International Council of Scientific Unions ~©~~bulletin No. 114 JULY 1994

Recommendation adopted by the XVII Ith Antarctic Treaty Consultative Meeting, 11-22 April 1994, Kyoto, Japan p 1

SCAR-COMNAP ad hoc Planning Group on Antarctic Data Management, Report of the Second Meeting, Boulder, Colorado, USA, September 1993 p 5

Published by the

SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH

at the

Scott Polar Research Institute, Cambridge, England INTERNATIONAL COUNCIL OF SCIENTIFIC UNIONS SCIENTIFIC COMMITI'EE ON ANTARCTIC RESEARCH

SCAR BULLETIN No 114, July 1994

Recommendation adopted by the XVIIIth Antarctic Treaty Consultative Meeting 11-22 April 1994, Kyoto, Japan

Recommendation XVW-1 2. They urge those intending to visit or organise and Tourism and non-Governmental Activities conduct tourism and non-governmental activities in The Representatives, the Antarctic to act in accordance with the attached guidance consistent with the relevant provisions of Reaffirming the exceptional character of the Antarctic theif applicable national law. environment given in particular the fragility of its fauna and flora and of the setting which the Antarctic offers for Attachment the conduct of scientific activities;' Guidance for Visitors to the Antarctic Acknowledging the increase in the development of tourist activities in the Antarctic; Activities in the Antarctic are governed by the Antarctic Noting that those who visit the Antarctic and organise or Treaty of 1959 and associated agreements, referred to conduct tourism and non-governmental activities in the collectively as the Antarctic Treaty system. The Treaty Antarctic are currently subject to legally binding obliga­ established Antarctica as a zone of peace and science. tions pursuant to national legislation ·implementing the In 1991, the Antarctic Treaty Consultative Parties Antarctic Treaty and associated legal instruments; adopted the Protocol on Environmental Protection to the Noting further that such visitors or organisers will be Antarctic Treaty, which designates the Antarctic as a subject to additional legally binding ob ligations upon entry natural reserve. The Protocol sets out environmental into force of the Protocol on Environmental Protection to principles, procedures and obligations forthe comprehen­ the Antarctic Treaty; sive protection of the Antarctic environment, and its Recognizing the need for visitors and organisers to have dependent and associated ecosystems. The Consultative practical guidance on how best to plan and carry out any Parties have agreed that, pending itsentry into force, as far visits to the Antarctic; as possible and in accordance with their legal system, the Recalling the Final Act of the Eleventh Special Antarctic provisions of the Protocol should be applied as appropri­ Treaty Consultative Meeting, at which the Protocol was ate. adopted, in which the signatories of the Final Act decided The Environmental Protocol applies to tourism and that the Annexes of the Protocol should be applied in non-governmental activities as well as goverrunental ac-. accordance with their legal systems and to the extent ti vities in the Antarctic Treaty Area. It is intended to practicable; ensure that these activities do not have adverse impacts on Desiring to ensure that those who visit the Antarctic carry the Antarctic environment, or on its scientific and aes­ out their visits or tours strictly in accordance with existing thetic values. obligations and in so far as is consistent with existing This Guidance for Visitors to the Antarctic is intended national law, in accordance with the Protocol, pending its to ensure that all visitors are aware of, and are therefore entry into force; able to comply with, the Treaty and the Protocol. Visitors Desiring further to facilitate the early entry into force of the are, of course, bound by national laws and regulations Protocol and of the implementation of its provisions in applicable to activities in the Antarctic. relation to those who visit ororganise tours to the Antarctic. A. Protect Antarctic Wildlife Recommend to their Governments that: Taking or harmful interference with Antarctic wildlife is I. They circulate widely and as quickly as possible the prohibited except in accordance with a permit issued by a Guidance for Visitors to the Antarctic and the Guid­ national authority. ance for Those Organising and Conducting Tourism I. Do not use aircraft, vessels, small boats, or other and Non-governmental Activities in the Antarctic means of transport in ways that disturb wildlife, annexed to this Recommendation. either at sea or on land. SCAR BULLETIN: 2

2. Do not feed, touch, or handle birds or seals, or 6. Do not enter emergency refuges (except in emergen­ approach or photograph them in ways that cause them cies). If you use equipment or food from a refuge, to alter their behaviour. Special care is needed when inform the nearest research station or national author­ animals are breeding or moulting. ity once the emergency is over. 3. Do not damage plants, for example by walking, 7. Respect any smoking restrictions, particularly around driving, or landing on extensive moss beds or lichen­ buildings, and take great care to safeguard against the covered scree slopes. danger of fire. This is a real hazard in the dry 4. Do not use guns or explosives. Keep noise to the environment of Antarctica. minimum to avoid frightening wildlife. 5. Do not bring non-native plants or animals into the E. Keep Antarctica Pristine Antarctic (eg live poultry, pet dogs and cats, house Antarctica remains relatively pristine, and has not yet been plants). subjected to large scale human perturbations. It is the largest wilderness area on earth. Please keep it that way. B. Respect Protected Areas I. Do not dispose of litter or garbage on land. Open A variety of areas in the Antarctic have been afforded burning is prohibited. special protection because of their particular ecological, 2. Do not disturb or pollute lakes or streams. Any scientific, historic or other values. Entry into cenain areas materials discarded at sea must be disposed of prop­ may be prohibited except in accordance with a permit erly. issued by an appropriate national authority. Activities in 3. Do not paint or engrave names or graffiti on rocks or and near designated Historic Sites and Monuments and buildings. cenain other areas may be subject to special restrictions. 4. Do not collect or take away biological or geological I. Know the locations of areas that have been afforded specimens or man-made artifacts as a souvenir, in­ special protection and any restrictions regarding en­ cluding rocks, bones, eggs, fossils, and parts or con­ try and activities that can be carried out in and near tents of buildings. them. 5. Do not deface or vandalize buildings, whether occu­ 2. Observe applicable restrictions. pied, abandoned, or unoccupied, or emergency ref­ 3. Do not damage, remove or destroy Historic Sites or uges. Monuments, or any artifacts associated with them. Guidance for Those Organising and Conducting C. Respect Scientific Research Tourism and Non-governmental Activities in the Do not interfere with scientific research, facilities or Antarctic equipment. Antarctica is the largest wilderness area on earth, unaf­ 1. Obtain permission before visiting Antarctic science fected by large scale human activities. Accordingly, this and logistic support facilities; reconfinn arrange­ unique and pristine environment has been afforded special ments 24-72 hours before arriving; and comply strictly protection. Furthermore, it is physically remote, inhospi­ with the rules regarding such visits. table, unpredictable and potentially dangerous. All activi­ 2. Do not interfere with, or remove, scientific equip­ ties in the Antarctic Treaty Area, therefore, should be ment or marker posts, and do not disturb experimental planned and conducted with both environmental protec­ study sites, field camps, or supplies. tion and safety in mind. D. BeSafe Activities in the Antarctic are subject to the Antarctic Treaty of 1959 and associated legal instruments, referred Be prepared for severe and changeable weather. Ensure to collectively as the Antarctic Treaty system. These that your equipment and clothing meet Antarctic stand­ include the Convention for the Conservation of Antarctic ards. Remember that the Antarctic environment is inhos­ Seals (CCAS) (1972), the Convention on the Conserva­ pitable, unpredictable and potentially dangerous. tion of Antarctic Marine Living Resources (CCAMLR) I. Know your capabilities, the dangers posed by the (1980) and the Recommendations and other measures Antarctic environment, and act accordingly. Plan adopted by the Antarctic Treaty Consultative Parties under activities with safety in mind at all times. the Antarctic Treaty. 2. Keep a safe distance from all wildlife, both on land In 1991, the Consultative Parties to the Antarctic and at sea. Treaty adopted the Protocol on Environmental Protection 3. Take note of, and act on, the advice and instructions to the Antarctic Treaty. This Protocol sets out environ­ from your leaders; do not stray from your group. mental principles, procedures and obligations for the com­ 4. Do not walk onto glaciers or large snow fields without prehensive protection of the Antarctic environment, and proper equipment and experience; there is a real its dependent and associated ecosystems. The Consulta­ danger of falling into hidden crevasses. tive Parties have agreed that, pending its entry into force, 5. Do not expect a rescue service; self-sufficiency is as far as possible and in accordance with their legal increased and risks reduced by sound planning, qual­ systems, that the provisions of the Protocol should be ity equipment, and trained personnel.. applied as appropriate. SCAR BULLETIN: 3

The Environmental Protocol designates Antarctica as with such procedures as may have been established in a natural reserve devoted to peace and science, and applies national law to give effect to Annex I of the Protocol, to both governmental and non-governmental activities in including, if appropriate, how potential impacts will the Antarctic Treaty Area. The Protocol seeks to ensure be monitored. that human activities, including tourism, do not have 3. Obtain timely permission from the national authori­ adverse impacts on the Antarctic environment, nor on its ties responsible for any stations they propose to visit. scientific and aesthetic values. 4. Provide information to assist in the preparation of: The Protocol states, as a matter of principle, that all contingency response plans in accordance with Arti­ activities are to be planned and conducted on the basis of cle 15 of the Protocol; waste management plans in information sufficient to evaluate their possible impact on accordance with Annex ill of the Protocol; and ma­ the Antarctic environment and its associated ecosystems, rine pollution contingency plans in accordance with and on the value of Antarctica for the conduct of scientific Annex IV of the Protocol. research. Organisers should be aware that the Environ­ 5. Ensure that expedition leaders and passengers are mental Protocol requires that "activities shall be modified, aware of the location and special regimes which suspended or cancelled if they result in orthreaten to result apply to Specially Protected Areas and Sites of Spe­ in impacts upon the Antarctic environment or dependent or cial Scientific Interest (and on entry into force of the associated ecosystems." Protocol, Antarctic Specially Protected Areas and Those responsible fororganising and conducting tour­ Antarctic Specially Managed Areas) and of Historic ism and non-governmental activities must comply fully Sites and Monument and, in particular, relevant man­ with national laws and regulations which implement the agement plans. Antarctic Treaty system, as well as othernational laws and 6. Obtain a permit, where required by national law, from regulations implementing international agreements on the competent national authority of the appropriate environmental protection, pollution and safety that related Party or Parties, should they have a reason to enter to the Antarctic Treaty Area. They should also abide by the such areas, or a monitoring site (CEMP Site) desig­ requirements imposed on organisers and operators under nated under CCAMLR. the Protocol on Environmental Protection and its Annexes, 7. Ensure that activities are fully self-sufficient and do in so far as they have not yet been implemented in national not require assistance from Parties unless arrange­ law. ments for it have been agreed in advance. 8. Ensure that they employ experienced and trained Key Obligations on Organisers and Operators personnel, including a sufficient number of guides. I. Provide prior notification of, and reports on, their 9. Arrange to use equipment, vehicles, vessels, and activities to the competent authorities of the appropri­ aircraft appropriate to Antarctic operations. ate Party or Parties. I 0. Be fully conversant with applicable communica­ 2. Conduct an assessment of the potential environmen­ tions, navigation, air traffic control and emergency tal impacts of their planned activities. procedures. 3. Provide for effecti veresponse to environmental emer­ 11. Obtain the best available maps and hydrographic gencies, especially with regard to marine pollution. charts, recognising that many areas are not fully or 4. Ensure self-sufficiency and safe operations. accurately surveyed. 5. Respect scientific research and the Antarctic environ­ 12. Consider the question of insurance (subject to re­ ment, including restrictions regarding protected ar­ quirements of national law). eas, and the protection of flora and fauna. 13. Design and conduct information and education pro-· 6. Prevent the disposal and discharge of prohibited grammes to ensure that all personnel and visitors are waste. aware of relevant provisions of the Antarctic Treaty system. Procedures to be Followed by Organisers and 14. Provide visitors with a copy of the Guidance for Operators Visitors to the Antarctic.

A. When Planning to go to the Antarctic B. When in the Antarctic Treaty Area Organisers and operators should: Organisers and operators should: I. Notify the competent national authorities of the ap­ I. Comply with all requirements of the Antarctic Treaty propriate Party or Parties of details of their planned system, and relevant national laws, and ensure that activities with sufficient time to enable the Party(ies. visitors are aware of requirements that are relevant to to comply with their information exchange obliga­ them. tions under Article VII (5) of the Antarctic Treaty. 2. Reconfirm arrangements to visit stations 24-72 hours The information to be provided is listed in Attach­ before their arrival and ensure that visitors are aware ment A. of any conditions or restrictions established by the 2. Conduct an environmental assessment in accordance station. SCAR BULLETIN: 4

3. Ensure that visitors are supervised by a sufficient D. Antarctic Treaty System Documents and number of guides who have adequate experience and Information training in Antarctic conditions and knowledge of the Antarctic Treaty system requirements. Most Antarctic Treaty Parties can provide through their 4. Monitor environmental impacts of their activities, if national contact points copies ofrelevant provisions of the appropriate, and advise the competent national au­ Antarctic Treaty system and information about national thorities of the appropriate Party or Parties of any laws and procedures, including: adverse or cumulative impacts resulting from an The Antarctic Treaty (1959) activity, but which were not foreseen by their envi­ Convention for the Conservation of Antarctic Seals ronmental impact assessment. (1972) 5. Operate ships, yachts, small boats, aircraft, hover­ Convention on the Conservation of Antarctic Marine craft, and all other means of transport safely and Living Resources (1980) according to appropriate procedures, including those Protocol on Environmental Protection to the Antarctic set out in the Antarctic Flight Information Manual Treaty (1991) (AFIM). Recommendations and other measures adopted under 6. Dispose of waste materials in accordance with Annex the Antarctic Treaty V of the Protocol. These annexes prohibit, among Final Reports of Consultative Meetings other things, the discharge of plastics, oil and noxious Handbook of the Antarctic Treaty System (1994) substances into the Antarctic Treaty Area; regulate Handbook of the Antarctic Treaty System (in Spanish, the discharge of sewage and food waste; and require 1991 edition) the removal of most waste from the area. 7. Co-operate fully with observers designated by Con­ Attachment A sultative Parties to conduct inspections of stations, Information to be provided in Advance Notice ships, aircraft and equipment under Article VII of the Antarctic Treaty, and those to be designated under Organisers should provide the following information to Article 14 of the Environmental Protocol. the appropriate national authorities in the format requested. 8. Cooperate in monitoring programs undertaken in I. name, nationality, and contact details of the organ­ accordance with Article 3(2) (d) of the Protocol. iser; 9. Maintain a careful and complete record of their ac­ 2. where relevant, registered name and national regis­ tivities conducted. tration and type of any vessel or aircraft to be used (including name of the captain or commander, call­ C. On Completion of the Activities sign, radio frequency, INMARSAT number); Within three months of the end of the activity, organisers 3. intended itinerary including the date of departure and and operators should report on the conduct of it to the places to be visited in the Antarctic Treaty Area; appropriate national authority in accordance with national 4. activities to be undertaken and purpose; laws and procedures. Reports should include the name, 5. number and qualifications of crew and accompany- details and state of registration of each vessel or aircraft ing guides and expedition staff; used and the name of their captain or commander; actual 6. estimated number of visitors to be carried; itinerary; the number of visitors engaged in the activity; 7. carrying capacity of vessel; places, dates and purposes of landings and the number of 8. intended use and type of aircraft; visitors landed on each occasion; any meteorological ob­ 9. number and type of other vessels, including small servations made, including those made a part of the World boats, to be used in the Antarctic Treaty Area; Meteorological Organization (WMO) Voluntary Observ­ 10. information about insurance coverage; ing Ships Scheme; any significant changes in activities and 11. details of equipment to be used, including for safety their impacts from those predicted before the visit was purposes.and arrangements for self-sufficiency; conducted; and action taken in case of emergency. 12. and other matters required by national laws. SCAR BULLETIN: 5

SCAR-COMN AP ad hoc Planning Group on Antarctic Data Management Report of the Second Meeting Boulder, Colorado, USA, September 1993

Contents mary technical and administrative characteristics of all Antarctic scientific data. The Planning Group recom­ Executive Summary mends that the ADDS operates on the following princi­ 1. Background ples: 2. Antarctic Data Directory System I. It is a directory containing data descriptions; it is not 3. Implementation intended to develop a central database containing the 4. Review of Progress actual data. S. Future Issues 2. All Antarctic scientific data will be described, includ­ ing historical data, environmental monitoring data, and Attachments data for which access restrictions may apply. 3. Conditions of access to the actual data will be the Executive Summary responsibility of data custodians, such as the funding or managing agencies and institutions. Antarctic science is inter-disciplinary in character, multi­ 4. There will be no restrictions on access to the directory; national in execution, and globally relevant. Data manage­ availability of the directory and associated products ment in this environment has political, scientific and will be widely promoted. economic dimensions. The Antarctic Treaty calls on par­ 5. The directory entries will be compatible with the ties to exchange and make freely available scientific obser­ Directory Interchange Format (DIF) of the Interna­ vations and results from Antarctica, so establishing the tional Directory Network, with Antarctic-specific ex­ political context for addressing data management. The tensions. scientific context arises from the increasingly large and 6. The production and maintenance of Antarctic direc­ complex issues being addressed, including global change tory entries is recognized as a critical activity to Ant­ and environmental monitoring programs, while the eco­ arctic science, not merely an administrative overhead. nomic context views data and information as the primary The Antarctic Data Directory System will comprise assets derived from Antarctic expenditure. three levels: The SCAR-COMNAP ad hoc Planning Group on • Antarctic Master Directory (AMD), containing all Antarctic Data Management was formed at XXII SCAR in Antarctic directory entries and linked to the Interna­ June 1992, to address concerns regarding the accessibility tional Directory Network. and comparability of Antarctic scientific data. The Group's • Country and programme coordinators, arranging pro­ first report (October 1992) proposed development of an duction and maintenance of directory entries, with Antarctic Data Directory System (ADDS), comprising technical support from the AMD. National Antarctic Data Centres linked to an Antarctic • Users, accessing the directory on-line, by floppy disk, Master Directory (AMD). The proposed technology for or by hard-copy listings. the AMD was the International Directory Network and The Planning Group supports the development of Directory Interchange Format. National Antarctic Data Centres by SCAR countries, and The first report was considered by the Antarctic Treaty recommends that national directories be DIF-compliant. Meeting in November 1992, and by the SCAR and The implementation plan forthe ADDS comprises five COMNAP Executive Committees in April 1993. The key elements: Group was then authorised to proceed with the develop­ I. Selection of a host for the AMD through a formal ment of the Directory system, noting that a later decision Request for Proposals process. on funding would be required. This second report, an 2. Identification of coordinators for each country and outcome of the second meeting of the Group held in major SCAR programme; country coordinators ideally Boulder Colorado September 1993, outlines the ADDS in being associated with National Antarctic Data Centres. more detail, and includes an implementation plan. 3. Development of a prototype directory and key words. The objective for the ADDS is to make information 4. Development of a comprehensive toolkit, to assist about Antarctic scientific data readily available, in order to production and maintenance of Antarctic directory facilitate data access, avoid duplication of data acquisi­ entries and on-line access to the AMD. tion, maximize data usage, and improve cooperation be­ 5. Promotion of the ADDS through production and distri­ tween disciplines and countries. This will be achieved by bution of a brochure and briefing kit, and through a building and maintaining a directory containing the pri- seminar at XXIII SCAR. SCAR BULLETIN: 6

Ifa suitable proposal is received for hosting the AMD, 1.2 First Report the Antarctic Data Directory System will be operational in The Planning Group's first report (October 1992) pro­ early 1995. The major risks to successful implementation, posed a two phase action plan: and the Planning Group's responses, are outlined in the l. Development of an Antarctic Data Directory System report. (ADDS), comprising National Antarctic Data Centres In addition to managing the above implementation linked to an Antarctic Master Directory (AMD); plan, the Planning Group has identified the following 2. Establishment of an Antarctic Database System. future roles for itself: oversight of the AMD when opera­ The proposed technology for the Directory was the tional, development of data rescue programs, and addition existing International Directory Network, with data de­ ofadata forecasting function to the ADDS. The Group has scriptions based on the Directory Interchange Format. The also been assigned the role of the SCAR Group of Special­ first report included an implementation plan with a target ists on Global Change in the Antarctic (GLOCHANT) of having the AMD operational in 1994. Various models Data Coordination Group, and recommends that it should for establishing the AMD were outlined, with costs esti­ also be involved in data management issues associated mated as US $ 50,000 for start-up, and US $ 200,000 per with other SCAR multi-discipline and multi-country pro­ year for operation. grammes, such as environmental monitoring. This will The first report was considered by the Antarctic Treaty ensure a coordinated approach to Antarctic data manage­ Meeting in November 1992, by the SCAR Executive ment. However, the Group does not believe it has a direct Committee in April 1993, and by the joint SCAR and role in the specification or management of database devel­ COMNAP Executive Committees also in April 1993. The opment programs, that being the responsibility of other principal outcomes of these considerations were: SCAR groups. • approval to proceed with development of the ADDS, Development of the Antarctic Data Directory System noting that a later decision on funding would be has the potential to realise significant scientific and eco­ required; nomic benefits, and to support cooperation between disci­ • the best implementation option would be to invite plines and countries. Whilst the scientific and technical National Programmes to consider hosting the AMD; aspects of the task are difficult enough, the Planning Group • support forthe designation of National Antarctic Data considers that the political and people aspects will be the Centres by member countries; major challenge. • the Planning Group to also serve as the Data Coordi­ nation Group for the SCAR Group of Specialists on 1. Background Global Change and the Antarctic (SCAR­ 1.1 Planning Group GLOCHANT). These directions are addressed in this report. A more Antarctic science is inter-disciplinary in character, multi­ detailed statement of progress against the Terms of Refer­ national in execution, and globally relevant. Data manage­ ence, and the Planning Group's response to subsequent ment in this environment has political, scientific and developments, is in Section 4 of this report. economic dimensions. The Antarctic Treaty calls on par­ ties to exchange and make freely available scientific obser­ 1.3 Second Meeting vations and results from Antarctica, so establishing the political context for addressing data management. The The second meeting of the Planning Group was hosted by scientific context arises from the increasingly large and the National Snow and Ice Data Centre at the University of complex issues being addressed, including global change Colorado, Boulder, Colorado, USA, in September 1993. and environmental monitoring programmes, while the All members of the Planning Group attended. Dr Carlos economic context views data and information as the pri­ Rinaldi, SCAR Vice-President, also attended as an ob­ mary assets derived from Antarctic expenditure. server. The meeting included an open session with data The SCAR-COMNAP ad hoc Planning Group on managers from the (US) NOAA National Geophysical Antarctic Data Management was formed at XXII SCAR in Data Center, (US) National Center for Atmospheric Re­ June 1992, following a request from an Antarctic Treaty search, and the University ofColorado's Institute of Arctic Consultative Meeting for advice on steps that could be and Alpine Research and Cooperative Institute for Re­ taken to improve the accessibility and comparability of search in Environmental Science. Antarctic scientific data. Its Terms of Reference (SCAR The second meeting developed the ADDS in more Bulletin, No 108, January 1993) include development of a detail, with an updated implementation plan. There were framework and action plan for the coordination and man­ no major changes in direction to those outlined in the first agement of Antarctic data, and establishing a point of report. However the Group considered that the cost-ben­ contact within each SCAR country for the exchange of efit and feasibility of establishing an Antarctic Database information. Membership of the Group is listed in Attach­ System (Phase 2 of the first report) has not been demon­ ment I. strated, and that with the development of distributed data- SCAR BULLETIN: 7 base technology it may never be necessary. The Group • A central master directory containing all data set noted that the World Data Center system provides a descriptions. framework for countries and projects that wish to archive • A series of national directory coordinators responsible scientific data so as to be freely available. for collecting and collating data set descriptions from A comprehensive and readily accessible directory is their specific countries. essential for the foreseeable future, and so the Group • Optional group and project directory coordinators, focused on that issue. responsible for collecting and collating data set de­ scriptions from SCAR sponsored projects, Working 2. Antarctic Data Directory System Groups or Groups of Specialists. 2.1 Objective • Users, who are able to access the directory on-line, by a PC:based product, or by a hard copy listing. The objective of the Antarctic Data Directory System is to The structure of the ADDS is outlined in the following make information about Antarctic scientific data readily figure. available in order to: • facilitate data access • avoid duplication of data acquisition • maximize usage of data • improve cooperation between disciplines and coun­ tries. The system will contain both technical and administra­ tive characteristics about all Antarctic scientific data. This would include a description of the data, where and when they were collected, and the contact details for further information.

2.2 Principles The Antarctic Data Directory System will be developed and operated according to the following principles: I. It is a directory containing data descriptions - it is not intended to develop a central database containing the actual data. Projector 2. All Antarctic scientific data will be described, includ­ NADCs Group Nodes ing historical data, environmental monitoring data and [Asked for DIFs] [Offer DIFs] data for which access restrictions may apply. 3. Conditions of access to the actual data will be the ~ Local Copy responsibility ofdata custodians, such as the funding or ofAMD managing agencies and institutions. PC or MAC 4. There will be no restrictions on access to the directory; Based availability of the directory and associated products System will be widely promoted. Antarctic Data Directory System 5. The directory entries will be compatible with the Directory Interchange Format (DIF) of the Interna­ tional Directory Network (ION), with Antarctic-specific extensions. 6. The production and maintenance of Antarctic direc­ 2.3. J International Directory Network tory entries must be recognized as a critical activity to The International Directory Network (ION) is a system Antarctic science - not merely an administrative over­ established by the US, European and Japanese space head. These principles provide the policy foundation for the agencies. It provides an existing directory infrastructure to assist the exchange of data among the participating coun­ directory. The Planning Group recommends that SCAR tries. The three main agencies act as the coordinating and COMNAP adopt and promote these principles for nodes of the ION and hold the official copies of the user Antarctic data management. interface software and the master directory. Cooperating nodes are attached to one of the three coordinating nodes 2.3 Framework and provide access to selected directories of specialist The Antarctic Data Directory System will comprise: interest. SCAR BULLETIN: 8

The fonnat for directory entries in the IDN is the DIF. agement, they are not essential for the development of the This format is also used in many directory systems, for Antarctic Data Directory System. The key requirement at example the NOAA Earth System Data Directory and this stage is only for a national directory coordinator to act CIESIN's Green Pages. Development of the Antarctic as a single point of contact. Master Directory (AMO) will require the development of 2.3.5 Access to the AMD Antarctic-specific keywords, and possibly extensions to Data set information within the AMD will be made as the DIF structure. However, AMO entries will be fully DIF widely available as is possible. The two main forms of compatible. An example of a directory entry for Antarctic access to be supported are: data is given in Attachment 2. • Direct access to the AMO over Internet, with facilities 2.3.2 Antarctic Master Directory for users to copy selected entries to their own system. The AMO will be a central directory system containing all • A PC-based product, similar to the PC version of the Antarctic data set descriptions. The AMO will collate NASA Master Directory system. This will be distrib­ directory entries produced by the national and group/ uted at minimal cost to anyone who requests it. The project directory coordinators and ensure the integrity of PC-based AMO will be in the public domain and can the directory. It will also be responsible for making the be freely copied by users. directory as widely available as possible. In addition, a hard copy version of the AMO will be The intention is for the AMD to become a cooperating distributed as required. Also, institutes will be free to hold node of the IDN. However, this linkage need not be set up local copies of the AMO and its interface software. whilst the AMO is under development. 2.3.6 User Feedback It will be possible for Antarctic-specific directory The AMO will be receptive to user feedback and com­ entries to be present in more than one directory system. For ments through a variety of channels, for example, elec­ example, copies of Antarctic directory entries in the NASA tronic mail, fax and telephone. It is proposed that the AMO Master Directory will also be held in the AMO. It will be develops an electronic bulletin board system to hold user the responsibility of the Director of the AMO to obtain comments on the AMO and the data sets it references. copies of Antarctic-related directory entries from other directory systems and to ensure the integrity of those 2.4 Technology directory entries within the AMO. The Planning Group has recognized that the major prob­ 2.3.3 National, Group and Project Directory lem will be the process of creating, gathering and validat­ Coordinators ing directory entries, not the development of directory In order for directory entries to be submitted from SCAR software. Various interface software for DIF-based direc­ countries it is necessary to have a series of national tories exists, such as that for the NASA Master Directory, directory coordinators. These coordinators will act as a and further software is under development, for example focal point for national support of the AMO. This will the CIESIN Directory System. The Planning Group pro­ involve generating directory entries of national data sets poses to monitor developments in interface software and to for submission to the AMO, and supporting users of the adopt the system that offers the best AMO user interface. AMO. Ideally, the national coordinators will be associated with their National Antarctic Data Centres. 2.5 Roles and Responsibilities It is recognized that some SCAR Working Groups and The overall control of the ADDS should be the responsi­ Groups of Specialists, as well as specific project groups bility of a SCAR-COMNAP Data Management Group. within the user community (for example BIOTAS or This responsibility consists of overseeing the work of the environmental monitoring) may wish to produce directory Director of the AMO and the functioning of the directory entries fordata sets collected on a collaborative basis or as coordinators. The roles and responsibilities associated part of a specific programme. Such groups and projects with the ADDS are detailed in the following table. will be invited to nominate a directory coordinator respon­ sible for generating and submitting directory entries to the AMO. 2.6 Performance Indicators 2.3.4 National Antarctic Data Centres The performance of the ADDS will be monitored by the SCAR countries may choose to establish National Antarc­ SCAR-COMNAP Data Management Group. Perform­ tic Data Centres (NADCs), or to designate an existing ance indicators are likely to include the extent to which: institution as their NADC, as part of the ADDS implemen­ • national, group and project directory coordinators are tation process. A NADC would be responsible for coordi­ identified and actively participating; nating Antarctic data management within the country, and • new directory en tries are being submitted and existing would provide the national focal point for the ADDS. directory entries are being maintained; While the Planning Group considers that development of • data sets that users know to exist are described (no NADCs will significantly improve Antarctic data man- missing directory entries); SCAR BULLETIN: 9

Group Role I Responsibility SCARICOMNAP Executive Committees Liaise with A TCM. Sponsor ADDS project. SCAR National Committees Identify and appoint national coordinators. andMNAPs Oversee national participation. SCAR Working Groups Develop directory. key words. and Groups of Specialists Peer review of directory entries Data Custodians Submit directory entries to directory coordinators. (responsible agencies and institutions) Manage access to actual data. National, Group and Project Collect directory entries and review for quality. Directory Coordinators Submit directory entries to AMD. Support users of the AMD. SCAR-COMN AP Oversee AMD policies and performance. Data Management Group Support the AMD Director. Coordinate national directory coordinators. Antarctic Master Directory Support nationallgrouplproject coordinators. (Host Institution) Maintain AMD toolkit. Resolve conflicting directory entries . Produce and distribute directory products. Develop and maintain links to IDN. Gather Antarctic directory entries from other directories.

• the quantity of infonnation meets user needs in all The Planning Group agreed that the 'host' option is the subject areas; most likely to succeed, however partial funding through a • new and revised directory entries are quickly proc­ levy or commercial sponsorship should not be rejected. An essed and distributed; indicative budget for the AMD is outlined at Attachment • the directory is used (number of users, frequency of 3. The three principal components are: access); • Capital equipment (hardware and software): • the system is available (computer up-time); US$ 47,500 (first year only). • users are satisfied with theeaseofuse( on-line, PC and • Development costs (salaries and overheads): hard copy); US$ 60,000 (first year only). • users are satisfied with the quality of information • Operating costs (salaries and overheads): found. US$ 144,000 (per year). The SCAR-COMN AP Data Management Group may The actual direct costs for establishment of the AMD develop performance targets for the ADDS, based on the in an institution with suitable existing facilities may be above indicators. considerably less.

3. Implementation 3.2 Host Site for Antarctic Master Directory 3.1 Funding of Antardic Master Directory The Planning Group developed the following process for selecting the AMD host: The Planning Group has identified three main methods of funding the AMD: Action Target Date • levy on SCAR and COMNAP members; • commercial sponsorship; circulation of preliminary December 1993 • offer to host from an existing institution. announcement The SCAR Executive (April 1993 Meeting) considered issue of formal February 1994 that the best option would be "to invite National Pro­ request for proposals grammes to consider offering to host an Antarctic data submission of proposals June 1994 centre which [would] serve a dual role for global change data and an Antarctic Data Directory. Such a centre would presentation of proposals August 1994 most conveniently be housed within the SCAR at XXIII SCAR [GLOCHANT] Regional Research Coordination Centre." recommend"ation and decision November 1994 SCAR BULLETIN: 10

The preliminary announcement will outline the ADDS 3.5 Antarctic Master Directory Toolkit and AMD concepts, to enable potential AMD hosts to An Antarctic Master Directory toolkit will be developed to consider whether they will respond to the request for assist national coordinators in the generation of directory proposals (RFP). The RFP will be issued in March 1994 entries and to encourage use of the AMO. The toolkit will with responses required by July 1994. XXIII SCAR in consist of a DIF user guide and a PC based directory entry Rome is seen as an appropriate venue for interested parties writing tool. It will also contain a series ofreference guides to present their proposals to the Planning Group. The to the structure of the directory entry and to using the Planning Group will then evaluate the proposals and make AMD. The toolkit will be widely distributed and those a recommendation to the SCAR and COMNAP Execu­ receiving it will be encouraged to pass copies on to their tives. A November 1994 decision on the location of the colleagues. The toolkit will be an important aid to the AMD would enable implementation in early 1995. generation ofdirectory entries and utilisation of the AMO. Selection criteria for hosting the AMD will include the: Further details are given at Attachment 4. • extent of local support and funding; • availability of suitable computer and communications 3.6 Promotion facilities; Several promotional activities have been identified to • existence of an advanced information technology in­ increase awareness of and participation in the AMO. frastructure; I. The preparation ofa brochure.also available in transla­ • qualifications and experience of the proposed AMD tion, describing the AMO and indicating contacts for Director. further information, to be circulated to all interested The successful host will be required to support the parties in early 1994. Distribution methods will in­ AMD for an initial period of five years: two years to clude direct mail, journals and newsletters, and establish the system and three years ofoperational activity. distribution at relevant meetings and workshops. If successfully established, the continuing location and 2. A seminar will be held during XXIII SCAR to demon­ operation of the AMD will be reviewed every four years. strate the utility of the AMO using the prototype It is recognized that the ADDS would be an important directory. ChiefOfficers of all SCAR Working Groups tool for SCAR-GLOCHANT. The Planning Group there­ and Groups of Specialists, and national, group and fore supports the suggestion of the SCAR and CO MN AP project coordinators, will be invited. Executives that the AMD should be co-located with the 3. A briefing kit on the Antarctic Data Directory System SCAR-GLOCHANT Regional Research Centre. How­ will be produced. The kit will be suitable for briefing ever this is not regarded as essential for AMD success. Antarctic-related meetings on the ADDS concept and implementation plan. 3.3 Identification of National Coordinators The Planning Group will also prepare a joint SCAR­ COMNAP Working Paper outlining the ADDS, to be SCAR and COMNAP national representatives will be submitted to the XVIII ATCM (April 1994). asked to identify a national coordinator who will act as a focal point for the AMO. National coordinators should be 3. 7 Action Plan associated with their country's National Antarctic Data Centre. The national coordinators will be expected to liaise The activities to be undertaken by the Planning Group to with national research groups and encourage their partici­ enable ADDS implementation are outlined in the action pation in the development and use of the AMD. The AMD plan at Attachment 5. Milestones and responsibilities are included in the plan. will provide technical support and advice to the coordina­ tors, but funding for the development and operation of national directories must be provided locally. 3.8 Risks There have been previous unsuccessful attempts to build 3.4 Prototype Directory and Keywords data directory systems similar to the AMO. Common reasons for failure include lack of institutional support A PC based prototype of the AMD will be prepared for (funding and other resources), lack of user support (do not demonstration at XXIII SCAR and at associated SCAR believe that a directory is needed, interface is too compli­ meetings. The prototype will consist of selected directory cated), and the poor quality of information held (incom­ entries covering different Antarctic disciplines and pre­ plete and out of date). pared by different countries. A preliminary list of Antarc­ The worst case scenario for the ADDS is that it will be tic keywords will also be developed. under-resourced, contain a limited number of out-of-date The Planning Group will actively seek feedback and directory entries, be hard to use, and rejected by most conunents from the Antarctic scientific community to potential users. The Group considered these risks in devel­ improve the AMO specifications. oping the technical and organizational framework for the SCAR BULLETIN: 11

ADDS. Responses to the risks are summarized in the • the creation ofa formal directory system will strengthen following table. informal networks 4. Review of Progress Risk Response 4.1 Terms of Reference Inadequate Level ofresourcing will be a resourcing key selection criterion for the The original Terms of Reference for the Planning Group AMO host. had three components: 1. Develop a framework and action plan for the coordina­ Directory entries AMO and SCAR-COMNAP tion and management of Antarctic data. not submitted Group will provide active 2. Establish national points ofcontact in SCAR countries or maintained support for directory coor- and liaison with discipline-based groups. dinators. AMO toolkit will 3. Consider convening a workshop to facilitate the proc­ simplify directory entry proc- ess. ess. Peer pressure for recog- These Terms of Reference have been addressed. The nition of databases is expected ADDS provides the framework, and the national, project to contribute to ADDS support. and group directory coordinators provide the points of AMO too hard A range of access options will contact and liaison. The proposed workshop objectives to use be provided. Best available have largely been achieved or are included in the Group's interface software will be uti- current action plan. lized. 4.2 Subsequent Developments Adoption of the ADDS principles (Section 2.2) by The Planning Group reviewed the suggestion made by SCAR and COMNAP is also a critical factor for.success. XVII A TCM (Venice, November I 992) that the format for They provide the framework for all decisions regarding the Antarctic environmental monitoring data descriptions participation in and management of the System. (outlined in the report of the First Meeting of Experts on The Planning Group recognizes that some scientists Environmental Monitoring) might be modified to make it and institutions may consider that the AMO is not re­ DlF compatible. The Planning Group considered that the quired, because they already know all the key people and proposed format for environmental monitoring data de­ significant data in their field through their own network of scriptions can be readily modified to become DlF compat­ contacts. Although this may be true in specific cases, the ible and recommends that this should be carried out before Planning Group considers that such an argument is not this format is implemented. generally valid, as: The XVII A TCM also called on Parties to request • new scientists and countries starting research in the SCAR and COMNAP to convene a workshop to help Antarctic may not have such existing networks to initiate the implementation of the ADDS. The Planning draw on; Group examined the proposed Terms of Reference for the • the extent of inter-disciplinary and multi-country ac­ workshop and concluded that it was not required at this tivity is increasing; issues such as environmental stage. The ADDS seminar at XXIII SCAR· will provide an monitoring and studies of global change require re­ opportunity for wider discussion on ADDS implementa­ searchers to be more aware of data from outside their tion. Specific responses to the proposed Terms of Refer­ traditional fields; ence are outlined in the following table.

A TCM Request Planning Group Response

Identify steps necessary to establish Carried out at the second meeting of the Planning Group. the ADDS as part of the ION. Finalize the format for Antarctic data DIF adopted as primary format. Antarctic-specific extensions directory entries. will be developed as part of the AMO prototype, in consultation with SCAR working groups. Prepare a draft Antarctic data directory Not achievable in a workshop. The prototype AMO will partially for circulation to all Parties. address this requirement. Identify the kinds of GIS currently Refer both to the SCAR Working Group on Geodesy and Geo- being used by national program operators. graphic Information for further consideration (these issues are already included in that Working Group's plan of action). Consider if the SCAR Antarctic digital topographic database can be used as the basis for a common computer map system......

SCAR BULLETIN: 12

There may however be a need for an Antarctic data 4.4 Planning Group Budget management workshop to address other strategic issues beyond the requirements for a directory (refer Section 5 The Planning Group has been allocated US $ 5000 for below). 1993 and US $ 5000 for 1994. These funds will be utilized for Planning Group meetings, development of the proto­ The Planning Group also considered the requirement to serve as the Data Coordination Group for type AMD, and for the ADDS seminar at XXIII SCAR. SCAR-GLOCHANT. The Group considered that the stra­ tegic data management requirements of SCAR­ 5. Future Issues GLOCHANT were currently being met by this arrange­ The Planning Group has identified the following future ment. The GLOCHANT Planning Groups will be able to roles for itself: request support from the Data Coordination Group, through • oversight of ADDS, including policies and perform­ the cross-membership of M. R. Thorley on both groups. Until the GLOCHANT Planning Groups have met and ance of the AMD and coordination of the national, discussed their data management support requirements, programme and group directory coordinators; the Planning Group felt that there was little they could • supporting projects to rescue data perceived to be in recommend. danger ofloss; • forecasting ofdata collection and availability, through 4.3 Other Data Management Initiatives compilation of information on future Antarctic scien­ tific programmes; Several initiatives relating to Antarctic data directories are • consideration of data management issues as referred currently being undertaken. For example, Italy has devel­ by Working Groups, Groups of Specialists, and the oped the South-Pole system, available via the European SCAR and COMNAP Executive Committees. node of the IDN. Argentina is developing a DIF-based The Planning Group has already been designated re­ Antarctic directory system, which is currently in an experi­ sponsibility for GLOCHANT data management issues. mental phase. Development of an Antarctic directory The Group recommends that, in order to.. ensure a coordi­ system is also being undertaken atlCAIR in New Zealand. nated approach to Antarctic data management, it should It is planned that this directory will contain entries for New Zealand, Italy and the USA. The British Antarctic Survey also be involved in data management aspects of other is also developing a directory, to aid in the management of SCAR multi-discipline and multi-country programmes. its scientific data. In addition, the NASA Master Directory However, the Group does not believe that it has a direct already contains over 300 entries relating to Antarctic role in the specification or management of database devel­ data. opment programs, that being the responsibility of other All these initiatives are being developed to use DIF or Working Groups and Groups of Specialists. to be DIF compatible and it is recommended that other Additional roles for the Group may include a facilita­ national directories are also developed to have DIF com­ tion or support role for: patibility. Compatibility between national directories will • development of data standards; greatly facilitate development of the ADDS. • provision of information on archiving policy and The Planning Group will be undertaking a survey of practices to the Antarctic scientific community; national Antarctic directory initiatives as part of the ADDS • negotiation of wider access to commercial or development process. restricted-access data; It is also worth noting that the Arctic Environmental • identification of gaps in data coverage through analy­ Data Directory, developed by the USGS, NOAA and other sis of the directory. US agencies, is DIF compatible. At a recent meeting of The current structure of the SCAR-COMNAP ad hoc countries with Arctic interests, hosted by UNEP/ Planning Group on Antarctic Data Management may not GRID-Arendal and the USGS, it was agreed that compat­ be appropriate for the roles outlined above. This issue will ibility and ease of access were major issues for implemen­ need to be considered by the SCAR and COMN AP Execu­ tation of Arctic data directories. tive Committees. SCAR BULLETIN: 13

Attachment 1

SCAR-CO MN AP ad hoc Planning Group on Antarctic Data Management

Mr Drew Clarke Ms Claire S. Hanson Chair, SCAR WDC-A National Snow & Ice Data Center Assistant General Manager, Australian Surveying and Cooperative Institute for Research in Land Information Group (AUSLIG) Environmental Sciences (CIRES) POBox2 University of Colorado BELCONNEN ACT2616, AUSTRALIA BOULDER CO 80309-0449 Tel: +61 6 201 4264 USA Fax: +616201 4366 Tel: + 1 303 492 1834 Email: [email protected] Fax: +I 303 492 2468 Email: [email protected] Dr Steven M. Smith Manager, International Center for Antarctic Information and Research (ICAIR) Mr Mark R. Thorley PO Box 14-199 Co-Chair, COMNAP CHRISTCHURCH, NEW ZEALAND Manager, Antarctic Environmental Data Centre Tel: +64 3 358 4450 British Antarctic Survey Fax: +64 3 358 4480 High Cross, Madingley Road Email: [email protected] CAMBRIDGE, CB3 OET UNITED KINGDOM Dr Rudy de! ValI'e Tel: +44 223 251400 Head of Earth Science Department Fax: +44 223 62616 Instituto Antartico Argentino Email: [email protected] Cerri to 1248 1010 BUENOS AIRES, ARGENTINA Tel: +54 I 812 1689 Dr Lucio Rossi Fax: +54 1 812 2039 (preferred) (ARP/Consiglio Nazionale Ricerche) Email: c/o Progetto Antartide ENEA ff! via Anguillarese 301 Dr Manfred Reinke S. Maria di Galeria Alfred-Wegener-Institut for Polar and Marine Research I-00060 ROME AD Am Handelshafen 12 ITALY D-27570 BREMERHAVEN, GERMANY Tel: +39 6 3048 4816 Tel: +49 471 483 1503 Fax: +39 6 3048 4893 (preferred) Fax: +49 471 483 1425 Email: 40058::ROSSI_L Email: [email protected] Email: [email protected]

Attachment 2

Example Antarctic Data Directory Entry

The actual format of directory entries for the AMD should conform to the specifications set down in the National Space Science Data Center (NSSDC) Directory Interchange Format Manual, Version 4.1, April 1993. The follow­ ing example is used to illustrate the type of Information required. Entry_ID: Entry_Title: Wind and thermal structure of the planetary layer obtained with a sodar system in Terra Nova Bay Start_Date: 1987-01-07 Stop_Date: 1989-02-04 Sensor_Name: SODAR > SOUND DETECTION AND RANGING . Source_Name: SCAR BULLETIN: 14

Investigator: Last_Name: Mastrantonio First_Name: Giangiuseppe Email: Phone: +39 6 9419790 Fax: +39 6 9426814 Address: IFA-CNR via G. Galilei, PO BOX 27 1-00044 Frascati (ITALY)

Technical_Contact: Last_Name: Mastrantonio First_Name: Giangiuseppe Email: Phone: +39 6 9419790 Fax: +39 6 9426814 Address: IFA-CNR via G. Galilei, PO BOX 27 1-00044 Frascati (ITALY)

Author: Last_Name: Mastrantonio First_Name: Giangiuseppe Email: Phone: +39 6 9419790 Fax: +39 6 9426814 Address: IFA-CNR via G. Galilei, PO BOX 27 1-00044 Frascati (ITALY)

Data_Center _Name: RMRIFA2 >INST. FOR ATMOSPHERIC PHYSICS, FRAIRM Dataset_ID:

Data_Center_ Contact: Last_Name: Mastrantonio First_Name: Giangiuseppe Email: Phone: +39 6 9419790 Fax: +39 6 9426814 Address: IFA-CNR via G. Galilei, PO BOX 27 1-00044 Frascati (ITALY) Originating_Center: Project/Campaign_Name: Storage_Medium: MAGNETIC TAPES Storage_Medium: MAGNETIC DISK Parameter: ATMOSPHERIC DYNAMICS> WINDS Discipline: EARTH SCIENCE> ATMOSPHERE Location: ANTARCTICA

Keyword: TERRA NOV A BAY Keyword: THERMAL STRUCTURE Keyword: NANSEN ICE SHEET Keyword: SODAR Keyword: WIND PROFILE Keyword: BOUNDARY LA YER Keyword: ATMOSPHERIC PHYSICS Keyword: KATABATICWINDS Coverage: Minimum_Latitude: 74S Minimum_Longitude: I 63E Maximum_Latitude: 74S Maximum_Longitude: 164E Revision_Date: 1992-05-31 Science_Review_Date: 1992-05-31 Future Review _Date: 1992-05-31 SCAR BULLETIN: 15

References: Fiocco, G., Mastrantonio, G., Ocone, R. andArgentini, S., Mastrantonio G. and Fiocco, G., Accuracy of wind veloc­ Acoustic Sounder Experimentation in Victoria Land, ity determinations with Doppler Sodar, J. Appl. Met., Antarctica, Proceedings Fifth International Sympo­ 21, 20-830, 1982. sium on Acoustic Remote Sensing of the Atmosphere and Oceans, New Delhi, India (6-9 February, 1990). Mastrantonio, G., Fiocco, G. and. Marzorati, A., Simoultaneous operation ofasodarsystem in monostatic Quality: and bistatic modes: preliminary results, Atmos. Res., 20, 213-223, 1986. Summary: Greenhut G .K. and Mastrantonio, G., Turboence Kinetic This data set contains sodar data obtained during three Energy Budget Profiles Derived from Doppler Sodar Antarctic Summer campaigns. The data include wind Measurements, J. Appl. Meteor., 28, 99-106, 1989. profiles and echo intensity profiles obtained each six Mastrantonio, G., Ocone, R., Fiocco, G. and Pellegrini, seconds with a height resolution of approximately 30 A., Sodar observations of the Antarctic Boundary metres, up to 1000 metres, if scatterers are present at all Layer in a deglaciated area: preliminary results, II heights. The data error is a function of the signal to noise Nuovo Cimento C, 13, 589-597, 1990. ratio of the echo.

Attachment 3 Antarctic Master Directory Indicative Budget The following budget is indicative only. Actual costs will vary according to location and may be considerably less if the AMD is established in an existing facility.

Start-Up Costs US$ US$ US$ Capital Equipment Unix workstation 25,000 backup facility and printer 4,000 relational database software 10,000 PC system (486) 5,500 fax 1,000 furniture 2,000 47,500 Personnel systems programmer 40,000 overheads (50%) 20,000 60,000 Total Start -Up Cost (all in Year/): $107,500

Operating Costs US$ US$ US$ Personnel Director 50,000 Technical Officer (0.5) 20,000 overheads (50%) 35,000 105,000 Travel 3 trips @ $2,000 6,000 6,000 System Maintenance Contracts 6,000 6,000 Materials and Supplies tapes, disks, paper etc 2,500 stationery 1,000 copying 3,000 6,500 Communications and Publications postage, couriers 4,000 telecoms 6,000 newsletter, AMD Toolkit, etc 4,000 14,000 Office Costs rent 4,000 utilities 1,000 audit and bank fees 1,500 6,500 Total Operating Cost per Year (including Year J): $144,000 SCAR BULLETIN: 16

Attachment 4 Antarctic Master Directory Toolkit Outline (First Draft)

CONTENTS I. User's Manual II. PC based Antarctic directory entry writer III. Quick Reference Guides A. Guide to Directory Entry Structure B. Guide to Using the AMD IV. AMD Policy and Procedures Manual

DESCRIPTION OF TOOLKIT COMPONENTS

I. User's Manual (for two types of users: directory entry Contributor and AMO Searcher) A. Description of Antarctic Master Directory • include what is Antarctic and what can you write a directory entry about B. How to prepare a directory entry file (based on DIF Manual Version 4.1) • discussion of what qualifies as a directory entry and of granularity • description of directory entry fields • format of directory entry fields • DIF syntax rules: include structure for general keywords and summary section (e.g. access restrictions in last paragraph) • list of Antarctic discipline keywords • list of Antarctic location keywords • list of Antarctic parameter keywords • examples of Antarctic directory entries • glossary of data management terms C. How to submit directory entries to National Directory Coordinators • list of National Directory Coordinators, with contact information • deadline for submission for semi-annuaVannual update • acceptable methods of submission (e-mail, diskette, fax) D. How to Use the AMD DI. How to access the AMD • Internet address of AMO • login procedures (user name, etc.) • name and contact for assistance in accessing AMO D2. How to install the runtime version of AMO • hardware requirements • installation procedure from PC diskette • name and contact for assistance in installing runtime AMO 03. How to search the AMO (Internet or runtime version) • list and description of keywords • list and description of screen displays • examples of different types of searches • output format descriptions (print, file, MAIL, etc.)

D. PC-based directory entry writer A PC based directory entry writing tool to help in the correct completion of directory entries for the AMO Action required: • define hardware requirements (esp. relating to screen windowing) • identify/produce required user interface and related DBMS • synchronize software with AMD software, keywords, structure • duplicate executable software onto diskettes for distribution • deliver diskette copies to National Directory Coordinators, according to schedule SCAR BULLETIN: 17

III. Quick Reference Guides A. Quick Reference Guide to Directory Entry Structure: suggested format: 8 panels, 8.5 x 14" paper Panel 1 • AMO logo and contact information: shon description of AMO project Panels 2.3.4 • description of directory entry fields Panels 5.6 • directory entry file structure Panels 7,8 • National Directory Coordinator contact information acceptable methods of directory entry submission reference to User's Manual B. Quick Reference Guide to Using the AMO: suggested format: 6 panels, 8.5 x 14" paper Panel I • AMO logo and contact information Panel 2 • Internet AMD access (login) information Runtime AMO version installation procedure and hardware requirements Panels 3.4 • AMO search commands (brief description) Panels 5,6 • National Directory Coordinator focal point contact information and reference to User's Manual

IV. AMO Policy and Procedures Manual This section will outline the policies and procedures covering the operation of the Antarctic Master Directory. Action required: • define operating policies and procedures in terms of agreed principles

Attachment S

Action Plan

Key actions for implementation of the ADDS are outlined in the following table. The Planning Group is operating on a more detailed action plan for the period up to XXIII SCAR meeting in Rome.

Action Due date Responsibility

AMD Host Selection • preliminary announcement December '93 Clarke/Thorley • issue request for proposals February '94 Clarke/Thorley • proposals close June '94 Proposers • presentations from proposers August '94 Proposers • evaluate proposals September '94 Planning Group • decision by SCAR and COMNAP November '94 Executives • commence implementation January '95 Host Country Prototype AMO • produce PC prototype July '94 Smith • present prototype at XXIII SCAR August '94 Smith AMO Toolkit • finalize toolkit outline March '94 Rossi/Hanson/delValle • develop prototype PC ADIF writer July '94 Thorley Promotion • produce Working Paper for A TCM December '93 Thorley • produce and distribute briefing kit February '94 Smith/Reinke • produce brochure in English February '94 Hanson/Clarke/Thorley • translate into Spanish, French. Russian March '94 del Valle • arrange seminar at XXIII SCAR August '94 Rossi/Clarke/Thorley Country Involvement • conduct survey on data directories July ·94 Clarke/Thorley • identify coordinators and NADCs July '94 Clarke/Thorley -

SCAR BULLETIN: 18

Attachment 6

Acronyms ADDS Antarctic Data Directory System IDN International Directory Network ADIF Antarctic Directory Interchange Format INTERNET International Network AMD Antarctic Master Directory MNAP Manager of National Antarctic Pro­ ATCM Antarctic Treaty Consultative Meeting gramme BIOTAS Biological Investigations of Terrestrial NADC National Antarctic Data Centre Antarctic Systems NASA National Aeronautics and Space Ad­ Consortium for International Earth Sci- CIESIN ministration ence Information Network NOAA National Oceanic and Atmospheric Ad­ COMNAP Council of Managers of National Ant- ministration arctic Programmes DBMS Data Base Management System NSSDC National Space Science Data Center DIF Directory Interchange Format PC Personal Computer GIS Geographic Information System RFP Request for Proposal GLOCHANT (SCAR Group of Specialists on) Global SCAR Scientific Committee on Antarctic Re­ Change and the Antarctic search GRID Global Resource Information Database UNEP United Nations Environment Pro­ ICAIR International Centre for Antarctic Infor- gramme mation and Research USGS United States Geological Survey

BIOMASS DATA SET

Now A VAil.ABLE

The BIOMASS (Biological Investigations of Marine Antarctic Systems and Stocks) data set and its supporting documentation are now available from the British Antarctic survey (BAS). The process of validating and documenting the data set has been carried out by MR Thorley and PNTrathan(the staff of the former BIOMASS Data Centre) with the generous support of BAS. At the end of the BIOMASS programme, the BIOMASS Executive placed the data set into the public domain. No restriction was placed on the publication of papers based on bona-fide academic research using the BIOMASS data set. However, for any publication, the source of the data and the supporting documentation must be clearly and unambiguously acknowledged. Copies of the data set have been distributed to those countries which took part in the BIOMASS programme or contributed to the BIOMASS Special Fund. In addition, copies have been given to the Responsible National Oceanographic Data Centre for the Southern Ocean (Centro Argenti no de Datos Oceanograficos, Buenos Aires, Argentina) and the CCAMLR Secretariat, Hobart, Tasmania. Further copies can be obtained from the British Antarctic Survey. For more details about the BIOMASS data set and information on how to obtain a copy, please contact: Mark Thorley Antarctic Environmental Data Centre British Antarctic Survey High Cross Madingley Road CAMBRIDGE, CB3 OET United Kingdom Telephone: +44 223 251594 Facsimile: +44 223 62616 E-mail: [email protected]

SCAR Bulletin SCAR Bulletin , a quarterly publication of the Scientific Committee on Antarctic Research, is published on be halt of SCAR by Polar Publications, at the Scott Polar Research Institute, Cambridge. It carries reports of SCAR meetings, short summaries of SCAR Working Group and Group of Specialists meetings, notes, re­ views, and articles and material from Antarctic Treaty Consultative Meetings, considered to be of interest to a wide readership. Selections are reprinted as part of Polar Record, the journal of SPRI, and a Spanish translation is published by lnstttuto Ant4rtico Argentlno, Buenos Aires, Argentina.

Polar Record Polar Record appears in January, April, July, and October each year. The Editor welcomes articles, notes, and reviews of contemporary or historic Interest covering the sciences, social sciences, and humanities in polar and subpolar regions. Recent topics have included archaeology, biogeography, botany, ecology, geography, geology, glaciology, International law, medicine, human physiology, politics, pollution chemis­ try, psychology, and zoology. Articles usually appear within a year of receipt, short notes wtthin six months. For details contact the Edttor of Polar Record, Scott Polar Research Institute, Lens­ field Road, Cambridge CB2 1 ER, UK: Tel (0223) 336567. The journal may also be used to advertise new books, forthcoming events of polar Interest, etc. Polar Record Is obtainable through the publishers, Cambridge University Press, Edinburgh Building, Shaftesbury Road, Cambridge CB2 2RU, and from booksellers. Subscription rates are: for individuals £39.00 ($75.00), for lnstttutlons £62.00 ($113.00); sin­ gle copies cost £17.00 ($31.00).

This material appeared also in PolarRecord30 (174): 236-253 (1994)

Printed by The Chameleon Press Limited, 5-25 Burr Road, London SW18 4SG