WCMC Handbooks on Biodiversity Information Management me Information Mae Networks GAA il Ci COMMONWEALTH SECRETARIAT WORLD CONSERVATION MONITORING CENTRE A DARWIN INITIATIVE PROJECT Volume 4 Digitized by the Internet Archive in 2010 with funding from UNEP-WCMC, Cambridge http://www.archive.org/details/wcemchandbooksonb04reyn WCMC Handbooks on Biodiversity Information Management Volume 4 _ Information Networks World Conservation Monitoring Centre WORLD CONSERVATION MONITORING CENTRE Series Editor J.H. Reynolds ily, \ Ss Commonwealth Secretariat 1998 The World Conservation Monitoring Centre, based in Cambridge, UK, is a joint venture between three partners in the World Conservation Strategy and its successor Caring for the Earth: \UCN — The World Conservation Union, UNEP — United Nations Environment Programme, and WWF — World Wide Fund for Nature. The Centre provides information services on the conservation and sustainable use of species and ecosystems and supports others in the development of their own information systems. The United Kingdom’s Darwin Initiative for the Survival of Species, launched at the 1992 Earth Summit in Rio de Janeiro, aims to support the Convention on Biological Diversity by drawing on Britain’s scientific, educational and commercial strengths to assist in the conservation and sustainable use of the world’s biodiversity and natural habitats. Key tenets of the Darwin Initiative include collaboration and cooperation with local people, capacity building, distinctiveness and complementarity of project initiatives, poverty alleviation, and long-term sustainability. Through training, awareness raising, and research on undervalued areas of biodiversity, Darwin support is particularly aimed at strengthening links between Britain and those countries rich in biodiversity but poor in financial resources. Under the auspices of its Environmental Training for Sustainable Development initiative, the Management and Training Services Division of the Commonwealth Secretariat supports short- and long-term training, internships and institution development for environmental policy makers, environmental ‘operatives’, and environmental information professionals in the Commonwealth, in various areas of the environment including biodiversity and gender. Funding support for training, institution development and publications under the aegis of the Management and Training Services Division is provided by the Fund for Technical Co-operation (CFTC). ‘WORLD CONSERVATION MONITORING CENTRE Published by Commonwealth Secretariat ISBN 0-85092-547-9 Copyright © 1998 World Conservation Monitoring Centre Reproduction of this publication for educational or other non-commercial purposes is authorised without prior permission from the copyright holders, provided the source is acknowledged. Reproduction for resale or other commercial purpose is prohibited without the prior written permission of the copyright holders. The views expressed in this book do not necessarily reflect those of WCMC or its collaborators. The designations of geographical entities in this report and the presentation of the material do not imply the expression of any opinion whatsoever on the part of WCMC, the Commonwealth Secretariat, the Darwin Initiative for the Survival of Species, or other participating organisations concerning the legal status of any country, territory, or area, or of its authorities, or concerning the delimitation of its frontiers or boundaries. Citation World Conservation Monitoring Centre. 1998. WCMC Handbooks on Biodiversity Infor- mation Management. Volume 4: Information Networks. Reynolds, J.H. (Series Editor). Commonwealth Secretariat, London. ix + 32pp. Typeset by Bookcraft Ltd, Stroud, Gloucestershire, England Cover design Michael Edwards Photography by J.S. Donaldson (Wood’s cycad, Encephalartos woodii); D. & 1. Gordon (Mali landscape; Plant study, Ghana; Thai forest; Rock hyrax, Procavia capensis); \UCN/J. McEachern (Diver and fish); WCMC (Ecoregion and Africa maps; GIS work; Workshop facilitation). Available from IUCN Publications Services Unit 219 Huntingdon Road, Cambridge, CB3 ODL, UK Tel: +44 1223 277894; Fax: +44 1223 277175 Email: iucn-psu@wcemce.org.uk http://www.iucn.org/bookstore/ Contents ACKNOWLEDGEMENT Swicasentci.. Lesh Soy Coe Ee Vv Bee GROW ND ties aio: eninge scion, Bs thee Iperee 2, S vil PIN PRODUCTION «ets. eco gt ec. deb ety, of geile Seis. 1 PouBASIGPRINGIPLES).. fictiich Asnvene..A.seig meetin oe 3 Sa NETWORK DESIGN... 2/ievus.. Trasites oi). Gee. Seer 5 4 PARTNERROLES ANDRESPONSIBILITIES................ 9 Aen Oveiview ory: Dale Monagoret.( SO DE: Eres ee 9 74 ‘Custodiansrepnmen, Pigott, LL) es Bee Oy ARO. Ee 9 Assy) fihelHubytiiy 442.) 9. adc. veleeh Ts ST Oh thee Sore 10 Aba) Usersi). Var cette sonnet. 2b ys (1 a ae OV OR Se 14 As eeMultipieRolés ix. oy o.outsid Sh OM. Bipaecs, Cee Guioe Lovee 16 5 ACHIEVINGCOMMON OBJECTIVES................... 18 Suh iOverviewset er. bayer @nel Deena Ra ee ee 18 Sk. MultzpartnerTeamssisescos) Le eet Oh a) 18 Sel Network Sustainability: cas, sumotl a AVG Pa RCE aT IAL, 19 6. FCASE.STUDIESs devious! of (is pro Ree Bon, Be peat 22 6.1 Biodiversity Conservation Information System(BCIS).......... 22 6.2) pEast‘Adrican Biodiversity Network |..:k) “atcha ages SRE, Be: 25 6.3. Environmental Resources Information Network (ERIN) ......... Ps | 6.4 Environmental Change Network(ECN). .........-------- 29 Tw REFERENCES: Sari: ol Ges (bos. POR, RR” RO era 32 bg Salts uintarcatnah ne ae tay Cou pavtey Big, I5 ive \ joval Viens 1 et regen, ery At int Laeercan aioe AIM nada ary t t aerentit opeting ar Cue Kiger | (iett = The rahe Darina Te Lilet = iodide Pt xi eer nai, wit Nut Wi nivhal ‘WO Ad hin bk BSP “Th: Cheat wee wcrc kp am Penirinave naa haben rtp ONE WT yen ued aust pial shane i oe ate ay oa) eae est he stb tie nas doakuts ipanatees, eran Ay = Fads aieheh ia fae lina he re hing oe Birt tenet itor nye loy drs. ing ty Secluaee’s ef Rte a1 vial a PANG ASM RENE eps ied Nh sirrradoutinie 020 at phos AVEC EGA te Pee fe meee Fa, shades SUF FARE tiedee MT Cas Pesion wat whi {jet wig, & be ae Tees ON eT A ae phd elie Dh, pevieety Me pelos, ele bere “keynes eae Biting, 2 hpes amet Shs sit nae erred Arbab al BaadiiAentany, Seer wei teury thé ihn wart Kae wy fhe pal Digan evanhiriay wee MOmRADEYE wig i gee » Candin em An bat a Dat - - re Prpbsrcg ww & vera table gave vied hide! VACHPIyAO: Y Ce ee Bary ok: te byte t. i Lagrron avis spite Retain’ wi, wan dln sinsis toed Onn hy OORET satan i haute hae poked Hd heatle ae no fraps pet i ; nial a ne vs Paige 4 = hides totaled 4 b ahd feet tes fy % y Gres ne Rein nn sip a miei abt Re Se RO , SEG TR ge wiih Hs | RE en eo ann Cai ae : _ dud gift » bis rs . ag ita eigen TER. ery seasbi ma piss yagl g Oar Pen eee ys ES, mie! haagh we garnet me Pai Moai tiglin i, al fp i " bd iy cen a F ‘a pe oa Hast ee = Ba, ape. te dona pave site "4 Due iad FR res net pene Stare: HORS BHR Pa NE 0 aa ld tpma! shen bund if wns ponrdnets ily ost ot Hd at wort eas ‘SI oa, oh gin. ¢ ciwheggie < * '¢ es Mt ees A eS) Me! woe ee Daag occ PARES Sloe adie pats, “yes ee wmideny Sa.) coivrmoniraneaT creosote ee eee eee , Rt. Co ae OR r eats aetna Yak Melos se " aie i ‘ me . § pernanys Gara ae ee ofiginy (eniy kerb Dah’ eo ys eens Nat enter eto ol ts CRmehach oy Dapibees Te Ba A y * a “ew ae 0: boar Per mn oe ae 3 ies ACKNOWLEDGEMENTS The generous support of the United Kingdom’s Darwin Initiative for the Survival of Species has provided for the development of a comprehensive programme of training in biodiversity information management. This programme comprises an international training team, drawing on expertise from collaborating organisations around the world; the preparation of a training resource in the form of a handbook series and related materials; and the development of computer-based demonstration tools. Training is being promoted through the delivery of post-graduate modules, and through regional and national workshops which have received additional support from The British Council, British Airways Assisting Conservation Scheme, and contributions from participating organisations. The programme has _ been appropriately titled Darwin Initiative Training in Biodiversity Information Management. Development of the handbooks has also benefited from experiences gained through the Biodiversity Data Management (BDM) Project, administered by the United Nations Environment Programme (UNEP) and funded by the Global Environment Facility (GEF), and related initiatives supported through the European Union (EU) and European Environment Agency (EEA). Indeed, Volume 6 draws extensively on one of the key outputs of the BDM Project, the Guide to National Institutional Survey (UNEP/WCMC 1998), developed in consultation with partici- pating countries, the BDM Advisory Committee and the UNEP management team. The concept of an information cycle was developed in collaboration with the International Institute for Environment and Development (IIED) with support from the UK Department for International Development (DFID). The handbooks have been published through the generous support of the Commonwealth Secretariat. Fundamental to the development of this programme have been the partnerships established with training organisations around the world. These organisations have worked collaboratively in hosting workshops, in reviewing the handbook materials, and in providing guidance on how regional and national training needs can be met most effectively. The training programme has significantly benefited from the input of numerous individuals working in the field of biodiversity information management. Among these individuals, particular mention goes to Professor Ian Crain and Gwynneth Martin of the Orbis Institute, Ottawa, Claire Appleby, an independent consultant, and to Drs Jake Reynolds and John Busby of WCMC for their insightful work in developing the handbook series. Thanks are also extended to Laura Battlebury for her tireless administrative and logistical support. The series Volume 4 Information Networks v editor for the handbooks was Jake Reynolds, while Donald Gordon managed the overall project. To the many individuals, both within and outside WCMC who have contributed to the development of materials and the delivery of training in biodiversity information management, a profound debt of gratitude is owed. It is through this collaborative effort that a service is being developed to contribute to the conservation and sustainable use of living resources. vi WCMC Handbooks on Biodiversity Information Management BACKGROUND The purpose of the WCMC Handbooks on Biodiversity Information Management is to support those making decisions on the conservation and sustainable use of living resources. The handbooks form part of a comprehensive programme of training materials designed to build information-management capacity, improve decision-making and assist countries in meeting their obligations under Agenda 21 and the Convention on Biological Diversity. The intended audience includes information professionals, policy-makers, and senior managers in government, the private sector and wider society, all of whom have a stake in the use or management of living resources. Although written to address the specific need for improved management of biodiversity-related information at the national level, the underlying principles apply to environmental information in general, and to decision-making at all levels. The issues and concepts presented may also be applied in the context of specific sectors, such as forestry, agriculture and wildlife management. The handbooks deal with a range of issues and processes relevant to the use of information in decision-making, including the strengthening of organisations and organisational linkages, data custodianship and management, and the development of infrastructure to support data and information exchange. Experience suggests that some of the greatest challenges in information management today are concerned with organisational issues, rather than technical concerns in the delivery of information which supports informed decision-making. Consequently, topics are addressed at management and strategic levels, rather than from a technical or methodological standpoint, and alternative approaches are suggested from which a selection or adaptation can be made which best suits local conditions. Nevertheless, in adopting this framework approach, we have tried to adhere to recognised conventions and formalisms used in information management and trust that in producing a ‘readable’ set of handbooks the integrity of the materials has not been compromised. Volume 4 Information Networks vii Overall, the handbook series comprises: Companion Volume Volume 1 Information and Policy Volume 2 Information Needs Analysis Volume 3 Information Product Design Volume 4 Information Networks Volume 5 Data Custodianship and Access Volume 6 Information Management Capacity Volume 7 Data Management Fundamentals Collectively, the handbook series promotes a shift from tactically based information systems, aimed at delivering products for individual project initiatives, to strategic systems which promote the building of capacity within organisations and networks. This approach not only encourages data to be managed more effectively within organisations, but also encourages data to be shared amongst organisations for the development of the integrated products and services needed to address complex and far-reaching environmental issues. The handbook series can be used in a number of ways. Individual handbooks can be used to guide managers on specific aspects of information management; they can be used collectively as a reference source for strategic planning and project development; they can also provide the basis for a series of short courses and training seminars on key challenges in information management. The companion volume provides the background to the handbook series. It also assists readers in deciding which handbooks are most relevant to their own priorities for strengthening capacity. A second series of handbooks is planned to provide more detailed guidance on information management methodologies, including the areas of data and technology standards, database design and development, application of geographic information systems (GIS), catalogues and metadatabases, and the development of decision- support systems. The current series deals only briefly with formal system development methodologies, and for more detailed treatments the reader is encouraged to access the wide range of published and electronic resources available in libraries and on the Internet, some of which are alluded to in individual handbooks and reference sections. vili WCMC Handbooks on Biodiversity Information Management A number of computer-based training tools have been developed to accompany the handbook series and are used in the training programme. These are based on a protected areas database, a tree conservation database, a GIS demonstration tool and a metadata directory. They aim to demonstrate key aspects in the collection, management and analysis of biodiversity data, and the subsequent production and delivery of information. They also illustrate practical issues such as data standards, data quality-assurance, data access, and documentation. Each training tool is supported by a user guide, together with a descriptive manual which traces the evolution of the tool from design, through development to use. 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CaLeeseNer” ‘aeaurod for stontate ples antag ane 2h opt aaediaey « ah oaeapReMU itn Ain tends Ages denies LA aot rset bs piace ah weary srinehowbae ey inatinn, atc eMeapeR Te ye é ie queen aor yoko mies a a claro Oty that sandbit jae ab C= ar ht eal reli apie ae: ~ a Hi oes by , igs : = 7 7 4 om we a i, | ioe ied melee: 1 avlisocha is spelelctiy 46 oth wee DNS de tad pe VANDEL) are Sigg 8 yh oedenleny ayy ncaa the nee of data andl ie Patklied. daubaa doin deal « velopmant, seplicotica of peep kg ona ‘» deep, | be Pala tsiTay age eladaushasin, and. the. developenent. of s ae fe ~ — a r A - wed r SO 452 WEE 9 BR A, ee a eee 1 INTRODUCTION Many groups possess knowledge of a cultural, economic or scientific nature which could be of great value to the conservation and sustainable use of living resources. This may have been built up over many years or generations and represents a significant investment in terms of time, money and intellectual effort. The intellectual property resulting from this investment is often seen as an important asset, to be guarded from outsiders and made available only in exchange for other assets, for example money. It is not surprising, therefore, that the flow of information between different segments and levels in society is often frustrated by political, organisational or even personal barriers. In general, there is a lack of awareness of the benefits of information sharing, allowing the potential disadvantages, including fears about loss of intellectual property, to dominate. This leads to the erection of unnecessary barriers to information sharing based, for example, on the belief that intellectual property will be diluted, misrepresented, or otherwise used to the detriment of its owner when shared. Sometimes such beliefs are well founded, for instance in the case of owners of indigenous knowledge who are fearful of exploitation by drug companies; owners of scientific knowledge, particularly those whose careers depend on publication, who fear plagiarism or lack of acknowledgement; and owners of technological knowledge who fear infringement of patents, copyright and other forms of know-how. Owners of all types of information may feel uncomfortable about sharing their investment until they understand why it is needed and how it will be used. Given that access to information is a vital part of most people’s everyday work (whether this is from different parts of the same organisation or from external individuals, organisations or sources), efficient procedures for information sharing are essential to productivity. For example, human population figures generated by a national census agency may be required by planners in the agricultural and health sectors; forestry department maps may be needed by an environmental lawyer assessing a claim on public forest land; and, calling on generations of experience, a village elder may need to advise his community on the best moment to harvest a wild crop. Such work can be delayed, devalued or prevented by lack of information sharing. A special challenge arises when producing information to address environmental concerns. The information needed to support policy and practices in this area is multi-disciplinary in nature, even when confined to a single sector such as forestry or agriculture, and may be required on a diverse and variable set of topics. It is Volume 4 Information Networks 1 inevitable, therefore, that the underlying datasets will be scattered amongst many organisations and sources, making the task of integration especially time-consuming. Furthermore, if some organisations are unable or unwilling to provide access to their data, there may be no option but to reproduce secondary copies at great expense. Even worse, decisions may be made in the absence of important data because the latter have not been accessible. Box | presents a variety of constraints which can hinder the unrestricted exchange of data. In many cases, such constraints will be perfectly reasonable. Where unnecessary barriers are erected, there are powerful techniques for overcoming these based around the principle of custodianship (see Volume 5). A simple method for assessing which constraints may be the most plausible in any given situation is to consider what would happen if a request was made for one’s own data. This helps to anticipate and appreciate the difficulties encountered by others. Box 1 Common constraints on data access @ Noestablished corporate policy or guidelines on data access. ® Not willing to release data (e.g. for reasons of copyright, confidentiality, security or institutional/personal rivalry). Physical procedures for retrieving data too complex (e.g. inefficient means of accessing/ compiling/editing/copying data). No funds to process the request (e.g. due to staff costs or costs of media). Request for data is not made clearly enough. Requested data are still under development. Requested data are not fit for release (e.g. not standardised or quality- assured). 2 WCMC Handbooks on Biodiversity Information Management 2 BASIC PRINCIPLES Information networks, which are simply assemblages of individuals, groups and organisations with common information goals, overcome barriers to data access by focusing on the need for cooperation. They range in size from loose associations of individuals based upon personal contacts and historic ties, to actively managed consortia of government agencies, NGOs, scientists and private organisations, all with shared information goals. The aim is to build trust and confidence between the network’s partners, who may include scientists, policy-makers and resource managers, leading to improved uptake of scientific information in policy and planning (see Volume 1). The rewards of information networking can be great. For example, more reliable access to data can enable organisations to fulfil their core responsibilities more effectively and consider new opportunities and roles. Participation in networks enables information products to be developed with wider support and with greater efficiency. It is a classic ‘win-win’ situation in which organisations — whether they are providing or receiving data — become empowered through cooperation. However, it would be naive to assume that active and positive cooperation will happen as a matter of course. Each partner (or stakeholder) must be able to see some concrete benefits in joining the network, whether this is the ability to improve the quality of a dataset, acquire access to other datasets, or enter a long-term relationship with another organisation. As the network becomes established and recognised, further potential benefits are economies of scale, minimised duplication of effort, and external investment on a scale which could not be attracted by individual partners. Information networks require substantial effort to establish and further effort to maintain. Benefits must be perceived as exceeding the costs of participation, for example in terms of the time and resources spent liaising with other partners (networks are unlikely to succeed unless this fundamental principle is understood). When balancing the costs and benefits of entering an information network a key question is ‘what will it cost me to contribute?’, as well as ‘what can I expect to gain?’. Information networks tend to establish themselves in similar ways. The initial push is from non-governmental organisations, professional associations and scientists who are often among the first to become aware of impending environmental issues, and wish to share information and experiences in order to support each other’s activities. Volume 4. Information Networks 3 As awareness of the issues rises, and the activities of the individuals concerned become seen by outsiders as a credible source of information, cooperation is consolidated by harmonising approaches to data management and by developing information as a group rather than separately. Informal networks of this kind can be operated on very low budgets, since they are driven primarily by the personal commitment of individuals. Eventually, however, increased size, prominence and acceptance by greater numbers of users can enable information networks to grow into self-supporting bodies, for instance with secretariats, which are recognised or even adopted by governments. Not all networks develop in this way: some may be initiated directly by governments or industry, or indirectly via externally sponsored projects. 4 WCMC Handbooks on Biodiversity Information Management 3 NETWORK DESIGN There are two basic forms of information network. The first uses a centralised architecture (see Figure 1) where there is a single organisational unit at the centre of the network. Individual partners communicate and cooperate with that unit, for example by providing specific data and advice, but not directly with other partners. The implication is that the central unit provides all the necessary people, facilities and procedures to generate information products. This is equivalent to saying that the information system is located in one, central location, with partners supporting this as necessary. Centralised data management is efficient in situations where partners work within a single operation, so that individual feelings of data ownership are subsumed by corporate objectives. It is also useful in situations where, for security reasons, data must be managed under tightly controlled conditions (e.g. in a bank). Finally, it is the only practical way forward in cases where individual partners do not have the capacity to manage data themselves. Figure 1 Centralised network ane Agriculture Finance and fisheries and economic forestry planning International Coos >) community Central Media (general Trade and ublic ee ) Network partner public) Cooperation (@) Control Environmental C Heath) protection Volume 4 Information Networks 5 The second form of network has a distributed architecture (see Figure 2). Partners operate in an unrestricted environment where communication is encouraged between all parties. No attempt is made to coordinate or control the partnerships which may develop; there is total democracy of cooperation. This is equivalent to saying that the information system is spread across all of the network’s partners, i.e. the network is the information system. Interestingly, the two architectures — centralised and distributed — mirror wider changes in information technology strategy over the last decade, from large, centralised computers (mainframes) to small, desktop computers (personal computers) communicating with each other via ever more extensive electronic networks. The Internet is the ultimate example of a distributed network, albeit chaotic and unfocused, although electronic communication is not essential to network functioning in general. Figure 2 Distributed network Agriculture, Finance and fisheries and economic forestry ‘ International a VX eae a [7> \ Db Media (general i Aube Ce, Trade and industry er ) Network partner Cooperation Environmental protection 6 WCMC Handbooks on Biodiversity Information Management There are drawbacks to both architectures. In the first case, the central unit may be perceived as controlling access to data and information products by custodians (see Volume 5). Under such conditions it may be difficult, even impossible, to establish a “cooperative spirit’ since, quite correctly, partners expect to retain full rights and responsibilities over their data. With distributed networks, however, partners are not coordinated or provided with direction, resulting in duplication of effort, lack of agreed standards, and generally impeded progress towards common information objectives. The weaknesses of both approaches can be rectified through the formation of a hybrid, or managed network, which allows free communication between partners and provides coordination and other network-wide services through a ‘hub’ (see Figure 3). Unlike a centralised network, the hub of a managed network serves the collective interests of the network’s partners, rather than the specific interests of a single organisation or operation. Usually, the hub would be managed by a committee representing the interests of each partner in the network, plus associated administrative support (WCMC 1994). A dotted line is used to denote the hub in Figure 3 Managed network Agriculture, Finance and fisheries and economic International Coo: > _