CMS/StC.19/Inf. 9.2

Draft
Information Management Plan
for the

Convention on Migratory Species

Prepared by

Jeremy Harrison
World Conservation Monitoring Centre

WORLD CONSERVATION
MONITORING CENTRE

Draft Version 3
22 February 1999

AIN I49 oF

° ICA 4 , he. ra f neal

PROJECT SUMMARY

The aim of this project is to deliver an information management plan for the
Convention on Conservation of Migratory Species of Wild Animals that, when carried
out, will increase the effectiveness and efficiency of CMS implementation, and ensure
an effective contribution by CMS to harmonised reporting and information management
by biodiversity-related treaties.

The plan covers the CMS itself, and also provides advice relevant to the Agreement on
the Conservation of Bats in Europe, the Agreement on the Conservation of Small
Cetaceans of the Baltic and North Seas, the African-Eurasian Migratory Waterbird
Agreement and the Agreement on the Conservation of Cetaceans of the Black Sea,
Mediterranean Sea and Contiguous Atlantic Area.

It is important to appreciate what the information management plan is addressing and
what it is not.

x The information management plan is not a strategy for communicating information
about the Convention and its associated agreements to a given audience, nor is it a
plan for managing the business of Convention administration.

Y The information management plan is concerned with the collection, management
and dissemination of the scientific and management information that is necessary
for effective implementation of the convention.

The information management plan is based on a review of current practices and
procedures, and an assessment of information management needs and capabilities. The
project was initiated 3 December 1998 when the formal administrative requirements of
UNEP were met, and the results are being presented to the Standing Committee in
January 1999. Because of the short time available before the Standing Committee
meeting, there will inevitably be shortcomings in the draft plan that will be addressed
following the meeting.

TABLE OF CONTENTS

1 INTRODUCTION .u.......ccccccccscssscsssssscceccessccessecsccsscssccssssssscsscssceaseassnssncnasasensnssecsesecsecsscnsecsescesces
1.1 Background .............2.csecceceeeeeceececcesceecceersecsesensssseecsecesetesencensceseeneceercrrerecs
| D IMIBIEEN® .cosscspoansonpsscesooodoondonopbuBosaEaddoBesdades0beos cnn cdo G9D00GsEdoRDoRaRNGOASGCaBoNODDECoNSS
1.3 ODJECtIVES ...2..022--22ee cscs eee eens ccnneeecencccceeceroeeeeceecceeterecsercnasssseesuscenccetaessnctens
MEA COVETAGE a2 aoc oece cece en cdee-c see eotecseteaeccweseerccenectericceee seinaus aces msiermarnaedscmeeeneelitencse
1.5 Working methods .................::scsceccceeceneeeeeeecetececeseseeeccesscesecseeceesensteccecenaeeeas

2 ASSESSMENT OF INFORMATION NEEDG............:csccccsssssessescecsecscescseenecnecsssssassscnsensssensens
Dil (CloyNy ETON ER? sooo cadonsoneeseenucusousosaosuocaononosansasoconas00q900s05DE9cDUDONDOBEAAsACApUnSDOOseNC
2.2 Conference reSOlUtions.................2cceceececceccecc esc ec cece ceeassecscceaeetentsnrensecccesesnerees
2.3 Strategy for the future development of the Convention ..............-...sseeeeeeeteeeeeeteeenes
2.4 Conference recommendations............2..2cesceee scence eee ee eee eeeeeeeeeeeeeeneeneeeseeeneeneeaeees
2.6 Roles of the Standing Committee ..................cceceec eee eeee nec eee eee ee ees eee eee eeeeeeeeeeeeenes
2.7 Roles of the Scientific Council ...............:cececece eee eee ee ee ee eee ee eee eeeeeneneeeseeseeeeenenees
2.8 Analysis of defined needs ...............:.:eeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeecaeeeseeneeeenneeceneessogs
2.8.1 Analysis of Secretariat information requirements.........-.+--+0--00eereeee enter nent eens
2.8.2 Analysis of the information requirements Of PArtieS ........-..1.-0+00secveeeeeeeeeeeeees
2.9 Standard reporting formats ..............-.0cceseeeeeeeeeeec eee eeeeeeeeeeeeeeeeneeeeeeeeeeecenneeeneces
2.9.1 Format for reports from PATtieS ..........c11cceeceee cect ee cnet eee ee eee eee eee eee ene nenes
2.9.2 Format for proposals for amendment of Appendices ...........12+.01eeeevveeeeeeeeeeenes
2.9.3 Format for reviews of species “undergoing” concerted ACtiONS ..........---+++..++++-

3. ASSESSMENT OF THE INFORMATION NEEDS OF AGREEMENTS .............s:ssseeeeeees

Bil JNSCIOTEVAIN eosnosoosesoecedrerosunobesussoscasosuatbonstodsnsdecduacacosodouubcdaueadobosnacacencbordgeae
3.1.1 AQreeMent teXt.........ccccccseccneeecneec reece eecc nessa eseaeeeaneeeeecceecouseeetecceessenenees
3.1.2 Agreement annex - Conservation Management PIAN.........-....++0001eseeeeeereneeeees
3.1.3 Resolutions of the Meetings of the PArtieS .........-.1:.11:1eeceeceec eee eee eee eee nee nes
3.1.4 Roles of the Advisory COMMiIttEe .........01.:cseecveee rece eee e eee e eee e ee eee eee neee net ees
3.1.5 Analysis of Secretariat information requirements...........-++.-0+0eceeeeeeerereeeee neces
3.1.6 Analysis of the information requirements of PartieS ...........---+00+00eeeeereeteee ees
3.1.7 Format for reports from PArtieS .........010c0ecseecvec nee ee eee een neceeee nee necense neces:

815) TEU COLRV ILS oonotudooncosonodsbedenadcooscde aabduunodsndbddssscnuadopdododsnencsucpeabadodgesena4oconod
3.2.1 AQTe€MeNt tEXt.........cceeccrecccseccneeeeeeenneeeeeeenecaneeeneseaeeceneeceteceeeeceneseeess
3.2.2 Resolutions of the Meetings of the PArti€S ..........+..1:c1eceeseevec neces nec eee eee eeenees
3.2.3 Conservation and management PLAN ...............csceere rere eer e nee e ees ee ee ee ne ne neces
3.2.4 Roles of the Advisory COMMIttCE ...........+1eceee eee ee cent eet e eee cnet nett e tent cee ees
3.2.5 Analysis of Secretariat information requirementt........--+.+-++ee00ece reece nett eeee anes 9
3.2.6 Analysis of the information requirements of PartieS .........+..-..100e000eeeeeeeeeeees
3.2.7 Format for reports from PATtieS ...........+.00ecveceerec nec nec nec ee eee ec nee eec eee nececeeces 9

33,8) JN BAW, casobosbooousdsobobonnododaaboaosaadubabandboooobananaopobabaonobabesnedoonsobedasagnodenae s8a0cce0 9

BL ANG AAAS UA Tegasoscscoocadoncpencoqanqedesedeec9dqoonccosEbdcacpadEoconspasdcanedadooOqaGBEOC 10
3.3.2 Agreement Annex III - Action PIAN..........0.0.0cccc cece eee c nc ne een e nett ee tener eeeeees 10
3.3.3 Analysis of Interim Secretariat information requirements ..........2-+201cee verse eee 10
3.3.4 Analysis of the information requirements Of PATti€S ...........00c0cceeeeeee eee ee neees 10
3.3.5 Format for reports from PArtieS ..........0c0cccc cece ec cce cence ene ee nent ne ne eee neeeenea ees 10
BZh INC COLSYAIMIS 4 ncnceonodobscsscscnonasoopdcqdscpoanscRadnevsdacan tas uqcHapnastenndaonbuUsdesopepagadaosc¢ 10
SCE NANG REALE (O Tiscodndeoscn0601008000440 9800 08os905480 90 nb abobosenoDacBadodoDoaeHbeseeseobae0o00% 10
3.4.2 Agreement Annex 2 — Conservation PION ............0ccccccnc recente nee ee eens nen ens 10
3.4.3 Analysis of Interim Secretariat information requirements ............+.+-+001eseeee eee 10
3.4.4 Analysis of the information requirements Of PAFti€S .............0.0c0eceeeeee ee ee tence I]
3.4.5 Format for reports from PAYrtieS .............cccccc cece eee een ene e nent eee tent et eeees I]
4. TYPES OF INFORMATION MANAGEMENT ROLE .............ccscsssssssssscsseecseesesnesereseeeenees 12
Amleleistamanapementeseeeeereete ceecae rere Eee secre ee ee seee cise ceiecte ne ecis= erietelelelete ee octet eee eeres 12
4.2 Compilation, assessment and associated data management ...............-..seseeeeeeeeeee eee ee 12
4.3 Increasing access to available information.....................ececeeeeeeeee ec ee ee nent eeeeneeeenees 13
4.4 Building an information service from the component parts.............-...++- Perea rer ec iesocs 14
4.5 Linking information from multiple sources ...................cccceeeeeee nent nett ee ee ee ee eeeeeenes 15
AO Sime inbites OAM CS coooccocoancedsosedaqcdnsvcosccedeosbdsdasons so ndeGuauEEaBod ec euEEDEseccoodoodsGuace: 16
4.7 Relationship between the Convention Secretariat and Agreements ...................0s0eeeeee 16
5 REVIEW OF INFORMATION SOURCES .............cscsssssssssssssssssessssessssessssesseessseesscsenessensases 18
Sy JU PINS 1175) 016) 1 SosoedacaosdosoeeorenodcaasardbepanaosedancososaT SSE HEceoGunnoREonCeBEEeEHaaEodaooneaccucce: 18
5.2 Standard format species-specific information ..................cecccceeec cence eee eee ee ee eens eeeeees 19
SVSpACreement arty arepOrtsee scene te re eee eee aes eresie ste sieiserre on ssieteiele aise rareitettersle eee eee 19
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6 OTHER POTENTIAL SOURCES .............sccsccsccssssscssscsssssssscssssssscssssescessessessessessessessesseseesees 21
6.1 International convention secretariats...............2:ceceeeeeeeee eee ceeeeececeneeeeeceneeeeeeeneeees 21
6.2 Regional conventions and agreeMentS.................:ecece cece ee eee e eee eee eens cece eeeeeeeeeneees 21
6.3 International NGOs specialising in particular groups of species .................0ceceeeeeeeeees 21
6.4 International NGOs specialising in particular habitat types................. 0c ceeeeeeeeeee ee eee 22
(625) Internationallexpenrtmetworkspeeeeeereeeee eee aerate eseer eee een eneeececccaeseaesce cceeee seer ee et eceee 23
6.6 Specialist information management orgamisatiOnS .................0..e cee ee ee eeeeeeeeeeeeeenees 23
6.7 Collaboration between information PprovideTS.................sceeeeceec ec eee ee eeeeeeeseeceneeeenes 24
6.8 Project managed by internationally active organisations ................. 0. ec eee ec eneeene cece ees 25
6: 9iCommonithread sets aaae ac ceecce eee ne eee aoe Sete Nemesis olsehs sleeve sates Move <0 dR ebeRiatie we Gee 25
7 RELATIONSHIP TO OTHER BIODIVERSITY-RELATED TREATIEG..................00008 26
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7.2 Development of a harmonised conventions information resOUrCe ..............0..cse cece ee ees 26
7.2.1 Harmonisation of convention web Sit€ CONLENL ........2....0.ccecececeeneneeeececeeeees 27
TPAD AN CATGTALTTGLITENY Preece oniariep cote ROC COBURG Soc Ge AACS ORE Acee Ser C CROC CERE Ee CREE CCEA 27
7.2.3 Development of a common Web Page..........1-.1.ccececeeceneee ence ence eeseeseuseeees 27
7.2.4 Development Of A COMMON th€SQUTUS ........2.20. 0.0 ececececece cence eee eee eneneneenenens 28

7.3 Streamlined national reporting to facilitate reporting and use of information

7.4 Development of a shared lessons-learned network ................:.0ceceeeeeeeeee eee eneeeeeees 28

7.5 Example: Relationship to the Convention on Wetlands ....................ccceeeeeeeeee eee eeees 29
f/eoiexample: Relationship toi CUDES\ ees... seaccise cries © sessment asics sieelote eiseie sioner serene eriiceeene a=. 29
8 USERS AND INFORMATION DISSEMINATION. ...........cccssssssssssssscsssssscesseceesensssseseneseees 30
Goll WSs eta Coli oes seduobssessededsucsdpadadsousescHosanbasecousneancad cacceobadcuedonpesecoopomsucnstacmonad 30
Otel INN Ze (01 1101 esos ine aainmE bas acoabad ake ase decdepnccqusosadedecoSosece uacrae sacabacospsososadnoLoac 30
SHIP2ESCientifie COUNCIIEE Nake: cate menor cone eet eee eee Deseo ieee eee een eee 30
8.1.3 Standing Committee and Conference of the PArtieS ..............0.cccceeee eevee eeeenens 31
Clo 20h Lee aeae ede desanaccenratoobodcaodocasnacscesnaacounancosesassesce rarer adsncooacodsEdepsboaae 31
Soles) SGientistsiand (other, reSCAiCNETS va. macces cece nearest eee eels eee sss ces 31
SHIR OS OUECHS ors cnsceiore gain asi sc ie SARE oe ASO Eee Teese ae ase cose scice esc emeemeee ere cite 32
SeaDisseminattonummechanismS-ecrace cesses eeeeteeeseaeeeceae eels cos seins eee cisswiseccceeee se eecrec 32
8.2.1 Conference documents and infOrmation PADPETS ........20.0000ceevcenenc cence eeeenenenes 32
SDD OMEN INL ENALUNG cece sees cse see oot aoe eee eT Ee Saas oka ee Soe Ie eee eee 32
OR TASTU TRE a Rotpec enone mecRp ore don baacdise sth an ansaaaos aqanceecener casa snopansboctocadsueddodosueEce 32
9 INFORMATION MANAGEMENT NEEDS AND CAPABILITIES ............cscsscsssssssseeerees 33
9.1 Development of integrated databases ..................cececcec ec ee nec ec ee ee nec ec eens eeeenee tense ees 33
9.2 Development of web-based information S€rVICES................ceceeeecee ee eeneeeeeteeeeeeee tenes 33
9.3 Review of databases and services provided by Parties ..................ccececeeeec eee eeeeeeeees 34
9)_A) Iriya) TH STEYR O do cadscanpocsadodesscaenobbensbsousccouosduBecosgoda00doccussaRbasqucaaocacEadsHaNeR=coGS 34

10 INFORMATION MANAGEMENT PLAN ...........sscsccssssssssccessescsecsacsnssnscssesasssesecsecsersecseesess 35

Digitized by the Internet Archive
in 2010 with funding from
UNEP-WCMC, Cambridge

http://www.archive.org/details/draftinformation99harr

DRAFT

1 INTRODUCTION

1.1 Background

Effective and efficient conservation action requires information on which to base planning and
decision making. In implementing the Convention and related agreements, the CMS and agreement
secretariats, Scientific Council, Standing Committee and all Contracting Parties use information to
identify and plan actions that need to be taken, to monitor the effects of those actions, and to report
on the consequences in various fora.

If information is collected and managed in a consistent and co-ordinated manner, this will ensure
that:

information collected can be used for more than one purpose;

information is only requested from Parties when necessary;

information is not requested from Parties when it is readily available elsewhere;
information from various sources is combined;

information collection and management is more cost-effective; and

decisions are taken with appropriate and adequate information.

OOOoocOd

The secretariats of the biodiversity-related treaties have recognised that they have an obligation to
be as efficient and responsive as possible in managing and using information, and with this in mind,
the Sixth Meeting on Co-ordination of Secretariats of Environmental Conventions, held under the
auspices of the UNEP Governing Council, initiated a feasibility study for a harmonised information
management infrastructure for biodiversity-related treaties.

1.2 Mandate

The Strategy for the future development of the Convention, adopted by the Conference of the
Parties at its Fourth Meeting in June 1994, implies the following priority actions relevant to
development of an information management plan:

Q improvement in information management and use in implementing the Convention
Q increased availability and co-ordination of information on migratory species
Q) increased collaboration with other biodiversity-related conventions

A draft proposal on development of an information management plan for the Convention was
submitted to the Conference of the Parties at its Fifth Meeting in April 1997 (attachment to
UNEP/CMS/Conf.5.7.1) and discussed under Agenda Item 10a Harmonisation of the reporting
system under CMS and related agreements (paragraphs 79-91 of the Report of the Fifth Meeting of
the Conference of the Parties).

The funds for development of the information management plan were approved by the Conference
of the Parties (allocation of US$30,000 in budget line 2103), and in December 1998 UNEP
endorsed the project proposal developed by WCMC and the CMS Secretariat for developing the
information management plan.

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DRAFT

1.3 Objectives

The information management plan is intended to provide impetus for improvement in the collection,
management and use of the information necessary for effective implementation of CMS and its
associated agreements. It should enable CMS to become an effective central agency for a network
of internationally co-ordinated activities on migratory species. Ultimately this will lead to an
improved ability to achieve the objectives of the Convention and each Agreement through co-
ordination of reporting and information management activities. This will lead to:

more cost-efficient information management;

significant increase in available information to support biodiversity conservation;
improved linkages between secretariats, and between secretariats and other major
international programmes;

reduced pressure on Parties through more efficient sharing of information; and

increase in information available to Parties.

Oo Ooo

The information management plan provides clear guidance on the steps that need to be taken to
improve the collection, management and use of the information necessary for effective
implementation of CMS and its associated agreements.

1.4 Coverage

Following discussion with the CMS Secretariat, the scope of the project was restricted to the
Convention itself, to the two legally binding agreements established under Article IV(3) and Article
TV(4) which are already in force:

Q) Agreement on the Conservation of Small Cetaceans of the Baltic and North Seas,
(ASCOBANS)

QO) Agreement on the Conservation of Bats in Europe (EUROBATS)

and the two legally binding agreements established under Article IV(3) and Article IV(4) which are
expected to come into force during 1999:

Q) African-Eurasian Migratory Waterbird Agreement (AEWA)

Q) Agreement on the Conservation of Cetaceans of the Black Sea, Mediterranean Sea and
Contiguous Atlantic Area (ACCOBAMS)

The Agreement on the Conservation of Seals in the Wadden Sea and the memoranda of
understanding on Siberian Crane and Slender-Billed Curlew are not covered.

1.5 Working methods

The following activities formed part of the project:

review of information needs

review of current information sources

review of the relationship to other biodiversity-related treaties
assessment of information dissemination requirements

review of information management needs and capabilities
preparation of the information management plan

OOOOCO

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DRAFT

Each activity involved review of written material and discussion with representatives of the CMS
Secretariat and the secretariats of various agreements. The timescale of the project, and its timing
over the holiday period (the contract was agreed by UNEP in December) meant that discussion
prior to drafting the information management plan was less that might have been hoped. This will
be rectified during review following the Standing Committee meeting in January 1999.

It had also been intended that draft reports for each activity would be available for review by
members of the various secretariats, the Scientific Council and the Standing Committee, prior to
drafting of the information management plan. Again, this was impossible in the time finally
available for drafting of the report for presentation to the Standing Committee in January 1999.

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DRAFT

2 ASSESSMENT OF INFORMATION NEEDS

The initial paragraphs and the associated tables in this section (see Table 1) provide an assessment
of what information is required for effective implementation of the Convention, and what additional
information is desirable. Specifically it will:

() Review the Convention and agreements (including conference resolutions and
recommendations) to clarify current requirements.

Q) Review with the secretariats and the Chairman of the CMS Scientific Council the
programme of activities and the information required to implement it, including project
work and development of agreements.

2.1 Convention text

Table 1.1 provides an assessment of the information requirements implied by the 20 articles of the
Convention. The implications for the Secretariat and for Parties are separately identified.

2.2 Conference resolutions

Table 1.2 provides an assessment of the information requirements implied by the 38 conference
resolutions. The implications for the Secretariat and for Parties are separately identified.

2.3 Strategy for the future development of the Convention

Table 1.3 provides an assessment of the information requirements implied by the Strategy for the
future development of the Convention annexed to Resolution 5.4. The priorities and actions covered
in the annex to the earlier Resolution 4.4 have not been covered separately. The implications for
the Secretariat and for Parties are separately identified.

The Sixth Meeting of the Conference of the Parties will consider a revised strategy for the future
development of the Convention, which will shortly be reviewed by the Standing Committee. Table
1.4 provides an assessment of the information requirements implied by the draft strategy at this
preliminary stage of its development.

2.4 Conference recommendations

Table 1.5 provides an assessment of the information requirements implied by the 12 conference
recommendations. By their nature the information requirements of the recommendations are more
specific, and although some of the activities will by now have been undertaken they are all included
here as they are indicative of potential future information needs arising from conference
recommendations. The implications for the Secretariat and for Parties are separately identified.

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DRAFT

2.6 Roles of the Standing Committee

Table 1.6 provides an assessment of the information requirements of the Standing Committee
implied by Resolution 2.5. For the moment it is assumed that it is the responsibility of the
Secretariat to compile information required by the Standing Committee, which may not be true in
all cases.

2.7 Roles of the Scientific Council

Table 1.7 provides an assessment of the information requirements of the Scientific Council implied
by Article VIII of the Convention, and Conference Resolutions 5.2, 5.5, 4.5, 3.4 and 1.4. In some
cases these mandates are duplicative, and in some cases out of date, but all are retained in this table
for clarity. For the moment it is assumed that it is the responsibility of the Secretariat to compile
information required by the Scientific Council, which may not be true in all cases.

2.8 Analysis of defined needs

This section takes the tables described in the previous sections, and provides an analysis of
information requirements for both the Secretariat and the Parties in implementing the Convention.
Specifically this section aims to:

OQ) Summarise the key information needs identified by a review of the mandates arising
from the Convention and the Conferences of the Parties.

QQ Summarise the key information needs identified by a review of the mandates arising
from various Agreements and their Meetings of the Parties.

Q) Separate the information needs of the Secretariat and the Parties themselves.

2.8.1 Analysis of Secretariat information requirements
An analysis of the information contained in Tables 1.1 to 1.7 covers all of the information
requirements identified in the Convention text itself, in the Conference resolutions and
recommendations, and in the strategy for the future development of the Convention. The
requirements have been divided into four groups:

QQ Simple lists - Table 1.8(a)

Q) Assessments -Table 1.8(b)

O) Conservation measures - Table 1.8(c)

QO Information management activities - Table 1.8(d)

These tables include a column which identified the likely sources of information (including
the reports covered in sections 4.1.1 and 4.1.2), which is discussed in more detail in later
sections.

2.8.2 Analysis of the information requirements of Perties
An analysis of the information contained in Tables 1.1 to 1.5 covers all of the information
requirements identified in the Convention text itself, in the Conference resolutions and
recommendations, and in the strategy for the future development of the Convention. Note
that this does not explicitly cover the information required for the Party reports and
amendment to the appendices, which is covered below. The requirements have been
divided into five groups:

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DRAFT

Simple lists - Table 1.9(a)
Assessments - Table 1.9(b)
Conservation measures - Table 1.9(c)
Reporting - Table 1.9(d)

Specific taxa issues - Table 1.9(e)

OoOooood

As noted earlier, by their nature the information requirements of the recommendations tend
to be more specific, and although some of the activities will by now have been undertaken
they were included in the tables and the analysis as they are indicative of potential future
information needs arising from conference recommendations. Table 3.5 on specific taxa
issues arises solely as a result of taxa-specific recommendations.

This report cannot effectively cover all sources of information at the national level, and
restricts itself to information that is required from outside the country, where the Secretariat
has a potential role in facilitating access to the information.

2.9 Standard reporting formats

2.9.1 Format for reports from Parties
Table 1.10 identifies the agreed formats for the Party reports, both the initial
comprehensive report and the updating report. The format is mandated by Conference
Resolution 4.1.

2.9.2 Format for proposals for amendment of appendices
Table 1.11 identifies the agreed format for proposals for amendment of the appendices, as
mandated by Conference Resolution 1.5.

2.9.3 Format for reviews of species “undergoing” concerted actions
Table 1.12 identifies the agreed format for reviews of species which are the subject of
concerted actions, as set out in the annex to Conference Resolution 3.2.

6 CMS Information Management Plan (Version 3.0)

DRAFT

3. ASSESSMENT OF THE INFORMATION NEEDS OF AGREEMENTS

The paragraphs and the associated tables in this section provide an assessment of what information
is required for effective implementation of each of the Agreements covered, and what additional
information is desirable. Specifically it will:

QO) Review the Agreements (including resolutions of the Meetings of the Parties) to clarify
current requirements.

QO Review with the secretariats the programme of activities and the information required
to implement it, including project work.

This section also provides an analysis of information requirements for both the secretariats and the
Parties in the Agreements described. Specifically this aims to:

O) Summarise the key information needs identified by a review of the mandates arising
from the Convention and the Conferences of the Parties.

QO Summarise the key information needs identified by a review of the mandates arising
from various Agreements and their Meetings of the Parties.

OQ) Separate the information needs of the Secretariat and the Parties themselves.
3.1 ASCOBANS

The analysis for the Agreement on the Conservation of Small Cetaceans of the Baltic and North
Seas can be found in Table 2.

3.1.1 Agreement text
Table 2.1 provides an assessment of the information requirements implied by the eight
paragraphs of the Agreement. The implications for the Secretariat and for Parties are
separately identified.

3.1.2 Agreement annex - Conservation Management Plan
Table 2.2 provides an assessment of the information requirements implied by the
conservation management plan annexed to the Agreement. Resolution 1.2 of the Meeting of
the Parties prioritises and interprets this plan, but only adds one new item relevant to
information needs. The implications for the Secretariat and for Parties are separately
identified.

3.1.3 Resolutions of the Meetings of the Parties
Table 2.3 provides an assessment of the information requirements implied by the 12
resolutions of the Meetings of the Parties. The implications for the Secretariat and for
Parties are separately identified.

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3.1.4 Roles of the Advisory Committee
Table 2.4 provides an assessment of the information requirements of the ASCOBANS
Advisory Committee implied by Resolutions 2.5 and 1.5 of the Meeting of the Parties. For
the moment it is assumed that it is the responsibility of the Secretariat to compile
information required by the Advisory Committee, which may not be true in all cases.

The Advisory Committee has established a Working Group on Marine Pollution to maintain
a “watching brief” on information and developments in this area.

3.1.5 Analysis of Secretariat information requirements
An analysis of the information contained in Tables 2.1 to 2.4 covers all of the information
requirements identified in the Agreement and its Annex, and the resolutions of the Meetings
of the Parties. The requirements have been divided into four groups:

Q) Simple lists - Table 2.5(a)

QO) Compilation and assessment based on information from Range States - Table 2.5(b)
QO) Accessing experience - Table 2.5(c)

QO) Information management activities - Table 2.5(d)

These tables include a column which identified the likely sources of information (including
the reports covered in sections 3.2.7).

3.1.6 Analysis of the information requirements of Parties
An analysis of the information contained in Tables 2.1 to 2.4 covers all of the information
requirements identified in the Agreement and its Annex, in the resolutions of the Meetings
of the Parties. Note that this does not explicitly cover the information required for the Party
reports, which are covered in the next chapter. The requirements have been divided into
four groups:

QO) Simple lists - Table 2.6(a)

Q) Assessments - Table 2.6(b)

Q) Conservation measures - Table 2.6(c)
O) Reporting - Table 2.6(d)

This report cannot effectively cover all sources of information at the national level, and
restricts itself to information that is required from outside the country, where the Secretariat
has a potential role in facilitating access to the information.

3.1.7 Format for reports from Parties
Table 2.7 identifies the agreed formats for the Party reports, both the tri-annual national
report and the brief annual report. The format for the latter is mandated by Resolution 1.1
of the Meeting of the Parties, while the former has been drawn up recently by the
Secretariat working with the Advisory Committee.

3.2 EUROBATS

The analysis for the Agreement on the Conservation of Bats in Europe can be found in Table 3.

3.2.1 Agreement text
Table 3.1 provides an assessment of the information requirements implied by the 14
Articles of the Agreement. The implications for the Secretariat and for Parties are
separately identified.

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3.2.2 Resolutions of the Meetings of the Parties
Table 3.2 provides an assessment of the information requirements implied by the 15
resolutions of the Meetings of the Parties. The implications for the Secretariat and for
Parties are separately identified.

3.2.3 Conservation and management plan
Table 3.3 provides an assessment of the information requirements implied by the 18 articles
of the Agreement. The implications for the Secretariat and for Parties are separately
identified.

3.2.4 Roles of the Advisory Committee
Table 3.4 provides an assessment of the information requirements of the Advisory
Committee implied by the various resolutions of the Second Session of the Meeting of the
Parties. For the moment it is assumed that it is the responsibility of the Secretariat to
compile information required by the Advisory Committee, which may not be true in all
cases.

3.2.5 Analysis of Secretariat information requirements
An analysis of the information contained in Tables 3.1 to 3.4 covers all of the information
requirements identified in the Agreement and the resolutions of the Meetings of the Parties.
The requirements have been divided into four groups:

QO Simple lists - Table 3.5(a)

Q) Compilation and assessment based on information from Range States - Table 3.5(b)
Q) Accessing experience and sharing information - Table 3.5(c)

QO Information management activities - Table 3.5(d)

These tables include a column which identified the likely sources of information (including
the reports covered in sections 3.2.7), which his discussed in more detail in later sections.

3.2.6 Analysis of the information requirements of Parties
An analysis of the information contained in Tables 3.1 to 3.4 covers all of the information
requirements identified in the Agreement and the resolutions of the Meetings of the Parties.
The requirements have been divided into four groups:

QO) Simple lists - Table 3.6(a)

LJ Assessments - Table 3.6(b)

C) Conservation measures - Table 3.6(c)
QO Reporting - Table 3.6(d)

This report cannot effectively cover all sources of information at the national level, and
restricts itself to information that is required from outside the country, where the Secretariat
has a potential role in facilitating access to the information.

3.2.7 Format for reports from Parties
Table 7.5 identifies the agreed format of national reports, as mandated by Resolution 7 of
the 2™ session of the Meeting of Parties.

3.3 AEWA

The analysis for the African Eurasian Migratory Waterbird Agreement can be found in Table 4.

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3.3.1 Agreement text
Table 4.1 provides an assessment of the information requirements implied by the 18 articles
of the Agreement. The implications for the Secretariat and for Parties are separately
identified.

3.3.2 Agreement Annex III - Action Plan
Table 4.2 provides an assessment of the information requirements implied by the action
annexed to the Agreement. The implications for the Secretariat and for Parties are
separately identified.

3.3.3 Analysis of Interim Secretariat information requirements
An analysis of the information contained in Tables 4.1 and 4.2 covers all of the information
requirements identified in the Agreement and its annexed Action Plan. The requirements
have been divided into four groups:

Simple lists - Table 4.3(a)

Compilation & assessment based on information from Range States - Table 4.3(b)
Accessing experience - Table 4.3(c)

Information management activities - Table 4.3(d)

Oooo

3.3.4 Analysis of the information requirements of Parties
An analysis of the information contained in Tables 4.1 to 4.2 covers all of the information
requirements identified in the Agreement and its annexed Action Plan. The requirements
have been divided into four groups:

QO) Simple lists - Table 4.4(a)

L) Assessments - Table 4.4(b)

() Conservation measures - Table 4.4(c)
QO) Reporting - Table 4.4(d)

3.3.5 Format for reports from Parties
No format for reports has yet been agreed, as the Agreement is not yet in force and a
Meeting of Parties has yet to take place.

3.4 ACCOBAMS

The analysis for the Agreement on the Conservation of Cetaceans of the Black Sea, Mediterranean
Sea and Contiguous Atlantic Area can be found in Table 5.

3.4.1 Agreement text
Table 5.1 provides an assessment of the information requirements implied by the 17 articles
of the Agreement. The implications for the Secretariat and for Parties are separately
identified.

3.4.2 Agreement Annex 2 — Conservation Plan
Table 5.2 provides an assessment of the information requirements implied by the
Conservation Plan annexed to the Agreement. The implications for the Secretariat and for
Parties are separately identified.

3.4.3 Analysis of Interim Secretariat information requirements
An analysis of the information contained in Tables 5.1 and 5.2 covers all of the information
requirements identified in the Agreement and its annexed Conservation Plan. The
requirements have been divided into four groups:

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Q Simple lists - Table 5.3(a)

QO Compilation and assessment - Table 5.3(b)

Q Accessing and sharing information - Table 5.3(c)
QO Information management activities - Table 5.3(d)

3.4.4 Analysis of the information requirements of Parties
An analysis of the information contained in Tables 5.1 to 5.2 covers all of the information
requirements identified in the Agreement and its annexed Conservation Plan. The
requirements have been divided into four groups:

Q) Simple lists - Table 5.4(a)

() Assessment - Table 5.4(b)

Q) Conservation measures - Table 5.4(c)
Q) Reporting - Table 5.4(d)

3.4.5 Format for reports from Parties
No format for reports has yet been agreed, as the Agreement is not yet in force and a
Meeting of Parties has yet to take place.

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4. TYPES OF INFORMATION MANAGEMENT ROLE

A review of the tables derived in the previous sections provides an indication of the types of
information management task that is required for implementation of the Convention and related
Agreements. Similar tasks will require similar solutions. Where all of the Agreement secretariats
have a similar information need, there is clearly an advantage in that need being met in a
harmonised manner rather than independently by each Agreement secretariat.

4.1 List management

A series of lists required by the Secretariat and Parties are identified for implementation of the
Convention and the Agreements. In most cases these are already maintained using simple databases
or documents that are added to regularly. Dissemination of the information is achieved through
paper reports and the Convention and Agreement websites.

There are several associated issues:

a) Lists should be maintained as one copy and not as multiple copies. Any modification of
information in a list should be made once only.

b) There are good reasons for integrating data, and the basic lists often provide the most obvious
point of access. For example, from lists of species on the appendices to information on status
and distribution, and from lists of Parties to information contained in national reports.

c) There are opportunities to link lists in providing information. For example, the range state
information can be used to link the lists of Parties and the species lists from the appendices.

d) One of the lists (List 3 in Table 2.5) could be implemented as an open list to which anyone can
add meetings. This could be achieved cost-effectively as a web-based list to which users (or a
restricted list of users) could add further meetings.

Most of the lists required by Parties are derived from the lists provided by the secretariat. The one
exception is the compilation of a list of NGOs appropriate for collaboration in CMS implementation
at the national level (List 3 in Table 1.9).

4.2 Compilation, assessment and associated data management

A significant number of the tasks identified require the compilation of information from Parties and
other sources, and presentation of the information in a manner that is useful for those involved in
implementation of the Convention and its agreements.

While compilation of information does not require any particular expertise, unless the information
is provided in standard formats, this can cause problems for those responsible for compilation.
There are three potential solutions:

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a) Provide adequate guidelines and a standard format to be used by those providing the
information, so that the information is received in a relatively standard form and can be readily
incorporated into whatever compiled format is required.

b) Provide a database into which the information can be entered, either as a stand-alone database,
the contents of which can then be downloaded into a central database, or a web-accessible
database where information can be entered directly.

c) Ensure that the compilation is made by someone with appropriate expertise to take decisions on
the information when necessary.

Clearly the first option is the simplest, and the most frequently used (for example the use of
standard formats for Party reports). The second option, creation of databases, is only necessary
when the information collection task is regular and ongoing (for example the creation of a
metadatabase by ASCOBANS for information on post-mortem analyses).

Assessment follows on from compilation of information, but requires expertise in the subject matter
to actually take the task on from information collection and compilation to assessment and
recommendation based on the compilation. An example would be the systematic review of
appendices, which requires information compiled from multiple sources and then the input of
experts familiar with the Convention and its aims and a range of species conservation issues.

4.3 Increasing access to available information

There is an obligation on Parties to make information that they hold on migratory species available
to other Parties. In many cases the types of information that should be made more widely available
are explicitly identified, and mechanisms such as Party reports are already working to ensure that
this happens to some extent. But this is not always sufficient.

Increased access to information can be ensured in one or more of the following ways:

a) Compilation of the material into a publication or report that is copied to all Parties (or Range
States) on a regular basis.

b) Placing information on a website, where it can be accessed by those who may be interested
(noting that the website will require advertising to ensure that those who need it can find it).

c) Making available a list of focal points for specific types of information, who can then be
contacted by those requiring information, when they require it.

There is an obligation on the secretariats to facilitate access to information that will further the
implementation of the Convention and Agreements. In some cases this can be achieved through the
circulation of Party reports, but may not be sufficient for all types of information.

Increased access to information can be ensured in one or more of the following ways:

d) Providing advice and guidance on the types of material that Parties should be making available,
and the mechanisms for disseminating or improving access to it.

e) Be a clearing house for all information on migratory species provided by Parties and others,
ensure that all relevant material is passed on to Parties and other Range States. This could be
done reactively or proactively.

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8)

h)

Develop a library service with all Parties and other Range States providing copies of relevant
information, which is then available for use by others under whatever arrangements seem
appropriate.

Developing a metadatabase of information sources to facilitate access to those sources. The aim
of this is to facilitate the process of finding information. Types of information source would
range from publications to databases, and from contact addresses to web sites.

Developing WWW tools for more rapid location of relevant information on the Internet, such as
virtual libraries, focused web search tools, or distributed databases. Note that there may be an
opportunity for CMS to take a lead in developing an Information Network on Migratory Species
on the Internet (see paragraph 4.6).

Whatever the form of delivery of the information, it is important to always maintain a record of its
source, means of compilation, and whatever has been done with it since. There are standards that
can be adopted for achieving this.

4.4 Building an information service from the component parts

Compilation of information from a variety of sources was discussed above. More specific is the
juxtaposition and integration of information from a range of sources so that it becomes both more
meaningful and more accessible. All of the information described in the following paragraphs is
already readily available to the Convention Secretariat.

For example:

a) List of species and countries: Within the Convention on Migratory Species there are two basic

b)

c)

d)

14

lists, species, which are on either Appendix I or Appendix II, and countries which can be
Parties and/or Range States. A database that integrates the two lists, and identifies the links
between them can produce Range State lists for each of the Appendices, or for any given
country or group of countries identify which listed species are found within those countries.
This also facilitates revision and update, and it is noted that the Range State information
currently requires review.

Standard format Information on species: There are also two processes ongoing that require the
compilation of information into a standard form - amendment of the Appendices, and the
“concerted action” agenda. There are differences in the information collected (see Table 1.11
and Table 1.12), but they generally cover the same issues. Of the 76 species on Appendix I, 35
have been added as amendments, and 16 are currently covered by the resolutions on “concerted
actions. Information has therefore been compiled on 31 Appendix I species since 1994, and
significantly more on Appendix II species. This information is not readily available currently (it
is only available in conference papers), but could form the basis for an information source on
migratory species, particularly if this information was linked to the lists of species.

Party reports: Each triennium Parties provide a standard format report (Table 1.10) which
describes action being taken by each Party to implement the Convention. While these are
available to Parties and others as a compilation, they are not made widely available. Linking
each report to the list of countries would increase the accessibility of the information. Party
reports are also likely to include information of direct relevance to status and conservation of

species, which needs incorporating in or linking to the information described in the previous
section.

Project Reports: The Convention secures funding for a range of projects on migratory species,
and each of these contain valuable assessments and recommendations. These assessments (not
currently in a standard format) could supplement the standard format information described

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above. In many cases the reports are specific to certain countries and make recommendations
specific to certain countries. This information could be linked to the country lists described
above.

If these component parts and no others were made available over the CMS website, for example,
this would drastically increase the accessibility of the information.

In order to facilitate the process of making information more widely available (section 4.3), and
integrating it into an information service of some kind (section 4.4), each of the reports identified
above should be requested in an electronic format, and guidelines for submission of electronic
reports should be developed. This would cover as a minimum:

Party reports

Proposals for amendment of the appendices
Reports on “concerted action” species
Project reports

Oooo

4.5 Linking information from multiple sources

The Secretariat already has available information from a range of sources, and can make this more
widely available to others in a systematic manner. The Secretariat could also lead (or at least
facilitate) a process to make information from multiple sources more widely available. This has
already been touched on in Section 4.4.

For example:

a) Many other agencies have information on species available in one format or another, which
could supplement what has been compiled for CMS. For example, of the species on Appendix I,
most are listed in the IUCN Red List and described in Birds to Watch, IUCN’s Species Survival
Commission has prepared action strategies and plan which cover a number of others (see section
6), as has BirdLife International, and the Bern Convention in the context of its Action Plans for
Globally Threatened Birds in Europe. CMS could work with these and other international
agencies and programmes to make significantly more information available on each of the listed
migratory species.

b) Other international conventions compile relevant information from a number of sources. For
example there are ## species from Appendix I also on CITES Appendix I or II, and similar
information on status is available (see Table 7). Linking this information with that described on
species in the previous section would add to the information resources available (see section 6).

c) Many other web sites have information on or relevant to migratory species. CMS is in a position
to take a strong lead in development of an Information Network on Migratory Species which
would foster the development of information sources on migratory species on the Internet.

If the Secretariat were to begin such a process, and to advertise it widely, it could lead to an
increasing amount of information becoming available on the Internet, so adding to the pool of
information available.

Note: The initiative on the Global Register of Migratory Species also plans a series of web links,
and this needs to be further investigated after the Standing Committee meeting.

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4.6 Sharing experience

A key area in international co-operation is not only the sharing of information, but the sharing of
experience. The methods include most of those discussed in the previous section, but there is one
additional aspect of dealing with sharing experience, the identification of "best practice" and the
sharing of information on what works in what circumstances, and what does not.

Information on experience is probably best shared as a series of "case studies” in a relatively
standard format, with comments from experts or expert committees on the relative merits of
different methods and experiences, and feedback from those who have tried them. This is best
managed as an ongoing process, as the learning process is constant.

While information can be shared through publications, workshops, individual websites, focal point
networks, and all the other mechanisms listed above, there is significant merit in development of a
web-accessible information resource on case studies and best practice that can be added to and
commented on by all users. This also links to recommendations of the process which is trying to
harmonise information management within and between the global biodiversity-related treaties (see
paragraph 6.4).

Information can also be shared in a less structured manner using techniques such as email list
servers and/or some form of web forum.

4.7 Relationship between the Convention Secretariat and Agreements

Agreements concluded between Range States are the primary vehicle for conservation of species
listed on Appendix II of the Convention. There are two corollaries to this:

Q) That the Agreement secretariats are responding to the information needs associated with
the species covered by their particular Agreements

Q) That there is a range of Appendix II species not currently covered by the Agreements

The information management roles of the Agreement Secretariats are similar to those already
described in the previous paragraphs, so this section concerns itself with the interface between the
Convention Secretariat and the Agreement secretariats, and with the gaps not currently covered by
Agreements or Agreements in development.

It is noted that there are attempts to harmonise the content and implementation of Agreements.
Table 5.1 identifies the implied information requirements of the guidelines for agreements set out in
Article V of the Convention. While not all of these information requirements are clearly laid out in
the Agreements studied (see later sections), they are illustrative of the types of information thought
to be required for implementation of Agreements for migratory species. The implications for the
potential Agreement secretariats and Parties are separately identified. Discussion is also currently
ongoing to develop Guidelines on the harmonisation of Agreements. Table 5.2 identifies the implied
information requirements based on the papers submitted to the last Conference of the Parties
(UNEP/CMS/Conf.5.10).

There are several areas that may require attention:
a) The CMS Secretariat is required to report to the Conference of the Parties on inter alia the

conservation of species listed on both the Appendices. The CMS Secretariat is also expected to
ensure that information on the conservation of migratory species is available to other

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biodiversity-related treaties, and to other relevant international organisations and agreements
(see section 7.3).

As a matter of course the CMS Secretariat has access to the information required on Appendix
I species, through Party reports and other sources. The situation is less clear for Appendix II
species. Information on some Appendix II species is contained in reports from the Agreement
Secretariats to the Conference of the Parties, but these are not in a standard format.

Steps should be taken to clarify the situation by creating a standard format for Agreement
Secretariat reports to the CMS Conference of the Parties which ensures that the necessary
information is presented, and also ensuring mechanisms to report on the other listed species
that are not covered by any form of Agreement.

b) If the CMS Secretariat develops more proactive mechanisms for compiling information on
migratory species, such as developing a clearing house role, a library service or an information
network, this should be developed in collaboration with the Agreement Secretariats.

c) Ifthe CMS Secretariat developed tools for information sharing, such as a series of mechanisms
for sharing experience, such tools should be developed so that they are of benefit not only to
the Convention itself but to the Agreements as well. Such an integrated approach would be
more cost-effective, and would be a clear step in harmonisation of Agreement implementation.

Feedback suggests that currently the co-ordination between the CMS Secretariat and the agreement
secretariats is not as efficient as it might be. Increased sharing of information resources could be a
mechanism for achieving increased collaboration.

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5 REVIEW OF INFORMATION SOURCES

This section aims to provide an assessment of how the information needs described in the previous
sections are currently being addressed, and the adequacy of these mechanisms. Specifically it will:

Q Review national reports currently available for the more recent meetings of the CMS
COP and for the other agreements, and assess their format, coverage and adequacy.

QO Review a range of other reports commissioned or requested by the secretariats.
5.1 Party reports

Each Party is obliged to regularly provide reports on implementation of the Convention in a
standard format (see Table 1.10), and those received are bound and provided to Party members and
others as required. This is a major means of collecting information on implementation, and
provides a useful record of action and achievement. However, while the reports generally follow
the agreed format, there appear to be potential shortcomings in the current process:

a) The reports vary considerably in the level of detail provided (for example, the reports
submitted in 1997 range from three pages to 30 pages long). This could be tackled by one of
two ways, by providing more specific instruction on content, or by preparing and circulating a
sample report (which could be for a real or fictitious Party).

b) As the reports update previous reports, it is necessary to review not only current reports but
also past reports to ensure a complete picture of implementation of the Convention by the Party
in question. However currently the reports are not available in a single place, and the
information on any given Party is not integrated in any way. This problem could be tacked at
least in part by making all reports (including past reports) available on the CMS website.

c) Not all information that is needed for effective implementation of the Convention is provided in
the reports, nor is it necessarily in the most useful format. For example, the information
provided in most reports on conservation measures is necessarily in summary form and is not
therefore in a form that could be used by another Party in its own implementation of the
Convention — they would need to make contact with those who drafted the report and find an
appropriate contact. Information on contacts could have been provided in the first place.

d) The reports contain useful information that often remains buried. For example, the Swedish
National Report for 1997 has two useful paragraphs on the conservation status of Haliaeetus
albicillia, but there is no obvious mechanism for incorporating this information into any
ongoing review of the status of this eagle, nor for communicating the information to others who
may be interested — it is their responsibility to find it.

e) Party reports do not provide a holistic view of implementation, and such a review requires
more input than can be achieved from a series of national reports. A holistic review would also

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require input from international sources and experts which would place national contributions in
context. This suggests that review of national reports should also take account of information
from other sources.

It is worth noting that pressure to harmonise information management and reporting for global
treaties is resulting in proposals from several quarters that reports should be provided in standard
format on the Internet to facilitate location and sharing of information. The Commission for
Sustainable Development that organised the UNCED meeting provided standard forms on diskette
on which the report was to be completed, the Climate Change Convention has developed a website
“report” for a fictitious country — “Solaria” .

CMS needs to consider these approaches. The submission of Party reports in electronic format will
help to ensure further standardisation and wider access, and will facilitate the process of integration
of information. More long term, the direction appears to be towards national websites that
incorporate information necessary for reports to international treaties, from which the treaty
secretariats can access the information that they require. CMS should consider the role that it could
play in fostering this approach.

5.2 Standard format species-specific information

Information compiled by Parties when recommending amendment of the Appendices follows the
format presented in Table 1.11. For the last two Meetings of the Conferences of the Parties, 149
proposals were made. While these texts vary in length and quality, and while not all of the species
were added to the appendices, this is a substantial body of information on the status, distribution
and conservation of a particular category of species.

As a result of conference resolutions, there are also 16 Appendix I species that are currently
undergoing review as part of the programme of developing “concerted actions”. There is a
standard format for these reviews, which is similar to the format for amendment of the appendices
(Table 1.12), but the reviews have not been done systematically and have not always been
presented in a written format.

There are also individual projects that are resulting in the reviews of status of particular species, for
example recent projects on the status of certain species in South America. This information is not
being presented in a standard format currently, but there is no particular reason why it should not
be.

It seems sensible to ensure that all of this information on individual species collected in the name of
the Convention is presented in a single format, and made more widely available. It can then be
linked more easily to information from other non-CMS sources. The development of a single
standard format is recommended, and it may be sensible to discuss the format with other agencies
and programmes working on species.

5.3 Agreement Party reports

These currently only exist for ASCOBANS and EUROBATS. The ASCOBANS reports (Table 2.7)
are concerned almost exclusively with conservation measures, while the EUROBATS reports
(Table 3.7) place greater emphasis on the status of bat species and populations. This reflects the
differences in approach thought to be necessary in conserving populations of small cetaceans and
bats respectively.

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Perhaps because of the more specific nature of the Agreements, the national reports reviewed seem
more homogenous and accessible. However most of the points made above about the CMS Party
reports also apply. The EUROBATS Party reports are currently available on their website.

All of the information contained in the Agreement Party reports is relevant to CMS
implementation, and to attempts by CMS Parties to develop and conclude other Agreements.
Consideration needs to be given as to whether Agreement Party reports should be made more
widely available to CMS Parties as a matter of course.

Note: Consideration will be given in the next draft of this review to the lessons for CMS Party
reports of the Agreement reporting process

5.4 Project reports

The eighth meeting of the CMS Scientific Council approved 28 projects, with total estimated
approved budgets of over US$650,000. There is currently no standard mechanism for sharing the
results of these projects so that information and experience can be shared, although the secretariat
is about to launch a technical publication series which is expected to be a vehicle for the wider
dissemination of material arising from project reports.

If the Convention were to initiate a process of ensuring wider access to information on the status of
migratory species, consideration should certainly be given to update of status information on
species in a standard format as part of all relevant projects. For example, it seems likely that over
two-thirds of the projects would involve some sort of review of status of species at some stage.

Also, all projects where valuable lessons are learned should provide case studies for any future
mechanism for sharing experience. Examples in the current list would be projects on marine turtle
tagging or aerial surveys of marine turtle nesting sites.

To maximise the usefulness of the reports resulting from projects, clear requirements for the
production of the report must be specified within the TOR, including the necessity of providing
electronic copies of the reports. These might include the request that an executive summary with
bullet points be drawn up for providing a widely accessible summary of the findings and
recommendations.

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6 OTHER POTENTIAL SOURCES

There is a wide range of organisations used to a greater or lesser extent by the Secretariat and
certain Parties in augmenting information that is already available through Party reports and other
official reports. The following are examples of the type of organisations; the list is not meant to be
comprehensive. CMS needs to ensure that, once its information needs are clearly specified, it can
develop relationships with these organisations and others like them to make specific information
available.

6.1 International convention secretariats

There are two global biodiversity-related treaties which compile information that may be of
particular relevance to CMS. With the Convention on Wetlands there are significant common
interests in some key areas concerning migratory waterfowl, flyways, and the status of key sites.
With CITES there are certain common areas of potential interest concerning the status and
distribution of species that are on the appendices of both conventions. These issues are covered
further in Section 7 on relationship to other biodiversity-related treaties.

The Scientific Committee of the International Whaling Commission discusses issues of direct
relevance to CMS, and the documentation for these meetings contains useful information. However
the information and the documentation is only currently received when members of the CMS
secretariat attend the IWC Scientific Committee meetings. This is an example of an
intergovernmental process where CMS should ensure that it automatically receives relevant papers,
and is informed of any developments directly relevant to their interests.

6.2 Regional conventions and agreements

Note: It has not been possible to complete this section in time for the version of the draft going to

the Standing Committee. It is anticipated that the section would refer to the following:

= Bern Convention, EC Directives, Cartagena, SPREP/APIA, HELCOM/ORSPA, CCAMLR,
CAFF, as examples of regional agreements

= Protocol to Barcelona Convention as example for a single species

Ballerina and UNEP SPA/RAC at Tunis as examples of regional information service/centre

6.3 International NGOs specialising in particular groups of species

The BirdLife International partnership holds a significant amount of information on birds and
conservation measures necessary for bird species, and has access to considerably more information
through its networks. Examples of types of relevant information product include:

Q Birds in Europe: Their conservation status
Q Important Bird Areas in the Middle East

BirdLife is in the process of developing its information management capacity, and the new
databases will include fields for seasonal population counts at global, regional, sub-regional,

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national and site levels, and information about the method and quality of count data (this is all
linked to information necessary for assessment of status using the IUCN threat categories and
criteria). CMS should discuss with BirdLife the database that they are developing and potential
collaborative work which would provide CMS with better information on bird species listed on the
Appendices. At the same time, any information compiled for CMS purposes needs to be integrated
with the information that BirdLife is collecting and managing.

BirdLife is also currently working on Birds to Watch 3, the next edition of their review of the
world’s threatened bird species. This volume will have for each bird species paragraphs on
characteristics, ecology/habitats, threats, range/distribution, and conservation action, and for each
species there will be range maps. All CMS Appendix I species will be reviewed, so BirdLife will
be in a position to report later this year on the current conservation status of listed bird species.
Many Appendix II species will no doubt also be covered. The extent to which the preparation of
this information is or could be linked to preparation of reviews for “concerted action” species and
proposed amendments should also be jointly reviewed to ensure there is no unnecessary duplication
of effort, and to ensure that all relevant information is utilised.

The BirdLife Partnership has some websites (for example in South Africa, Finland and Japan), but
these are not currently co-ordinated in any way, and are mainly descriptive in nature. With the
development of the information management capacity, and with the increased emphasis on
networking and communication, the Internet will be used more strategically by BirdLife in the
future. As these developments take place, CMS and BirdLife should identify how the Internet can
be used to increase the availability of information on migratory birds.

6.4 International NGOs specialising in particular habitat types

Wetlands International holds or has access to a significant amount of information on waterfowl,
wetlands and flyways. They have also long worked on wetlands inventories, and the process of
wetlands inventory, and on conservation measures for waterfowl and wetlands. Examples of types
of relevant information product include:

QO) Directory of Wetlands in Oceania, Middle East, etc

Q) African Waterfowl Census Report

Q) International Shorebird Surveys (Western Hemisphere)
Q) Asian Waterfowl Census

Information in these types of product is directly relevant to listed species on both appendices. CMS
should discuss with Wetlands International, the information that they are collecting, and their long
terms plans for review and maintenance of this information. The aim should be to develop working
practices in both organisations that ensure the sharing of relevant categories of information, and in
the future the development of joint information services based on this information. See also section
7.5 on the relationship to the Convention on Wetlands).

Wetlands International is also working on a Global review of wetlands inventories and other
general information on global wetland resources. Not only will this provide an overview of the
information available, but will also look at the criteria used in national and international
inventories, and provide advice on future inventory processes. CMS may want to review with
Wetlands International how the information and the criteria relate to listed species.

Wetlands International has also produced Bibliography Of Wetland Creation And Restoration
Literature. This type of product may be very relevant to action by CMS to share information on
experience in conservation measures, and CMS may want to explore further the availability of

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bibliographic information on relevant conservation measures, and whether these bibliographies or
catalogues are being maintained.

Wetlands International are also working on a Flyways Atlas of Anatidae Populations in Africa and
Western Eurasia, which will provide descriptive text on the species covered, and maps of their
migration routes. This project has already been discussed within the context of AEWA, and links
are being made between the AEWA website and the parts of the atlas that are on the Wetlands
International website.

The Western Hemisphere Shorebird Reserve Network (WHSRN) links wetland and associated
upland sites essential to migratory shorebirds in a voluntary, non-regulatory program of research,
training, and collaborative effort for habitat management, environmental education, and protection.
One of its five goals is to compile, analyse, and disseminate information on shorebird distribution,
migration, habitat, and biology in the Western Hemisphere. The relevance of this information to
the needs of CMS should be assessed in collaboration with Wetlands International.

6.5 International expert networks

The IUCN Species Survival Commission and its various specialist groups provide an extensive
network of expertise and access to a substantial range of information. SSC is in the process of
designing information systems that will significantly improve their ability to organise the
information available in the network. Examples of types of SSC information product include:

Q) IUCN Red List of Threatened Animal Species
QO) The Cranes: Status survey and conservation action plan

IUCN and a range of other organisations including BirdLife International, Conservation
International and WCMC are currently reviewing the processes by which the Red List of
Threatened Animal Species is compiled, and at least two meetings have taken place. IUCN has also
just appointed a “red list” officer, whose responsibilities include the co-ordination of red listing
programmes at national and international levels. CMS should establish a dialogue with this process,
probably through the new red list officer to identify how this might relate to CMS needs, and how
CMS information and information sources might be useful to the red listing process.

The IUCN Species Survival Commission has been working for some time on development of a
Species Information System (SIS), and a preliminary version has been evaluated. SIS has seven
basic modules, systematics, population, observation, geographic, threat category, conservation
action and information sources. If CMS has not already discussed this new database with SSC, then
steps should be taken to do so, to identify where there might be opportunities for future
collaboration.

Various SSC Specialist Groups have interests of direct relevance to the Convention and/or
Agreements. These areas of mutual interest should be clearly identified, so that information and
experience can be shared in a systematic manner. It is assumed that to some extent this is already
happening in an ad hoc manner through interested individuals.

6.6 Specialist information management organisations

The World Conservation Monitoring Centre (WCMC) specialises in the location and management
of information relevant to biodiversity conservation, and in developing and maintaining information
services that support others in implementing action relevant to biodiversity conservation. In
carrying out this work, WCMC collaborates closely with all of the organisations identified above
(see also Section 7).

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WCMC regularly supports CMS under contract through the development of specific information
products, and is discussing other potential projects. In addition to this current study, this work
includes the following:

Q) Analysis of marine turtle status and distribution

Q) Preparation of country profiles for potential CMS Parties
QO) Review of CMS Appendices

QO) Review of range state information for listed species

WCMC has developed a prototype Integrated Species Database on the Internet, which is a cross-
tabulation of information on IUCN Red List species, and the appendices and annexes of CITES,
CMS, and the EC WildLife Trade Regulation, with range state data. It is intended to add the EC
Birds and Habitats directives and the Bern Convention later this year. This database is also linked
interactively to the information contained in BirdLife International’s Birds to Watch.

There is obvious potential to either link this information to any database developed for CMS, or to
use the data table behind this information service as the basis for a CMS database and information
service on the Internet. It would be relatively straightforward, for example, to add links to the
CMS species reviews discussed earlier (section 4.4). Note that it is also possible to retrieve
information from the database directly, without going through the WCMC data query pages, so a
link could be made direct from the CMS website to, for example, a table of information on
European bats.

WCMC also has experience in development of tools that assist in the location of information
elsewhere on the Internet. For example the World Heritage Information Network developed in
collaboration with the World Heritage Centre provides focussed search across those web pages that
are know to contain information on World Heritage sites. WCMC has also developed a Protected
Areas Virtual Library in collaboration with the IUCN World Commission on Protected Areas. This
experience is relevant if CMS decides to develop an Information Network on Migratory Species on
the Internet.

CMS should explore further with WCMC the ways in which WCMC can support the Convention
and Agreement Secretariats in their work, and also how WCMC can help increase the support
provided to Parties to the Convention and Agreements.

6.7 Collaboration between information providers

The Biodiversity Conservation Information System (BCIS) is not an organisation, but an agreement
or partnership among 12 organisations and programmes working with information relevant to
biodiversity conservation (including the four organisations listed above). The aim of the partnership
is to increase collaboration and reduce duplication of effort in the collection, management and use
of information relevant to biodiversity conservation amongst the 12 organisations. BCIS is in the
process of developing procedures and protocols to be applied by the organisations concerned, and
will in the future turn more attention to the information products and services that such a powerful
consortium could be providing.

BCIS will develop in a more focussed manner, and probably more rapidly, when implementing
collaborative projects, and several pilot projects are in development. It has been suggested that a
pilot project on the integration of information on migratory species in support of CMS might prove
a valuable pilot project, and this idea will be explored with the BCIS Steering Committee in
February 1999.

Within Europe, Euring (the European Union for Bird Ringing) ensures co-operation on all aspects
of scientific bird ringing, and is therefore important in monitoring migration patterns. As early as

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1966 Euring devised a standard coding system for ringing recovery data to encourage the exchange
of information between different national ringing centres. This code is now used by all national
ringing centres and allows the easy transfer and analysis of data from many different sources.
While CMS will not want to replicate anything being done by Euring, it may want to ensure that
the lessons learnt by Euring are transferred to other parts of the world, and perhaps also to other
species groups.

6.8 Project managed by internationally active organisations

The field projects of organisations such as the World Wide Fund for Nature, or the Snow Leopard
Trust can provide information of direct relevance to the Convention and its Agreements, but in
most cases there are no mechanisms to ensure that that information is received by the Secretariat.

The CMS Secretariat needs to make arrangements with such organisations such that they are
informed of any relevant projects and receive copies of appropriate reports. With proper
negotiation it should be possible to also arrange for the receipt of information from the projects in
the most appropriate format for the Convention’s needs (such as a standard species format).

The Global Register of Migratory Species (GROMS) aims to summarise state of knowledge on
migratory species in a standardised relational database, with fully referenced information on
species, vernacular names, migratory behaviour, habitat, threats, protection status, bibliography,
addresses of monitoring organisations and experts. Maps of distribution and migratory routes would
also be included. This is being prepared by the Museum Koenig in Bonn, in co-operation with the
CMS Secretariat.

Note: There are clearly important links between this initiative and future developments of
information management within CMS, but these have not yet been assessed.

6.9 Common threads

Common to all of these categories of source is the need for the Secretariat to make arrangements
with the various programmes and organisations to share information much more widely, and
hopefully in a more structured manner. This is in the interests of all of the programmes and
organisations.

It is recommended that CMS establish a list of organisations with which it wants to establish direct
integrated links, and begin the process of negotiation to identify what synergies there are, and what
duplication of effort can be avoided. These discussions will continue after the Standing Committee,
so that the process is further forward by the next Meeting of the Conference of the Parties, and
more specific recommendations can be made.

It is assumed that CMS will also establish a list of organisations which it wants to share information
with in a structured manner, so for example, whenever WWF carries out projects on a particular
list of species (presumably those on the appendices), they automatically inform the CMS
Secretariat, and share information. The CMS Secretariat should also identify what WWF (for
example) would want in return.

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7 RELATIONSHIP TO OTHER BIODIVERSITY-RELATED
TREATIES

Building on the work already carried out as part of the Feasibility study for a harmonised
information management infrastructure for biodiversity-related treaties, this section explores further
the ways in which CMS can contribute to streamlining of information management and national
reporting. Specifically it will review the opportunities for CMS to contribute to and benefit from
the existing and proposed information collection and management activities of other biodiversity-
related conventions. This might include, for example, exchange of specific categories of
information with CITES, or with Ramsar.

7.1 Feasibility study

The five biodiversity-related treaty secretariats and UNEP commissioned WCMC to undertake a
Feasibility Study for a harmonised information management infrastructure for biodiversity-related
treaties. The aim of this study was to identify opportunities for harmonising information
management, and responded to the realisation that the secretariats could collaborate more closely to
gain synergies, avoid duplication and reduce the burden of reporting carried out by the Parties to
the conventions.

The Feasibility Study involved the Secretariats of the:

QO Convention on Biological Diversity

Q Convention on International Trade in Endangered Species of Wild Fauna and Flora
QO) Convention on Migratory Species of Wild Animals

QO) Convention on Wetlands of International Importance especially as Waterfowl Habitat
Q Convention Concerning the World Cultural and Natural Heritage

The Feasibility Study considered effectiveness and efficiency in the gathering, handling,
disseminating and sharing of information, and identified three programmes of work to improve
information management. Each of these is discussed further in the three following sections.

Q Development of a harmonised conventions information resource
Q) Streamlined national reporting to facilitate reporting and use of information
O) Development of a shared lessons-learned network

Recognising the need for broader synergies, a follow-on study was recommended to involve the
other Rio treaties and regional agreements.

7.2 Development of a harmonised conventions information resource

Since the feasibility study was completed, information managers from the five biodiversity-related
treaties have met to discuss implementation of issues raised in the study report. Emphasis is being
given in the first instance to steps that can be taken relatively easily by the secretariats concerned to
facilitate wider access to information resources that each already has available.

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7.2.1 Harmonisation of convention web site content

In order to facilitate use of convention web sites, it was recommended in the feasibility
study report that each site provides a consistent minimum set of features. This is not
intended to restrict the creativity or freedom of individual secretariats, but to improve
location of information. Convention information managers agreed that the list of
“Recommended minimum web site features” provided in the report and the table derived
from it by the CMS Secretariat which analysed current web site content, should be revised
and used as the basis for future development of convention web sites. While this has few
implications for the present report, the list of minimum web site features includes:

Decisions in force

Status of Parties

Reporting requirements

List or index of available documents

Oooo

and future targets include:

QO) List or index of available documents
Q) All national reports and updates
Q) All official lists or records

Note that this deals with increasing access to information that already exists in the format in
which it already exists, and not a significant change in what is currently being done.

7.2.2 Metadatabase
The report recommends that a metadatabase be developed to indicate what information
convention secretariats hold and where it is located. The metadatabase would be
implemented on the web, following standard protocols and software, and would essentially
consist of digital versions of the “cover sheets” of all convention documentation available
in a searchable form, with additional information on availability of the full document.

The purpose of the “cover sheet” is to provide standard information for all documents
submitted by contracting Parties and generated by the secretariats across all five
conventions. The recommended minimum content for the cover sheet is similar to that
currently used by some of the conventions. Consistency in the use of terms is essential to
effective cross-convention searching (see below).

This activity will require additional work by the CMS Secretariat on entering information
on available documents into the metadatabase when it is developed. However the
metadatabase will facilitate access to information held by other convention secretariats.

7.2.3 Development of a common Web page
The development of an inter-convention web site and search engine was foreseen by the
feasibility study report as a logical follow-on to harmonised web sites and metadatabases in
each of the secretariats. The inter-convention web site would be a single point of entry — in
the sense of a gateway, rather than data entry - to the convention web sites. A search
engine would enable users to interrogate and retrieve information from the metadatabase
covering the five conventions.

The Convention information managers see a web-based, common entry point for the five
biodiversity-related conventions as a positive development for the future, and a first version
has already been developed by the CBD Secretariat based on the list of recommended
minimum web site features (see section 7.2.1).

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Again, note that this deals with increasing access to information that already exists in the
format in which it already exists, and does not imply a significant change in what is
currently being done.

7.2.4 Development of a common thesaurus
The feasibility study recommends adoption of a standard multilingual thesaurus so that
searching for keywords can be accomplished across the five conventions. The information
managers agreed that this is a useful exercise and are proceeding with development of a list
that will be used in organising and indexing information, particularly on the convention web
sites and in the metadatabase.

7.3 Streamlined national reporting to facilitate reporting and use of information

Streamlining of national reporting to biodiversity-related conventions is necessary both to reduce
potential duplication of effort, and to increase potential synergies. It is recognised that the
requirement for Parties to report to many different international instruments and programmes can
be burdensome, and that there is a need to streamline and rationalise this process. There are four
activities that the feasibility study identifies as being necessary:

Q) Review and clarify reporting requirements of each convention
Q) Prepare an integrated handbook of reporting requirements

Q) Pilot test the handbook

Q) Build capacity in national biodiversity information management

Initially the most crucial stage is reviewing and clarifying the reporting requirements of each
convention, and then comparing the requirements for one convention with another and seeing how
the needs relate (and where the gaps are). CMS therefore needs to be reviewing the reports it is
currently getting through both the Convention itself and the Agreements, and ensuring that these
reports adequately cover information needs and are appropriately integrated, so that it can join the
cross-convention review with its needs already assessed. This is covered to a large extent in the
current report (section 4.7). Also relevant here is the importance of access to the information
contained in national reports, and recommendations on this are also made in this report.

7.4 Development of a shared lessons-learned network

Each convention is learning lessons about implementation of conservation on the ground that could
usefully be shared. The objective of this recommendation of the feasibility study is to encourage the
sharing of experience from case studies, whether positive success stories or examples of what to
avoid. It could, for instance, include examples spanning field projects in species re-introduction,
experience on invasive species, habitat rehabilitation through to policies and guidelines for
sustainable use. There main activities are likely to be:

Q) Select lessons-learned from existing secretariat documents

() Develop prototype lessons-learned web site

Q) Establish links to lessons-learned of other agencies

Q) Link lessons learned network to CBD Clearing House Mechanism

Again the crucial stage for CMS is the first, the compilation of case studies - preferably in a
standard format (unfortunately not yet defined). This is particularly important for CMS and its
associated agreements, given the number of instances that mechanisms to share information have
come up as an important type of information management activity (see Section 3). This is not to say
that lessons learnt for bats are relevant to dolphins, but that the information on lessons learnt could
be managed using the same or similar tools.

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7.5 Example: Relationship to the Convention on Wetlands

Many migratory species use wetlands, and it is therefore inevitable that a convention adopted for
the conservation of wetlands covers sites that are of crucial importance for the conservation of
migratory species.

Based on a review of the papers made available to participants at the 6" meeting of the Conference
of the Contracting Parties to the Convention on Wetlands (Brisbane, Australia, 1996), the following
information appears to be directly relevant to the implementation of the CMS:

QO) Descriptions of sites important for migratory species, amongst others, following a
standard format, including more thorough assessment of threatened sites (Montreux
Record), and Resolutions VI.1 and VI.13 on continuation of the development of this
information.

Q) Report by Wetlands International summarising revised population estimates for birds
(relevant for identifying importance of wetlands using Ramsar criterion 3c) and
Resolution VI.4 on further development and use of the data.

QO National reports on implementation of the Convention, prepared to a standard format,
which identify relevant research, experience and information sources.

Of more interest, but less obvious from the COP papers reviewed, is the compilation of information
on experience in wetlands management which may be directly relevant to management of habitats
for migratory species.

7.6 Example: Relationship to CITES

By the nature of the two conventions, each of which was adopted to protect species that are
threatened, there are inevitably a number of species listed on the appendices of both.

Based on a review of the papers made available to participants at the 10" Conference of the Parties
to CITES (Fort Lauderdale, USA, 1994), the following information appears to be directly relevant
to the implementation of the CMS:

OQ The Animals and Nomenclature Committees are charged with developing and
maintaining standardised lists of animal names, and identifying standard references for
adoption by the Conference of Parties.

Q The Animals Committee is charged with reviewing and assessing all biological and
trade information on Appendix II species.

Q Studies on significant trade in Appendix II species carried out by expert organisations
on behalf of the CITES Secretariat.

Q Proposals for transfer for amendment of Appendices I and II, prepared to a standard
format defined by Resolution 9.24 (Annex 6).

In particular the last-mentioned item includes compilation of information on status, distribution and
knowledge of particular species, and equates with the information provided by CMS Parties in
proposals for amendment of appendices (see Table 1.9). The formats of the proposals are compared
in Table 7.1, and the close parallels between the two are obvious (and presumably iniended).

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8 USERS AND INFORMATION DISSEMINATION

This section aims to identify who requires what information, and how it will be delivered to them.
Based on the review of information needs, we identify what mechanisms are currently used, and
what mechanisms will be used in the future to ensure that information reaches those who need it, in
the form in which it is required. This will include review of the current web sites.

8.1 User groups

The key user groups can be identified as the following:

8.1.1 Secretariat

The Secretariat requires information for a wide range of purposes (largely identified in
Table 1.8), and to service all of the users identified in the following sections. Priority has
to be given necessarily to the information needs of the Parties, the Scientific Council, the
Standing Committee and the Conference of the Parties.

In the past the primary source of information has been the Parties themselves, and to a
more limited extent a few expert organisations. The Secretariat has recognised the need to
be more organised in accessing and using information, and to make more long term
arrangements for collaborating with a range of expert organisations to supplement the
information compiled from Parties.

The current report is a further step in the process of reviewing and revising the
compilation, management and use of information by the Secretariat.

8.1.2 Scientific Council

Table 1.7 attempts to identify the types of information that would be required by the
Scientific Council members, given the various mandates identified. In deriving this list the
assumption was made that it is the role of the Secretariat to support the Scientific Council in
taking decisions or making recommendations by providing supporting information. In fact
this is probably rather a simplification, and in reality the members of the Scientific Council
often make recommendations based on their own experience.

However, it is true to say that the more information available to the Scientific Council, the
more robust will be the recommendations that are made. So, for example:

a) If a catalogue of ongoing research into migratory species was to be developed based on
compilation of information from Parties and other organisations, the Scientific Council
would be better able to make recommendations on research and the co-ordination of
research, as mandated by Article VIII.

b) Information on the conservation status of listed species is required in order to provide
lists of species requiring special attention (Resolution 5.2), so mechanisms to better
organise and access information on listed species would be invaluable.

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Any information provided to the Scientific Council to support their work is usually
provided as documents sent in the post to identified individuals, information on whom is
stored in a contacts database maintained by the Secretariat. Electronic copies of the
documents have not in the past been made available.

8.1.3 Standing Committee and Conference of the Parties
The Standing Committee and the Conference of the Parties essentially require the same
information, in order to review implementation of the Convention on a periodic basis, and
to take decisions about future implementation of the Convention.

This information is in most cases prepared by the Secretariat, by the Scientific Council or
by Parties, or by other bodies reporting to the Conference such as the Agreement
Secretariats. The exception is information papers prepared by expert bodies such as
Wetlands International.

In all cases the information is made available as printed documents sent in the post to
identified representatives or contact points, information on whom is stored in a contacts
database maintained by the Secretariat. Electronic copies of the documents have not in the
past been made available.

For the next Conference of the Parties, it is planned that the papers will for the first time be
made available in advance on the CMS website, as is already happening for the Convention
on Biological Diversity and the Convention on Wetlands. The World Heritage Convention
also makes papers available on the Internet in advance, but these are not publicly available
and a password is required.

8.1.4 Parties
The Parties to the Convention need information both from within their own territories, and
from the Secretariat in order to effectively implement the Convention. The current report
does not deal with former need except to list the types of information needed (Table 1.9).

In summary, Parties need information which allows them to prioritise action (for example
conservation status of species and populations), information on the experience of others
(for example the identification of conservation measures required for listed species),
knowledge of the action of other Range States, and so on.

In practice this information has reached Parties in the past though national reports, and
through conference and information papers, all of which are sent by mail once every three
years. Other information may be referred to in the CMS newsletter, but information is not
made available systematically between conferences.

With the increasing use of the Internet, there are opportunities for this to change
drastically, and this and other proposals made in this report would increase the ability of
Parties to access information. The corollary of this is that Parties would also be expected to
provide information to others on a more systematic basis.

8.1.5 Scientists and other researchers
In practice CMS has not seen scientists and specialist organisations as users of information,
but as providers of input to reviews and assessments. This is fair enough, but does not
recognise the potential for vast increase in available information if CMS were to develop its
role (directly or indirectly) as a focal point for information services on migratory species. If

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CMS proactively fosters increased access to information on migratory species in a strategic
manner, many scientists and others working on migratory species will then use such a
mechanism to also share the information that they have, creating an increasing pool of
information for CMS.

8.1.6 Others
A range of other users access general information on migratory species either from
promotional literature or the CMS website. Such users might include educators, students,
and other members of the “general public”. While this report is not specifically concerned
with such users, it would be sensible to bear their potential needs in mind as any new
dissemination mechanisms are developed. For example, if the information on the web site
is developed significantly, then educational aspects of the information might be considered.

8.2 Dissemination mechanisms
The key dissemination mechanisms can be identified as follows:

8.2.1 Conference documents and information papers
Information content of these documents varies very widely, and while some documents are
focussed on narrow issues and have no life beyond the meeting they were prepared for,
others contain valuable information that should receive far wider circulation. This has been
discussed elsewhere in this report.

Conference papers are not currently available on the Internet, with the exception of some of
the conference reports and the resolutions and recommendations. However there is an
intention to make all of the conference documents for the 1999 meeting available on the
CMS website.

Providing conference papers on the website will increase access to the information
contained within them, but consideration will need to be given to how this information is
organised so that users can easily access the information that they need even if they are not
familiar with the language and protocol on international meetings, and the associated
numbering of papers.

Consideration needs to given on a regular basis to the information content of conference
documents and other information papers, and whether they should receive a wider
circulation in some format (such as in the new technical publication series).

8.2.2 Other literature
While a range of project and other reports are generated as part of the implementation of
the Convention, these are not generally made widely available and the information that they
contain is limited in its use as a result. The Secretariat intends to develop a new technical
publications series which will increase access to much of this information, and should also
consider placing the reports on the CMS website.

8.2.3 Internet
At present the CMS website includes a lot of information about the Convention itself, and
the Agreements, but provides relatively little information about migratory species (apart
from which ones are listed).

Note: This section needs completion foliowing a thorough review of the current CMS websites, and
how these relate to other existing websites (and proposed websites) on migratory species.

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9 INFORMATION MANAGEMENT NEEDS AND CAPABILITIES

The intention of this section is to address the issue of the information management techniques
necessary for managing and disseminating the information required. In particular it should review
the existing information management infrastructure within the CMS and agreement secretariats, and
assess the capacity for its future development.

9.1 Development of integrated databases

In fact initial discussions with representatives of the secretariats suggests that their current
information management capacities are relatively limited in terms of both hardware and software,
and in terms of capacity and experience. This will be explored more thoroughly following the
advice of the Steering Committee. All of the Secretariats have the means to manage relatively
simple databases and to handle documents. However, none has the resources necessary themselves
to build and manage large integrated databases.

QO) Following agreement on priorities and the availability of resources, there is a need to
review the more detailed information needs of CMS and the relationship between these
specific needs and the more general reporting needs of other Secretariats to allow the
development of a specification. Work already done in this study and as part of the
harmonisation process will provide a broad framework for this, but will need to be
carried out in greater detail. CMS will need access to experience in developing user
specifications.

QO) The user specification needs to be converted into a technical specification, including the
structure and relationship (including a so-called entity relationship diagram) of the
resulting databases. The output would be a specification to allow the development and
implementation of the database and associated screens and reports. CMS will need
access to experience in the design and specifications of databases and be able oversee
the technical implementation of the database.

QO) It is likely that in developing the database, information from a range of different
sources will be required. Once it knows what information it required, CMS will need to
negotiate with the organisations concerned to ensure that it has access to the
information. This may include arrangements for the sharing of information, and may
require modification of the user and technical specifications.

Q) To implementation of the database, CMS will need access to experience of the
appropriate technology and development methodologies to deliver the database.

9.2 Development of web-based information services

The current CMS-related web sites are generally on the servers of other organisations, although
staff of the secretariats have enough familiarity with simple html to prepare web pages and PDF

CMS Information Management Plan (Version 3.0) 33

DRAFT

documents. However this experience does not extend to the development of web-based
metadatabases and distributed databases that would be the most efficient mechanisms for sharing
much of the information discussed in previous sections.

Q) There are an increasing number of metadatabase tools available for use over the
Internet that are “packaged” in a form that could be used by CMS. These include, for
example, GELOS and the tools being developed by Blue Angel Technologies — both
based on the appropriate international standards. CMS will need access to experience of
this technology if it is to implement web-accessible metadatabases.

Q) Various existing websites demonstrate the experience that is being developed in making
information from databases in a range of locations available over the Internet. For
example the Species 2000 website can be used to search dynamically across the species
databases held on a number of other websites. The CGIAR System-wide Information
Network for Genetic Resources (SINGER) has a database on its website which
periodically “collects” information from other database on the web. Again, CMS will
need access to this experience if it is to implement distributed databases on the Internet.

9.3 Review of databases and services provided by Parties

Within the current review we can assess the potential for collaboration with databases and
information services of international organisations and programmes, but cannot assess the potential
contribution from the national level. Only the ASCOBANS Secretariat has carried out a systematic
review of databases managed by Parties, and this only for post-mortem results. It would seem a
valuable next step for all the secretariats to assess what relevant databases and websites are
currently managed by Parties, so that a rational assessment can be made of what already exists and
what can be built upon.

9.4 Implementation

The paragraphs above identify some of the key experience required for implementation of much of
what is described in this report. It is not essential for this experience to in-house, and CMS may
prefer to contact out certain tasks, or to work in partnership with other organisations which already
have this experience.

34 CMS Information Management Plan (Version 3.0)

DRAFT

10 INFORMATION MANAGEMENT PLAN

Based on the activities already described, and on the feedback received from the secretariats and
others on previous drafts of the report, the plan of action set out on the following pages is
proposed. At present this Information Management Plan has not itself been reviewed in this format
by either the Secretariat or any member of the Scientific Council or Standing Committee. It is
presented as a draft for critical review and comment, and may change substantially before the
Conference of the Parties based on the feedback received.

One of the difficulties in deriving a plan of action is that in many cases there are several options of
how to carry given actions out, and that a decision on which course of action to take depends on
priorities, resources available and the relative interests of the different secretariats and other
organisations.

Note that with many of the actions proposed, they do not necessarily need to be carried out by the
Secretariats, but could be performed on their behalf by Parties or appropriately qualified
organisations.

Finally, while WCMC as information managers can make recommendations, it is up to the
Secretariats and the Parties to identify what is useful in their own particular circumstances.

Note: A number of the actions included in the following table will be carried out at least in part
over the months following the Standing Committee, and before the next meeting of the Conference
of the Parties. This will allow more specific recommendations to be made later in the year.

Note: It may be clearer if the recommended actions that follow are placed in the text of the
document as well in the next version of this report, linking the discussion more clearly to the
proposed outcome. The views of the Secretariat and Standing Committee on this suggestion would
be welcomed.

CMS Information Management Plan (Version 3.0) 35

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Table I - Assessment of information requirements

Table Title
Table 1.1 Convention text
Table 1.2 Conference resolutions

Table 1.3 Strategy for the future development of the Convention
Table 1.4 Draft Strategy for the future development of the Convention
Table 1.5 Conference recommendations
Table 1.6 Roles of the Standing Committee
Table 1.7 Roles of the Scientific Council
Table 1.8 Analysis of Secretariat information requirements
(a) Simple lists
(b) Assessments
(c) Conservation measures
(d) Information management activities
Table 1.9 Analysis of Party information requirements
(a) Simple lists
(b) Assessments
(c) Conservation measures
(d) Reporting
(e) Specific taxa issues
Table 1.10 Format for Party reports
Table 1.11 Format for proposals for amendment of the Appendices

Table 1.12 Format for reviews of species as part of concerted actions

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CIT 19k

Table 2 - Assessment of ASCOBANS information requirements

Table

Table 2.1
Table 2.2
Table 2.3
Table 2.4

Table 2.5

Table 2.6

Table 2.7

Title

Agreement

Agreement Annex - Conservation Management Plan
Resolutions of the Meetings of the Parties
Advisory Committee roles

Analysis of Secretariat information requirements
(a) Simple lists

(b) Assessment

(c) Conservation measures

(d) Reporting

Analysis of Party information requirements

(a) Simple lists

(b) Assessment

(c) Conservation measures

(d) Reporting

National Report

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Table 3 - Assessment of EUROBATS information requirements

Table

Table 3.1
Table 3.2
Table 3.3
Table 3.4

Table 3.5

Table 3.6

Table 3.7

Title

Agreement

Resolutions of the meetings of the Parties
Conservation and Management Plan

Advisory Committee roles

Assessment of Secretariat information requirements
(a) Simple lists

(b) Compilation and assessment based on information from Range
States

(c) Accessing experience and sharing information
(d) Information management activities
Assessment of Party information requirements
(a) Simple lists

(b) Assessment

(c) Conservation measures

(d) Reporting

Format of the National report

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Table 4 - Assessment of AEWA information requirements

Table

Table 4.1

Table 4.2

Table 4.3

Table 4.4

Title

Agreement

Action Plan

Assessment of Secretariat information requirements
(a) Simple lists

(b) Compilation and assessment based on information from Range
States

(c) Accessing experience

(d) Information management activities
Assessment of Party information requirements
(a) Simple lists

(b) Assessment

(c) Conservation Measures

(d) Reporting

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Table 5 - Assessment of ACCOBAMS information requirements

Table

Table 5.1

Table 5.2

Table 5.3

Table 5.4

Title

Agreement

Agreement Annex - Conservation Plan

Analysis of Secretariat information requirements
(a) Simple lists

(b) Compilation and assessment

(c) Accessing experience and sharing information
(d) Information management activities

Analysis of Party information requirements

(a) Simple lists

(b) Assessment

(c) Conservation measures

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Table 6 - Harmonization of Agreements

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Table 6.1 Guidelines for content of Agreements

Table 6.2 Guidelines for harmonization of Agreements

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Table 7 - Assessment of parallels with other biodiversity-related
conventions

Table Title

Table 7.1 Comparison of formats for amending CMS and CITES appendices

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