Aquatic Sciences and Fisheries Abstracts Indexing Services

TITLE: Aquatic Sciences and Fisheries Abstracts Indexing Services

INTRODUCTION:

The purpose of the professional indexing services for the Aquatic Sciences and Fisheries Abstracts (ASFA) database is to fulfil the department's obligation as an ASFA partner and to ensure that aquatic and fisheries Canadian content is indexed in ASFA database

BACKGROUND:

In 1970, Aquatic Sciences and Fisheries Abstracts (ASFA) database was established by the United Nations Food and Agriculture Organization (FAQ) which provides an abstracting and indexing service covering the world's literature on the science, technology, management, and conservation of marine, brackish water, and freshwater resources and environments, including their socio-economic and legal aspects.

The Department of Fisheries and Oceans Canada has a responsibility and an agreement with FAO to ensure aquatic and fisheries Canadian content is indexed in ASFA.

OBJECTIVES:

Information Management Branch within the Department of Fisheries and Oceans was tasked with ensuring that quality ASFA indexing continues as per an agreement with FAO.

• The ASFA Advisory Board requires that all those entrusted with submitting entries to the ASFA United Nations database be either a librarian, library technician or someone with significant experience with fisheries or aquatic sciences research tools. It is essential that that the ASFA indexer has training to use the software, OpenASFA and has experience in the preparation of the ASFA data prior to inputting. A course is provided by FAO to all ASFA partners, (this course is not available to the general public) that explains the rules, authority lists, formats, codes and procedures required by all ASFA indexers.

• Creation of ASFA indexing entries requires skill and experience with cataloguing, using aquatic sciences thesaurus tools and subject analysis of aquatic sciences research publications. Data entry must follow the ASFA guidelines.

• An intimate knowledge of the ASFA input screens and marine science publishing industry is required because documenting the indexing process and creating appropriate procedural material comprises part of the deliverables of this contract.

WORK REQUIREMENT:

The Department of Fisheries and Oceans Canada has a requirement for the provision of the following services:

• To provide professional indexing services and input those submissions to the Aquatic Sciences and Fisheries Abstracts (ASFA) bibliographic database according to the standards required by the ASFA Advisory Board. The standards will be available upon request.
• The expectation of a minimum of 120 indexing contributions on a monthly basis.
• To undertake appropriate measures to avoid a backlog of indexing to develop.
• To create or edit existing abstracts for input in ASFA.
• Research may be required to search for the Canadian articles/publications which are required to be indexed in ASFA.
• Revise the Monitoring list of Active and Inactive Input titles on annual basis.
• Represent DFO at the ASFA Advisory Board meetings, if applicable.
• The software, OpenASFA is required and the contractor will need to know how to use this software.

• Provide a detailed biweekly progress report with a list of completed contributions and statistics of inputted contributions;
• Provide an annual report at end of fiscal year of the total number of contributions to the ASFA database.
• The Contractor will need to report directly to Darlene Tan, Digital and Systems Librarian.

 TASKS AND DELIVERABLES:

In addition to the tasks noted above, the Contractor will need to provide a detailed biweekly progress report with a list of completed contributions, and statistics of inputted contributions. An annual report will be required at the end of each fiscal year(s) of the total list of contributions (including Series titles) to the ASFA database.

RESOURCES AND LEVEL OF EFFORT:

The estimated level of effort for this requirement is as follows:

Initial Contract Period: – 185 Days

First Optional Period: – 185 Days

Second Optional Period: – 185 Days

MANDATORY CRITERIA:

• Must be a trained ASFA partner
• Must have knowledge of ASFA guidelines
• Must have 5 years of experience indexing DFO publications
• Must have 5 years of experience indexing Canadian publications
• Must have 5 years of ASFA certified experience in data entry and indexing NAFO publications
• Must have 2 years of experience using OpenASFA software

CONTRACT PERIOD:

The period of the contract is from contract award to 31 March 2024 inclusive. The contract will include 2 optional years each of 1 year duration, under the same conditions and which will be activated at the discretion of DFO.

Firm period: contract Award to 31 March 2024

Option Year 1: 1 April 2024 to 31 March 2025

Option Year 2: 1 April 2025 to 31 March 2026