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Aquatic Sciences and Fisheries Abstracts (ASFA)

Terms of reference for cooperation in the preparation and publication of the Aquatic Sciences and Fisheries Abstracts (ASFA) partnership

The publication of Aquatic Sciences and Fisheries Abstracts (ASFA) was originally established in 1970 by the Food and Agriculture Organization of the United Nations (FAO) with the cooperation of a commercial publisher and two national centres from Germany and France (“the Founding Partners”) [1], in order to provide an information system facilitating access to world literature on aquatic sciences and fisheries and advancing FAO’s mandate and the priorities of its Members.

Recognizing the importance of sharing the world’s aquatic science, fisheries and aquaculture research, several entities - including governments, United Nations (UN) bodies, research institutes, civil society organisations and academia - agreed to cooperate in the ASFA Partnership and, upon signing the ASFA Partnership Agreement, became ASFA Partners.

In view of the expanding number of ASFA Partners, and in light of rapid technological advances, a meeting of the ASFA Partners was held on 3-6 October 2023, hosted by the Southeast Asian Fisheries Development Centre (SEAFDEC) Secretariat in Bangkok, Thailand, to determine how and through which mechanisms, the ASFA Partners could further contribute to the ASFA Partnership, increase their cooperation and better coordinate their efforts.

The ASFA Partners meeting resulted in the decision to continue the ASFA Partnership and adopt the Bangkok Statement on Information Sharing in Aquatic Sciences (“the Bangkok Statement”). The ASFA Partners also recognized the need to clarify and revise the nature and scope of their partnership, as set out in the Partnership Agreement adopted in 1987 and most recently amended in 2019.

In this context, the ASFA Partners agreed at the ASFA Partners Meeting on 5 October 2023 that their joint and coordinated efforts through the ASFA Partnership established and supported by FAO, will operate under the present Terms of Reference, which supersede and replace the 2019 Partnership Agreement. 

[1] The Founding Partners included FAO; the commercial publisher (Information Retrieval Limited); and two national centres, namely the Bundesforschungsanstalt für Fischerei  (Germany), and the Institut National de Recherche Agronomique and the Station d’Hydrobiologie Continentale (France). 

  1. The vision, mission and objectives of ASFA are as follows:

    • Vision: Aquatic science, fisheries and aquaculture information is accessible to all.
    • Mission: To organize, promote and share information relating to aquatic sciences, fisheries and aquaculture, paying particular attention to hard-to-reach research, the needs of low and middle income countries and global societal objectives.
    • Objectives: To address the following work areas at international and country levels:

      • Ensuring the equal and findable, accessible , interoperable and reusable (FAIR) sharing of information related to aquatic environments and resources;
      • Identifying and addressing knowledge gaps through the provision of specialised collections and information services, with particular attention to societal objectives;
      • Providing a forum to share best practice and experiences in knowledge management in relevant areas; and
      • Promoting the value of libraries and information centres.

  2. The guiding principles of ASFA are:

    • Partners contribute to ASFA’s information system [2] and goals, with the success of ASFA being determined by the commitment of each Partner;
    • Opportunities for Partners to contribute to the ASFA information system are provided, respecting the Partners’ respective capacities so as to leave no one behind;
    • Sharing of best practice in aquatic science is enacted through dialogue with Partners and Stakeholders;
    • Equity and inclusiveness are assured for all ASFA Partners.

[2] The ASFA information system is defined as the tools and services used by the partnership to share research. It includes OpenASFA, the ASFA database, ASFA thesaurus and communication products, including the ASFA magazine.

  1. ASFA is not an autonomous legal entity but, rather, a flexible, light and consensual coordination framework among various Partners, supported by FAO. ASFA provides the framework for Partners to voluntarily collaborate and coordinate their activities to contribute to the achievement of the vision, mission and objectives laid out above, linking participants by their shared commitment to aquatic science, fisheries and aquaculture knowledge management.

  1. The ASFA information products are defined as the ASFA database, the ASFA thesaurus and the OpenASFA.
  2. The following activity will be undertaken by all ASFA Partners:
    • ASFA database: Partners will contribute full bibliographic records (“records”) to the ASFA database for publications that fall under the subject scope of ASFA. A list of serial titles to be monitored by the ASFA Partner for inclusion on the database is to be agreed with FAO.
  3. The following activities can be optionally undertaken by the ASFA Partners:
    • ASFA thesaurus: Partners can contribute to the development and maintenance of the ASFA thesaurus;
    • ASFA communications: Partners can contribute to ASFA communications products, including the website, ASFA magazine and standalone publications, editorial or translation services.
    • ASFA working groups: Partners can join ASFA working groups, which are set up to improve or manage specific areas of ASFA.
    • Outreach and promotional activities of the partnership: Under the guidance of FAO, Partners may deliver training, promotional or other outreach activities at their respective institutes or to their networks.
    • OpenASFA: With prior approval of FAO, Partners may deliver training on using OpenASFA to create, publish and share records.
    • Special projects: Partners may participate in specific projects, which may be funded by the ASFA Trust Fund or other source, subject to separate agreements being concluded.

  1. ASFA is open to a broad range of entities, such as governments, United Nations (UN) bodies, research institutes, civil society organisations and academia. These are referred to as “ASFA Partners” or “Partners”.
  2. Entities wishing to become Partners of ASFA must adhere to the vision, mission, objectives and guiding principles of ASFA, as well as the Operating Mechanisms (Annex I) and the Bangkok Statement (Annex III). Participation of non-State entities, is subject to the requirements laid down in the FAO policies and guidelines for collaboration with the academia and the civil society. [3]
  3. Entities wishing to become Partners of ASFA should disclose and declare potential conflicts of interest, if any, to FAO prior to discussion or engagement, and refrain from participation in case of perceived or potential conflicts of interest.
  4. The ASFA Partners meet each year at the Steering Committee Meeting (as described in Annex I – Operating mechanisms, par. 3), either virtually or in person, to agree on priorities, general objectives, plans and proposals for the activities of ASFA.
  5. Each Partner plans, budgets, provides its own resources for, and implements its own activities in relation to ASFA. It shall be solely responsible for its inputs to the ASFA database and products, and activities carried out for the purposes of ASFA.
  6. The Partners seek to cooperate and coordinate their activities, which may include the conduct of short-term projects that contribute to ASFA’s goals. As such, the Partners may propose, individually or collectively, at the Steering Committee Meeting (as described under Annex I – Operating mechanisms, par. 3), to place ongoing or future self-funded activities under the umbrella of ASFA.
  7. The Partners may also, subject to the availability of resources and the approval of the Steering Committee, receive funding or other support for the implementation of activities under ASFA.
  8. The placement of an activity under the umbrella of ASFA and the allocation of funding received by ASFA for such activities require the collective endorsement of the Steering Committee which will vote on all proposals as described in Annex I – Operating mechanisms, par. 2.5.
  9. To assist with the activities of ASFA, a Partner may wish to independently engage Collaborating Centres to support their activities in ASFA, as described in section VI.
  10. As per the agreement signed in 2023 between FAO and ProQuest LLC for the publication of the ASFA database (“Publishing Agreement”), ProQuest shall supply at no cost to active ASFA Partners and their Collaborating Centres an online subscription to the ASFA database on the ProQuest platform for multiple simultaneous access by the organization/institution at multiple geographic locations. [4]

[3] Such policies and guidelines are set out in the FAO Strategy for Partnerships with Civil Society Organizations and the Framework for Due Diligence and Risk Assessment/Management for Engagements (FRAME).
[4] ASFA ProQuest Publishing Agreement: Article 5.1 Access. ProQuest shall supply at no cost to active ASFA Partners and their Collaborating Centres an online subscription to the ASFA database on the ProQuest platform for multiple simultaneous access by the organization/institution at multiple geographic locations. All use of any third-party materials and ProQuest's proprietary platform contained therein shall be subject to ProQuest's standard Terms and Conditions.

  1. An ASFA Partner may independently engage a Collaborating Centre to support their ASFA activities. Collaborating Centres have no formal agreement with ASFA but their involvement in ASFA is managed through the coordinating ASFA Partner. Collaborating Centres are listed in Annex II – List of Partners under the ASFA Partner who manages their involvement.
  2. Any collaborating centres that may be engaged by the partners to collaborate within ASFA will need to abide by FAO values and will be vetted according to FAO procedures.
  3. Collaborating Centres may attend, upon invitation from their respective coordinating Partner, Steering Committee Meetings, and participate in its discussions, without taking part in any decision-making process. They may, however, share at the Steering Committee meetings the views of the entities which they represent.

  1. “Other Stakeholders” are individuals with expertise in aquatic science information management who are not affiliated to an institution currently active in ASFA in any formal capacity.
  2. Other Stakeholders may attend, upon invitation from FAO, Steering Committee Meetings and participate in its discussions, without taking part in any decision-making process.

  1. The main platform for information sharing is the Steering Committee Meeting. The purpose and methods of work of the Steering Committee Meetings are described in Annex I - Operating mechanisms par. 3.
  2. The website of ASFA, which is hosted by FAO, is an important tool to keep ASFA Partners and other Stakeholders informed of ASFA activities.

    3. a) Steering Committee

  3. A Steering Committee supports the implementation of activities toward the achievement of the ASFA vision and objectives. It ensures continuity of activities and monitors progress made on planned activities.
  4. The composition, rules and procedures of the Steering Committee are further described in Annex I – Operating mechanisms par. 2.

    5. b) Role of FAO

  5. FAO, within its mandate, institutional framework, programme of work and budget, provides operational and administrative support to ASFA in compliance with FAO’s rules, procedures and policies. The support provided by FAO includes technical support, the management of the ASFA information system platform and website, advocacy and other legal acts on behalf of the ASFA as detailed in Annex I – Operating mechanisms, par. 5.
  6. Should FAO decide to cease its support to ASFA, it shall notify the Steering Committee accordingly, providing a minimum period of written notice of six (6) months.

    7. c) Financial arrangements

  7. Consistent with ASFA’s nature as a voluntary, collaborative platform with the primary objective of strengthening the coordination of the efforts of its Partners, there is no mandatory requirement upon any Partner to make a financial contribution to support the activities of ASFA. Participation in ASFA, including attendance at any meetings related to ASFA, is at each Partner’s own cost.
  8. The costs of all activities of the Partners in relation to ASFA are to be met from their own resources, except for specific activities to be funded under ASFA, to be voted on by the Steering Committee as described in Annex I – Operating mechanisms, par. 2.5.
  9. Any funds made available to ASFA by the Partners or other donors will be administered in accordance with the Financial Regulations, rules and procedures of FAO. They shall be exclusively dedicated to substantive activities, except as otherwise provided in the present Terms of Reference.

  1. The Terms of Reference shall take effect starting 01 January 2025 for a period of four years, renewable upon agreement of FAO and the ASFA Partners. For new ASFA Partners, the procedure set out in paragraph 1.3 of the Operating Mechanisms shall apply. Any amendment to the Terms of Reference may be considered by the Steering Committee, as described in Annex I – Operating mechanisms, par. 2.5.
  2. An institution is deemed an ASFA Partner upon completion of the required procedure outlined in Annex I – Operating mechanisms, par. 1.3. FAO is responsible for maintaining the list of ASFA Partners in Annex II and informing Partners when a new Partner is added.
  3. A Partner may withdraw from ASFA and therefore, from these Terms of Reference, after giving three months’ notice in writing/ by email to the FAO Fishery Officer responsible for ASFA.
  4. Any entity that has been inactive for a period of 12 months shall automatically cease to be Partner. A partner is deemed to be inactive if no records are submitted to the ASFA database during the 12-month period.