The Committee had its first meeting in Rome from March 25-26. The following topics were discussed:

The principal activity undertaken since the Technical Consultation was the transfer of AGRIS processing from Vienna to Rome: nearly all processing is now done in Rome.

An email list, has been set up to improve communication with Centres. Hard copies of all communications will be sent to Centres without email. The AGRIS/CARIS Information Centre is now on the Web at http://www.fao.org/agris The Centre houses the AGRIS and CARIS databases, information on the systems themselves, statistics on input, a detailed list of all participating Centres, updated links to relevant tools and initiatives concerning the systems.
To assist in the wider dissemination of AGRIS at the local level, a prototype CD-Rom (AGRIS 1998) which will test a new web-based interface, is being prepared. Other tools for a more effective use of the AGRIS data have been released.

Developments in CARIS include collaboration with International Service for National Agricultural Research to reduce duplication of data collection, and reinforce capacity building activities. New Centres have been established in Eastern Europe as a result of efforts at the regional level.

The Progress Report on work in the development of AGROVOC was unanimously approved.

Christian Hoste and Fernando Chaparro from the NARS Secretariat presented the "global approach" to agricultural research information systems. The Secretariat was established to provide a framework for mobilizing the world scientific community in support of global agricultural research to achieve food security, alleviate poverty and assure sustainable use of natural resources. Its main function is to strengthen the Regional and Subregional Fora of NARS and to promote partnerships among NARS and other stakeholders in the Global Forum on Agricultural Research.

The NARS Secretariat is a neutral forum with no vested interests. Among the Network's objectives are the building up of national agricultural research capacities, with emphasis on linking national research information systems. This implies a common link with AGRIS and CARIS, and the nexus between national, regional, and sub-regional information systems.

Identifying suitable Centres and planning pilot projects are part of the terms of reference of the Advisory Committee. Pilot projects highlight key questions; capacity building requires close cooperation to avoid fragmentation, and assistance from funding agencies, such as World Bank, or CGIAR.

A first phase pilot project for the East African region is under discussion with ILRI (International Livestock Research Institute). Capacity building in the East African region is also part of ILRI's mandate; the Institute would assist in sensitizing Centres in the region to quality input, and in encouraging wider and better information exchange.

In keeping with these activities, new tools for AGRIS are being developed. These can be grouped under two headings: production tools (the AGRIN package which allows for input either on diskette or via FTP), aiming at ease of use, quality control, validation at source, and integration with other database management tools; and dissemination tools, which include a new interface tool to incorporate the still widely used - and sometimes indispensable - CDS/ISIS technology. Training on the use of new tools will be provided, and an exchange format between Centres elaborated.

Training is recognized as crucial to pilot projects, also in the form of stand-alone self-help modules, such as those already either produced or under way in FAO, e.g.

* setting up Internet services (cooperation with ORSTOM, CD-ROM with all the necessary components for Internet);
* HTML publishing tools on CD-ROM (being evaluated);
* compilation of an A to Z guide for statistical information based on the work of FAOSTAT;
* Electronic publishing with the use of templates, and on-line training manuals.

The Committee noted with satisfaction the considerable efforts undertaken to date by the AGRIS/CARIS Coordination Unit in FAO, in the interests of continuity and further development of the two systems.

Appendix 1

1. regarding the various advisory bodies to be created in support of the AGRIS/CARIS Coordination Unit, it was acknowledged that the highest priority should be given to finalizing the terms of reference for the AGRIS/CARIS Advisory Committee. It was also decided that should there still be a need for the another proposed Committee (viz. thesauri), terms of reference would be drafted at the appropriate time, and special consideration would be given to holding "virtual"meetings (e.g. via e-mail), for the sake of greater efficiency and effectiveness;

2. the Advisory Committee recommends that the FAO AGRIS/CARIS Coordination Unit should propose through the appropriate governing bodies to hold sub-regional meetings with key stake-holders (technical, scientific, governmental, academic, private, etc.) in order to improve national capacities on information management in agricultural development and food security. In this respect, it was recommended "Information" in its widest sense should be proposed as a theme for the World Food Day in the future;

3. that, in view of the growing importance of the multilingual environment of AGRIS, and the need to encourage input into AGRIS on the part of all Centres, the mandatory requirement to translate titles into English be abolished;

4. that a further survey on technological equipment and needs of the participating Centres, not covered by the original survey, should be made in the near future by the AGRIS/CARIS Coordination Unit;

5. that the AGRIS/CARIS Coordination Unit in Rome develop strategies on how to improve information exchange between AGRIS and existing agricultural information systems, with the aim of avoiding duplication of effort in data entry and elaboration; and specifically, that input from the United States and the United Kingdom will be reported directly in the future, without undergoing extensive reprocessing.

6. that the AGRIS/CARIS Coordination Unit plan additional pilot projects with those AGRIS/CARIS national Centres which expressed an interest during the Technical Consultation in participating in the development of the new decentralized AGRIS system.

7. that efforts to promote information dissemination tools and products for the benefit of the AGRIS and CARIS Centres be intensified, and that Progress Reports be circulated to Centres on a regular basis.

1. Background

The 4th Technical Consultation of AGRIS and CARIS Participating Centres, held in Rome from 8 to 11 June 1998, recommended the nomination of an Ad Hoc Committee. Among the tasks given to this group was to nominate and draft the terms of reference (TOR) for the "AGRIS/CARIS Advisory Committee", which would have as its main purpose to oversee the preparation, design and implementation plan of the new AGRIS and CARIS systems, for the AGRIS/CARIS Coordination Unit.

2. General Objectives

The general objectives of this Advisory Committee are:

* To provide the AGRIS/CARIS Coordination Unit in FAO with advice concerning the redesign of the International Information System for Agricultural Sciences and Technology (AGRIS) and the Current Agricultural Research Information System (CARIS), in order to mobilize the appropriate government bodies to improve the dissemination and use of agricultural information systems in Member Nations.

* To provide guidance and advice in order that the AGRIS and CARIS programmes reflect - and respond to - the priority needs of FAO Member Nations, as indicated in the Plan of Action of the World Food Summit, with emphasis on the dissemination of agricultural information.

* To provide guidance and advice in order to achieve the goal of greater participation and cooperation of stakeholders in the AGRIS and CARIS systems.

* To monitor, in close cooperation with the AGRIS/CARIS Coordination Unit, the activities of the AGROVOC and structural technical Committees.

3. Terms of Reference

This Committee should review and assess the following issues and make recommendations:

* Provide advice on the planned follow-up activities to the recommendations made by the Technical Consultation held in June, concerning the future of AGRIS and CARIS.

* To make specific recommendations to be submitted through the FAO AGRIS/CARIS Coordination Unit to the appropriate governing bodies analyzing the ways and means for improving the dissemination and use of agricultural information systems in Member Nations.

* Review the terms of reference of the pilot projects and provide advice on the preparation, planning and execution of the initial pilot projects and associated activities; examine the results and conclusions of the pilot projects, advising on their viability.