committee and the Caribbean Community by FayDurrant

EXECUTIVE SUMMARYSummary of recommendations

1. The role of information in the developmentprocess - information, scientificand technological informationinformation policy

Paragraphs

1 34

2. The geographical area 3E 42

3. Priority sectors for regional dcvelopment 43 47

4. Services required from the regional 48 63information systems

5. Regional information systems and 63 109programmes

6. The mandates of relevant organizations 110 135

7. Activities of regional organizations 126 185in the development of information policiesand systems

3. Activities of international organizations 186 -,229in the development of regional informationpolicies and systems

9. Information infrastructre 22C 296(a) Information resources(b) Human resources(c) Technology resources(d) Financial resoJroes

10. National information policies

111

297 3'3

11. Mechanisms which facilitate national andregional information flow(a) Libraries(b) Referral centres(c) Statistical services(d) Data communications(e) Telecommunications(f) Mass communications

12. Policy proposalsRegional policy issuesRegional compatibilityThe scope of regional systems

13. Proposals for implementation of theregional information systems strategythrough a network of regional informationsystems

Proposed changes in regionalinformation systemsSectoral information systemsLanguages for disseminationof informationRecommendations for implementation ofthe regional information strategyPo7ic1 monitoring mechanisms

IV

329 339

340 336

337 457

APPENDICES TO CONSULTANT'S REPORT

1. Consultant's mission tc UNECLAC. the CARICOM Secretariatand Member states Officials consulted

2. References

Report of the Meeting on Regional Information Strategy forthe Caribbean: ECLAC and CARICOM. United Nations EconomicCommission for Latin America and tne Caribbean (ECLAC) andthe Caribbean Community (CARICCM).

V Postscript: the Consultative Committee on Caribbean RegionalInformation Systems.

iv

FOREWORD

Over the years, the Information Sciences Division of IDRC hassupported a number of information systems in the Caribbean, rangingfrom multi-disciplinary national and sub-regional systems to thosewith specialized sectoral foci. We were, therefore, particularlypleased to be able to respond to this joint initiative from theTrinidad and Tobago office of the Economic Commission for LatinAmerica and the Caribbean (ECLAC) and the Secretariat of the CaribbeanCommunity (CARICOM) in seeking support for the development of aregional information policy. The request emphasized the importance thegovernments of the region accord to the role of effective informationservices in the development process, and the long term commitment totheir support.

The imperative of formulating information policies to ensure bettercoordination and cunperation between information systems and services,to make the most effective use of scarce resources, and ensure theready accessibility of information to busy decision-makers anddevelopment practitioners is as valid for developed as developingcountries - and many lessons can be learnt from individual experiencesin developing and implementing these policies.

The process is intensive and time-consuming, and the iterative cycle ofresearching, reporting, consulting, presenting, and endorsing ofrecommendations that may result in a national or regional policystatement serves only to set the stage for implementation.

Many national information policy statements exist and reflect thehard work of the individual countries, and their belief that these arenecessary instruments to support their development programs. There isless information available on the successful implementation of thesepolicies, or on regional initiatives such as this one.

The substance of the Caribbean experience in achieving tnis platformfor regional action will interest a wide range of audiences. Thismanuscript report presents the Consultants's report, therecommendations agreed at a meeting of the region's informationprofessionals, and a brief note on the orasentation of theserecommendations at the Eighth Meeting of the Conference of Heads ofGovernment of the Caribbean Communiti June/July 1987 and tne Tenthsession of the Caribbean Development and Cooperation Committee (CDCC).

The recommendations were ratified by all parties and the first meetingof the Regional Consultative Committee on Caribbean RegionalInformation Systems took place in October 1988.

Martha StoneDirector,Information Sciences,International Development Research Centre

vi

INTRODUCTIONto

Regional Information Strategy Document

The impetus for the development of regional information systems in theCaribbean developed greater momentum when it was recognized by policy-makers and their researchers that the provision of information wascentral to the economic and social progress of the region. The impetuscame at a time when Caribbean governments were looking towardscooperation among themselves as a means of resolving many of theirdevelopmental problems. Mechanisms for the exchange of information andexperiences among countries were viewed as critical.

It is within this background of recognition of the importance ofinformation for development and the need for regional organizationssuch as the Caribbean Development and Cooperation Committee (CDCC), theCARICOM Secretariat, the Caribbean Development Bank and more recentlythe Organization of Eastern Caribbean States - to access data abouttheir member states, that Caribbean governments began to give mandatesfor the development of regional information systems in various priorityareas. The political will of governments and their commitment toupgrade national information infrastructures and to develop channels ofcooperation led to the development of regional information networks inareas such as trade, agriculture, planning, patents, energy andtechnology.

This collaborative approach to the development of information systemshas provided several benefits and is generally accepted by governmentsas an appropriate way of implementing regional cooperation in the fieldof information. In the early states of the development of thesenetworks, there was little scope for overlap because the sectors andprincipal users were clearly identified. However, between 1984 and1987, eight regional systems were in the process of being estaolishedand ten others planned. There is a strong possibility that duplicationand overlap will occur. There is also concern about the financial,human and physical resources to sustain these systems after externalfunding has ceased.

Both ECLAC/CDCC and CARICOM Secretariats have been concerned with thepossible acceleration of these regional information systems withoutthere being an agreed information policy to provide guidelines for suchdevelopment and the International Development Research Centre (IDRC),Canada was approached to fund a consultant mission to discuss theissues involved with policy-makers, planners, technical personnel andinformation specialists in the region, and to prepare an analyticalreport of the situation and make recommendations for a strategy to beimplemented in the future. The present report is the result of theconsultant mission and was submitted to governments for considerationand reviewed at an experts meeting neld in Port-of-Soain in May 1987.

vii

The CARICOM Heads of Governments and the Caribbean DevelopmentCooperation Committee have since accepted the recommendations andmandated the respective Secretariats to work jointly towards theestablishment of a Consultative Committee on Caribbean RegionalInformation Systems.

The CARICOM and ECLAC/CDCC Secretariats are pleased to see the fruitionof this definitive work on the development of information systems Inthe region and endorse the publication of this report.

This publication may be regarded as a first .tep towards thecoordination cl regional efforts to manage the information resourcesof the region and it provides a basis for the continued monitoring andupdating of developments in this field.

The Consultative Committee on Caribbean Regional Information Systemsconsiders the existence of this work as an important support for thedevelopment of its programmes.

ECONOMIC COMMISSION FOR LATIN AMERICA AND THE CARIBBEANSubregional Headquarters for the Caribbean

CARIBBEAN COMMUNITY (CARICOM) SECRETARIAT

i4)

viii

A REGIONAL INFORMATION SYSTEM STRATEGY FOR THE CARIBBEANTO THE YEAR 2000: a study prepared for

the Caribbean Development and Cooperation Committee andthe Caribbean Community

Report preparec by Fay Durrant Consultant

EXECUTIVE SUMMARY

This document outlines the proposals for a regional informationsystem strategy which have resulted from the exercise jointlyundertaken by the Caribbean Community (CARICOM) Secretariat, and theUnited Nations Economic Commission for Latin America and the Caribbean(UNECLAC) Sub-regional Headquarters for the Caribbean, with financialsupport from the International Development Research Centre (IDRC).

In an effort to identify the relevant issues which impact on theregional information systems, and to determine an acceptable strategy,the consultant examined the factors influencing the development of theregional information systems, the resources available in the region,and the national policies and plans which are to be implemented in thenext decade, and has therefore made recommendations on the developmentof the systems, as well as their products and services.

While undertaking a mission to the UNECLAC Sub-regionalHeadquarters for the Caribbean, the CARICOM Secretariat, Trinidad andTobago, Barbados, Saint Lucia, the Dominican Republic, Jamaica, andCanada, the consultant discussed issues outlined in the Backgroundpaper relating to the development of a regional information policy withofficials responsible for the development of national informationpolicies, national information systems and regional informationsystems, and programmes.

The draft report of the Consultant was reviewed by a technicalmeeting of the system managers and other specialists, and themodifications proposed by the meeting have been included in this finaldocument.

CHAPTER 1

The regional information systemsThe regional information systems under discussion have been

established by the governments of the region to provide access to datarelating to or relevant to the member states, and to provide thisinformation as an input to the regional development process.

2

CHAPTER 2

The geographical areaThe regional groupings included in this study include the

Caribbean Development and Cooperation Committee, :CDCC), the CaribbeanCommunity (CARICOM), The Caribbean Development Bank (CDB), and theOrganization of Eastern Caribbean States, (OECS). As the membership ofthese groupings overlaps, it seemed appropriate to examine the policyissues in relation to the English-speaking Caribbean, Cuba, Haiti, theDominican Republic, Suriname, the Netherlands Antilles, and Aruba.

CHAPTER 3

Priority sectorsAgriculture, Industry, Energy, Trade, Tourism, Socio-

economic planning, Public Health and Preventive Medicine,Education, Disaster Preparedness and the Environment, wereidentified by member states as priority development areas andregional information systems exist or have been proposed fcrthese priority sectors, except Tourism and the Environment.The technical meeting requested that culture be also includedas an area for the development of a regional informationsystem.

CHAPTER 4

Information needs and services requiredIt is proposed that he systems will serve all members of the

development community : policy-makers, planners, administrators andmanagers, technical personnel and researchers in the service of thegovernments of the member states, and will also extend their servicesto other members of the community, the farmers, entrepreneurs, and theexporters the potential innovators in the public and private sector.

CHAPTEP 5

Regional information systems and programmesRegional and sub-regional systems exist in the areas of

Agriculture, Disaster Preparedness, Trade, Socio-economic planning,Industry, Energy, and Banking and Finance, and include or expect toinclude, bibliographical data on documents produced in or abcut theregion, textual data on regional specialists and specialistinstitutions and research in progress, and quantitative data onregional production.

3

One system has been repackaging specialist information fordistribution to small-scale industrialists The CaribbeanTechnological Consultancy Service (CTCS), and another system theAssociation for Caribbean Transformation Agricultural InformationService, ACT-AIS has also been using English- language, and Creole radioprogrammes to disseminate information to the agricultural communities.

CHAPTER 6

The Mandates cf relevant organizationsThe CARICOM Secretariat and the UNECLAC Sub-Regional Headquarters

for the Caribbean have been implementing information systems inrelation to their areas of specialization, and they are expected towork closely in the implementation of this strategy, and in the futureon the coordination of the policies relating to regional informationsystems.

CHAPTER 7

Activities of regional organizations in the development ofregional information systemsSeveral regional organizations incluoing the UNECLAC

Sub-regional Headquarters for Caribbean, the CARICOM Secretariat, theCaribbean Development Bank, The University of the West Indies, The CEOSSecretariat, now serve or are expected to serve as the regional andsub-regional focal points for regional information systems which fallwithin their areas of specialization.

CHAPTER 3

Activities of extra-regional and international organizationsin the development o-c regional information systems

Extra-regional and international organizations have providedtechnical and financial assistance in the development of the regionalinformation systems. They include the main donor agency TheInternational Development Research Centre (IDRC), as well as Unesco,the Commonwealth Secretariat, the Organization of American States(OAS), the United Nations International Trade Centre (UN ITC) and theWorld Intellectual Property Organization (Win).

CHAPTER 9

ResourcesAn examination of the human, techno:ogical, information, and

financial resources now available for the maintenance of the regionalinformation systems demonstrated, a significant improvement over thepast decade. There is need, however, for continued national andexternal support for infrastructural development if the systems are toachieve their stated objectives.

CHAPTER 10

National policiesAll member states have discussed the development of national

policies and the majority have prepared formal statements on theobjectives of developing a national information system for thelibraries in the country. These policies do not however cover allareas of the information sector. Details on policies governingparticipation in regional information systems which had to be gleanedfrom current activities indicate that participation in the regionalsystems is in keeping with the policies of the member states.

CHAPTER 11

Mechanisms which facilitate the national and regionalinformation flowLibraries and documentation centres, statistical services,

referral centres, postal services, data and telecommunicationsfacilities, and mass communications media, were considered to be themain means of facilitating the regional and national information flow.Lack of intra-regional data communication facilities is a barrier tothe flow of information and it is recommended that the University ofthe West Indies Distance Teaching Experiment (UWIDITE), anc otherexisting regional facilities be investigated as the basis of a publiclyavailable regional data network.

CHAPTER 12

ProposalsThe proposals detailed in chapters 12 and 13 identify tne s.stems

which should be linked to prevent unnecessary duplication and to ensurethat the data collected can be provided to tne users. Proposals arealso made for establishing systems for health, the environment, andtourism, and for standardization and compatibility between all thesystems.

5--

Further development of the human resources to manage the regionaland related national systems is also proposed, both in terms of newtraining and upgrading of skills to match the requirements of using thenew technology, and providing a more vibrant information service.

CHAPTER 13

It is proposed that the linkages of the systems with the nationaland regional mass media will provide for a wider dissemination ofinformation to the development community.

The establishment of a Regional Network of Information Systems isproposed. This network would be a consultative advisory and monitoringmechanism for regional information systems.

In order that these proposals could be discussed, and adopted byall involved in their implementation, they were discussed initially ata technical meeting of system managers, and other specialists, andsubsequently submitted to all the member states and to the nextmeetings of the Caribbean Development and Cooperation Committee, theCARICOM Ministers responsible for national information systems, and theCARICOM Heads of Government Conference.

Policy monitoring

It is recommended that this be the responsibility of the NetworkConsultative Committee, which would be composed of the managers of theregional systems, and which would, through regular consultation,determine policies relating to existing and proposed systems.

RECOMMENDATIONS FOR IMPLEMENTATION OF THE STRATEGY

NETWORK MANAGEMENT

Regional information systems for providing access to theinformation produced in or about the region, should be established ordeveloped in the priority areas of:

AGRICULTUREBANKING AND FINANCEDISASTER PREPAREDNESSEDUCATIONENERGYTHE ENVIRONMENTHEALTHINDUSTRYLAW

SOCIO-ECONOMIC PLANNINGTRADETOURISMUNEMPLOYMENT

6

The rationalization of the systems, and the linkages proposed, inthe report be used as a guide to eliminate overlap and for determininglinkages of related systems.

As the implementation of the policies will require coordination ofthe activities of these systems, it is recommended that a CaribbeanNetwork of Regional Information Systems be established. The Networkshould be composed of the existing regional information systems, andothers as developed, and the Consultative Committee would determinecurrent and ongoing policies, the boundaries between systems, and thelinkages of related existing and proposed systems.

There should be regular consultation between the members of thecommittee, and the University of the West Indies Distance TeachingExperiment (UWIDITE), should be investigated as a means ofcommunication between the members.

The fact that the regional systems are multi-disciplinary,requires that the strategy be ratified at the highest governmentallevel. It is therefore recommended that the strategy be presented tothe next meetings of the Heads of Government of the CaribbeanCommunity, and to the next meeting of the Caribbean Development andCooperation Committee (CDCC).

The CARICOM Secretariat and the UNECLAC Sub-regional Headquartersfor the CaribbeA, should be responsible for presenting proposed changesin the strategy to the future meetings of the Heads of GovernmentConference, and of the Caribbean Development and Cooperation Committee.

The Network should be recognized as the regional link withextra-regional and international agencies. This would encourage thedevelopment of the regional systems within a systematically developedstrategy.

SYSTEM DESIGN

There should be an overall design for each of the systemsproposed. This design should include consultation with member states onthe basic structure of the system, their participation, and projectproposals for extra-regional funding.

INPUT

As the systems are based on locally produced and locally relevantmaterial, it is also recommended that the member states and regionalorganizations ensure that their policies of classification anddeclassification facilitate access to unpublished documents and otherdata on the results of regional experience and research.

7

PROCESSING

That the techniques employed for processing the systems' data beselected in relation to current regional practices and facilities, andthat these be periodically reviewed in order-to take advantage ofchanging technologies. That common methodologies and input formats beemployed for the design and structure of the systems' databases.

Hardware

As the distribution of copies of regional databases to memberstates will require compatibility of equipment, it is recommended thatthe equipment used in the micro-computer-based systems be IBMcompatible machines for which servicing is locally available.

Software

As the Micro CDS/ISIS software package produced by Unesco is themost appropriate package presently available, it is recommended thatthis be the software standard for bibliographical databases. AsUNECLAC has been designated by Unesco as the regional distributioncentre, it should also be requested to continue training staff of thenational and regional centres, and to investigate the possibility ofdata transfer between MINISIS, CDS/ISIS, and OCLC, which shouldfacilitate the participation of the University libraries in theregional systems.

8

DISSEMINATION OF INFORMATION

Information on the systemsMember states should be made aware of the systems, their

structure, services, and local points of access to the systems'resources. The public and private national and regional media should beused to promote the systems. The newsletters of the regional

organizations, CARICOM Perspectives, CDCC Focus, and CARINET shouldbe employed to publicize the systems and their services whereverpossible.

Information on the regiona' information system strategyThe strategy as finally confirmed by the member states should be

as widely circulated as possible, within the region as well as toextra-regional and international organizations involved in thedevelopment of the regional information systems.

Information held by the systemsUsers and potential users need to be aware of the information held

by the systems, and it is therefore recommended that updated copies ofthe regional databases should be available to the national focalpoints. Printed output should also be distributed to provide backupsfor the computerized systems.

Repackaging of informationSignificant pieces of information, held by the systems should be

summarized, analyzed, reviewed and disseminated through the mass media.

Access to external databasesRelevant information produced outside of the region should be made

available to users of the region through relevant systems, when theregional databases have been established.

Data communicationIt is recommended that a regional data network be established to

facilitate communication, and to reduce travel costs between thenational and regional focal points of the systems. It is recommended

that the feasibility of using UWIDITE and other regional facilities asthe basis of this network be further investigated.

NATIONAL POLICIES

The development of national information policies for theinformation sector will facilitate national development, and willclarify the relationships with regional systems and programmes. Thereshould be regular communication between the national focal points andthe regional centres to ensure the implementation of the nationalpolicies.

9

HUMAN RESOURCES

Programmes for the development of information professionals shouldinclude training in areas required by the systems. This should includelong and short term training in the areas ofsystems analysis, computerliteracy, and the repackaging of information, the languages of themember states, and other subject specializations.

FINANCIAL RESOURCES

Information should be designated a priority area for nationalbudgetary funding and for external technical and financial assistance.Regional agencies should provide assistance at the national levelwithin the framework of the regional system strategy.

Future developmentsThe above proposals have sought to rationalize the development of

the regional information systems with particular emphasis on theaspects the responsiveness of the systems to their constituencies. Themechanisms recommended for implementing these proposals have involved:

Initial review by a meeting of the systems' managers, and othertechnical experts

Circulation of the proposals to all member states

Submission to meetings of the:

Caribbean Development and CooperationCommitteeHeads of Government Conference of theCaribbean Community.

The acceptance by the above groupings of minIsters is expected tcprovide the Mandate for implementation of the strategy, and thereforeensure its availability as the framework governing the regionalinformation systems to the year 2000.

- 10

HEADS OF GOVT/ \

/ \/ \

/ \/ \/

/ \

/ \

CARIBBEAN DEVELOPMENT AND CARICOM COUNCIL OF MINISTERS

COOPERATION COMMITTEE \

/ \

/ \

/ \

/ \

/ \

/ \CONSULTATIVE COMMITTEE ON REGIONAL INFORMATION SYSTEMS

advising:

THE CARIBBEAN NETWORK OF INFORMATION SYSTEMSin the areas of :

AGRICULTUREDISASTER PREPAREDNESS

INDUSTRYTRADEENERGY

BANKING AND FINANCESOCIO-ECONOMIC PLANNING

AND OTHER SYSTEMS AS DEVELOPED

A PROPOSED FRAMEWORKFOR THE DEVELOPMENT OF THE REGIONAL INFORMATION SYSTEM

STRATEGY

RECOMMENDEDCARIBBEAN NETWORK OF REGIONAL INFORMATION SYSTEMS

SECTOR

MULTI-SECTORAL

TYPE OF DATA

Biblio Textual Quant Repakg Mass Media links

OECSINFONET

(providing linkages with the regional informationsystems)

RECOMMENDED SYSTEMS

SECTOR TYPE OF DATA

ALL SECTORS


*CARSTINRESEARCHDATABASE(to be established in conjunction with theregional focal points)

AGRICULTURE ----CAGRIS

CARDI

*MARINE SCIENCE

*CAMIS

'CARSTIN

ACT

*ANIMAL DISEASE

TRADE CARTIS CARTIS CARTIS

12-

RECOMMENDEDCARIBBEAN NETWORK OF REGIONAL INFORMATION SYSTEMS

SECTOR TYPE OF DATA

SOCIO-ECON


CARISPLAN CARISPLAN

INDUSTRY CARPIN CARPIN

CTCS

ENERGY CEIS CEIS CEIS

HEALTH *CARICOM/PAHOCAREC

EDUCATION

DISASTERPREPAREDNESS

LAW *REGIONAL LEG :

*MARINE LAW----

* SYSTEMS PROPOSED FOR IMPLEMENTAT:ON

13

REGIONAL PRIORITY AREAS RECOMMENDED FOR DEVELOPMENTOF REGIONAL INFORMATION SYSTEMS

ENVIRONMENT

TOURISM

UNEMPLOYMENT

CULTURE

Development of repackaging services and linkages with CANA otherregional mass media, and the national mass media is recommended for allregional information systems.

Abbreviations for TYPES OF DATA

Biblio BibliographicalQuant QuantitativeRepakg Repackaging

14-

INFORMATION SYSTEMSFOR PRODUCTION, MANAGEMENT, POLICY MAKING, AND RESEARCH

WITHIN THE CONTEXT OF CARIBBEAN DEVELOPMENT

CHAPTER 1

BACKGROUND

1. These policy proposals which have resulted from consultations witnthe Member states, and with the relevant regional and internationalorganizations have identified suitable courses of action fcr:

Maximizing the returns and benefits from regionalinformation systems

Creating a framework, as the basis for systematicimprovements and/or development of new systems and services

Ensuring that the services of these systems will indeedbe directed to improving the welfare of the ultimatebeneficiaries, the population of the region

2. The descriptions of the regional information systems all indicatea common goal of:

providing information which can reach the ultimate users, thepopulation of the region, can be channeled into productiveinnovation, and consequently promote development .

sharing of regional information and experience among theMember states.

assisting Member states in the development of their nationalfocal points, and participating centres, and consequently theimprovement of their national information services.

3. Since the beginning of the 1970's there have been severalinitiatives for establishing regional information systems servingvarious levels and types of users. As the systems all serve most ofthe same Member States, it is crucial that:

the systems should be compatible

that overlap be eliminated or at least reduced

that the methodologies and functions be standardized tdachieve maximum accessibility and

15

that there should be national and regional referralservices to provide effective Keys for accessing the system.

4. There are also gaps in the types of services and the levels atwhich the services are provided, and the policy proposals havetherefore identified a common goal for these systems, and consequentlydetermined areas in which other types of and additional services willbe required.

5. As the regional systems continue to work within the framework oftheir Mandates, an analysis of the relevant informat.on policy issuestherefore involved an examination of:

The mandates for the creation of the systems

The role of the systems in the development process

The information environments in which the systems exist

The users and beneficiaries identified

The type of data input to the systems

The impact of the systems' products and services or thebeneficiaries.

6. In addition to the existing regional information systems there arealso systems which have been proposed or are in the process ofdevelopment. These regional systems while designed within the generalobjective of improving regional cooperation and development, requirecoordination and an overall policy framework which is in line withnational priorities, and which can deliver services appropriate tonational information requirements.

7. Agencies responsible for managing systems, and external agencieswhich provide assistance to the region, will need some guidingprinciples for the direction of the systems, and the desirablecharacteristics for their development.

8. In some cases the impact of the systems can be strengthened bmodification of the form in which tr.e output is delivered. In allthe mechanisms used to facilitate national and regional informationflow, will need to be augmented to ensure more effective informationtransfer.

9. As information is not an end in itself, the ultimate goal of theseinformation handling activities must be the harnessing of the resourzezof the information systems of the region into outputs which advance theregional development process. The 'Ultimate Goal' can therefore bedescribed as:

16-

TRANSMITTING THE RESULTS OF RESEARCH AND DEVELOPMENT PROJECTS

THROUGH

\ INFORMATION SYSTEMS

TO

RESEARCHERS AND SCIENTISTS

TO

POLICY-MAKERS, PLANNERSPROFESSIONAL PRACTITIONERSPRODUCERS AND MANAGERS

TO

THE INNOVATORS ANDTHE ULTIMATE BENEFICIARIES

'THE GENERAL PUBLIC'

1

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INFORMATION IN THE CONTEXT OF CARIBBEAN DE:ELOPMENT

10. Informatics the rational and systematic application of all typesof information and information services: data, bibliographicalinformation and information technology to economic, social andpolitical problems was the main thrust of this analysis. Informationin these policy proposals therefore relates to all the developmentsectors, and the information systems reviewed, and analyzedconsequently includes systems in the areas of:

AGRICULTUREEDUCATIONENERGYINDUSTRYSOCIO-ECONOMIC PLANNINGTRADE

11. These systems are being developed within the information sector,an increasingly multi-disciplinary sector which gradually is beingsuper-imposed on the other development sectors. The information sectoris here defined as being composed of statistical data services,libraries, and other bibliographical information services, andcommunication facilities, with the service organizations beingfacilitated in the provision of information by various aspects ofinformation technologies.

12. According to its application, information provided by the regionalinformation systems falls into the following categories:

Information for problem-solving and decision-making

Information as an input to applied technological research

Information as an input to socio-economic development

Information as an input to the development of enterprises.

The definition of "Information" in the Organization for EconomicCooperation and Development's review of National - Science andTechnology Information Policy Canada relates to:

"all data concerning the present state, progress, or results ofresearch and development, and concerning the use of such resultstogether with all other applicable data which might be used intechnical or research and developmental activities."

(OECD Review of National Science and Technology InformationPolicy Canada)

This seems to be the most appropriate definition in the context of theregional information systems.

13. This definition was therefore used tc guide the initial analysisof information as required for development, as provided byinformation facilities in the Caribbean. It will therefore consider,the interactive process of information provision through informationhandlers or information practitioners including:

librariansdocumentalistsinformation analysts

whose work is facilitated by :

systems analystsstatisticiansmass media personneltelecommunications personnel

computer scientistssubject specialists

and others involved in the collection, processing and dissemination ofinformation.

14. The processes involved in the provision of information include:

The assessment of information needs of an individual,organization or population group

Determination of optimal ways to fill such needs

Assistance to clients in information use

Assurance of systematic follow-up and feedback to permitevaluation of the effectiveness of information services

Assessment of the output of the system on behalf of the enduser, or organization or group of formal information systems,support networks, and human resouroe networks.

15. These activities are all accomplished within the informationsector which includes sources of information, presented in variousformats. Services are also provided, and as a result of the informationactivities in which the users of information and the information agentsinteract, the satisfaction of the user is achieved.

0

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THE INFORMATION SECTOR

INFORMATION SOURCES

TYPES OF INFORMATION

Quantitative BibliographicalInformation Information

Textual information

INFORMATION FACILITIES

Communication

Statistical Libraries MassServices Documentation centres communications

Information analysis servicesData collection centres Postal services

and analysis Referral centres Tele-centres Clearinghouses communications

Archives servicesData

communicationsservices

INFORMATION ACTIVITIES

Information productionPrimary informationPublishing

Secondary informationAnalysis

Transaction informationInformation brokerageRegistration and protectionof intellectual propertyInformation use

User educationMarketing of information

services

INFORMATION AGENTS

Statisticians Information handlers CommunicatorsData analysts and managers Translators

-20-

INFORMATION USERS

INFORMATION AS A PROCESS

16. Information is useful only if accessible to the users andpotential users, and therefore the basic objective of all informaticnsystems, as originally proposed by Ranganathan, is to provide:

THE RIGHT INFORMATIONTO THE RIGHT USERAT THE RIGHT TIME

17. Information as a process is closely related to the innovationprocess a sub-process of development. The basic functions ofinformation provision can therefore be related to the variousactivities of research, development, and innovation which take place inthe development process within the Caribbean.

18. The transfer of information between researcher and developmentplanner and innovator is a process which is ongoing with or without theinput of 'Development Information Systems'. It is expected, however,that the formal information systems facilitate more efficientinformation transfer required for innovation, and can therefore freethe technical personnel to carry out their developmental activities,rather than engaging in some of the time-consuming activities ofsearching for information.

19. The successful transfer of knowledge from the information systemto the innovation process can be partly measured in terms of theservices provided to those responsible for research and developmentactivities. On the other hand the successful transfer of informationas an input to the development process is not always clearly definable.There is need for the managers of the information systems to monitorand evaluate the systems' activities in order to determine theinfluence of the information sub-system on the advancement of thevarious areas of the innovation process.

20. The collection and analysis of data on the activities, of theinformation systems, should provide the required feedback on theirperformance, and on the accomplishments of the systems in meeting thegoals defined earlier.

THE POLICY-MAKING PROCESS PUBLIC POLICY AND INFORMATIONPOLICY

21. As information production, transfer and use aremulti-disciplinary, and multi-sectoral activities, policies governingtheir direction, and development are likely to be public policies. Inthe Caribbean, this factor is perhaps more influential, than elsewhere,as such a large percentage of the information sector is the

21

responsibility of government. Public policy can be consideredequivalent to government strategy, and to a pattern of action thatresolves competing claims, and in some situations provides incentivesfor cooperation.

22. Although it is expected that those who share common goals would infact undertake common action, it is recognized that the various meansof reaching a common goal might lead to a variety of actions, andtherefore public policies will be required to determine the mostsuitable.types of governmental, private, and public actions whichshould be undertaken in the development of the regional informationsystems, to ensure that the common and "Ultimate Goal" is eventuallyachieved.

INFORMATION POLICY

23. The major goals of information policy as a component of publicpolicy can be stated as:

Ensuring the effective utilization ofaccumulated knowledge in science and technology,social sciences, and all other areas of thedevelopment sciences, in order to achievenational objectives for the betterment of society.

Promoting the use of development science information fordevelopment.

Ensuring the availability of adequate information fordecision-making, management, and policy-making bothin the public and private sectors.

Focussing the attention of governments and privateorganizations on the value of information availability anduse.

OECD 1977

24. It may be expected that a regional information policy, in furtherdefining the related oojectives, can provide a definitive course ormethod of action, to which participating organizations can s-.:scribe,and that these policies, selected from among the alternatives, canguide future decisions and actions.

25. The definition of a strategy for the development of the regionalinformation systems will be influenced by:

-22-

the needs of the users immediate users and ultimatebeneficiaries

existing information policies national or regional

the information infrastructure

the availability of:

information facilities and resources appropriateinformation technologyhuman resourcesfinancial resources

This strategy incorporates the issues outlined in the current Unescoguidelines for the development of national information policy, as itdiscusses the relevant policy issues in relation to the development ofspecific information systems and programmes.

26. The development of an information strategy for the Caribbeaninvolves the coordination of national development policies relating toinformation by:

Determination of relevant government actions and proposals,and plans

Determination of areas cf common interest in informationdevelopment in the region

Determination of areas of coordination required fcr thesuccessful expansion and development of regionalinformation systems.

27. The above factors might be modified as national and regionaldevelopment takes place, but in order to ensure that the actions agreedtc in the determination of the rE.gional oolicy can in fact beimplemented, the policy objectives should be incorporated into nationaland regional planning mechanisms. PrcAision for implementing the polio:proposals, should be given a clearl demarcated role in the futureplanning of the information sector.

28. Within the context of the goa's of the existing and proposedinformation systems, and current and expected resources, it is proposedthat the policy development process adoot the basic strategy of:

Coordination of present activities

Identification of additional services required

Recognition of existing services requiring furtherenhancement

- 23-

Definition of initiatives which should be encouraged at thenational and regional levels

Definition of the roles of governments

Evaluation of the roles of regional and interna:ionalorganizations

29. The information systems will be expected to support the currentactivities for the solution of the regional problems of which themost notable is:

The need for sustained economic and social development.

Several regional research projects and studies have shown thatsome of the current economic and social problems can be attributed to:

andLack of appropriate technological information

An inappropriate pattern or technological change.

30. These research findings have been particularly demonstrated by theresults of the two Caribbean Technology Policy Studies Projects whichwere undertaken by the University of the West Indies and the Universityof Guyana between 1974/5 and 1983/4.

31. The policies established by the Member states to govern theactivities of the regional organizations:

The United Nations Economic Commission for Latin America andthe Caribbean (UNECLAC) (as the Secretariat for theCaribbean Development and Cooperation Committee(CDCC))

The Caribbean Community (CARICOM) Secretariat

The Caribbean Develonment Bank (COB)

The Organization of Eastern Caribbean States (OECS)

The University of the West Indies (UWI)

all subscribe to the concept that the:

24-

"large pockets of chronic poverty, in both urban and rural areas,endemic unemployment, and deficiencies in basic amenities, continue tccharacterize the lot of the region's population .. and tnat there areno spontaneous forces which will lead to any substantial improvement inthe current situation." Regional activities. have therefore focussed on-a commitment on the part of Member States to practice at one and thesame time self-reliance at the national and regional levels in order tofulfil their development objectives." (Group of Caribbean Experts1981)

32. Girvan (1983) in analyzing the results of the studies completedunder the Caribbean Technology Policy project, also identifies the needfor solving regional problems through the linkage of the various levelsof developmental activities, and further indicates the need for theavailability of appropriate technological information at each level.

33. The information systems which have been put in place since theestablishment of The Caribbean Information System - Eccnomic and SocialPlanning Sector (CARISPLAN), the first setter of the CaribbeanInformation System, in 1979, have provided some solutions tc theproblems of an incomplete information transfer cycle within the region,and have new cegun to make available appropriate technologicalinformation.

34. There are, however, gaps in the information transfer cycle theprocess of trarsfer of information:

from the producers of information including researchers

through editors and publishers

through various types of information centres, libraries,clearinghouses, and data centres

throw-h information analysis centres

through tertiary services for the evaluation, abstracting,and re-packaging of information

to the various types of users act7ve in the developmentprocess in the region.

The policy proposals identify the gaps in the information transfercycle, areas for further expansion and development, of the existingregional systems, and new systems which should be established inpriority development areas.

-25-

THE GEOGRAPHICAL AREA

CHAPTER 2

35. This analysis will be concerned with the Member states of theCaribbean Development and Cooperation Committee (CDCC). Member statesare represented by Ministers of Foreign Affairs, on this committee,which determines the policy directions of the United Nations EconomicCommission for Latin America and the Caribbean (UNECLAC), as regardsthe Caribbean.

36. This grouping was established in 1976 and provides policy advisoryservices to the Member States. The CDCC has also requested theestablishment of some operational services including informationsystems in the areas of socio-economic information for planning,patents, and agriculture.

37. The Member states of the CDCC are:

1. ANTIGUA AND BARBUDA2 ARUBA3. THE BAHAMAS4. BARBADOS5. BELIZE6. THE BRITISH VIRGIN ISLANDS7. CUBA8. DOMINICA9. THE DOMINICAN REPUBLIC10. GRENADA11. GUYANA12. HAITI13. JAMAICA14. MONTSERRAT15. THE NETHERLANDS ANTILLES16. SAINT LUCIA17. ST KITTS NEVIS18. ST VINCENT AND THE GRENADINES19. SURINAME20. TRINIDAD AND TOBAGO21. THE US VIRGIN ISLANDS

26

38. This grouping includes the membership of the Caribbean Community(CARICOM), most of the membership of the Caribbean Development Bank(CDB), and most of the membership of the Organization of EasternCaribbean States (OECS)

39.

as listed below:

The Caribbeanstates of the

CARICOM OECS CDB *

1 ANTIGUA AND 1 ANGUILLA 1 ANGUILLABARBUDA 2 ANTIGUA AND 2 ANTIGUA AND

2 THE BAHAMAS BARBUDA BARBUDA3 THE BAHAMAS

3 BARBADOS 3 BRITISH VIRGIN 4 BARBADOSISLANDS 5 BELIZE

4 BELIZE 6 BRITISH4 DOMINICA VIRGIN

5 DOMINICA ISLANDS5 GRENADA 7 CAYMAN

6 GRENADA ISLANDS6 MONTSERRAT 8 DOMINICA

7 GUYANA 9 GRENADA7 SAINT LUCIA 10 GUYANA

8 JAMAICA 11 JAMAICA8 ST CHRISTOPHER- 12 MONTSERRAT

9 MONTSERRAT NEVIS 13 SAINT LUCIA14 ST KITTS

10. SAINT LUCIA 9 ST VINCENT AND NEVISTHE GRENADINES 15 ST VINCENT

11 ST KITTS AND THENEVIS GRENADINES

16 TURKS AND12 ST VINCENT AND CAICOS IS

THE GRENADINES 17 TRINIDAD ANDTOBAGO

13 TRINIDAD ANDTOBAGO

* NOTE: The Caribbean Development Bank (CDB) includes extra-regional countries (not listed here ) in its membership.

40. The Caribbean Community (CARICOM), the Organization of EasternCaribbean States (OECS), and the Caribbean Development Bank, (CDB) arealso involved in regional development, and are therefore groupingswhich have been mandated by the states of the region to implementregional scientific and technological information systems.

-27-

41. As stated earlier the CDCC membership includes most of themembership of the other major regional organizations, and therefore thegeographical area for the study consists of the English-speakingCaribbean, Cuba, Haiti, the Dominican Republic, Suriname, TheNetherlands Antilles, and Aruba.

42. Examination of the geographical coverage of the regionalinformation systems has shown that The Caribbean Information System forEconomic and Social Planning (CARISPLAN) is the only system which isindeed operational in all the Member states of the CDCC. The othersystems, although designed for expansion of membership as they develop,are operating within or are proposed for initial operation within theCARICOM countries. There are general expectations of geographicalexpansion of the systems, but there are, as yet, no timetables forexpanding the services.

- 98 -

PRIORITY SECTORS IN CARIBBEAN DEVELOPMENTAL ACTIVITIES

CHAPTER 3

43. At various stages during the past decade, the Member states of theCaribbean Development and Co-operation Committee CDCC), the CaribbeanCommunity (CARICOM), the Caribbean Development Bank (COB), and theOrganization of Eastern Caribbean States (OECS), have defined thefollowing areas as priority sectors for development.

AGRICULTURE

The highest priority has been accorded to Agriculture, and therelated activities, the production of various commodities, and therelated processing and agro-industrial development.

INDUSTRY

Industrial production of manufactured products from local andimported raw materials, is another priority area.

ENERGY

The availability of new and renewable energy sources is expectedto provide much needed support to the agricultural and industrialsector.

TRADE

Intra and extra-regional trade in local products is also expectedto be able to provide for access to markets for the products of theagricultural and industrial sector.

TOURISMThis area of trade is of particular importance to all the Member

states of the CDCC.

SOCIO-ECONOMIC FACTORS have beer recognized as having significantinfluence on the development of the region, and consequently inaddition to Socio-economic planning which has been established as apriority area, there are the other areas of the Environment, PublicHealth and Preventive Medicine, Education, and Disaster Preparedness,and Unemployment, which are all being treated as areas cf significantimportance.

44. The desire of the regional governments to have access toinformation in these areas, not only for government planning andpolicy-making, but also for assisting all sectors of their economies indevelopment and innovation, has been evidenced in decisions taken byintergovernmental bodies such as:

- 29

The Caribbean Development and Co-operation Committee (CDCC)

The Caribbean Community (CARICOM)

The Caribbean Development Bank (CDB)

The Organization of Eastern Cariboean States (CECS).

45. Information services consequently have been developed or are beingplanned at the national and regional levels by:

The Caribbean Community Secretariat (CARICOM)

The Organization of Eastern Caribbean States (OECS)

Tha United Nations Economic Commission for Latin America andthe Caribbean (UNECLAC)

The University of the West Indies (implementing a decisionof the CDCC).

The Scientific Research Council of Jamaica (implementing adecision of Caribbean Member states).

46. In addition to the systems developed by the inter-governmentalorganizations, systems have been also been developed in these priorityareas by non-governmental regional organizations such as:

the Caribbean Association of Industry and Commerce (CAIC)and

the Association for Caribbean Transformation (ACT)

which function in the areas of business and agriculture, respective7y.

47. The information sector and related industry which is now in theprocess of being developed in the Caribbean area are not yet recognlzedin the national development policies and plans. Planning cf industrialdevelopment of this sector is still therefore at an embryonic stage.The developments taking place in the various areas of the info-mat:onsector do seem to indicate a trend toward farther development of theinformation industry, and the need for the rationalization of theinter-connections between the various components of the sector asoutlined above.

30-

USERS' NEEDS ANDSERVICES REQUIRED FROM THE REGIONAL INFORMATION

SYSTEMS

CHAPTER 4

48. The regional information systems which have been developed inresponse to the Mandates of the regional intergovernmentalorganizations and to the requirements cf the membership of thenon-governmental organizations, have established informationdissemination programmes in accordance with the needs identified oy tIesystems.

49. Awareness of some of the multiplicity of information needs hasresulted from the studies of information users which were initiatedduring the planning and design of the national information systems andits specialized sectors. To determine how appropriate these measureshave been, it seems necessary to look initially at the multiplicity ofinformation needs and consequently at the desirable characteristics ofinformation systems in relation to the services which are required:

the systems should be aware of the users' needs throughperiodical user studies and regular updating of thesestudies.

the information provided through the regional systems shouldbe available to the users through the national focal pointsand other sources of information in their countries

the output of the information systems should bedisseminated in a form which will permit it to beinterpreted and used by the various levels of usersin the Caribbean

the services of the systems should be disseminated throughmechanisms which incorporate the technical deveopments inplace in the region

the performance of the systems would be evaThated by ongoingmonitoring and assessment.

50. From the users' point of view this will sometimes require:

the interpretation cf technical data and information intonon-specialist language,

and in other cases there will be need for:

the combination of tecnnical data with information fromother fields to make the output of the system reallymeaningful to the users.

31 -

51. The size of the Caribbean area and its limited resources, seem tomake special demands on regional information systems. Whereas in othergeographical areas resources might periti.: several levels of systemswithin a particular discipline, in the Caribbean there is need toensure that information collected, and processed by the systems isappropriately disseminated and can in fact be used by the variouslevels cf the systems' publics.

52. In general the systems have been mandated to serve a userpopulation composed of:

Politicians, and senior managers wno function aspolicy-makers

Planners functioning as advisers to policy-makers

Administrators and managers of the public and privatesectors

Technical personnel from the public and private sectors

Researchers from the universities as well as from theresearch departments of public and private corporations

Educators

The implementors:farmersartisansmanufacturersentrepreneurs.

53. The information required by the types of users is likely to beavailable in all or several of the information systems. In addition tothe fact that the information systems might need to expand theircoverage of the particular disciplines or sectors beyond the mainlybibliographical services currently provided, there have indeed beensuccessful initiatives to provide services to the regional users. Theseusers while having common needs for information, can for convenience,be sub-divided into the following categories:

54. Policy-makersThere is evidently a need for technical information to assist the

regional policy-makers in forecasting the economic, political andsocial consequences of their choices and alternatives indecision-making. This information resulting from applied research,from evaluation projects undertaken by lc;al and external technocrats.and from the reports of developmental and infrastaructural projects,will need to be summarized, and packaged In forms which would makeinformation quickly accessible to, and usable by policy-makers.

4

32

55. Administrators and managersThese users need information to aid them in decision-making within

their areas of responsibility. Their information needs are perhapsmore clearly defined, and less subject to change than those of thepolicy-makers. Administrators and managers are equally likely to needspecific information, in their area of interest, which will need to besummarized and in some cases, re-packaged in order to ensure that theoutput of the information services can be quickly assimilated.

56. Technical personnelProfessionals and other practitioners in all fields and at various

levels also have expectations of the systems. Where systems exist tomeet their needs, these users have been making demands on theinformation services. Apart from the need to be kept up to date on newtechnical developments in their fields, these users' needs are usuallyvery specific, and they regularly require information services withinvery tight time constraints. Although the information is usuallyprovided to specialists, there is often the need to provide informationon topics which might be new to the user, or which might be outside hisor her main area of specialization.

57. This can be illustrated by an example of the need for informationon energy economics, by agriculturalists, or for information on theeconomic aspects of a particular crop by agricultural scientists. Thistype of requirement will be often found among users of technicalinformation and re-packaged information will therefore be required inrelation to the problems encountered by farmers, artisans, fishermen,industrial workers, and others engaged in ongoing developmentactivities.

58. ResearchersThis is perhaps the only group of the information users which will

not rk...luire re-packaged information in their particular field. In thiscase the systems will be required to provide summaries and otherdocument surrogates which will permit the researcher to determine thevalue of the particular item of information. These information needsare often very specialized but they tend to be longer-term needs thanthose of the earlier user categories.

59. The 'Public'One of the major justifications for the regiona7 information

systems is the fact that this information can eventually beincorporated into the development process. The dissemination ofinformation to policy-makers, planners, researchers, and technicalpersonnel is indeed a valid part of the development process, but shouldbe related to the dissemination of information to the other members ofthe community, the farmers, the entrepreneurs, the exporters, andother potential innovators.

33-

60. Suitably packaged information is therefore required as an outputof the regional information systems, in an effort to meet theinformation needs of the majority of information users.

SERVICES OF THE REGIONAL INFORMATION SYSTEMS

61. The regional information systems have been providing servicesthrough information centres serving as regional focal points. Thestudies of the rational economies and related developmenta: activitieshave provided guidelines tc locally relevant data, and locally relevantresults, as well as regionally relevant research and data. The systemshave mainly been dealing with bibliographical information on theassumption that a great deal of relevant data and evaluations of thisdata can be located in books, journals reports and other documents.This assumption is indeed valid and there should therefore be abibliographical aspect of each region:' system as there is the dangerof re-inventing the wheel, through lack of access to documentedregional experience.

62. The establishment of databases containing quantitative data is thenext requirement which would ensure that the data not currentlydocumented can also be provided by the information systems. Thisrequirement for current data would where possible, demand the linkingof the information system to the sources of data, rather than creatingnew systems to collect manipulate and disseminate data which might beheld in existing databases.

63. Priority has been and should continue to be given to thecollection,-processing and dissemination of original data, and researonproduced in and or relevant to the Caribbean ano to the prioritysectors. Much of this information is found in published andunpublished documents held by libraries and information centres, and insome cases in organizations producing and generating information.

i64. A concern at this/ point in the development of the regionalinformation systems should be the dissemination of the informationcollected and processed by the systems, and that potentially availableto the systems.


65. The function of disseminating information is one which reoui-esaction on several levels:

Dissemination of information from the regional centres tothe national centres

34-

Dissemination of information from the regional centres tothe national users

Dissemination of information from the national centres tcthe national users.

66. As indicated earlier, information will be required at the nationallevel on very specific topics, and on occasion at very short notice.There is therefore need for local availability of the regionaldatabases, and where necessary, access, by national and regional usersto external sources of information either directly or through theregional systems.

OPERATIONS OF THE REGIONAL SYSTEMS

67. The regional focal point will therefore be responsible forregional information transfer, will aim to undertake common servicesfrom which all members of the system can benefit, and will thereforeundertake activities for the establishment and maintenance of thesystem which will reduce the burden on the national focal points.

68. Initial training and subsequent updatings in relation to systemtechniques and methodologies, and the use of new technologies, shouldalso be provided by the regional focal points.

35-

REGIONAL INFORMATION SYSTEMS AND PROGRAMMES

CHAPTER 5

69. Regional information systems have been .initiated in the Dartbeanwith the general objectives of:

Providing information to aid in recision- making

Providing information for research and development

Providing re-packaged technical information (e.g.agricultural information to farmers or, information forsmall business operations) as inputs to innovation,and development activities

Supporting scientific and technological research in areas ofregional interest.

70. This review of the existing and planned systems, initiallyidentifies desirable characteristics of such systems, and then examinesthe activities of the regional systems in relation to the followingcriteria.

Desirable characteristics:

71. Initial consultation with Member states on the system'sobjectives, priorities, design, and modJs operandi.

72. The existence of an organization active in its fielc to serve as aregional focal point. The regional focal point responsible for theestablishment and development of each system should be an agency activein the development of the selected field, and should be in the normalcourse of its duties responsible for the collection processing anddissemination of information. It would therefore have theresponsibility for encouraging regional information transfer, and forassisting the national focal points tc develop their services.

73. Recognition of the information use environment. Each informationsystem needs to be responsive to a particular environment (Taylor1986). These regional systems have as tnei7- particular environment,the economies of the Member States, and their users and potential user:are:

policy-makers teachersplanners studentstechnical personnel exportersresearchers farmers

and the general public of the Caribbean.

36

74. Study of the information use environment. To be effectivelydesigned, the systems need to study the environment in which the usersfunction ( Taylor 1986.) This initial study then serves to provideinformation to the systems on:

The users problemsThe users information needs

long-termshort-term

The professional patterns in theenvironmentOrganizational stiles demonstratedby the environment

75. Human resourcesThe development of national focal points adequately staffed with

information specialists will permit the development of truly regionalsystems.

76. Input

The study of the information use environment, the resulting needsassessment and the ongoing monitoring of information needs will be theprincipal determinant of the types of information to be input to thesystems. This should be clearly defined at an early stage of thesystems design.

77. As the systems aim to capture the local data, and relevantevaluations of these data, important inputs will be information onresearch and development activities, and information resulting fromresearch projects of the universities and other agencies active inregional research. Factors which will influence the input willinclude:

The subject priorities

The linkage of sources and information gathering mechanisms

The availability of transmission facilities

The cost of locating and acquiring the data for input.

78. Information infrastructureThe personnel of each regional system managers and participating

information specialists, should undertake a study of the relevantsystem infrastructure to determine resources available to the systemsand those required for the development of national focal points,participating centres, and consequent services.

U.

37

79. MethodologiesAppropriate methodologies for the system's operation should be

outlined, as they will influence the evaluation and selection ofrelevant information technologies to be employed.

80. System compatibilityEach regional system should be compatible with national and other

regional systems, and should be capable of interconnection with thesesystems. Use of standardized methodologies particularly forcomputerized systems would facilitate initial compatibility, andsubsequent interconnection.

81. International compatibility while very desirable, should notresult in the loss of access by users in the region, and it isrecommended that regional requirements for compatibility should takeprecedence over the international requirements.

82. Pilot projectA pilot project for testing and feedback from the national focal

points and participating centres should be initiated in the earlystages of the system to ensure that the products and services provideddo indeed meet the users needs.

83. ImplementationThis should be based on systematic:

INPUT OF DATA bibliographic and non-nibliographic from theregional focal points, as well as all national focal points andparticipating centres through established informationgatnering mechanisms

PROCESSING OF OATA to meet the needs of users as identifiedearlier.

OUTPUT OF PRODUCTS AND SERVICES. These products and serviceswill be provided in formats relevant to the users needs, and aspermitted by the metncaologies ident-fiea earlier ant by thetechnologies available.

84. OutputsThe outputs of the regional sys.terrs should include the processedresults of all inputs. They shou-d be:

timely and therefore available when required by the users

current as information whit' is outdated depreciates andcan be misleading

6. "

38

accurate as it is the systems' responsibilitycredible to ensure that the information

disseminated by the systems has beenobtained from reliable sources.

and packaged and presented in terms relevant to the user. The aboveassume that the systems will provide the user with ac:ess to theCatabase, to document surrogates, and to the actual documents.

35. The Value added by the information systemsThe activities of system development described earlier should

result in the addition by the information system of value to the basicdata which was input.

86. Costs of system developmentFinancial assistance for the initial development of the regional

systems has provided very valuable support for establishing initialservices to the region. The draft project proposals forextra-budgetary funding should be circulated to all Member states toensure that there is consensus on the areas identified for funding. Toensure continuation of the systems at least cost to the implementingorganizations, the system design should provide for the implementationof essential services while eliminating inessential features andactivities.

87. Ownership and copyright of the systems databasesThe products of the systems will increase in value as the systems

develop and the ownership, and copyright of the dataoases produced bythe regional system should be safeguarded through the registration ofthe printed and computerized products for copyright, and through othersecurity measures which can prevent unauthorized access to the systemdatabases, and particularly to the material which might be cfrestricted distribution.

88. Marketing of the systems' products and servicesAlthough the systems have been put in place and are gradually

being developed, one important factor has not neen adequatelyrecognized: communication with the user, in terms of marketing of theinformation systems, tneir products and services.

89. The use of the mass communication services of the go.yernments, andother national and regional organizations will reach a much largernumber of users than has been possible through the conventional meansof dissemination of information through current awareness services. Thedissemination activities snould also Jtilize the national focal pointsas channels of information, and should ne regular and effective.

7:ST CO Vi

39-

90. User educationUsers will also require details of information services available,

and special programs for training information users, should be builtinto each system's activities to assist the users to make moreeffective use of the services available from-the regional systems.

91. Management of the systemsThe Management of the system will require a means of

ensuring that the policies of the systems are maintained andimplemented. A policy making committee composed of representatives of:

The national focal pointsThe UniversitiesThe Professional associationsThe UsersThe Regional focal point

would be able to ensure that the objectives of the systems have indeedbeen maintained in the process of execution.

92. EvaluationIn addition to the feedback from users which will be

received through the policy-monitoring committee, there will also beneed for feedback on the effects of the system on the users andpotential users. This is best done by monitoring user satisfaction andmaintaining statistical data on types of users and their interactionwith the system.

GENERAL OBJECTIVES OF REGIONAL SYSTEMS

93. In their design, the regional information systems have beenassigned a major role in the transfer of information within the region.By the nature of the information which the systems manipulate, they canalso be seen as having the potential for also playing a significantrole in technology transfer.

94. Regional information systems have been established in severalareas, others have been designed, and tested, and have received fundingfor their operational activities. There are also systems which havebeen proposed, and are to be designed and implemented when funding isavailable. These systems have therefore been examined in terms oftheir objectives, potential for overlap, and linkages required withother systems.

NATIONALINFORMATIONSYSTEMS

OECSINFONET

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AGRICULTURECAGRISACTCARDILS

DISASTERPREPAREDNESS

TRADECARTISCBIN

SOCIO-ECONOMICCARISPLAN

INDUSTRYCARPINCTCS

ENERGYCEIS

BANKING & FINANCEECCB Debt Mangt

INFLUENCED

BY

REGIONAL

INFORMATION

POLICY

ISSUES

REGIONAL INFORMATION SYSTEMS FOR THE CARIBBEAN AREACURRENTLY EXISTING OR DESIGNED

41

REGIONAL INFORMATION SYSTEMSEXISTING AND PROPOSED

ALL SECTORS

CARIBBEAN NETWORK FOR THE EXCHANGE OF INFORMATION AND EXPERIENCE INSCIENCE AND TECHNOLOGY (CARSTIN) *Database of research in progress,specialists, and specialist organizations

AGRICULTURE

THE CARIBBEAN INFORMATION SYSTEM FOR THE AGRICULTURAL SCIENCES (CAGRIS)

THE CARIBBEAN AGRICULTURAL RESEARCH AND DEVELOPMENT INSTITUTELITERATURE SERVICE (CARDILS)

*FISHERIES INFORMATION SYSTEM

*CARIBBEAN MARKET INTELLIGENCE SYSTEM (CAMIS)

THE ASSOCIATION FOR CARIBBEAN TRANSFORMATION (ACT)AGRICULTURAL INFORMATION SYSTEM (AIS)

* CARSTIN MARINE SCIENCE INFORMATION SYSTEM

TRADE

THE CARIBBEAN TRADE INFORMATION SYSTEM (CARTIS)

THE CARIBBEAN BASIN INFORMATION NETWORK (CBIN)

*CARSTIN MARKET INTELLIGENCE SYSTEM

SOCIO ECONOMIC PLANNING

CARIBBEAN INFORMATION SYSTEM FOR ECONOMIC AND SOCIAL PLANNING(CARISPLAN)

5

42

INDUSTRY

CARIBBEAN PATENTS INFORMATION SYSTEM (CARPIN)CARIBBEAN TECHNOLOGICAL CONSULTANCI SERVICE (CTCS)*CARSTIN TECHNOLOGY TRANSFER SUPPORT INFORMATION SYSTEM*CARSTIN INFORMATION SYSTEM FOR SMALL-SCALE INDUSTRY

ENERGY

CARIBBEAN ENERGY INFORMATION SYSTEM (CEIS)

BANKING AND FINANCE

EASTERN CARIBBEAN CENTRAL BANK DEBT MANAGEMENT RECORDINGSYSTEM

HEALTH

*HEALTH INFORMATION SYSTEM

EDUCATION

*CARNEID INFORMATION SYSTEM

DISASTER PREPAREDNESS

DISASTER PREPAREDNESS INFORMATION SYSTEM

LAW

*MARINE LEGISLATION*REGIONAL LEGAL INFORMATION SYSTEM

* SYSTEMS PROPOSED FOR IMPLEMENTATION

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95. THE CARIBBEAN INFORMATION SYSTEM ECONOMIC AND SOCIAL PLANNINGCARISPLAN. 1979

Objectives: The collection, processing and dissemination ofinformation relevant to socio-economic planning in the region.

The Caribbean Documentation Centre of the United Nations EconomicCommission for Latin America and the Caribbean (UNECLAC) was requestedby the Member States of the CDCC, to establish an information networklinking the libraries /documentation centres of their national planningagencies, and other organizations working in the area of socic-economicdevelopment.

Users: Policy-makers, planners, technical personnel, andresearchers, of the Member States Services: Current Awareness Services,Selective Dissemination of Information, Abstracting and Indexingservices, Reference Services provided mainly from a database coveringCaribbean and other relevant documents.

96. THE CARIBBEAN INFORMATION SYSTEM FOR THE AGRICULTURAL SCIENCES(CAGRIS). 1985

Objectives: The collection, processing and dissemination ofinformation relevant to agricultural development in the region.

The University of the West Indies, St Augustine, Trinidad, wasrequested by the Caribbean Development and Cooperation Committee, toestablish an information network linking the University of the WestIndies Library (St. Augustine) to the libraries of the agriculturalorganizations of Member States.

Users: Policy-makers, planners, agriculturalists and researciers,farmers and other agricultural practitioners of Member States.

Services: Current awareness services, Selective Dissemination ofInformation, Abstracting and Indexing Services, and Reference Servicesfrom a database covering agricultural documents on and relevant to theCaribbean.

97. THE CARIBBEAN INFORMATION SYSTEM PATENTS CARPIN. 1985

Objectives: The collection, processing and dissemination ofinformation relating to patents registered in the Member States. TheCaribbean Documentation Centre of the United Nations EconomicCommission for Latin America and the Caribbean was requested by theCaribbean Development and Cooperation Committee to establish aninformation system for the collection, processing and dissemination ofinformation on patents registered in the region.

44-

Users: Technologists and planners of industrial development.

Services: Reference services from a database covering patentsregistered in Member States.

98. THE CARIBBEAN TRADE INFORMATION SYSTEM (CARTIS). 1986

Objectives: The establishment of a regional trade informationnetwork to support the development of intra- and extra-regional trade.

The Caribbean Community (CARICOM) Secretariat was requested by theCARICOM Council of Ministers to establish a regional trade informationsystem initially linking the CARICOM Member States, and subsequentlythe other CDCC Member States.

Users: Exporters and exporting organizations, Trade promotionagencies, importers/investors, researchers, Ministries oftrade/commerce.

Services: Dissemination of trade information from databasescovering 'ompany profiles, market opportunities, suppliers' profiles,trade documents, trade statistics.

99. THE CARIBBEAN E.'..RGY INFORMATION SYSTEM (currently in theplanning stages)

Ob4)ctives: To implement one aspect of the Regional Energy ActionPlan and to facilitate the sharing of information on new and renewablesources of energy in the Caribbean region.

Users: Policy-makers, planners and technical personnel in theMember States.

Services: Dissemination of information relating to new andrenewable sources of energy in the Caribbean region.

100. THE CARIBBEAN NETWORK FOR EDUCATION AND INNOVATION? CARNEID(currently in the planning steps).

Objectives: The development of an information network linking theeducational institutions in the region initially those of theEnglish-speaking states.

The system will be established by Unesco through its regionaloffice in Barbados.

Users: Educational planners, policy-makers, researchers,and practitioners of the region.

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101. THE HEALTH INFORMATION NETWORK (currently in the planningstages).

Objective: The collection, processing, and dissemination oninformation on public health and medicine.

This network is expected to, and to include statistical data, aswell as bibliographical information services to the Member States.

Users: Medical and public health planners, researchers, andpractitioners of the Member States.

102. THE ASSOCIATION FOR CARIBBEAN TRANSFORMATION (ACT). 1932

Objectives: Collection, processing, analysis, and disseminat-onof statistical data on agricultural products and prices.

This network has Peen developed by the Association for CaribbeanTransformation and initially links information Jnits in Trinidad,Antigua, Dominica.

Users: Farmers and other distributors of agricultural products.

103. THE DISASTER PREPAREDNESS INFORMATION NETWORK. 1982Objectives: The collection, processing and dissemination of

information on long-and short term methods of preparing for disasters.An important factor being dissemination through the most appropriatechannels, and forms of language.

The regional Disaster Preparedness Office was requested by CARICCMMember States to establish an information network linking tne regionaloffice to the national Disaster Preparedness Offices.

Users: All levels of the populations of the region.

Services: Dissemination of all types of information to all areasof the population, using all available facilitating mechanisms.

104. THE CARIBBEAN TECHNOLOGY CONSULTANCY SERVICE CTCS. 1984-95

Objectives: To provide an information ser.ice for theimplementation of technolc es in develcpmertal activities in theregion.

The Caribbean Development Bank was requested tc establish thesystem providing services to users on request.

Users: Practitioners working in all areas where technologies a:eimplemented.

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105. THE CARIBBEAN AGRICULTURAL DEVELCPMENT INS-ITUTE INFORMATIONNETWORK - CARDI

Objectives: The collection, processing and dissemination cfinformation in areas relevant tc the cropping systems, and to the otherresearch activities of the Institute.

The network links the national offices of CARD: which serve aspoints for dissemination of information.

Users: Farmers and other agriculturalists.

Services: Current awareness, and Selective Dissemination ofinformation services from an institutional database, and through accessto several external databases.

106. THE CARIBBEAN BASIN INFORMATION NETWORK CBIN

Objectives: The dissemination of information relevant to theCaribbean business community and to the trading partners in the NorthAmerica.

The network provides linkages between the Caribbean Chamber ofIndustry and Commerce, the national Chambers of Industry and Commerce,and the CBIN centre in Washington D.C.

Users: The Caribbean business community.

107. THE SHIPPING INFORMATION SYSTEM FOR THE CARIBBEAN (currently inthe planning stages).

Objectives: The collection, processing, analysis anddissemination of 7tatistical data relevant tc the shipping activitiesof the region.

The CARICOM Secretariat has been requested to establish thissystem to provide shipping Information services to Member States

Users: Policy-makers, planners, and technical personnel of publi:and private agencies in the region.

17

108. INTERNATIONAL REFERRAL SYSTEM FOR ENVIRONMENTAL INFORMATION(includes Caribbean focal points). ENVIRONMENTAL INFORMATION

Objectives: Providing access to sources of environmentalinformation.

The system links the Caribbean national focal points for INFOTERRAwith each other and with the global system.

Users: Policy-makers, planners, ana technical personnel working inareas related to environmental development.

SUB-REGIONAL SYSTEMS

109. THE ORGANIZATION OF EASTERN CARIBBEAN STATES INFORMATION NETWORK(OECS) (currently in the planning stages).

Objectives: To provide a facilitating mechanism for the flow ofinformation between the Member States of the OECS,the OECS Secretariat,and with the other regional information systems. This system isexpected to ensure that users have access to the documents held in thelibraries, and documentation centres of this regional grouping.

The OECS Secretariat will be responsible for the establishment andmaintenance of the system.

Users: Policy-makers, planners and technic:a' .personnel of theOECS Member States.

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MANDATES OF REGIONAL AND INTERNATIONAL ORGANIZATIONS FORINFORMATION ACTIVITIES IN THE CARIBBEAN AREA

CHAPTER 6

110. The implementation of the various initiatives for the developmentof regional information systems has been undertaken under theleadership of regional organizations. The membership of theseorganizations includes the countries forming the Caribbean Developmentand Cooperation Committee (CDCC) and the other English-speakingcountries of the Caribbean. These regional organizations have beenestablished by the Member States for the purpose of carrying outpriority developmental activities which are of value to the region as awhole.

111. The organizations have been established along geographical lines,or along those of sectoral interests, such as Agriculture, Trade,Tourism etc. The mandates of these organizations provide for variousactivities which can encourage economic and social development. Theypermit the provision of special services to the region, and proposalsfor the development of sectoral information systems have been submittedto the governing councils of the relevant organizations for approval.

112. To prevent overlap of programmes, the Secretariats of the regionalorganizations are expected by their Member States and governingcouncils to clarify their exact areas of operation through discussionof the common areas of their work programmes, before submission forratification.

113. As the governing councils consist of representatives of the MemberStates. approval by these councils, of initial system design, and ofrelated implementation, signifies approval by the Member states, andeach regional or international organization is therefore permitted toundertake future activities for the development of the system withregular progress reports to the organization's governing council.

114. Because of the inter-disciplinary nature of information, and itslinkages to the related sectoral activities, the development of theregional information systems has involved several regionalorganizations, and the demarcation of programmes has involvedinter-organizational discussions.

115. The selection of regional organizations to serve as the regionalfocal points for the information systems in the Caribbean area, hasmainly been on the basis of the main sectoral thrust of theorganization's activities.

116. The following organizations have been mainly involved in thedevelopment of regional information systems in the past decade:

117. The United Nations Economic Commission for Latin America and the

49-

Caribbean (UNECLAC) Sub-regional Headquarters for the Caribbean.

UNECLAC, the organization responsible fcr executing the decisionsof the Caribbean Development and Cocceration Committee (CDCC) since1976, received a general mandate from the CDCC to:

Assist in the economic and social development of the memberstates of the CDCC

Implement functions relating to the promotion andstrengthening of technical and economic.. cooperatior amongits member states and cetween them and other developingcountries

This office therefore functions as one of the regional agenciesinvolved in development and cooperation activities in the region, andconsequently in the development of regional information systems througntechnical cooperation among member states.

118. The UNECLAC Sub-regional Headquarters fcr the Caribbean wasmandated 7n 1978 by the CDCC to establish the Caribbean InformationSystem which would provide information to policy makers and plannersand to technical personnel of the Member states. This System was to beestablished by sectors with coordinating mechanisms to ensurecompatibility and to facilitate access by users. The initial design ofthe system was based on the results of the 1977 Meeting on RegionalCo-operation for Access to information in the Caribbean.

119. The Economic and Social Planning Sector CtRISPLAN wasestablished in 1979, with the Systems for Agriculture (CAGRIS), and forPatents ;CARPIN) subsequently established in 1985. The CDCC requestedthat the UNECLAC Sub-regional Headquarters for the Caribbean to seekfunding and to Provide technical assistance for the oarticioation ofMember States in the regional information systems, and similarlyencourage the development of other sectoral systems which would beexecuted by appropriate organizations with regional responsibilities.

120. The Caribbean Community (CARICCM) Secretariat. The CaribbeanCommunity which includes the 13 Commonwealth Caribbean Member states,of the CDCC has been given the principal responsibility of establishinga viable means of integration among 'Member States, with trade being thefunction of major importance. The Ccmmun7ty, through the Secretariat,has also been required to undertake various activities of functionalcooperation. The coordination of these activities has also been seenas an important activity for the CARICCM Secretariat.

121. In implementing the particular clause of the Treaty Establishingthe Caribbean Community, which requires the Secretariat to undertake:

The efficient operation of :ertain common servces and act7N,iticsfor the benefit of its peoples ".

-50-

The Secretariat is in the process of establishing certain commonservices including the regional Trade Information System (CARTIS). TheSecretariat has also been mandated by the CARICOM Council of Ministersto establish information systems in the areas of:

TransportHealthMarket Intelligence

122. The Heads of Government Conference as the major governing body ofthe Caribbean Community, gives final approval for the establishment ofthe information systems which are to be implemented by the Secretariat.Coordination with other relevant regional institutions is effected byrepresentation at the meetings of the governing councils, and bydistribution of the reports, of the institutional activities.

123. The CARICOM Secretariat, and the UNECLAC Sub-regional Headquartersfor the Caribbean, as the Secretariat for the CDCC have similarmandates for the development of programmes, and of information systems.There is consequently need for close collaboration to preventduplication and overlap, and to ensure that the region's requirementsfor developmental activities are indeed met.

124. MembershipThe similarity of the mandates covers initially the membership, a

the CDCC consists of all the independent member states of theCaribbean, and the Caribbean Community includes most of theEnglish-speaking Caribbean, with provision for the participation of"any other countries of the Caribbean Area" in particular programmes.

125. FunctionsWhile both organizations have broad emphasis on economic

development included in their mandates, the Treaty establishing theCaribbean Community which requires the CARICOM Secretariat to"establish a viable means of economic integration" and the "efficientoperation of certain common services and activities for the benefit ofthe peoples of the region places a significant emphasis on tradeintegration.

126. The UNECLAC Sub-regional Headquarters for the Caribbean has on theother hand been mandated to provide support for the developmentactivities of the region and therefore undertakes projects aimed atproviding assistance to the programmes of the Member states.

127. The Caribbean Development Bank (CDB)The Borrowing Members of the COB are the seventeen Caribbean

English speaking countries. The Bank's Mandate requires it toperform development banking as well as development agency functions.Provision of technical assistance is a major aspect of the latterfunction and the Caribbean Technological Consultancy Service (CTCS)Network is the principal mechanism by which the Bank responds to short

C

51

Network is the principal mechanism by which the Bank responds to shortterm technical assistance needs of industrial enterprises. Establishedin 1984, following a two-year pilot project, CTCS' main focus istechnological problem solving and technology transfer. Lorger-termtechnical assistance is provided under the CCB's regular programmesfor sectoral studies, pre-investment studies, institutionaldevelopment, and other activities. Some of these such as the COB/ITCExport Promotion project impact on the development of informationresources, and create databases which can be accessed through the CTCSNetwork.

128. Office of the Unesco Regional Adviser in Science and TechnologyThis Office has been assigned the responsibility for carrying out

Unesco's Science and Technology in the Region, and has in the area ofinformation undertaken the responsibility for the development of theCARSTIN project a project which is was mandated by the Ministersresponsible for Science and Technology of the Caribbean region, whichrequested:

"the establishment of a regional technological information,network."

The countries participating in CARSTIN are the English- speakingCaribbean with Suriname and the Netherlands Antilles, and the generalmandate for information activities overlaps with those of the CARICOMSecretariat, and of the UNECLAC Sub-regional Headquarters for theCaribbean.

129. Activities of the CARSTIN project are monitored and ratified bybiannual consultation meetings of CARSTIN liaison officers from Memberstates, and representatives of regional organizations.

130. Organization of Eastern Caribbean States !CEOS) SecretariatThe Treaty establishing the OECS, mandates the Secretariat to

execute programmes providing common services to member states.Information services can therefore be logically included among suchservices, and the CECS INFONET which has been designed and approved bymember states is a network which will provide a facilitating mechanismfor providing access to the holdings cf tne national documentationcentres of the OECS Member States.

131. The major objective of the programmes of the OECS Secretariat isthe increase of the capabilities cf Member states tc undertake otherdevelopment activities. In the area of information therefore, therehas been emphasis on infrastructure development and resource sharing.

132. Although all the above organizations have overlapping memberships,and programmes with potential for overlap, there are existingmechanisms for consultation and analysis to ensure that the programmesand projects which are finally executed are indeed effectively linkedand are compatible. At present there is inadequate communication

-52-

consequently some duplication and ineffective linkages could result.

133. The available mechanisms for alleviating these deficiencies shouldbe utilized in order to ensure that the relationships between theprogrammes can be clearly defined and that linkages which areestablished can serve to maximize the benefits from the regionalsystems.

134. In addition to effective communication between the regionalorganizations, the execution of the mandates at the national level canbe made more effective by recognition of the information sector as aunified entity, and by official recognition of all the stated nationalinformation policies and national information systems.

135. Global information systemsThere are also international agencies which have mandates for the

development of global information systems which would include theCaribbean countries. The regional strategy proposes that theseorganizations continue to work with the Member States, within theframework of the regional systems, and through the regionalorganizations which have appropriate mandates.

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ACTIVITIES OF REGIONAL ORGANIZATIONS WHICH INFLUENCETHE DEVELOPMENT OF REGIONAL INFORMATION POLICIES

CHAPTER 7

136. In response to the mandates from member states, the regionalorganizations have undertaken several levels of information activities,and have consequently influenced the development of regionalinformation policies.

137. These activities have had a common goal of regional oevelcomentand providing access to locally relevant information. They haveincluded:

1 The development and coordination of regional informationpolicies

2 The development and coordination of technological policiesrelevant to the development of national andregional information systems

3 Establishment of linkages with international organizations

4 Establishment and development of regional informationsystems

5 Support of national information systems, particularly inrelation to their participation in regional systems

6 - Development and implementation of standards relevant todevelopment of regional and national informationsystems

7 - Delivery of information services to organizations andindividuals at the national and regional levels

8 Training in the use of systems methodolog-.es at the regionaland national levels

9 Training in the use of hardware and software systemsrequired for the development of regionalinformation systems and for the development ofnational focal points

10- Identification of and negotiation for technical and economicassistance for the development of regional andnational information systems

11- Supervision of the development of regional informationsystems executed by other national or otherregional agencies on their behalf

54-

138. Analysis of these activities have revealed the achievement ofextremely innovative results, and consequently significant improvementsin information services in the region, the level of awareness ofinformation users at the level of policy makers, planners andresearchers, and the degree of information infrastructure which isbeing provided by member states, and by external agencies.

139. These activities have demonstrated, however, the absence of anoverall strategy or game plan for the development of these systems inthe next decade, and consequently there are gaps in the development ofpolicies and failure to recognize important activities required tcsupport the future development of information systems. A furtherexamination of the role of regional organizations is therefore requiredto identify the priority activities to be undertaken, in relation tothe present and future needs of the national users.

THE UNITED NATIONS ECONOMIC COMMISSION FOR LATIN AMERICA.(UNECLAC)

Sub-regional Headquarters for the Caribbean

140. The UNECLAC Sub-regional Headquarters for the Caribbean, has beenthe organization most active in the development of regiona-. informationsystems, and the corresponding activities. An analysis of itsactivities in relation to those listed above, has identified thefollowing:

141. The coordination and development cf regional information policiesAt the request of the Member States of the CNC, the UNECLAC

Sub-regional Headquarters for the Caribbean, began the development ofthe Caribbean Information System which involved the development instages of sectoral information systems, to be implemented either by theUNECLAC Sub-regional Headquarters for the Caribbean, or by otherregional or national agencies within the framework of the CaribbeanInformation System. The resulting development of CARISPLAN, CARPIN,and CAGRIS have required some determination of policies governing thecommon objectives, and functional compatibility of these regionalsystems.

142. The development and coordination of tecnological policiesrelevant to the development of rational and regionalinformation systemsTechnological policies have also been determined by UNECLAC. The

determination of system methodologies in relation to the development cfthe regional information systems have influenced the policies adoptedby national and regional systems.

55-

143. Provision of linkages with international organizationsThe UNECLAC Sub-regional Headquarters for the Caribbean has also

facilitated the activities of international organizations which need towork through regional organizations. This has been the case in theparticipation of WIPO in the CARPIN, Unesco in CARSTIN, to a lesserextent the FAO in CAGRIS.

144. Establishment and development of regional information systemsThe UNECLAC Sub-regional Headquarters for the Caribbean, initiate::

the development of The Caribbean Information System with sectoraldevelopments in the areas of Socio- Eccncmic Planning CARISPLAN,Patents CARPIN, Agriculture CAGRIS.

145. Support of national information systems, particularly inrelation to their participation in regional systemsIn the development of CARISPLAN the UNECLAC Sub-regional

Headquarters for the Caribbean, with the assistance of INC providedtechnical assistance for the development of the national focal points,and in some cases assisted in the development of the nationalinformation systems. CARPIN, and CAGRIS were subsequently able tobuild on the earlier initiatives, and have continued to providefurther support and training in information handling and informationuse.

146. Development and implementation of standards relevant toregional and national information systemsThe standardization of methodologies employed by regional systems

was established partly in relation to international standards, andpartly in relation to the availability of hardware, and software forestablishing the CARISPLAN database. Efforts were made, inconjunction with Unesco, to establish a common format for the thenexisting regional databases through the Dierickx report (1981) andsubsequently through the study by Seckles and Creasy (1985).

147. Deliver,/ of information services to organizations andindividuals at the national and regional levelsIn the development of its earliest system CARISPLAN, the UNECLAC

Caribbean Documentation Centre established a regional database ofbibliographic data, as the basis for providing current awarenessservices, retrospective searches on request, and selectivedissemination of information at the national and regional levels. Theother two systems established subsequently by UNECLAC, are in theprocess of providing all these services.

148. Training in the use of the systems methodologies at theregional and national levelsTraining has been provided by all tne UNECLAC systems. This was

initially through meetings and seminars for librarians, and otherinformation handlers, and in addition seminars were also conducted fo-end users of the system.

56

149. Training in the use of hardware and software systems fcr thedevelopment of regional information development of nationalfocal pointsThis requirement has mainly become relevant in the past two years

with the transfer of the CARISPLAN database to the Sub-regionalHeadquarters for the Caribbean and the availability from Unescc of theMicro CDS/ISIS software package for the computerization of the nationalfocal points. The UNECLAC Sub-regional Headquarters for the Caribbean,as the regional distributor for the software package, has mountedtraining seminars with the assistance of IDRC and Unesco and these haiebeen very valuable in training librarians in the use cf thismicrocomputer system.

150. Identification of and negotiation for technical and economicassistance for the development of regional and nationalinformation systemsUNECLAC has been very active in seeking funding for the

development of the three sectoral systems established under theCaribbean Information System, and as a result extra-budgetary funding,has been provided to the UNECLAC Sub-regional Headquarters fcr theCaribbean, the University of the West Indies, and the Member States, byIDRC, WIPO, Unesco.

151. Supervision of the development of regional informationsystems executed by other national or other regional agencieson their behalfThe University of the West Indies Library at St. Augustine,

Trinidad, was requested to execute CAGRIS, within the framework of theCaribbean Information System, and under the general supervision of theUNECLAC Sub-regional Headquarters for the Caribbean. The University istherefore expected to define its scheme of operations within thecontext of the Caribbean Information System, and to present periodicalreports to the CDCC through the Caribbean Documentation Centre of theUNECLAC Sub-regional Headquarters for the Caribbean.

THE CARIBBEAN COMMUNITY (CARICOM) SECRETARIAT

152. The CARICOM Secretariat has also been involved in the developmentof regional information systems, and an analysis of the Secretariat'sactivities shows influences on information policy in the followingareas:

57

153. The development and coordination of regional information policiesThe CARICOM Secretariat was responsible for the earliest

initiatives for the development of regional information infrastructure.The 1974 Mandate from the Heads cf Go\ernment requested the Secretariatto identify areas for the deielopment cf libraries in the region, andto assist in their development. The study of the existing situation,and relevant recommendations was followed by the development with theassistance of Unesoo cf national information policies and systems forsome of the Member States, the 1983 Mandate from the CARICOM Council ofMinisters ~or the development and coordination of regional info,-mationpolicies, and a programme executed in 1983/1934 with the assistance of'JNOP, provided scmc assistance for the de.velopment cf the nationalinformation systems.

154. The development and coordination of technologioal policiesrelevant to the development cf national and regionalinformation systems

In the establishment of the Caribbean Trade Information System andthe corresponding regional databases, the haroware and software systemsused will establish de facto policies, whioh will influence thesubsequent employment of methodologies, hardware and software in theregion. The Trade Information System is expected to use the CARISPLANmethodologies for the development of the bibliographic database, buthas developed in conjunction with the International Trade Centre (ITC!,methodologies for the textual anc qoantitative databases.

155. Linkages with international organizations

The Secretariat has facilitated the regional operations cf the T'-e"through a joint project, has cooperated with Unesoo, for thedevelopment of CARSTIN and with PAH° -n relation to the HealthInformation System which is under discussion.

156. Establishment and development cf re:ional information systemsAs trade is the main area cf emphasis of the Caribbean Community,

the Secretariat proposes to concentrate its efforts on the developmentof CARTIS, and the Caribbean Agriou:tural Marketing Information System(CAMIS) which is currently being designed.

157. Support of national information, sstems,_particularly ihrelation to their .participation -n -ecroral systemsAs CARTIS will require rapid zolection and dissemination of

current information to national users. there has been significantemphasis in the design of the system or the develcoment and support ofnational focal points by Member States. and b; funding provided throughthe regional systems. Similar support tnrough CAMIS is proposed.

f'-'

f.?

BEST

58-

158. Development and implementation of standards relevant todevelopment of regional and national information systemsCARTIS as it is being developed will establish standards within

the regional system. The importance of functional compatibility withthe other regional systems, has been recognized.

159. Delivery of information services to organizations andindividuals at the national and regional levelsCARTIS is expected to be a system with a large number of users

manufacturers, importers and exporters, and consequently the design ofthe system has made provision for the establishment of mechanisms forcollecting and disseminating information tc users at the national andregional levels.

160. Training in the use of systems methodologies at the -eqicnaland national levelsTraining of users and information handlers is included in the

design of CARTIS, and this is to be undertaken as the system develops.

161. Training in the use of hardware and software systems requiredfor the development of regional information systems and forthe development of national focal pointsThis aspect of CARTIS has begun on the basis of a pilot project

for the testing of the design of the quantitative database in two ofthe Member States.

162. Identification of and negotiation for technical and economicassistance for the development of regional and nationalinformation systemsThe CARICOM Secretariat has begun to do this within the context cf

the development of CARTIS. Funding for initiating CARTIS was providedby IDRC, UNDP and ITC at the request of the Secretariat. Assistancesought for the future development of the system is for the national andregional levels.

163. Supervision of the development of regional informationsystems executed by other national or other regional ageno'.eson their behalfThe Secretariat has not yet requested the execution cf information

systems by other agencies, but it expected that these would besupervised by the Secretariat to ensure that regional policies aremaintained.

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THE ORGANIZATION OF EASTERN CARIBBEAN STATES (OECS)

164. The network of national documentation centres - OECS INFONET whichhas recently been approved by the OECS member states, provides amechanism for the development of the human and technical resources ofthe national documentation centres of the OECS member states, and cfthe OECS Secretariat. This network will also facilitate theparticipation of the OECS member states in the -egicnal systems.

165. The UNECLAC Sub-regional Headquarters for the Caribbean, theCARICOM Secretariat and Unesco are the organizations which have beenmainly influential in the development of regional information policies,while the OECS is in the process of undertaking sub-regional activitieswhich will impact on regional information policies. The other regionalorganizations which have been mainly involved in the operational aspectof information systems, have, however, influenced various aspects ofregional information policies as they developed.

THE CARIBBEAN DEVELOPMENT BANK (CDB)

166. The CDB in the development of the Caribbean TechnologicalConsultancy Service (CTCS), undertook the following activities of thoseoutlined above:

167. Establishment and developmek,: of regional information systemsThe CTCS as a regional system, emphasizes the importance of the

specialist human intermediary in the delivery of information services.

168. Delivery of information services to organizations andindividuals at the national and regional levels In executing the CTCSthe CDB has also placed emphasis on the delivery to appropriateinformation services, and on repackaging appropriate to the user. Therole of the human intermediary is more in evidence here than in theother systems.

THE CARIBBEAN AGRICULTURAL RESEARCH AND DEVELOPMENT INSTITUTE(CARDI)

CARDI also undertook the operational activities of:

169. Establishment and development of regional information systemsThis specialized literature service which covers CARDI's areas of

research also acquired relevant information from external sources.

60

170. Delivery of information services to organizations andindividuals at the national and regional levels CARDI provides servicesto the CARDI staff and to other research and development personnel inMember states.

THE ASSOCIATION FOR CARIBBEAN TRANSFORMATION (ACT)

171. Establishment and development of regional information systemsWhile the development of ACT AIS has been in the operational

rather than policy-making area, the method of a pilot proect usingthree countries Trinidad and Tobago, Antigua, and Dominica as thebasis for initiating the services, is a departure from the othersystems which because of the organizations' mandates have attempted toinclude all member states initially.

172. Delivery of information services to organizations andindividuals at the national and regional levelsThe services of ACT AIS have been aimed particularly at

decision-makers in the agricultural sector, farmers, and traders.

THE PAN-CARIBBEAN DISASTER PREPAREDNESS ORGANIZATION

173. This regional organization has been involved mainly at theoperational level in the development and a regional information system,and delivery of services. Its operations also influence the developmentof technological policies, and the policies relating to the linkagesbetween collection, processing, repackaging dissemination, and use oftechnical information.

174. Establishment and development of regional information systemsAll the Member States participate in the collection and

dissemination of information relating to disasters.

175. Delivery of information services to organizations andindividuals at the national and regional levelsEmphasis has been placed on the delivery of current, timely

information to users. Dissemination is through the media, and in a formin which it can be most effectively assimilated.

CARIBBEAN ASSOCIATION OF INDUSTRY AND COMMERCE (CAIC)

176. This network, The Caribbean Basin Infomaticn Network ;CEIN)

emphasizes the dissemination of business data from external sources.

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177. Establishment and development of regional information systemsThis system can be seen as regional in the sense that it

disseminates information required by the region rather thandisseminating information produced in cr relating to the region.

173. Delivery of information services to organizations andindividuals at the national and regional levelsThe system delivers information to manufacturers, and other

individuals and agencies through the national Chambers of Commercewhich serve as the national focal points.

THE UNIVERSITY OF THE WEST INDIES (UWI)

179. In addition to the development of CAGRIS as a programme of tneCDCC, the UWI is also in the process of developing a regionalinformation system for law and legislation. This is expected to linkthe Law Faculty Library to the legal departments of the CARICOM memberstates.

TECHNICAL AND ECONOMIC ASSISTANCE

180. Identification of and negotiation for technical and economicassistance for the development of regional and rationalinformation systemsAs the availability of external funding has played a significant

role in the development of regional information systems, and to alesser extent the participation of national focal points, theidentification of possible sources of funding has been part of theresponsibility of the each of the regional systems as they havedeveloped.

181. The majority of the funding which has been sought from andprovided by IDRC with additional technical and financial support fromUNDP through Unesco and through regional agencies, from the regularbudget of Unesco, from other UN agencies, and from the CommonwealthFund for Technical Cooperation (CFTC), WIPO and the OAS.

182. The activities of the regional crganizations described above haveresulted in several achievements, increased awareness in the region ofthe value of information and information services, and increased use ofinformation by policy-makers, planners, and technical personnel of theMember states. This has been particularly evident in the use ofCARISPLAN which as the earliest system has been used by several typesof users requiring unpublished documents about the region.

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183. The improvements in infrastructure, human resources and systemdevelopment have increased the absorptive capacity of the Memberstates, and should enable them to undertake the development of systemsin the future.

184. These improvements have not, however, completely overcome theproblems of time and distance which exist in decentralized regionalinformation systems, and future developments will require more timelyand current outputs from the systems to ensure that the systems doindeed play an effective role in the development of the region.

185. The lack of linkages of the systems also indicate that the userswill experience difficulty in obtaining information without provisionfor coordinated access to the databases of the various systems whichare logically related.

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ACTIVITIES OF EXTRA-REGIONAL AND INTERNATIONAL ORGANIZATIONSIN THE DEVELOPMENT OF

REGIONAL INFORMATION SYSTEMS AND PROGRAMMES

CHAPTER 8

186. The determination of a regional informatic.n system strategy forthe previous decade would have been greatly influenced by theactivities of extra-regional and international organizations. Theseinfluences have taken the form of consultants' studies and reports onthe national and regional information systems, regional linkages toglobal information systems, technical assistance and financialassistance within a particular project framework.

187. The design and development of regional information systems haveall been assisted by extra-regional agencies, and the present andfuture policies and activities of these agencies will influence thedetermination of a strategy for the next decade.

THE INTERNATIONAL DEVELOPMENT RESEARCH CENTRE (IDRC)

188. IDRC has in the past ten years, been the external agency mostinvolved in the development of regional information systems, and in therelated national programmes. This support has been at several levels,and while initially provided for bibliographical information andrelated information infrastructure, was subsequently expanded toinclude other regional data in textual or quantitative format, as wellas repackaged data, disseminated through mass communication services.

189. The information systems supported by IDRC have included:

Organizational information systems which have regionalresponsibilities and which also function within regionalinformation systems;

National information systems with regional relationships;

National computerized information networks which can relate toregional systems, and can also demonstrate the value of particulartools and methods to the region;

National focal points which are members of regional informationsystems;

Decentralized regional information systems, with regional andnational focal points.

190. The programmes supported by IDRC, and the corresponding programmemanagement have encouraged the rationalized planning and co-ordination of regional systems.

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191. IDRC's support was initially provided for regionalbibliographical information systems in the development sciences, butrecognition of the range of information needs of the users has led tosupport of integrated information systems providing logical intersyster, linkages between different types of information as in the casesof the CEIS and CARTIS which each integrate bibliographical,quantitative and textual data into one system.

192. Innovative programmes such as the use of satellite remote sensingfor the acquisition of quantitative data serve to provide the datarequired, and to demonstrate to the region applications of informationtools and methods.

193. IDRC has more recently begun providing assistance for thedevelopment of textual information systems in the region. Ofparticular interest is the Debt Management Recording System which isto be established by the East Caribbean Central Bank (ECCB) with jointfunding from IDRC and the Commonwealth Fund for Technical Cooperation(CFTC).

194. One of the apparent advantages of IDRC's operations has been thetechnical assistance and advisory services provided in addition to theprovision of economic assistance. This has proven very beneficial inthe management of projects for the establishment of regional andnational networks, and in the implementation of new technologies.

195. Long and short-term training related to the development ofprojects and programmes has facilitated the education and training ofinformation personnel, and has increased the availability of humanresources.

196. Regional information systems supported by IDRCSupport for regional systems placed emphasis on the sharing of

regional resources, and the intra-regional transfer of information.

197. SOCIO-ECONOMIC INFORMATIONCARISPLAN, the earliest system developed has been supported since

1979 by IDRC. In addition to funding for the development of theregional centre and for training and technical assistance in the Memberstates, participation in the regional system was facilitated byassistance in the development of national information systems as in thecase of Jamaica, Barbados, and Dominica, and of national documentationcentres as in the case of Grenada and St. Vincent.

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198. The first phase of CARISPLAN permitted the initial establishmentof the regional focal point, some of the national focal points, andlong and short-term training of information personnel and users.

199. The second phase facilitated the computerization of the regionalcentre and one national focal point. This included the availability ofIDRC's MINISIS software, hardware in the form of a Hewlett Packard3000/37 minicomputer, and microcomputers for the regional centre, andfor the CARISPLAN national focal point in Trinidad and Tobago. Thisphase of the project permitted the establishment of CARPIN as theregional information system for patents.

200. AGRICULTURE

CAGRIS was developed with the assistance of IDRC as the mainbibliographical information system in agriculture. This followedprevious support for the national participation in AGRINTER, and thefirst phase has facilitated the development of the regional centre, andhas provided assistance for the development of the national focalpoints.

201. Assistance by IDRC to a research institute CARDI and to aprivate non-profit organization ACT has encouraged the linkages ofbibliographical, and quantitative information systems, as well as theavailability of the results of a pilot project for further developmentof information services in agricultural marketing by the CARICOMSecretariat. Funding for the initial design of CAMS is also beingprovided by 'IDRC.

202. TRADE

The importance of intra-regional trade as a high priority in theregion has been accepted by IDRC, and in addition to the funding forthe ACT Agricultural Information System, and for the Production andMarketing Information System (CAMIS), CARTIS has also been supported atthe preliminary design stage, for consultation with the Member States,and in the testing of the database.

203. INDUSTRYAn expansion of information services to include information

transfer through gatekeepers, as information intermediaries, resultedin the establishment of the Caribbean Technological Consultancy Service(CTCS), which like ACT AIS, CARTIS, CAMIS provide the facilities of theinformation system for solving problems related to development in theregion.

204. ENERGY

Another integrated information system, the CEIS, which hasrecently been funded is expected tc address the regional problem ofproviding appropriate energy sources, and of determining appropriatepetroleum policies.

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205. BANKING AND FINANCEThe Regional Debt Management Recording System established at the

East Caribbean Central Bank again demonstrates an application ofinformation to solving practical problems, and the joint support byIDRC and CFTC will permit a more effective management of the Bank'sdebt payments.

206. MULTI-SECTORAL INFORMATION NETWORKSThe Caribbean Information System a network, proposed by the CDCC

for the development of information systems in priority areas, providedthe framework for the support of the regional information systems byIDRC. While the individual systems have been individually supported,the development of a coordinating network, is now being discussedwithin the context of these proposals for a regional information systemstrategy.

207. One of the most recently funded projects is the OECS INFCNET whichwas requested by the OECS Member states to provide information suportfor national development activities, while sharing common facilities.

209. National information systemsJAMAICAIDRC in the first phase of its assistance to Jamaica, provided

funding to the National Library of Jamaica to help it adapt to its newrole in the National Information System, and to help establish thedocumentation centre of the National Planning Agency (now the PlanningInstitute of Jamaica) as the national focal point for the Socio-economic Information Network (SECIN).

210. The second phase enabled the National Council in Libraries,Archives and Documentation Services (NACOLADS), to continue, prepare asecond plan for the Second Phase of the national information network,and to continue the development of the Scientific and TechnologicalInformation Network (STIN).

211. BARBADOS

Barbados was also assisted in the establishment of the CentralDirectorate which would coordinate the development of the BarbadosLibrary and Information Network (BLAIN), now the National LibraryService.

212. DOMINICAAs the strengthening of its national information system was of

great concern to the Government of Dominica, IDRC provided assistancefor the development of the National Documentation Centre as thecoordinating centre for the National Information System.

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213. CUBAThe request from Cuba for computerization of the national

information system resulted in a recent project which is expected todemonstrate the feasibility and appropriateness of decentralizedmicro-computer-based information systems using LAN technology forinformation management. This project is being executed within Cuba'snational Scientific and Technological Information System.

214. Regional information system strategyIDRC has also demonstrated recognition of the need for a

coordinated regional information policy, as a framework for the futuredevelopment of regional information systems, and related nationaldevelopments. The Centre has therefore funded the jointUNECLAC/CARICOM exercise for the initial study and consultation withMember states, and the technical meeting to discuss the consultant'sreport.

THE UNITED NATIONS EDUCATIONAL SCIENTIFIC AND CULTURALORGANIZATION (Unesco)

215. Unesco through the Office of its Regional Adviser in Science andTechnology and through various regional organizations, has providedsupport for regional information activities, particularly the CaribbeanNetwork for the Exchange of In:ormation and Experience in Science andTechnology (CARSTIN). The CARSTIN network has been established underUnesco's auspices, and there has been technical assistance andinfrastructural support for regional information activities.

216. Unesco has provided technical assistance for the development ofpolicy proposals in areas of information systems development andinformation technology. This has been undertaken through consultants'studies, and related recommendations in the areas of : publishing,manpower development, computerized information systems, referralcentres, and computer conferencing.

217. Unesco's activities have also influenced technological policiesparticularly in the area of software and hardware for the developmentof bibliographical information systems. The availability of themicrocomputer version of CDS/ISIS will permit the development ofbibliographical databases in the national and regional focal points ofthe regional systems. Unesco has also facilitated the training ofinformation specialists in the use of MINI-MICRO CDS/ISIS, which is nowbeing used in some regional and national focal points.

218. The Office of the Unesco Regional Adviser in Science andTechnology is the main link with Unesco Headquarters, and Unesco hasalso established linkages with UNDP and specialized agencies inrelation to funding of regional information programmes.

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219. Unesco has supported the establishment ana development of regionalinformation systems, initially providing technical assistance toUNECLAC and more recently collaborating in the design and establishmentof the Caribbean Energy Information System.

220. Initial support for the preparation of national 7nformation planswas provided by Unesco to several countries in the region, and thesehave serve as the framework for the development of the nationalinformation systems. In addition some equipment and training have beenprovided under the Unesco's Action Plan for the Coordinated Developmentof National Information Systems.

221. Unesco has sought economic assistance for the development ofnational and regional information systems, and this is expected tocontinue as the systems develop.

THE COMMONWEALTH SECRETARIAT

222. The Commonwealth Science Council has provided support for the CEISwhich has recently been designed and funded and which is now to be aregional project funded jointly with IDRC, and the Science andTechnology Division of Unesco.

223. The Commonwealth Fund for Technical Cooperation has also jointlysupported with IDRC the establishment of the Regional Debt ManagementRecording system at the East Caribbean Central Bank.

THE ORGANIZATION OF AMERICAN STATES (OAS)

224. The OAS has been involved particularly in the development cf humanresources in the region, and has provided long and medium term trainingfor librarians from the national systems. This has facilitated theupgrading of skills of library and information professionals,particularly in relation to the use of new information technologies.

225. Assistance has also been provided in the area of scientific andtechnological information, for project- relating to the development oftechnological information services.

WORLD INTELLECTUAL PROPERTY ORGANIZATION (WIPO)

226. WIPO has been mainly responsible for the technical assistancerequired to process the patents at the regional centre, and to assistthe national focal points in processing the national patents in forcesince 1962.

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THE INTERNATIONAL TRADE CENTRE (ITC)

227. The ITC collaborated with the CARICOM Secretariat, in theexecution of the first phase of the Trade Information System. Theassistance to the region included trade information from extra-regionalsources, and the provision of equipment for the national focal points.

228. The activities of the extra-regional agencies as outlined abovehave been very valuable, as they have assisted in laying of thegroundwork for the establishment of the regional systems, and haveprovided, in cooperation with the governments and with the Memberstates, much of the technical, and human resources for operating thesystems.

229. There has been evidenced, however the need for greatercoordination and cooperation between the agencies, and therefore thedefinition of an overall framework within which the systems shouldoperate is expected to provide adequate guidance to the extra-regionalagencies as well as to the areas in which their activities would bemost effective.

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REGIONAL INFORMATION INFRASTRUCTURESUPPORTING THE REGIONAL INFORMATION SYSTEMS

CHAPTER 9

230. Along with the establishment of regional information systems therehas been a corresponding improvement of the special libraries whichfunction as national focal points or participating centres for thebibliographical information systems. Some units have been engaged infor collecting and processing other types of data, and this is expectedto continue as the national and regional systems develop.

231. While the level of human, material and financial resources is byno means adequate, the impetus provided by the development cf nationaland regional information systems, and the corresponding increase infunding from national and external sources, has increased theabsorptive capacity of Member states with regard to their ability toutilize assistance for the development of information services.

232. Regional focal pointsThe earlier regional focal points were established wthin

libraries and documentation centres which already had some level ofresources, and which had as part of their substantive activityundertaken some specialization in the sector treated by the system.

UNECLAC CARIBBEAN DOCUMENTATION CENTRE

233. This centre serves as the regional focal point for CARISPLAN, andCARPIN, and as the most technologically advanced, has also beenproviding assistance to national focal points in the development ofcomputerized bibliographic information systems.

234. Human resourcesThe staff of the centre has expanded its original staff of

information specialists, to include indexers and abstractors, subjectspecialists, a systems analyst, a programmer, and micrographicspersonnel, and now has a staff generally literate in the use ofpersonal computers. In addition tne staff at the centre have had atthe earlier stages of the systems's development the responsibility forassisting in the development of the national focal points, and thetraining of information personnel and information users from the Memberstates in the use of the systems' methodologies.

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235. Information resources

The centre's bibliographical resources originally consisted ofdocuments produced by United Nations agencies, and by the MemberStates. This collection has been gradually expanded to afford a morecomprehensive coverage of the documents produced in the region, andother technical documents within the CDCC priority areas. Morerecently the collection has been expanded to include documentsrecording patents registered in the region.

236. Technological resourcesThe Centre has also made advances in the acquisition of technology

resources which have been dedicated to the operation of the systems.The Hewlett Packard computer permitted the transfer of the CARISPLANdatabase from the UNECLAC Headquarters in Santiago to the CaribbeanDocumentation Centre, and the development of the CARPIN database.

237. This configuration with its terminals, and auxiliarymicrocomputers will permit the provision of Selective. Disseminationof Information Services from the CARISPLAN database in addition to thecurrent awareness and retrospective search services which hadpreviously been provided.

238. Online access to the CARISPLAN database is now possible. Userswithin Trinidad and Tobago regularly access the database, while thepotential users in the other Member states are testing the possibilityof online access.

239. The availability of the MINISIS software package from IDRC, andthe MINI-MICRO CDS/ISIS package from Unesco has facilitated theprocessing of the system's records, and the transfer of data betweenthe regional and one national focal point. The CDC has also mountedtraining programmes for the use cf microcomputers, particularly ofCDS/ISIS.

240. The establishment of a micrographics facility under the secondphase of the CARISPLAN project with IDRC, has enabled the Centre toestablish a bank of microfiche which can be used for the disseminationof copies of documents requested by users in Member states.

241. Financial resourcesThe financial support for the activities of the Caribbean

Documentation Centre has been provided by the general budget of theUnited Nations with extra-budgetary support from IDRC. These resourceshave permitted the initial provision of extra-budgetary positions untilthey could be funded by the UN budget, as well as travel for CDC staffand participants representing Member States. Additional funding hasbeen provided by Unesco for the training seminars on CDS/ISIS, and byWIPO for some aspects of the development of CARPIN.

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242. As the basic infrastructural resources have been established inthe Caribbean Documentation Centre, it is expected that the UN systemwill be able to provide maintenance and support required for thecontinuity of the services provided by the system, and assistance tcother regional focal points particularly in the use of CDS/ISIS.

THE UNIVERSITY OF THE WEST INDIES LIBRARY, ST AUGUSTINE

243. This library serves as the regional focal point for CAGRIS, whichalso provides the Caribbean input tc the Current Agricultural ResearchInformation System (CARIS). As this library has a long history ofspecialization in the development of resources for study and researchin agriculture particularly agricultural research relevant to theregion, it had a previously established resource base to pe nit it tcserve as the regional focal point.CAGRIS is expected to become anintegral part of the Library's programme, and the continuation of thesystem after the IDRC and ether project funding is completed, isexpected to be supported by the University.

244. Human resourcesThe information specialists responsible for tne development of the

CAGRIS regional focal point and the corresponding activities in theMember states are all on the staff of the University Library. Thereare professional librarians, indexers, some, with agriculturalspecialization, and clerical staff provided by project funding fromIDRC. The staff of the UNECLAC Caribbean Documentation Centre, as wellas consultants to the system, have provided additional assistance.

245. Information resourcesThe University of the West Incies Library has the largest holdings

of technical agricultural studies in the region. These are mainlycomposed of commercially published books, and journals, researchreports and theses of the UWI and other institutions. The UWI librarydoes not however receive as a part of its regular acquisitionsprogramme the project reports, feasibility reports, and otheroperational studies which are prepared for national or regionalagricultural organizations, and this aspect of the system needs to bedeveloped in the near future.

246. Technological resourcesThe UWI Library with its access to the additional technological

resources of the University shoulo be well equipped technologically, tocollect, and process documents relevant to CAGRIS, and tc disseminateinformation to all the users of the system. The microcomputers held bythe Library are initially expected to be used for the development cfthe regional database, with future expansion to the University'smainframe as space requirements dictate.

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247. Other relevant technological resources include: access to theAGRIS database, and to other databases offered by the major hosts,micrographics facilities, the availability of the University of theWest Indies Distance Teaching Experiment (UWIDITE), for communicationwith some of the UWI Member territories, and-access to Online Computi,rLibrary Center (OCLC) for the processing of some of the library'sholdings.

248. Financial resourcesFunding for CAGRIS is received mainly from the IDRC project with

additional support from the UWI's main budget and from other agencies.Available funding makes provision for short-term training,establishment of the regional database, assistance to the Member Statesin the establishment of national focal points and the acquisition oftechnical materials, identification of users needs, and disseminationof information.

249. The regional centre is in the process of identification of usersneeds, and the establishment of the regional database, and therefore isproviding only limited services tc users.

THE CARIBBEAN COMMUNITY (CARICOM) SECRETARIAT

250. The Information and Documentation Section (IDS) of the CARICOMSecretariat is the regional focal point fcr the Caribbean TradeInformation System (CARTIS). As the main thrust of the CaribbeanCommunity is the facilitation of trade between Member States, thisintegral activity of collecting and disseminating information for theSecretariat's programmes is logically linked to the develcpment :f aregional database covering manufactured products, agriculturalproducts, and relevant transport data.

251. Human resourcesThe Secretariat staff responsible for the development of CARTIS

currently includes the information specialists of the IDS, as well asthe subject specialists from the relevant sectors. The initial designand development of the database structure was undertaken with theassistance of a consultant specializing in trade information systems.All the staff is permanently employed to the Secretariat, butadditional staff will be required in the areas of systems analysis,database management and programming.

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252. Information resourcesThe IDS in support of the programmes of the Community, has, the

past fifteen years, been collecting published and unpublished worksproduced in or relevant to the region. In addition to commerciallypublished monographs and journals, and documents of regional andinternational organizations, the :ollection includes the projectreports, Feasibility studies, and other analyses of aspects of theCommunity's activities.

253. Some of the quantitative and textual data which is included in thedesign of the CARTIS database, is currently being collectec for theSecretariat's programmes, but the data collection activities will needto be expanded to ensure that the required data is indeed available forthe regional database.

254. Technological resourcesThe facilities within the Secretariat for development of the

regional database include microcomputers, on which the numerical,textual, and bibliographical databases have been designed, and whichprovide the basis for the initial development of the regional databases

255. Although there are plans for the development of data communicationlinks between the Secretariat and the Member States, such linkages arenot immediately available for input or dissemination of the informationcollected by CARTIS.

256. Financial resourcesThe funding for the first phase of The Trade Information System,

which concentrated on export promotion, was provided mainly by UNDPwith counterpart funding by the CARICCM Secretariat. Initialdevelopment of the second phase has been supported by IDRC, UNDP, ITC,and the Secretariat's regular budget. The Secretariat is currentlyseeking funding for a project which would provide for the furtherdevelopment of the System.

THE CARIBBEAN ENERGY INFORMATION SYSTEM (CEIS)

257. The Scientific Research Council (SRC) of Jamaica's Ministry ofAgriculture has been designated the regional focal point for therecently established CEIS. The selection of SRC resulted from anexpert mission's examination of the existing institutions nationaland regional which specialize in the development of new and renewableenergy sources. SRC was found to be the agency most active in thisarea, and the best endowed. It therefore seemed most appropriate toserve as regional focal point.

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258. Human resourcesThe SRC is staffed with information specialists, and subject

specialists. Additional staff for the development of the automatedaspect of the database is to be provided for under the project recentlysupported by IDRC. The Commonwealth Science-Council, and Unesco.

259. Information resourcesThe SRC has been developing bibliographical resources for the past

twenty years, and in view of the Jamaica Energy Policy, and Jamaica'ssupport of the Regional Action Energy Plan, is expected to continuethis development as and integral part of its activities. The SRC asthe Jamaica's national focal point for Science and Technology, works incollaboration with the other institutions in the country which areactive in energy.

260. Although SRC has been collecting documents, and some numericaldata on new and renewable sources of energy in Jamaica, there will beneed for the early expansion of its activities to include relevantenergy documents from the other Member states.

261. Technological resourcesThe SRC does not yet have a computer for the establishment of the

regional database, but this been included in the project which providesfor the establishment of the regional system. Resources presentlyavailable to the SRC do not permit data communication with any of thenational focal points, or with any cf the related regionalinstitutions, but modems will be provided by the project.

262. Financial resourcesSupport for the establishment and development of the CEIS has

mainly been provided for by external funcing. Initial activities forthe design of the system were supported by the Commonwealth ScienceCouncil, and IDRC, and subsequent support for the actual system'sactivities has been provided by IDRC, the Commonwealth Science Counciland Unesco.

THE CARIBBEAN NETWORK FOR EDUCATION AND INNOVATION(CARNEID)

263. The CARNEID Office in Barbados nas been proposed by the nationalrepresentatives to CARNEID, as the regional focal point for theinformation aspect of CARNEID's activities and funding is being soughtfor the development of a bibliographical information network.

264. THE ASSOCIATION FOR CARIBBEAN TRANSFORMATION (ACT)ACT, which is a private non-profit organization established a

market intelligence system beginning initially with T!.inidad, wnere ltis headquartered, Antigua, and Dominica.

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265. Human resourcesThe staff composed of agricultural economists, who have

specialized in market intelligence, and auxiliary staff, collectprocess and disseminate data collected.

266. Information resourcesThe system is based on quantitative data related to agricultural

production, and market availability.

267. Technology resourcesThe decentralized regional database, is held on IBM

microcomputers, which are linked online between Trinidad and Dominica.The system utilizes the local bulletin board network for communicatingwith some users.

268. Financial resourcesFunding for the first two phases of the information system has

been provided by IDRC, and it is expected that ACT will also be able togenerate income from provision of services to the agriculturalcommunity.

THE PAN CARIBBEAN DISASTER PREPAREDNESS ORGANIZATION

269. This organization was established by CARICOM Member states andother states of the region, mainly for the collection, processing anddissemination of information relating to the prevention of andpreparation for natural disasters.

270. Human resourcesnumber of specialists in areas related to public health,

medicine, and the environment prepare information which is regularlydisseminated along with forecasts of impending disasters.

271. Information resourcesThese include documents, and quantitative data, along with the

repackaged information.

272. Technology resourcesThe Disaster Preparedness Organization uses radio communication

facilities to communicate with the national disaster preparednessoffices. The Government Information Services also participate in thedissemination of information provided by this system.

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THE CARIBBEAN DEVELOPMENT BANK (CDB)

273. The CDB is the regional focal point for the CaribbeanTechnological Consultancy Service, (CTCS) Network, a cooperative systemlinking more than 20 national and regional institutions, andapproximately one hundred specialists. The Network was established tofacilitate the snaring of experience and information intra-regionally.Emphasis is placed on finding solutions to technological problems facedby small and medium-sized industrial enterprises by CDB BorrowingMembers.

274. Human resourcesSubject specialists, and information specialists work with the

assistance of national focal points on the analysis of user-informationneeds and identification of information resources to satisfy theseneeds. Two extension officers travel throughout the region to thosecountries without liaison extension services, to identify needs,provide on the spot advice where possible, and to follow up requestsfor delivery of information.

275. Information resourcesThe CTCS draws on the resources of the CDB's library which has

established an electronic database, as well as the knowledge andexperience of its staff and its member institutions. About one 15% ofthe formal requests for assistance received are satisfied by provisionof hands-on assistance to users in the field.

276. Financial resourcesIn addition to the resources allocated under the CDB's regular

budget, the services of the CTCS are supperted by project funding fromIDRC. CTCS also generates income by charging fees for some of theservices provided.

CARIBBEAN AGRICULTURAL DEVELOPMENT INSTITUTE (CARDI)

277. The Caribbean Agricultural Research and Development InstitJteLiterature Service (CARDILS) an organizational network with servicesprovided from the CARDI Headquarters, mainly to staff members in allMember states.

278. Human resourcesCARDILS is staffed by informatcn specialists working closely with

the Institute's researchers.

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279. Information resourcesSince its establishment CARDILS has developed a soecialized

collection of research reports by CARDI staff, and by other researchersin the region. It has also collected technical reports from simlarorganizations in other regions through its literature exchangeprogramme.

280. Technological resourcesThe in house computer has been used to develop the database for

CARDILS.

THE ORGANIZATION OF EASTERN CARIBBEAN STATES (OECS)

281. The OECS INFONET has recently been established and in addition tcthe present staff of the Economic Affairs Secretariat, additionalhuman, information and technological resources will be provided, underthe recently approved project.

NATIONAL FOCAL POINTS

282. The development of the regional information systems has envisagedthe existence or establishment cf libraries, and other informationunits to serve as national focal points, which can collect anddisseminate information held within each country, and which can providenational access to other information held by the regional system.

283. In some Member states, the governmental structure and the plansfor the national information systems have permitted the designation ofan information unit which can be logically linked to the equivalentregional system. In others the national information plans and policeshave designated initially the establishment of one nationaldocumentation centre to be the main resource for technical information.This national documentation centre would initially be the nationalfocal point for all regional bibliographical information systems.

284. Human resourcesSeveral factors in the past decade have influenced the increase of

the number of trained librarians ln the region. The programmes offeredby the UWI Dept of Library Studies, the project-related trainingopportunities financed by funding agencies, and the expansion of theinformation field with the recognized linkages with informationtechnology, have led to the increase in the n..imber of librarians andinformation specialists available to staff national focal points.

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285. The staffing situation in the special libra -ies which serve asnational focal points, though much Improved, is still very inadequate,and in most cases there will oe need for additional staff to provide atleast basic services. Development of an integrated career structurefor librarians is needed tc encourage recruitment, and to provideincentives tc the recruits to the national information systems.

236. Other information professionsAs the regional information systems are composed of several types

of data, the human resources under consideration, include professionalsworking in the areas of quantitative data, rep-ckaging of technicalinformation, the dissemination through the mass media, and thedevelopment of computerized information systems. These profescicnalsare currently engaged in related national activities, but will requirespecialized training in the systems' methodologies, and the repackagingof technical information which is an important activity not regularlyundertaken by any of the national cr regional systems.

287. Information resources Bibliographical informationThe development of collections, has principally depended on the

establishment of linkages with the sources, for the collection oflocally produced reports, studies etc. The national budgets havepermitted the purchase of reference materials, and in some casesproject funding has assisted in expanding these collections.

288. Quantitative informationThe databases of quantitative data, are held in various

organizations within the national structure, but the StatisticalDepartments or Units are the main sources of quantitative data. Theirmain areas of concentration are trade and population data, but inaddition data is collected in other sectors covered by the regionalsystems. Consultations relating to the design of quantitativedatabases should therefore include discussions with the statisticalunits on the possibilities of cooperation in the development of thenational, and input to the regional systems.

289. Repackaged information and linkages to the mass mediaThe technical information held by the regional systems has not

been regularly repackaged, and thEnefore there are no significantinformation resources which can be used for dissemination ofinformation through the mass media. This area would need to bedeveloped as a new aspect of most of the regional information systems

290. Technological resourcesThe majority of the national information systems are manual, but

with the increasing availability of microcomputers, and with theavailability of COS/ISIS, which can be used for the establishment ofbibliographical and textual databases it is planned that the nationalfocal points will be gradually computerized.

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291. Microcomputers are being provided to national centres under theCARSTIN project, and the CECS INFONET, and these are expected to permitthe establishment of the databases at the national focal points, andthe transfer of information to the national referral centres and theregional centres.

292. Financial resourcesThe national budgets provide financial resources for the nationa:

information systems but these are inadequate to cover all costs. Thishas resulted in significant dependence on external funding.

293. The developments related to improved national services, andparticipation in regional information systems, have involved additionalcosts of operating and maintaining the technological resources, as wellas providing services to the region and sharing information helalocally.

294. The availability or lack of financial resources has had asignificant influence on the development of national and regionalinformation systems, and therefore the acceptance and recognition ofthe value of formal information services has not always been followedup by action towards improved systems. In the cases where funding hasbeen available, this has usually been regional and national resourcesmatched by resources from external technical and economic assistance.

295. The availability or lack of funding in particular areas hastherefore influenced the selection of sectors for the development ofinformation systems. Funding has usually been in the form of two orthree-year projects to be supported by the governments at the end ofthe project period. This requires long-term planning by the nationaland regional agencies to ensure continuity of the project activities atthe end of the project funding.

296. Participating centres as the national and regional levelsIn addition to the national focal points, national and regional

organizations have been participating in the regional informationsystems. This has permitted government and private agencies, researchinstitutes, universities, and regional organizations to participate inthe systems, both in terms of input and as users of the information.

NATIONAL POLICIES INFLUENCING THE DEVELOPMENT OF THEREGIONAL INFORMATION SYSTEMS

CHAPTER 10

297. In order to develop a regional information system strategy, it wasnecessary to examine the national information policies, and theirconsequent impact on the regional systems.

298. The information sector as defined earlier is not yet recognized bynational development plans, but is composed of several facets which aredeveloped to different levels in the individual Member states. Therehave been developments within the information sector and it is expectedthat further developments will be encouraged by active participation inregional and international activities. The fact that information isindeed an interdisciplinary activity has encouraged the somewhatfragmented development of the national information sectors, withdifferent national authorities being responsible for the activities.

299. Policies affecting the information sector cannot therefore be seenas homogeneous, but rather as components of a sector which caneventually be unified. An examination of national activities andnational policy statements, indicate that there have been efforts atthe identification of national policy issues, arrival at a nationalconsensus at least on the technical level, and the translation of theseproposals into official policy.

300. Policies which have been defined have been related to theindividual parts of the information sector although in some cases thereis recognition of the reed for some unification of the variousinformation activities. Overall national policies are therefore at thedevelopment stages for libraries and related information systems, dataand tele-communications, statistical services, and the mass media.

301. Articulation of these policies in an official form would have asignificant impact on the development of the national informationsystems, and consequently on the regional systems. These policieswould serve as guides to the managers of the regional informationsystems in their initial design and subsequent development. They wouldtherefore ensure that the regional systems are indeed oriented tc theneeds of the member states, and that they do provide informationservices which meet the needs of the national users.

302. Most of the Member states have articulated and documented policiesrelating to the libraries, archives and documentation services. Theserelate to the rationalization of organizational structures and servicesprovided by libraries. The establishment of these policies haveresulted in varying levels of administrative and organizational controlover various types of libraries. There are not however, policies forthe development of a unified information sector.

303. National policies and plans have been drafted, and presented forofficial ratification. Several have been officially approved, and allare being used as the framework for the development of rational libraryservices. These policy proposals, and national plans for thedevelopment of the national information system, have all recognized thevalue o' participation in regional information systems, but have notidentified the responsibilities of the regional systems for providinginformation services to the national users. The following countrieshave prepared official or draft national information plans andpolicies:

ANTIGUA AND BARBUDABARBADOSTHE BRITISH VIRGIN ISLANDSCUBADOMINICATHE DOMINICAN REPUBLICGRENADAJAMAICAMONTSERRATSAINT LUCIAST KITTS NEVISST VINCENT AND THE GRENADINESTRINIDAD AND TOBAGO

304. In addition there has not been an definition in the nationalinformation policies cf how the regional information systems should nestructured or how they are expected tc aid the Member states in thedevelopment of their national information systems. As there has beenparticipation in the regional systems. further identification of thenational policies had to be gleaned from relevant national activitieswhich have included:

305. The decisions relating to information which were taken at themeetings of regional organizations. Approval was given at thesemeetings for the establishment cf some regional information systems andfor the definition and design of others 'n priority areas. Thedecisions at these regional meetings have been the basis forestablishing several regional information systems.

306. In addition to the participation in regional meetings, the Memberstates have also demonstrated interest in the participation in regionalsystems by:

Designation of national focal points for regional systems

Input of records to regional systems

Use of common methodologies and schemes

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Participation in meetings and semiiiars of the individualsystems

Use of the services provided by the systems

307. The reflection of the national policies in the activities of theregional systems, has not however extended in all cases to thedetermination of priority activities of the s /stems ar.d the evaluationof the services provided by the regional systems. As the systems arerelatively new, CARISPLAN is the only system in which there has been anevaluation exercise in which Member states have participated.

308. It is evident that there is need for the national policiesrelating to regional systems to be more clearly defined to ensure thatexisting and proposed systems are indeed defined within an acceptableframework and that the orientation of the systems is indeed acceptablenationally.

309. The earlier systems were bibliographical with a logical expansionto include quantitative and textual data as in the case of the designsof CARTIS and CEIS. National policies relating to the participation ofMember states in integrated information systems are less clearlystated, and again the existence of a regional policy on this issue hasto be gleaned from the fact that there have been national consultationand consensus on the design of the two *N* 'ntegrated regional systems,rather than officially sanctioned policy statements.

310. National policies relating to regional systems on quantitativedata can mainly be identified from the stated policies of the NationalStatistical Department, which aim at regional cooperation and the useof common methodologies.

311. These units seem to be the major focal points for quantitativedata in most of the member states, and therefore it would be in keepingwith the national policies if the national statistical units werestrengthened to do more analysis and disaggregation of the data alreadycollected rather than establishing new units 'n the relevant ministriesto collect data which might already be held by the StatisticalDepartment.

312. Access to the quantitative database at the national level cou7dthen be provided by the Statistical Department through appropriatedocumentation centres.

313. PrivacyAs the regional information systems focus on locally produced

documents and other data, the lack of rational policies relating tc theclassification and declassification of unpublished documents,particularly those produced within the public sector, is likely toimpede the input of information to the national focal points, andsubsequently to the regional databases.

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314. The Statistical laws of most of the Member states prevent theidentification of the performance and the financial standing ofindividual enterprises. These policies which have been nationallyaccepted for some time are also likely to influence the corection ofinformation for databases or companies, unless there is evidence thatthe regional systems would respect their privacy in the same way as thenational statistical departments.

315. Repackaging, analysis and dissemination by the media oftechnical informationAlthough the regional information systems have not been

significantly involved in this area, the Government informationServices have recognized the need to translate and repackage technicalinformation for wider dissemination. This policy has been articJlatecby several agencies, and the regional systems should therefore linkwith the Government Information Services for communicating with theinnovators, and the general public.

316. In addition to the national policies outlined above, the desirablecharacteristics of regional information systems which were defined inChapter 5 identify other aspects of the establishment and developmentof the regional information systems which are acceptable to Memberstates.

317. ComputerizationAs plans for the regional information systems all include

computerization the national policies relating tc computerization,hardware, and software, were reviewed to determine an acceptableregional policy.

318. Within the national information sectors, the policies on-,cmputerization are still in the process of development, but variousinternal and external factors have resulted in the establishment ofNational Computer Centres, and in the use of computers for processingin several areas of national development.

319. The National Computer Centres have had some responsibility forpolicy-making, some of which has been influenced by technicalcapabilities. The centres were originally established to undertakedata processing for the public sector, but are not always able to meetthese demands, and therefore tend to process general administrativedata.

320. They do provide technical support, and advisory servi:es todepartments establishing computerized systems. The availability ofmicrocomputers has increased thit aspect of their work.

321. The National Data Management Authority of Guyana is the onlyagency of its kind, as it has responsibility of determinirg nationalpolicies and for computerizing agencies within the public sector.

c.

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322. Technical influences on policiesThe availability of mainframe computers, and the technical

knowledge required for using the operating systems, have established defacto policies in relation to the software packages whi:h can beemployed and consequently the computerization activities which canreasonably be undertaken by some of the naticnal focal points.

323. Software

The national policies for acquisition of software for use oy thenational information systems imply that where possible software shouldbe purchased rather than locally produced, that access to regionalexperience in the evaluation of software would be valuable, and thatregional systems should use where possible software which can beimplemented with the minimum demands on the national programming staff.

324. Hardware

In addition to the capabilities of the systems, market forces alsoinfluence the national policies on the selection of hardware at thenational level. There is a consequent trend toward the use ofmicrocomputers in government agencies, and in some cases at thenational focal points and participating centres. The policies for thepublic sectors have required the purchase of IBM microcomputers orcompatibles as this is particularly related to the availability ofreliable after-sales service within the country.

325. Mini-computers

For mini-computers there is are less clear cut policies, butthere are naticnal requirements for compatibility within thegovernment sector, as well as the availability of reliable ser4i:thg.

326. Mainframe computersThese are being employed in several government agencies, and their

main influence on national policies for computerization are related tothe operating systems, the storage capacities, and the availability ofprogramming staff. In several cases there is storage capacity, butthere is not adequately trained and experienced staff to permitprocessing for the national information system.

327. TelecommunicationsThere are well established public seiitched telephone facilities

which are available to member states, and which permit regionalcommunication between members of the systems. Facsimile transmissionservices are in most of the member states.

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328. Data communicationsExternal data communications facilities are available for data

transfer between several countries of the region Barbados, Jamaica,Trinidad and Tobago and the Dominican Republic and the United Statesand some other external locations. Input and access to the databasesof the regional information systems require reliable error-free datatransfer facilities, which can transfer data between member states, andthis is not yet possible as there is not yet a public switched datanetwork available for regional data communication. There has, however,been recognition of the value of regional communication throughsatellite transmission, as evidenced by the agreements of several ofthe member states tc participate in the University of the West IndiesDistance Teaching Experiment (UWIDITE).

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MECHANISMS WHICH FACILITATE NATIONAL AND REGIONALINFORMATION FLOW

CHAPTER 11

329. Access by users to the manual and automated databases of thenational and regional systems and to the corresponding services, hasbeen significantly influenced by the facilities for informationtransfer.

330. At the regional level the technical information services are basedin the capitals, and consequently access to the holdings of thenational systems tends to be limited to the residents of these cities.As the systems provide and are expecting to provide informationdirectly relevant to the needs of the urban and rural developmentcommunities, the facilities for information dissemination need to beexamined.

331. Libraries, documentation centres and archivesThe referral centres, libraries, and documentation centres, are

the main points of contact from which users can expect to obtaintechnical information on a regular basis. The referral centres whichshould function as the guides to sources of data are not yet fullyestablished in the member states. They would save the user's timewhile ensuring that the available information sources are indeedutilized. The national referral centres should also serve as nationalsources of information on the holdings of the regionaldatabases.

332. Statistical services

The national statistical services also facilitate the flow ofinformation within the region. Their regular and special publicationsand services disseminate statistical data on areas of general interest.The departments also provide information in response to users'requests. The documented output from these services is alsodisseminated through the special libraries and documentation centres.

333. Communication facilities

The users' contacts with the regional databases, require theavailability of reliable means of communication. Postal and telephonetelex and facsimile services are no4 used for communication within themember states and within the region. These are all used for requestinginformation, but because of cost, most information services areprovided either directly to the user in person, or are supplied bygeneral postal services.

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334. Data communicationDevelopments in the data communications infrastructure in the

region have been the official responsibility of the nationaltelecommunications administration. National data networks have beenestablished in three of the member states, and local data transfer istherefore possible.

335. National networks linked to external data communications networkspermit access to external databases and permit the transfer cf data toexternal uatabases. Communication within the regicn has not improvedcorrespondingly however, and although the Caribbean News Agency (CANA)demonstrates that data transfer is possible between some- countriesacross the public telephone lines, a public data network, for thetransfer of data between the regional focal points, and the nationa'focal points is not yet in place.

336. The University or the West Indies Distance Teaching Experimentuses satellite communication for linking the UWI territories, and theexistence of nodes for UWIDITE in five countries, indicates thepossibility of developing a regional data network with the addition ofdata communication facilities.

337. Recent developments in the data communications sector haveprovided online access to the CARISPLAN database, and new permit someusers of the systems to have instant response from remote locations.These facilities, are, however not widespread, and the possibility ofaccess from outside Trinidad is still being tested.

338. Mass communications

The mass communication facilities which are available include thebroadcast and print media in the public and private sector. TheGovernment Information Services all disseminate a certain amount oftechnical information, particularly in health, agriculture and disasterpreparedness, and they can therefore serve as facilitating mechanismsfor the dissemination of information from and about the systems.

339. Of particular note is the Caribbean News Agency (CANA) which linksmost of the mass communication agencies in the CARICOM and some cf theother CDCC Member states. Features of interest to the region includeareas covered by the regional information systems.

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STATISTICALSERVICES

communicating withLIBRARIES

DATA users through AND OTHERPROCESSING INFORMATION

communicating

CENTRES

DAT, directly withANALYSIS users

USERS

communicatingdirectly withusers

USERS ACCESS TO INFORMATION FROM LIBRARIES ANDSTATISTICAL SERVICES

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A REGIONAL INFORMATION STRATEGY TO THE YEAR 2000

CHAPTER 12

340. In the light of the number of regional information systems in

place, or planned for the Caribbean, and the fact that the initiativesfor their development come from mandates which could lead tooverlapping programmes, coordination of existing and proposed regionalinformation systems seems to be particularly vital at this time. Thiswould permit the rationalization of the existing and proposed systemsand programmes, and would therefore maximize the benefits from thesystems.

REGIONAL POLICY ISSUES

341. Rationale for information systemsThe main policy issue seems to be the requirement throughout the

region for the development of information resources based on theinformation produced in and about the Member states. The developmentof regional information systems is expected to establish thiscapability, and to ensure that the development community of the regioncan share the available information and experience to enhance theirdevelopment efforts.

342. Regional information systems basic structureRegional information systems should be composed of regional focal

points, regional institutions active in that sector, and nationalsectoral focal points designated by Member states as their link withthe regional systems. This ensures that there will be effectiveparticipation in terms of input and output and use of services. Theresulting cooperation is expected to be mutually beneficial to theusers of the system at all levels. The regioral systems are thereforeexpected to provide access to information produced in or about, orrelevant to the region.

343. Policy for developments to the year 2000These policy proposals will attempt to forecast recuired

developments in the regional information systems for the next decade,and until the year 2000.

344. The User community

The primary users of the regional systems are the policy makers,planners, and technical personnel and researchers in the public andprivate sectors. In an effort to maximize the use of the scarceresources of the region, however, the regional systems shculd alsoserve other categories of users, the other members of the developmentcommunity the researchers, practitioners, innovators in the relevantfields, and the members of the educational system.

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345. Level of treatmentTo ensure that the regional information systems can function as

development support systems, the policy proposals include some detailswhich can ensure that the systems can achieve the objectives identifiedfor the region.

346. Coordination of regional policy and systemsAs the systems have developed they have demonstrated a need for

some regional consensus on determination of, and planning for thedevelopment of new regional systems, proposals for changes required,boundaries of systems, and long and short term developments.

347. National sectoral focal pointsEach regional system should have national sectoral focal points

which should be active information units.

348. Regional focal points regional organizationsExisting regional agencies should be considered wherever possible,

as regional focal points for the regional information systems, andshould also be participating centres in the regional systems to whichthey are relevant. Whenever national organizations are proposed as themost appropriate national sectoral focal points, the system designshould incorporate a methodology for the system to report to the Memberstates.

REGIONAL COMPATIBILITY

349. As system interconnection and communication are requirements forthe existing and proposed regional systems, there are consequentrequirements for the compatibility of structures, methodologies, andequipment which would permit the merging of databases at the nationallevel, and would eliminate duplication of effort required for input tothe various regional systems.

350. Compatibility is also required in the definition of boundaries ofthe content of the systems, and in the employment of methodologies forinput.

351. Software and hardware employed by the systems should be compatibleand should also enjoy functional compatibility with that of thenational sectoral focal points.

1f):

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352. Standardization, Communication, and ComputerizationA major objective in the design of the regional systems is

regional compatibility and communication between the regional systems,and therefore standard methodologies and techniques have to beestablished and maintained. The bibliographical format for theCARISPLAN database is in use in the national sectoral focal points andin some participating centres of the system, and this format shouldtherefore be used for the development of the bibliographical databasesfor the other regional systems.

353. Access by usersThe access by users, the main objective of the regional systems

would also be facilitated by the development of compatible systems.Such compatibility is expected to permit the merging of databases atthe national sectoral focal points and at the national referral centresas they devPlob. This will reduce the number of steps required foraccessing the databases of the various systems. While the importanceof national privacy and confidentiality are recognized, this is notexpected to be at the expense of sharing of information for regionalcooperation.

354. International compatibilityCompatibility of regional information systems with global systems

is desirable, but this should not take precedence over the issue ofregional compatibility. International standards for data encoding, anddata transmission should be employed where possible as they will,provide for system interconnection and communication when required.

355. Standardizing bodies which provide guidelines for internationalcompatibility The national standards bodies, the InternationalStandards Organization, (ISO) the International TelecommunicationsUnion, (ITU), should be used to provide guidance for the selection ofmethodologies for the regional systems.

THE SCOPE OF REGIONAL SYSTEMS

356. Input and access policiesThe regional systems should continue to place emphasis on the

locally produced and relevant data, in bibliographical orquantitative form, which where relevant should be repackaged fordissemination through the national and regional media.

357. Classification and declassification policiesThe regional systems will treat with data which is most

appropriate to the type of services required by the particular groupsof users, and will therefore develop and implement procedures forclassification and declassification of information held by the regionalsystems.

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358. Subject scopeThe general subject scope will be defined according to the general

priority subject areas. Further refinement of coverage will be workedout in the design of each system and in consultation with the managersof systems. The systems ought to exist as discretely as possible whi7eallowing for desirable duplication and overlap.

359. System definition should be as reflective as possible of thesectoral definitions of the governmental structures of the Memberstates, and should therefore fall within the priority sectors of:Agriculture, Industry, Trade, Education, Health and Medicine,Socio-Economic planning, and Science and Technology which should belogically subdivided into its component development sectors to permi.tmore effective management of the information aspect by the regionalsystems and at the national level.

360. Nature of the information productThe systems will attempt to provide products relevant to the needs

of the users. This will vary from the establishment of a regionaldatabase of bibliographical or quantitative data, which can be accessedfor retrospective information, to the collection and dissemination ofcurrent information which would be required for the systems operatingwithin the trade sector. Some systems would be also required toanal:ze the data retrie'ed before delivery to the user. .

361. The range of regional information systems which are expected to beestablished or to develop before the year 2000, fall within thepriority sectors defined by the Member States. They are expected toprovide coverage of regional activities by collection, processing anddissemination of bibliographical, textual and or quantitative data,disseminated in their original form, or repackaged, and made accessiblethrough the information systems, or disseminated through the massmedia. The product while perhaps reaching the user iri different forms,would therefore emanate from databases containing very current, as wellas retrospective data.

362. The systems treated by this strategy have been described earlier.They provide various types of information, and are mairly at very earlystages of development. It is therefore necessary to determine, as partof the strategy, the systems which should remain as proposed, thosewhich should include additional activities, and those which should bemerged to permit rpore effective use of scarce resources.

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363. The regional information systems are expected to provideinformation in the following categories:

Bibliographical information Information about dcouments

Textual information

Quantitative information

Repackaged information

Dissemination throughthe mass media

Records of data gatheredby the information systemse.g. databases of researchprojectsData which can bequantified usuallynumericalInformation which has beeninterpreted and possiblysimplifiedRepackaged informationdisseminated with the aidof the mass media

364. It is proposed that the regional systems all develop serviceswhich include the categories listed above by establishing linkages withrelated systems and with the mass media.

365. Services to Member statesService to users, needs to be emphasized in the development of the

regional information systems. As the Member states are partners in thedevelopment of the systems, and as they are or will be contributing totheir development, the main services and products should initially bedirected to the policy makers, planners, and technical personnel in theservice of the governments of the Member states.

366. The systems therefore need to provide access to their databases,to abstracts or other document surrogates, and to the actual data heldby the system. Each system should therefore ensure the availability :fupdated copies of the regional database to the national centres. Onlineaccess to the regional databases should continue to be developed,although equipment costs, and communications charges will limit thenumber of users of this facility.

367. Assistance in the development and automation of nationalsectoral focal pointsThe national sectoral focal points are at various stages of

development, and the design of the systems should therefore makeprovision for economic and technical assistance in the establishmentand development of the national sectoral focal po4nts.

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368. The regional and some of the national information systems aregradually being automated, and therefore parti:ipation in relatedactivities will require access to computer facilities, and theavailability of assistance for the development of computerized systems.National sectoral focal points should therefore continue to be assistedby the regional systems in the automation of the national sectoralfocal points.

369. System linkagesAs information services to users can be provided from different

sources, the systems which have developed require linkages to ensurethat a complete information service can be delivered while reducing thedanger of overlap. The potential for overlap, which was outlinedearlier, demonstrate the need for systems within the same sector, or inrelated sectors to be linked, initially in terms of coverage, andsubsequently in terms of access by users.

370. Repackaging of informationThis seems to be the logical means of ensuring that technical

information can be assimilated and used by the development communitywhich would include specialists in other fields, and non-specialists.

In the case of documented research, authors should be requested toparticipate in repackaging of their works, but analysis of textual andquantitative data can be undertaken by specialists in the field. Theinformation held in the patents database is an example of data whichcan be repackaged, and disseminated through another system such as theCaribbean Technological Consultancy Service (CTCS).

371. Information on regional systems and developmentsAs the systems are relatively recent and some are still at the

design stage, there is not always awareness of:

the existence of the systems

the services provided by the systems, and their objectivesand structure

current developments in the systems and related programmes.

372. The regional information systems are in the main publicly owned,and funded by governments and by development a-d. It is thereforeimportant that the system managers report regularly to the Memberstates, through formal reports, newsletters, etc, and therefore gainfeedback from their constituencies on the functioning and services ofthe information systems.

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373. Information to users and potential users of the systemsTo ensure that Member States are aware of the systems' operations,

reports on the systems which are presented to the governing councils cfthe regional organizations shculd be repackaged and disseminatedthrough the newsletters of the organizations-and through the nationaland regional mass media.

374. Information on the data and information held by the system shouldalso be more widely disseminated. Particular items, or data of specialsignificance should be announced through the regional newsletters, andthrough the national and regional media.

375. This would be particularly relevant in relation to valuable tradeand agricultural data, such as the changes in regulations onpesticides, or the implementation of the new Common External Tariff.

376. Use of the mass mediaThe value of the mass media as a vehicle for the dissemination of

information held by the system has apparently not been recognized inthe development of regional information systems. It can play animportant role at two levels. It can be used to make users andpotential users aware of the systems and the services provided, and itcan also make significant items of information available and known to awide cross section. of users.

377. Repackaged information, reviews, and analysis of documents andother data held by the systems can be given wider dissemination throughthe mass media.

373. The role of the 'new' information technologiesThe development of the systems should also involve, where possible

the use of the new information technologies which are available in theregion, if these can be found to achieve more effective communication.Electronic bulletin boards, and the University of the West IndiesDistance Teaching Experiment (UWIDITE) can be used for communicationbetween the systems managers and the representatives of member states.and for planning and policy meetings on the systems' development.These facilities can also be used for the dissemination of informationas the equipment becomes more generary available.

379. Human resources

The development in information atti.:ittes and in the in the typeof information services required have implications for manpowerdevelopment and the type of information professional required. TFegroups in the information sector which would be involved in thedevelopment of the information systems inc'ude:

BEST CiAsi

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librariansdocumentalistsinformation analystssystems analystscomputer scientistsstatisticiansmass media personneltelecommunications personnel,

working with input from subject specialists.

380. The activities of these professionals are becoming increasinglyrelated and, and there is consequently need for greater awareness ofthe related activities. In the regional systems, all theseprofessionals will have a role in the future information resourcesmanagement which will be required of the systems.

381. Short-term training of information professionals is an activitywhich has been and should continue to be included in the programmes ofthe regional information systems. Training-in the use of the structureof the systems, the systems methodologies, and the services willrequire short seminars, either conducted at the regional focal point,or through communication facilities such as UWIDITE.

382. Training for system managers, in techniques for the linking ofsystems and expertise into networks will also permit the informationpersonnel responsible for the development of the regional systems toassess, acquire, and use particular new technologies which required forthe regional systems.

383. Research and analysisThe universities in the region should undertake research and

analysis relating tc information systems, and the value added to theoriginal data by the processing through information systems.

384. Financial resourcesSome major resources are now in place for the maintenance and

further development of the regional nformation systems. Developmentsover the next decade will, however, require additional national,regional and external funding. The regional focal points shouldtherefore continue to seek funding for the regional systems on aproject basis. These proposals should include requests forinfrastructural support for the Member states, and should be supportedby the national agencies responsible or technical assistance.Determination of the cost of information and the arrangements forpayments by users, should be considered by the system managers and therepresentatives of Member states as a means of ensuring futuresustainability of the regional systems,

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385. Funding in addition to that allocated by the national budgets,will be required to initially provide:

specialist human resources for the establishment of thenational and regional systems

long-term training of information professionals for the tcstaff the systems

technical information resources

technological resources for the development of services.

386. Coordination of activities of external agenciesThere is a need for coordination of the participation of funding

agencies in the development of regional information systems. This isparticularly evident in the area of information as this is arinterdisciplinary sector, and the regional systems are likely to befunded by external agencies working on sectoral developments.

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PROPOSALS FOR IMPLEMENTATION OF THE REGIONAL INFORMATIONSYSTEM STRATEGY THROUGH THE PROPOSED

REGIONAL NETWORK OF INFORMATION SYSTEMS

CHAPTER 13

387. The development of the regional information system strategy, hasso far involved the analysis of the national and regional policies inrelation to the regional information systems. The analysis, and thetable of systems has shown overlap of existing and proposed systems,and the need for linkages between systems in related sectors which holddifferent types of data. The policy proposals have summarized theissues involved, and these proposals for implementation of the strategydefine the areas to be covered by regional information systems, and thelinkages which should be established between related systems.

388. The information systems proposed are expected to work togetherwith regular consultation on significant issues. At this stage thesystems working within the regional network will be defined, the gapsidentified, and the overlap and undesirable duplication identified forelimination.

PROPOSED CHANGES IN REGIONAL INFORMATION SYSTEMS

389. General regional information systemsThe question of general regional information systems, was

considered at the time of design of the existing information systems.In the light of the governmental structures, and the requirement forthe satisfaction of users needs, it was decided that liaison withregional information producers, and specialization of services would bemore effective on the basis of sectors, rather than general regionalinformation systems, covering all sectors. The use of standardizedmethodologies, and the merging of the databases of the regional systemsis expected to achieve the objectives of providing information to theusers as required.

390. A general textual information system a database and referralsystem on research projects, specialists, and institutions has beenproposed for development under the aegis of The Caribbean InformationSystem for the Exchange of Experience and Information in Science andTechnology (CARSTIN). Unesco has initiated preliminary work, througnCARSTIN and has established methodologies for the development of thisdatabase.

391. Unesco is indeed commended for its foresight in this regard and itis recommended that the activity be executed through the regional fecal,points, national focal points for the sectoral systems, and natioraland regional participating centres. This will ensure the systematicdevelopment of the database, and the effective coverage of the region.

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392. This database will be more effectively developed cn adecentralized basis, with the regional focal points and national focalpoints for each system undertaking the responsibility for collectingand disseminating information within its sector. Such a modificationin the procedures would prevent overlap with.the database establishedby CAGRIS and the one which it to be established as part of the projectestablishing the Caribbean Energy Information System (CEIS).

SECTORAL INFORMATION SYSTEMSSOCIO-ECONOMIC PLANNING

393. This is an area from which information is required for thedevelopment activities of all sectors. The CDCC recognized this needand as the first regional system, CARISPLAN has covered a great deal ofground in the development of a bibliographical information system inthis area.

394. This system is expected to develop further with the establishmentof a Selective Dissemination of Information (SuI) Service to thepolicy-makers and planners of the region. CARISPLAN should also expandto include textual data on research and development projects in thesocio-economic area

395. Repackaging and wider dissemination of information held byCARISPLAN should also be undertaken to make the information in theregional database more widely available to users.

AGRICULTURE

396. Agriculture has been designated by the Member states as a highpriority for regional development. Regional systems in agr'oulturehave therefore been established or proposed for several types of data.

397. Bibliographical informationCAGRIS is the only general regional bibliographical information

system, and as it has been designed to cover all the categories of theglobal agricultural information system AGRIS, it is expected to includeall areas of agricultural information including forestry andaquaculture.

398. The Caribbean Agricultural Research and Development Institute'sLiterature Service (CARDILS), which will continue to cover theinformation needs of the CARDI research staff will operate within theframework of the Institute's programme.

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399. Textual informationThe Caribbean Information System for the Agricultural S :iences

(CAGRIS) has collected data for the first issue of a regionaldirectory of agricultural research in progress. This should be expandedto include development projects, and :ontir.ued on an annual basis withthe participation of the national focal points, and the national andregional participating centres.

400. To ensure long-term access, the directory should be developed intoa database which can provide access to information on agriculturalspecialists, and specialist institutions in the region. Thedevelopment of the CAGRIS database for research projects should beexecuted in conjunction with those for the CEIS and CARISPLAN.

401. Quantitative dataThe regional systems within this category are:

The Association for Caribbean TransformationAgricultural Information System (ACT AIS) and theProduction and Marketing Intelligence System (PROMIS).

There is collaboration in terms of methodologies. ACT has developed adatabase relating to agricultural products, and related data, whilePROMIS will function at the CARICOM Secretariat as a clearinghouse ofvery current data on agricultural products available for sale.

402. As a specialized development within the agricultural sector, afisheries information system for quantitative data has been proposed.The proposals by the Organization of Eastern Caribbean States (CECS),and the Trinidad and Tobago Ministry of Food Production, MarineExploitation and Forestry (Environment), should be unified to providethe structure of a regional information system in this very importantarea.

403. Although ACT AIS does repackage some of its data fo-dissemination, there is as yet no regional system for repackag'ng data,and for dissemination of technical agricultural information through themass media. Information service to the agricultural community would tegreatly enhanced by regular repaokaging and dssemination ofagricultural information through the mass media.

TRADE AND COMMERCE

404. The Caribbean Trade Information S;stem (CARTIS) is the regionaltrade information system. It currently includes the CARICOM States,but should be expanded, as permitted by t-.2 Treaty establishing theCaribbean Community, to include the other Caribbean territories.

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405. Bibliographical informationCARTIS has been designed to cover information in all areas related

and relevant tc regional trade.

406. Textual dataThe design of CARTIS also inclJdes profi7es of companies in the

region and other data, particularly transport, which facilitates exportpromotion. The Caribbean Basin Information Network (CBIN) whichprovides data on US companies interested in trading with the Caribbeanprovides information complementary to CARTIS.

4C7. Quantitative dataData on manufactured products available for sale also falls within

the scope of CARTIS.

408. Repackaged data and Mass media disseminationInformation held by these systems is of interest to the business

community manufacturers, exporters and importers, and disseminationof information about the system, and on its holdings seems to be thebest means of reaching the users.

INDUSTRY

409. There are several systems which are directly relevant to theindustrial development of the region.

410. Bibliographical informationThere is not yet a general bibliographica system for industry,

but The Caribbean Patents Information System (CARPIN) which coverspatents registered in the region, is a specialized one in this sector.

411. The proposals for the development of systems for a technologytransfer information support system, and for information services tosmall scale enterprises which emanated from the 19E6 CARSTIN, meet-ngboth fall within the area of industry, with some overlap with CARPIN.

412. A general industrial information system for bibliographicalinformation is therefore recommended to fi71 the existing gap. Thissystem would identify other areas of bibliographical informationrequired by all the industrial sector and establish a regionalinformation system to serve this sector.

413. Quantitative dataThere is no regional system in this category and a system for

quantitative data other than that provided by CARTIS should bedeveloped.

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414. Repackaged dataThe Caribbean Technological Consultancy Service (CTCS;, is the

only information service in this category. It should draw oninformation from tne other categories of industrial information as theydevelop. CTCS concentrates on pro.,iding information appropriate to thesmall-scale enterprises in the COB Member states, it is limited to aparticular scale of technology.

415. Information for medium-scale industries should also be providedthrough the expansion of CTCS, or through the establishment of arelated information system. The information system for small-scaleindustry proposed by CARSTIN, would overlap with the services of CTCSwhich has since its estab'ishment used innovate methocs to transferinformation and experience within the region. It is thereforerecommerded that Unesco support the further development of the CTCS, toenable it to reach a wider user community.

ENERGY

416. The Caribbean Energy Information System (CEIS) is the only systemin this area. This system has been designed to include severalcategories of data bibliographical data, quantitative data, andtextual- data related to research in energy. It therefore serves severalof the purposes required by the users, but the requirements forrepackaged data, and wider dissemination of energy information willrequire an extension of CEIS or the establishment of another system forthe repackaging and dissemination of the information held by thissystem.

BANKING AND FINANCE

417. In this sector a sub-regional irformation system treats a veryspecialized area of banking and finance. The regional debt managementinformation system for the Member states of the Eastern CaribbeanCentral Bank, serves a very clearly defined information need.

41B. There is the requirement however for the other areas of bankingand finance financial information which are not yet being served, andgeneral bibliographical, textual, and repackaged data, on the bankingand financial sector of all the Caribbean countries needs to be treatedin one of the regional systems. As CARISPLAN already has some of thisinformation in its database it seems to be the most appropriate fordeveloping an information system for in this area.

104

HEALTH AND MEDICINE

419. The system operated by The Caribbean Epidemiological Centre(CAREC), for the collection, processing and dissemination 3f numericaldata on communicable diseases, is the only regional information systemin this sector. Discussions between The CARICOM Secretariat and thePan-American Health Organization (PAHO) should be d:rected towards theestablishment of a general regional system covering all areas ofregional health information not covered by CAREC. The proposals for aRegional medical library network for the Commonwealth Caribbean shoulobe incorporated into the general system designed for the region.

EDUCATION

420. There is no regional information system in the education sector.Proposals by the Caribbean Network for Educational Innovation andDevelopment (CARNEID) office should be reviewed and expanded withregard to the capabilities of CARNEID, to cover all the categories ofdata identified above.

LAW

421. Two structures for regional information systems are being studiedby the University Law Faculty Library. The proposed systems forregional legislation, and for Marine Law should be combined, andestablished as one system.

DISASTER PREPAREDNESS

422. This information system was established as an active system tomeet a need for information on preparing for and prevention ofdisasters. This system's linkages with the mass media provide therequired range for dissemination of information.

423. It is recommended that there be further linkages with theCaribbean researchers whc are engaged in preparing a lexicon for theCaribbean Creoles, so that the benefits from the research projects carbe translated into a very practical application immediately beneficialto the region

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PRIORITY AREAS IN WHICH THERE ARE NO EXISTING OR PROPOSEDREGIONAL INFORMATION SYSTEMS

424. Tourism and the environment are two areas which have been declaredpriority areas by all the Member states of the CNC. There are someinformation services in these areas, but no coverage by any cf theregional systems.

TOURISM

425. The Caribbean Tourism Research Centre collects numerical data cnthe status of the tourist industry, to support its research activities.The establishment of a regional system would require expansion of theseactivities tc cover all categories of data.

ENVIRONMENT

423. Although the Environment is a priority area in -.he region, thereis no related information system. INFOTERRA, the global informationsystem for the environment, provides a global information service fromnational focal points which act as referral centres. Withii, the regionnational focal points have been designated but these are not activeinformation units, and have not been actively involved in processing ordissemination of the information held.

427. A regional system for the environment would permit the sharing ofthe environmental information about the region and would also provideassistance for the development of the national focal points.

423. The regional Office of the United Nations Environmental Programme(UNEP) which was recently established in Jamaica, at the initiative ofthe Caribbean governments, will collect for its regular activities someof the data required for a regional information system, and couldexpand its information activities to include the establishment of ageneral regional information system on the Environment.

429. Languages used by the systems for dissemination of informationAs information systems need to provide information packaged in a

manner which makes it easily usable, the language used by the systemsfor the dissemination of information is a factor in achieving the mcsteffective dissemination and maximum use of the regional informationsystems.

430. Within the CDCC grouping there are three official languages,Spanish, French, and English along with the French-based Creole ofHaiti, Dominica, Saint Lucia, and the English-based Creole of theNetherlands Antilles and Suriname. The Creoles are widely used inthese countries particularly by the rural populations.

106

431. Of the systems in operation, CARISPLAN was established as atrilingual system and provides its output with trilingual access keys.If the other systems which are oeing developed are to serve the regioneffectively, it is vital that the language of their output match thelanguage of the users. There is also need for the translation of theabstracts, and of the documents held by the systems, and eventually aregional register of translated documents to prevent duplication ofeffort.

432. In addition to the official languages, the Creoles can beeffectively employed in the dissemination of information to the generalpublic. The French-based Creole is oeing used by the ACT Agricu'turalInformation System (AIS), to disseminate information in Dominica, andthis practice should be employed by the other systems as they develop.

433. The following recommendations relate to the needs discussed andthe activities required for the implementation of the regionalinformation system strategy.

RECOMMENDATIONS FOR IMPLEMENTATION OF THE STRATEGYNETWORK MANAGEMENT

434. Regional information systems for p-oviding access to theinformation produced in or about the region, should be established crdeveloped in the priority areas of:

AGRICULTUREEDUCATIONENERGYINDUSTRYSOCIO-ECONOMIC PLANNINGTRADEDISASTER PREPAREDNESSTHE ENVIRONMENTTOURISMLAWBANKING AND FINANCEHEALTH

435. The rationalization of the s;ste7s, and the 'linkages proposed, inParagraphs 370 409 be used as a guide td eliminate overlap and fordetermining linkages of related systems.

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436. As the implementation of the policies will require coordination ofthe activities of these systems, it is recommended that a CaribbeanNetwork of Regional Information Systems be established. The Networkshould be composed of the existing regional information systems, andothers as developed, and the systems' managers wolfd determine currentand ongoing policies, the boundaries between systems, and the linkagesof related existing and proposed systems.

437. Meetings of the Systems' Managers should be convened reg...:larly,and the University of the West Indies Distance Teaching Experiment(UWIDITE), should be investigated as a means of regionalcommunication.

438. The fact that the regional systems are multi-disciplinary,requires that the strategy be ratified at the highest governmentallevel. It is therefore recommended that the strategy be presented tothe next meetings of the Heads of Government of the CaribbeanCommunity, and to the next meeting of the Caribbean Development andCooperation Committee (CDCC).

439. The CARICOM Secretariat and the UNECLAC Office for the Caribbeanshould be responsible for presenting proposed changes in the strategyto the future meetings of the Heads of Government Conference, and tothe CDCC.

440. The Network should be recognized as the regional link withextra-regional and international agencies. This would encourage thedevelopment of the regional systems within a systematically developedstrategy.

SYSTEM DESIGN

441. There should be an overall design for each of the systemsproposed. This design should include consultation with Member states,on the basic structure of the system, their participation, and theproject proposals for extra-regional funding.

INPUT

442. As the systems are based on localy produced and locally relevartmaterial, it is also recommended that the Member states and regionalorganizations ensure that their policies of classification anddeclassification facilitate access to unpublished documents and otherdata on the results of regional experience and research.

108

PROCESSING

443. That common methodologies be employed for the design and structu-eof the systems' databases.

444. HardwareAs the distribution of copies of regional databases to Member

states will require compatibility of equipment, it is recommended thatthe equipment used in the micro-computer-based systems be IBMcompatible machines for which servicing is ocally available.

445. SoftwareAs the MINI/MICRO CDS/ISIS software package produced by Unesco is

the most appropriate package available, it is recommended that this bethe software standard for bibliographical databases. UNECLAC should berequested to serve as the centre in the region for distribution of thepackage and revisions, for linkage with Unesco, and for training ofstaff of the national and regional centres. The possibility cf datatransfer between MINISIS, CDS/ISIS, and OCLC should be investigated tofacilitate the participation of the University libraries in theregional systems.


446. Information on the systemsMember states should be made aware cf the systems, their

structure, services, and local points of access to the systems'resources. The public and private national and regional media should beused to promote the systems. The newsletters of the regionalorganizations, CARICOM Perspectives, CDCC Focus, and CARINET shouldbe employed to publicize the systems.

447. Information on the regional information system strategyThe strategy as finally confirmed by the Member states should be

as widely circulated as possible, within the region as well as toextra-regional and international organizations involved in thedevelopment of the regional information systems.

448. Information held by the systemsUsers and potential users need to be aware of the information held

by the systems, and it is therefore recommended that updated copies ofthe regional databases should be regularly distributed to the nationalfocal points. Printed output should also be distributed to providebackups for the computerized systems.

449. Repackaging of informationSignificant pieces of information, held by the systems should be

summarized, analyzed, review and disseminated through the mass media.

109

450. Access to external databasesRelevant information produced outside of the region shcJld be made

available to users of the region through relevant systems, when theregional databases have been establi.,hed.

451. Data communicationit is recommended that a regional data network be established to

facilitate communication, and to reduce travel costs between thenational and regional focal points of the systems. It is recommendedthat the possibility of using UWIDITE as the basis of this network befurther investigated.

452. NATIONAL POLICIESThe development of national information policies for the

information sector will facilitate national development, and willclarify the relationships with regional systems and programmes.

453. There should be regular communication between the national focalpoints and the regional centres to ensure the implementation of thenational policies.

454. HUMAN RESOURCESProgrammes for the development of information professionals should

include training in areas required by the systems. This should includelong and short term training in the areas of systems analysis, computerliteracy, and the repackaging of information, the languages of theMember states, and other subject specializations.

455. FINANCIAL RESOURCESInformation should be designated a priority area for national

budgetary funding and for external technical and financial assistance.Regional agencies should provide assistance at the national levelwithin the framework of the regional system strategy.

456. Future developmentsThe above proposals have sought to rationalize the development of

the regional information systems with particular emphasis on theaspects the responsiveness of the systems to their constituencies. Temechanisms recommended for implementing these proposals involve:

Initial review by a meeting of the systems' managers, and othertechnical experts

Circulation of the proposals to all Member states

110

Ratification at the next meetings of the :

The Caribbean Development and Cooperation CommitteeThe Heads of Government Conference of the CaribbeanCommunity.

457. The acceptance by the above groupings of ministers is expected toprovide the Mandate for implementation of the strategy, and thereforeensure its availability as the framework governing the regionalinformation system to the year 2000.

HEADS OF GOVT

CARICOM COUNCIL OF MINISTERS CARIBBEAN DEVELOPMENT ANDCARICOM MINISTERS OF INFORMATION COOPERATION COMMITTEE

/ \/ \

COMMITTEE OF MANAGERS OF REGIONAL INFORMATION SYSTEMS

THE CARIBBEAN NETWORK OF INFORMATION SYSTEMSin the areas of

AGRICULTnEDISASTER PREPAREDNESS

INDUSTRYTRADEENERGY

BANKING AND FINANCESOCIO-ECONOMIO PLANNING

AND OTHER SYSTEMS AS DEVELOPED

A PROPOSED FRAMEWORKFOR THE DEVELOPMENT OF THE REGIONAL INFORMATION SYSTEM

STRATEGY

112

CONSULTANT'S MISSION TO UNECLAC SUB-REGIONAL HEADQUARTERSFOR THE CARIBBEAN,

THE CARICOM SECRETARIAT, AND OTHER STATES

Officials consulted:

UNECLAC SUB-REGIONAL HEADQUARTERS FOR THE CARIBBEAN

Mr Clyde ApplewhiteMs Wilma Primus

Mr Roderick RainfordMr Byron Blake

Ms Carol Collins

Mr Hugh Saul

Ms Rosemarie MathurinMs Patricia RaymondMs Jennifer JosephMr RamnaraineMr Ken LewisMs Joan Roberts

Ms Angela BernardMs Maritza Hee HoungMs Irma Hannays

Ms Ruth SitahalMs Pam BensonDr Alma Jordan

Ms Sheila SolomonMs Barbara GumbsMs Shirley Evelyn

Dr Denis Irvine

DirectorManager Caribbean Documentation Centre

CARICOM SECRETARIAT

Secretary GeneralDirector of Economic Policy andIndustryChief Information and DocumentationSection

Director CARDATS project, Grenada

TRINIDAD AND TOBAGO

Director Technical Cooperat:cnLibrarian Ministry of FinanceLibrarian Ministry of FinanceDeputy General Manager TEXTELTEXTEL

Coordinator National LibraryInformation and Archives ServiceDirector of LibrariesLibrarian Ministry of AgricultureLibrarian Industrial DevelopmentCorporationLibrarian Ministry of LabourLibrarian Ministry of EnergyLibrarian University of the WestIndiesUnesco National CcmmissionCARIRI

Head Readers Services, 'Jnivers-ty ofWest Indies L:brary

UnescoRegional Adviser for Science andTechnology

Ms Judy BlackmanMs Annette SmithMr Michael GillMs Sylvia MossMs Nancy St JohnMr Eric StraughnMr D WillettMr Jchn ManningMs Margaret Hope

Mr Carlton Proute

Mr Brazzane Babb

Ms Bernice KingMr MedfordMs Esther Bentham

113

BARBADOS

Director, National Library ServiceCoordinator Government LibrariesCampus Librarian UWILibrarian, Law Library 1_44ILibrarian CARNEIDDirector Statistical ServiceBarbados External TelecommunicationsDeputy Director Government ServiceDirector Government InformationServiceMarketing Manager Caribbean NewsAgency (CANA)Permanent Secretary Ministry ofEducationSenior Administrative OfficerDirector Data Processing DepartmentMinistry cf Fioance

CARIBBEAN DEVELOPMENT BANK

Or Jeffrey Dellimore

Ms PresidentMr Theonholeus

Ms Naula WilliamsMs Janet FcrdeMr Vernon AlexanderDr BoxillDr Nicholas Frederick

Mr Roberts

Head Caribbean TechnologicalConsultancy Service

SAINT LUCIA

Ministry of Foreign AffairsManager National Development Bank andChairman Central Library BoardLibrarian Central LibraryLibrarian Mcrne Educational ComplexManager National Computer CentreDirector of StatisticsPermanent Secretary Ministry ofEducationGovernmert Information Service

ORGANIZATION OF EASTERN CARIBBEAN STATES (OECS)

Dr Vaughan LewisMr Silbourne ClarkeMr Brian Challenger

Director General

114

THE DOMINICAN REPUBLIC

Mr Rolando BoddenMs Miriam LopezMs Bernadina TorresMr Ramon Pereyra

Ms Ana Marina deTiradoMr Melchor MoralesMr William Calderon

Ms Sheila Lampart

Ms Stephny FerguesonMs AlbertinaJeffersonProf Daphne DouglasMs Sybil ItonDr Neville Ying

Dr Clement Jackson

Mr Lincoln McIntoshDr Donald WalwynMr Colville Richards

Ms W Risden-Hunter

Ms Jean Lewis

Ms Lois Abrahams

Ms Carmen McFarlane

Mr Anderson

ONAPLAN Division of Science andTechnologyCEDOPE/Centro de DccumentacionSecretaria de Estado AgriculturaCentro de Informacion y DocumentacionCorporacicn Dcminicana de ElectricidadCODETELINDOTEC

JAMAICA

Executive Secretary National Councilon Libraries Archives andDocumentation ServicesLibrarian National Library of JamaicaLibrarian University of the WestIndies (UWI)Dept of Library Studies UWIDirector Jamaica Library ServiceInstitute of Management andProductivityDirector-General, Planning Instituteof JamaicaPlanning Institute of JamaicaJamaica Telephone CompanyJamaica InternationalTelecommunications (JAMINTEL)Executive DirectorJamaica Information ServiceDirector Public AffairsJamaica Infcrmatlon ServiceManaging D7rectcr National ComputerCentre

Oirectcr-General Stat'stizal Instituteof JamaicaDeputy Permarert Secretary Ministryof Agriculture

UNESCO

Mr Mervyn Claxton Regional representative for theCaribbean

Cde Dereck BernardCde Yvonne StephensonCde Joyce Sinclair

Cde Terrence Holder

Mr Denis Benn

Dr Noel Brown

115

GUYANA

Minister of EducationLibrarian University of GuyanaPermanent Secretary Ministry ofinformation and the Public Servi:eMinistry of Information

EXTRA-REGIONAL AGENCIES

UNDP

Chief Caribbean Unit

UNEP

Chief Ncrth American and CaribbeanSection

IDRC Information Sciences Division

Mrs Martha Stone

Mr Shahid AkhtarMs Pauline CswitchMr Robert ValantinMr Terry GavinMr Ed BrandonMr Peter BrowneMr Kerry BroadbentMs Pat ThompsonMs Gisele Morin-LabatutMs Frances DelaneyMs Sharon HenryMr David BalsonMr Bob McKercher

Director Information Sciences Division

195

116

REFERENCES

1. The Caribbean Community in the 1980's. Report by a group ofCaribbean experts. Georgetown, CARICCM Secretariat, 1981

2. Girvan, Norman P.Technology policies for small developing countries: a study ofthe Caribbean. Mona, Jamaica, Institute of Social anc Economic"Research, 1983 (Caribbean Technology Policy Studies Project)

3. Taylor, Robert S.The value-added process in information systems. New York, Abex,1986

4. Organization for Economic Cooperation and Development Informationfor a changing society : some policy consideraitions. Paris, OECD,1971

1

117

REPORT OF THE MEETING ONREGIONAL INFORMATION SYSTEM STRATEGY FOR THE CARIBBEAN

Port-of-Spain, Trinidad and Tobago27-29 May 1987

ECONOMIC COMMISSION FOR LATIN AMERICA AND THE CARIBBEANSubregional Headquarters for the Caribbean

CARIBBEAN COMMUNITY (CARICOM) SECRETARIAT

1

118

OPENING SESSION

1. The meeting which was convened to discuss the consultant'sreport: A regional information system strategy for the Caribbean tothe Year 2000 was opened by Ms. Wilma Primus, Manager of the CariboeanDocumentation Centre. On behalf of the Director of the EconomicCommission for Latin America and the Caribbean and the CaribbeanDevelopment and Co-operation Committee (ECLAC/CCCC) Secretariat, shewelcomed the system managers, representatives of member states andother specialists to the meeting.

2. Ms. Primus briefly analyzed ECLAC's involvement in thedevelopment of regional information systems since the 1977 meeting onRegional Co-operation for Access to Information in the Caribbean andthe Third Session of the Caribbean Development and Co-operationCommittee which had mandated tc the FCLAC Subregional Headquarters forthe Caribbean in 1979 to establish and co-ordinate sectoral informationsystems in priority areas. She stressed the need to identify andresolve policy issues as a means of working toward the effective co-ordination of the existing and proposed regional information systems.

2. Ms. Carol Collins, Chief, Information and Documentation Section ofthe Caribbean Community (CARICOM) Secretariat, in her introductorystatement, traced the development of the Secretariat's involvement inregional and national information policy since 1974. Ir.itially theemphasis had been on the development of the public library systems, butthis role had been extended to include assistance in the development ofnational information policies and systems in the OECS states. Theinformal relationship developed with the ECLAC /CDCC Secretariat hadinvolved the co-ordination of initiatives for the establishment cf theregional information systems which had been developed in the pastdecade. These consultations had resulted from the recognition of theneed for a durable, yet flexible framework for the coordination andexchange of information in the region.

4. Ms. Martha Stone, Director of Information Sciences of theInternational Development Research Centre (IDRC), speaking from theperspective of a funding agency, underscored the importance of acoordinated development of regional information systems in minim-zingcostly duplication and unnecessary overlap. Ms. Stone pointed tc theneed for general acceptance of a strategy for the development of thesystems and saw the recommendations emerging from the meeting as a toolfor the guidance of donor agencies and national bodies. IDRC hadsupported the development of national, regional and subregioralinformation systems since the seventies. and this support had alsoincluded the definition of a framework tc guide the determination ofpriorities in the structuring of regional information systems incl-dingthe very practical trend toward the development of problem-orientedsystems.

119

5. Ms. Stone commended the consultant on the production cf avaluable document which, for the first time has recorded the state ofthe regional information systems, identified strengths and weaknessesand proposed a regional strategy for the harmonious development ofregional information systems.

ELECTION OF OFFICERS

6. The following officers of the meeting were appointed:

Chairman : Mr. Louis Wiltshire, CARICOMRapperteurs:

Ms. Yvonne Stephenson, University of Guyana

Ms. Sue Evan-Wong, OECS

The draft agenda was adopted.

7. In outlining the procedures to be followed, the Chairmanexplained that as the main focus of the meeting was the workingdocument the consultant would present the contents of the document instages with subsequent discussion by the meeting of the issues raised.The consultant's proposals as modified by recommendations of themeeting, would form the recommended st.rategy for the development of theregional information systems in the Caribbean to the year 2000.

3. He also explained that the CARICOM Secretariat and the ECLACSubregional Headquarters for the Caribbean, in recognition of thevaluable contribution which the consultant's report and the meetng'srecommendations would make to the development of information systems inthe region, expected to present the results of the meetings to theCARICOM Heads of Government and to the Caribbean Development andCooperation Committee after circulation to member states.

BACKGROUND AND DEFINITIONS

9. The area of "information" under consideration was defined as:"all data concerning the present state, progress or results cfresearch and development, and concerning the use of such resultstogether with all other applicabie data wnich might to used intechnical or research and developmental activities".

10. Priority sectors, based on the stated priorities cf memterstates, were defined as:

AGRICULTUREDISASTER PREPAREDNESSCULTUREEDUCATIONENERGYENVIRONMENT

120

INDUSTRYTRADETOURISMPUBLIC HEALTH AND PREVENTIVE MEDICINESOCIO-ECONOMIC PLANNINGUNEMPLOYMENT

11. While recognizing that culture might rot be desigrated a prioritydevelopment area by the member states, the meeting requested thatculture be included in the areas for the development of regionalinformation systems.

12. The geographical area under consideration was the membership ofthe CDCC the CARICOM member states, as well as Cuba, Haiti, theDominican Republic, Suriname, the Netherlands Antilles, the Britsh andUnited States Virgin Islands and Aruba. It was proposed by the meetingthat the other English-speaking states of the Caribbean, which are alsomembers of the Caribbean Development Bank, be invited in the future toparticipate in the regional information systems.

REGIONAL INFORMATION SYSTEMS

13. The consultant defined the role which regional informationsystems should play in collecting, processing and disseminatinginformation in the designated areas. The meeting confirmed that therewas particular need for systematic development and testing of thesystems' structure:,, based on the needs of the users and on therelevance of the outputs of the system to the needs of the users, bothin content and in form.

14. The Caribbean Trade Information System (CARTIS) was seen as anexample of the systematic development of a regional informationsystem, in which the regional information system was designed inconsultation with the member states, and in which the structure cf thedatabases is currently being tested in two countries as the basis forthe expansion to other member states.

15. The meeting requested that the role of the existing nationalcoordinating bodies for information be recognized in the relationshipsbetween the regional forcal points of the systems and the melte-states. The national coordinating bodies would be able to facilitatepolicy decisions and in some cases, positive action relating to thenational participation in regional information systems and wouldsubsequently be able to monitor the activities of national sectoralfocal points of the regional informaticr systems.

16. In addition to the existing and proposed systems listed in theconsultant's report, it was proposed that there should be a study onthe feasibility of a regional information system on culture. Thisstudy was expected to take into consideration the current initiativesincluding CARINEX and the integrated Library and Information S,,stem

1 '"

(ILIS) of the University of the Nest Indies which were proposed forconsideration in the study as the basis for the development of aregional information system on culture.

17. Lack of access to data held in the regior, particularlyuncuolished data, was recognized as a ootential barrier to informationheld in the region, and it was therefore proposed that this prcblem cetreated at the nationa to facilitate the development of theregicre information systems for the mutual benefit of all nemcerstates.

MANDATES

S. The fact that seieral organizations have general mandates which,could include the development and cc-ordination of regionalinformation systems nas resulted in se.ieral initiatives for systemswhich might result in duplication ano overlap. Informal consultationsbetween the agencies involved, as well as the current policy exercise,were expected to result in harmonization and maximum benefits from theregional systems.

SERVICES REQUIRED FROM THE REGIONAL INFORMATION SYSTEMS

19. In addition to the se,ices currently proOdec by the systems, it

was generally agreed that tne systems should deliver outputs andservices in formats aopropriate to al: ...sers. The systems aretherefore expected tc be responsive to tne needs of users and to na..eas their ultimate goal:

TRANCMITTING TPE DECD 'S :F E, DFVELC,=MFNT PRCJECTSAND DTHER RE_E7ANT INFORMATION

THRO_01-

INFORMATIC-: SYSTEMS

TC

RESEARCHERS AN: IENTIETS

=LANNEPSPRCFESSIONAL PRA:TICIDNERS

PRODUCERS ANC MANAGERS

THE INNDvATDR2 AND THE'JLTIMA-E BENEFICIARIES THE GENERAL PUBLIC-

NATICNA._ AND REGIONAL INFORMA7ION INFRASTRLCTURE

1" ,

122

20. The development of regional information systems and thecorresponding national sectoral focal points have, as a result ofresources committed by the governments of the region and by some donoragencies, demonstrated significant developments over the past decade.Each regional syste_ would require a centre with a relevant informationbase to be chosen as a regional coordinating focal point and this wouldrequire the parent institution to be able to support the role o'regional focal point.

21. The availability of human resources to manage and operate theinformation systems is still, however, a significant problem. For theservices to achieve their full potential there is a need forprofessionals in several areas of information activities:

librarians to develop the bibliographicalinformation systems;

statisticians to develop the quantitativeinformation systems;

mass media professionals for the repackaging cfinformation held by the systems.

22. While training has been provided in these areas ar.d most nationalcentres have achieved minimum staffing, the meeting confirmed thatthere is urgent need for further training in the mangement ofinformation resources and in most countries there was also the need forthe development of a suitable career structure to ensure thatinformation professionals in place and those subsequently trained willremain available to the region.

23. The meeting further recommended maximizing the resources directedtoward training while ensuring the introduction of informationtechnologies to the widest audience. This was expected to reduce theduplication in the region of short-term courses.

NATIONAL INFORMATION POLICIES

24. National information policy statements currently concentrate orthe development of libraries and these nave not yet included the otherareas of the information sector. The meeting therefore recommendedthat the "information sector" be recognized as a valuable resourcewhich if coordinated at the national level would be able tc serve alllevels of the population.

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REGIONAL AND INTERNATIONAL ORGANIZATIONS A ROLE IN THE DEVELOPMENTOF REGIONAL INFORMATION SYSTEMS

Regional Organizations

25. Several organizations have been active in the development ofregional information systems particularly the UNECLAC SubregionalHeadquarters for the Caribbean, the CARICOM Secretariat, the CaribbeanDevelopment Bank and the University of the West Indies, mainly inrelation tc their programme areas. These organizations in theestablishment of the regional information systems have provide valualo:etechnical assistance to the member states.

International Organizations

26. ICRC has been the main organization providing assistance forinformation to support national and regional priorities. IDRC hastherefore played a significant role in financial and technicalassistance in several areas including the application of new'technologies to regional information activities.

RECOMMENDED INFORMATION SYSTEMS

27. The meeting agreed that the systems could be grouped into threemain categories: Science and Technology, Socio-Economic Irformati.mand the Humanities. It was also agreed that systems with potential foroverlap should be developed in consultation with each other and thelist of recommended systems be detailed in the final version of theconsultant's report. Particular mention was made of the need forcompatible data structures to ensure communication between thesystems.

23. The implementation of a mechanism to test the viability of eachsystem prior to full implementation was recommended by tne meeting as ameans cf providing information on human, technical and financialresource requirements at the national and regional levels, as well asuser requirements and related outputs and services.

29. Particular mention was mace of the need for compatible datastructures to ensure communication between the systems. Themaintenance of the integrity cf regional standards was considered to bea priority with assistance where possible to the national nodes toenable them to meet these Standards.

MECHANISMS WHICH FACILITATE INFORMATION FLOW

30. The meeting dealt with these mechanisms libraries,documentation centres, archives, statistical services, data andtelecommunication services and mass communication facilities in

relation to their role in facilitating transfer of the data held by the

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regional information systems. Libraries, the main centres for thedissemination of information, provide access and referral to thebibliographical and quantitative data services while being able toidentify to the mass media significant items for wider dissemination.

31. Facilities for the electronic transfer of data within the regionare not entirely in place, and it was therefore recommended thatspecialists from the region be requested to undertake a technicalevaluation of the requirements for putting a public switched datanetwork in place. This network would facilitate access to data held tythe regional systems and would support ether activities requiringregional communications.

MASS COMMUNICATION

32. It was agreed that the Government :nformation Services and theCaribbean News Agency (CANA) should be the main agencies employed forthe dissemination of information on the systems and for disseminatingrepackage versions of the systems holdings.

POLICY PROPOSALS

33. The policy proposals for the establishment of a CARIBBEAN NETWORKCF REGIONAL INFORMATION SYSTEMS, as detailed in the working documentwere accepted by the meeting with modificants proposed in relation tcthe "Proposed Framework for the Co-ordination of Regional InformationSystems". It was recommended that the policy monitoring committee be"Consultative Committee ", on which the following interests would berepresented:

national coordinating bodies;

regional organizations responsible for thedevelopment of regional information systems;

national focal points of regional informationsystems;

the universities;

and the specialist areas of:

telecommunications;

mass communications;

statistics;

computerization.

12E

The meeting recommended that the ECLAC/CDCC and CARICOM secretariatsshould take the necessary steps to ensure the format7on of theCommittee based on the above representation.

34. One task of this committee would relate.to tne process ofestablishment of regional information systems ensuring in particularthat appropriate activities and/or criteria are defined and applied tcthe establishment of each system. These were expected to cover thefollowing:

(a) that the issues of sustainability, human and physicalresource requirements, impact of the national financial resources cnthe development of the system would be addressed by all gove.-nments ofparticipating countries in the establishment of a system;

(b) that the requirement for a centre with a relevant andadequate information base to be chosen as a regional co-ordinatingfocal point and for the parent institution to be able to support therole of focal point, be met;

(c) that proposals for the establishment of new informationsystems be examined in the context of already established systems andplanned programmes with a view to optimizing the use of resources;

(d) that the information systems are indeed responsive to theneeds and priorities of the countries;

(e) that there is a clear definition of the 17:',-get user groups,which will imply acceptance of the subject scope, a. inputs andservices of the systems;

(f) that compatibility of the systems is maintained as well asstandards and methodologies; and that where there is exception fromcompatibility, that there be a clear rationale for this;

(g) that the integrity of regional standards be treated as afirst priority and that assistance be provided where necessary to thenational systems to support the implementation of these standards;

(h) that as far as possible, a pilot project be used to test theviability of each system, and to provide a basis for determining usersneeds, services and outputs, and requirements for human, technologicaland financial resources required;

(i) that every effort be made to optimize the resources dire:tedtoward training, ensuring the introduction of information technologiesand methodologies so that the largest audience can reached by theshort-term training avai)able in the region.

35. The Committee would also be expected to ensure that evaluation ofthe systems for effectiveness be systematically carried out in thelight of the continuing development of the rew sytems and in the 'fight

126

of the changing priorities of the users.

36. The Committee or a sub-group of the Committee would participate inthe negotiation process for external funding to support theestablishment of regional systems or the continued operation ofalready established systems.

37. The Committee would also be expected to co-ordinate the over..:1management of the regional systems to ensure that the:

objectives of the systems continue to be met;

human, financial and physical resources be put tomaximum use;

areas of wasteful duplication be removed;

co-ordination of activities of external agenciesinvolved in the establishment of regionalinformation systems is constantly promoted and thatinformation systems being established are done inthe context of an agreed framework.

38. The Committee is expected to employ the existing informationtechnologies for consultations. The possibility of using theUniversity of the West Indies Distance Teaching Experiment (UWIDITE)for holding mee.ings of the Consultative Committee is to beinvestigated.

39. In conclusion, the meeting agreed that the final ersion of theworking document and the recommendations of the meeting be presented tothe member states and be submitted to the next meetings of the CARICOMHeads of Government and of the Caribbean Development and Co-operationCommittee for ratification.

ANTIGUA

BARBADOS

GUYANA

JAMAICA

127

LIST OF PARTICIPANTS

Ms. Sue Evan-WongDocumentalistOrganization of Eastern CaribbeanStates (OECS) Secretariat

P.O. Box 822St. John's

Mr. Percival PerryPhysicistComputerworldSt. John's

Ms. Judy BlackmanDirectorBarbados National Library ServiceColloden FarmSt. Michael

Mr. Jeffrey DellimoreManager, Technical Assistance and

Energy UnitCaribbean Development BankP.O. Box 408Wildey

Ms. Yvonne V. StephensonLibrarianUniversity of GuyanaTurkeyen CampusGeorgetown

Ms. Merline E. lardowellDirector, Information andCo-ordination ServicesScientific Research CouncilP.O. Box 350Kingston 6

Ms. Christine MarrettProject Officer, UWIDITEUWI

MonaKingston 7

1 K'

128

JAMAICA (cont.) Ms. Joyce RobinsonManaging DirectorHuman Employment and Resource Training(HEART) Trust5 Park BoulevardKingston 5

NETHERLANDS Ms. Emelie M.F. MaduroANTILLES Documentalist/Head of Department "Caribiar.a

Antilliana" of the Public LibaryJohan van Waibeeckplein 13WillemstadCuracao

Ms. Angela BernardDirector of Library ServicesCentral Library of Trinidad and Tobago2A Nelson StreetPort of Spain

Mr. Louis BernardMarket AnalystAssociation for CaribbeanTransformation

Room 15, 16 Queen's Park EastPort of Spain

Ms. Barbara CommissicngDeputy LibrarianMain LibraryUniversity of the West IndiesSt. Augustine

Ms. Barbara GumbsInformation Specialist/Head, OfficeExternal Co-ordinaticn

Caribbean Industrial Research InstituteTunapuna

Ms. Marita Hee HoungLibrarianMinistry of Food ProdJction, MarineExploitation, Forestry ar.d EnvironmentCenteno Experimental StationVia Arima Post OfficeCenteno

CURACAO

Ms. Shirley EvelynProject Co-ordinator, CAGRISMain LibraryUniversity of the West IndiesSt. Augustine

GUYANA

129

TRINIDAD AND TOBAGO

Ms. Alma JordanUniversity LibrarianUniversity of the West IndiesSt. Augustine

Ms. Bernice LumsdenOperations Officer/EngineerTEXTEL1 Edward StreetPort of Spain

Mr. Clarence MoeAg. Senior EconomistMinistry of Planning and ReconstructionEric Williams PlazaIndependence SquarePort of Spain

Mr. Felipe NogueraSecretary-GeneralCANTO85 Abercromby StreetPort of Spain

Ms. Patricia RaymondLibrarianMinistry of Planning and ReconstructionEric Williams PlazaIndependence SquarePort of Spain

Ms. Joan RobertsLibrarian IVN ALIAS8 Elizabeth StreetSt. Clair

Ms. Fay DurrantConsultant412 Republic ParkProvidence P.O.Georgetown

Mr. Trevor 0. SylvesterAssistant Comptroller, ServicesDevelopment and Network ArrangementsTEXTEL1 Edward StreetPort of Spain

CARICOM

IDRC

UNESCO

UNECLAC

UNECLAC

130

Organizat7ons

Ms. Carol CollinsChief, Information and Documentation

SectionP.O. Box 10827Georgetown

Mr. Louis A. WiltshireDeputy Secretary-General

Ms. Martha StoneDirectorInformation Sciences DivisionP.O. Box 8500OttawaCanada K1G 3H9

Mr. Dennis IrvineSubregional Advisor in Science and

Technology19 Keate StreetPort of Spain

Mr. Clyde ApplewhiteDirectorP.O. Box 1113Port of Spain

Ms. Jacqueline ArcherHead, Patent Information andDocumentation Unit (PIDU)Caribbean Documentation Centre

Ms. Audrey ChambersLibrary Systems AnalystCaribbean Documentation Centre

Ms. Judith ModesteIndexing SupervisorCaribbean Documentation Centre

Ms. Wilma PrimusProject Co-ordinator, Caribbean

Information SystemCaribbean Documentation Centre

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POSTSCRIPT: THE CONSULTATIVE COMMITTEE ONCARIBBEAN REGIONALINFORMATION SYSTEMS

Inaugural Meeting

The first Meeting of the Consultative Committee on Caribbean RegionalInformation Systems was convened October 6-7, 1988 in Port-of-Spain,Trinidad.

The Meeting finalized the membership of the Consultative Committee inaccordance with the recommendations which had been accepted by theConference of Heads of Government of the Caribbean Community and theCaribbean Development and Cooperation Committee in 1987.

The Meeting also drew up a programme of work to be accomplished withinthe first three years; elected a chairman and decided on the locationof the Secretariat for the next three years.

Membership

Membership is on a representational basis and relates to institutionswhich coordinate regional information systems, national focal pointswhich will present the national perspective regarding regionalinformation systems, national information systems, interest groupsand/or related professional associations and the universities. Withineach category, with the exception of the first, membership rotates on athree year basis.

The organizations/institutions listed below are members of theConsultative Committee.

1. Regional integration organizations coordinating and executingsectoral information systems.

United Nations Economic Commission for LatinAmerica and the Caribbean (ECLAC)

Caribbean Community (CARICOM)

Caribbean Development Bank (CCB)

Organization of Eastern Caribbean States (OECS)

2. Other coordinating and executing centres of regionalinformation systems.

3. National focal points of regional information systems.

4. National coordinating bodies cf national information systems.

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5. The regional university University of the West Indies.

6. Special focus groups telecommunication authorities,associations of statisticians, associations oflibrarians/information specialists, the media, dataauthorities.

Executive Committee

The de facto executive committee consists of the four irtegraticninstitutions mentioned above.

The Chairman for the next three years is Ms. Carol Collins and theSecretariat for the corresponding period will be the United NationsEconomic Commission for Latin America and the Caribbean (UNECLAC).

For further information the following can be contacted:

Ms. Carol CollinsChairmanConsultative Committee on

Caribbean Regional Information SystemsP.O. Box 10827GeorgetownGuyanaTelephone (592)-257758Fax (592)-256194Telex 2263 Carisec GY

Ms. Wilma PrimusProject CoordinatorCaribbean Information SystemUnited Nations Economic Commission for

Latin AmericaSt. Vincent StreetPort-of-SpainTrinidad and TobagoTelephone (809)-62-37303

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