Workshop on Developing the Estonian Network on Occupational Health and Safety Information
9-10 January 2001, Ministry of Social Affairs, Tallinn, Estonia

Opening
Words of Welcome (Director Tiit Kaadu)

- Mr. Kaadu described occupational health as an multidisciplinary field, which necessitates interdisciplinary co-operation to insure proper exchange of information. A national network is a system to ensure that all, not only the professionals, but also the public will be aware of the latest developments in the field and be well informed of the occupational health matters in general.

- Mr. Kaadu wished all participants a successful seminar.

Introduction to the Twinning Project and the importance of information sharing

(Dr. Matti Ylikoski, Pre-Accession Advisor of the Est-Finn Twinning Project on Occupational Health)

Dr. Ylikoski introduced the structure of the Twinning project and explained the aims of the project in general. He observed that for such a multidisciplinary project, as the Twinning Project, information sharing is the backbone of the whole project. A well functioning communication and information system is a basis of any successful project, and Internet offers fairly simple technical means to set up a network. The Baltic Sea Network is an excellent example of how an information network in occupational health and safety field might be organised in practise.

Now more than ever, it is important to be able to separate essential data from the huge flow of information that we are facing today all around the society, but particularly in the field of occupational safety and health. A national network would be a practical tool to help us in finding the essential information.

The increasing interest in social aspects in OHS research, in addition to the more traditional problems, has increased the multidisciplinarity of the field, and accumulated the information flow. Though the global information systems are currently a popular discussion topic, a well functioning national information system in Estonian language, containing documents and materials that are relevant in the Estonian OH&S context, will be the backbone of the Estonian information system in the Internet. It also offers a good basis for international exchange of information.

Experts, departments, and agencies of various ministries, universities, and organisations will be sharing information more openly and widely than before. Sharing information will save working time and costs.

An occupational health and safety network should make information available for all employers, workers, administrators, university researchers, and OHS professionals. It will not diminish the autonomy of individual institutes/organisations/companies. On the contrary, the members will benefit from the network. It will improve information sharing and the quality of the occupational health services.

The Institutes/organisations represented in the Seminar can form the core of a national network, but more organisations should be invited to join the network. The network should be formed in such a way that information will easily be accessible for all. The aim of this Seminar is to discuss the form and practical arrangements of a national information network.

Introduction to networking concepts, and examples (Dr. Kari Kurppa)

Agencies in the United Nations have noted that a common problem for ministries and other administrative bodies has often been poor intersectoral co-operation.

A dictionary defines the word network as A) "a chain or a system that interconnects or intercommunicates immaterial things", and B) "a railway network or system of rivers". To network (verb) is defined as "to link together, to allow sharing of data and efficient use of resources". The concept should be kept simple: a network is a system that connects. During this Seminar the participants need not to go farther than establishing the structure and agreeing on the basic rules for establishing a network and managing its work. The Seminar is about forming a strong base for the future collaboration.

Inventory of national assets: Even large research units do not have all the necessary information to cover all aspects related to OHS. Nowadays all organisations need to be in contact with others in their field, also if they wish to conduct multidisciplinary research projects. Sharing of information is the key to successful collaboration and efficient operations.

Identify the OHS capacities of others: Identifying others working in the same field or in the fields related to OH&S is essential, but can not yet be considered a network. Network is more than personal relationships, though personal contacts are usually the beginning of a network. Therefore, a directory is needed to provide contact information, and information on organisational capacities.

Efficiency: Not all organisations have the same goals, and therefore it is important to seek contact with those that have similar interests. Transient alliances of organisations can be formed to achieve specific goals. Thus, such coalitions need not be permanent but vary according to the current interests. Yet, all such arrangements are best organized under the umbrella of a wider network organisation.

Centralised network star topology: In the 70s and 80s a centralised networks were common. It has a director in the core of the network, and all in formation is transferred through the director. It is up to the director to decide, which information is passed to whom. These kinds of network systems were not very successful, and not many exist today. They are not recommended!

The Mongolian Airline route map offers an example of a centralised system. All flights are circulated through the capital, Ulanbaatar. To travel by air to the neighbouring town, one must first fly to the capital. Public administration is usually information intensive, and a lot of information is exchanged vertically inside each ministry. The exchange between different ministries is less flexible. The information may usually first have to travel to the top of the ministry, in order to be send to another ministry, where it has to travel from the top downwards. It takes so much time for the information to reach the necessary persons that many do not bother at all. Decentralized, open information networks have been established to improve the horizontal information flow across organisational boarders. Modern well-functioning networks are typically peer-to-peer networks, without a central director.

National network: National networks can be voluntary arrangements between autonomous organisations, which have common goals and interests in a specific field. Usually there is a secretariat helping in practical matters, such as arranging meetings.

Layers of network, Subject oriented OSH network: A subject oriented network is the easiest to establish, for the members share an essential common interest that is the natural basis for collaborating. For a national network, the most natural members are organisations, which have legal, administrative, research and/or training responsibilities. Potential participants: Core organisations in a network should be those with the main responsibility in the field, but also organisations, with more limited responsibility or interest, should be included in the network.

Network principles: Computers are used as means to communicate, but it is the human beings that form the basis of the network. The main principles for an open peer-to-peer information network are: decentralised, organisational autonomy, voluntary participation, maximum flexibility, information updating at the source organisation, pointer system (metainformation: not all information need to be available in the Internet in extenso), horizontal communication (peer-to-peer), and electronic information repositories.

Building a network: There should be an awareness of a need for a network to be established. The core organisations need to be identified, and contact information collected (a basic address list). A meeting of the core organisations need to be organised. A policy statement, principles of operation, membership qualifications, a secretariat, possibly an advisory body, an action plan, and a follow-up mechanism should be agreed upon in the meeting. It should devise an questionnaire on organisational capacities, and organise the collecting and publishing of the profiles as a national directory, establish the network on the Internet, expand membership and promote the utilisation of the network's potential.

Estonian experiences from the Baltic Sea Network on Occupational Health and Safety Information (by Ms. Reet Pruul in Estonian)

Ms. Reet Pruul made a introduction about the situation in the working environment in Estonia and showed as the news are reflected in the webside.

Dr. Kurppa asked Dr. Milvi Jänes to describe her experience with the Baltic Sea Network. Dr. Jänes answered that BSN information is already commonly used by the occupational health experts in Estonia, and that she is certain that a national network will improve information dissemination in the national level, and also facilitate contacts in the international level.

After this the discussion continued in Estonian, and at least Oivo Rein, Jüri Paulsson, Milvi Jänes, Heiki Annuk, and Indrek Tomson participated. The discussion was about the kind of information which should be included in the network. Naturally, confidential patient records and information of that nature is strictly forbidden to offer via Internet. Milvi Jänes noted that there is a lot of information that is not confidential and which the public and the specialists would benefit from.

Dr. Kurppa stressed that the network should avoid using information that might be considered confidential, and that the member organisations bear the responsibility on the quality of information on what they make accessible in the network. Network offers a channel for marketing of OH&S services, disseminating information on regulations, guidelines, check lists etc., and it is a way to build a positive image of a company/organisation. Dr. Kurppa noted that for reasons of focus and clarity it is best to focus on establishing an infrastructure for a publicly accessible information only. Extranet type of solutions can be discussed later.

Short introduction of the participating organisations (In Estonian)

Tiit Kaadu, Reet Pruul, Ester Rünkla Working Environment Department (WED),Ministry of Social Affairs (MoSA)
Short description of the organisation: coordination and legislative work

Virve Siirak Tallinn Technical University
Short description of the organisation: training of students on risk assessment, occupational safety, ergonimics

Milvi Jänes Medicover
Short description of the organisation: occupational health service

Maie Vahisalu Hospital of Occupational Diseases, MoSA
Short description of the organisation: high level occupationall diseases expertise

Pille Korpen EKMI
Short description of the organisation: department occupational health centre

Oivo Rein Esmed/ Elcoteq
Short description of the organisation: Occupational health service

Enn Jaanus Environmental Information Centre, Administrative dept.
Short description of the organisation: Ministry of Environment,Environmental information collection

Inna Vabamäe Labour Inspetorate, MoSA
Short description of the organisation: working environment inspection

Jüri Paulsson ProfmedP
Short description of the organisation: Occupational health service

Silver Saarik OÜ Hansa Medicare
Short description of the organisation: Occupational health service

Marika Salusaar Union of occupational health nurses
Short description of the organisation:

Urmas Krass, Eva Tammaru OH Center, MoSA
Short description of the organisation: main institution in occupational health

Indrek Tomson Academy of Agriculture
Short description of the organisation: trainings and investigations in ergonomics

Luule Tanning Ministry of Agriculture
Short description of the organisation: specialist on occupational safety

Heiki Annuk Tartu University
Short description of the organisation: Institute of Public health, trainings and investigations

Marina Kempinen Student of the University of Bergen (Norway), a magister programme on occupational hygiene

Introduction to the Estonian OHS (in Estonian)

Information on the www and Estonian BSN home page (by Ester Rünkla)
Ester Rünkla informed the participants about the structure and contents of the Estonian page.
Tartu Experience on Internet tools and possibilities (by Heiki Annuk) Heiki Annuk informed about the regional network in South Estonian and about the new ideas included into network

GROUP WORK: Formulation of a policy statement for the Estonian Network on OH&S Information. (Attachment 5: Group work task for Policy Statement forum) The groups were given 1,5 hours for completing the task given.

Group I. (Ms. Marina Kempinen acted as the spokesperson)

The group concluded that the purpose of the national network is to be a basis for collaboration between OH&S organisations, its aim is to combine information of assets and experience, and to exchange information between various organisations in the field. The network should be decentralised, organised in a peer-to-peer style. A secretariat is needed to assist in practical matters. Task forces should be set up to solve particular problems. The network should have at least an annual meeting, though it probably should meet more often.

The member organisations should be responsible for their information, which is included in their network home page. According to the working group, commitments can also be understood to be benefits in a sense that each member organisation benefits from sharing information. Such commitments are improved collaboration, co-ordination, horizontal communication, avoidance of duplication, and informing others of the services available.

Group II. (Dr. Heiki Annuk acted as the spokesperson)

The Estonian National Network should include more organisations that were present in the Seminar in order to have a good coverage of the field. Exchange of information through other means than the Internet should also be encouraged, as there are still organisations that are not technically equipped to participate in a solely Internet based information network. The network should be organised in a co-ordinated partnership. A secretariat should be established, preferably a full-time assignment, to assist in practical matters. The Secretariat should be responsible for the operation of the whole network, but each member should take responsibility of the information they insert in the network. Minimum commitment of an organisation is the awareness that information is important, and that an easy access to information is needed.

According to Dr. Kurppa both working groups had well developed and quite similar ideas of what a network should be like, and how it should be organised.

Dr. Ylikoski asked the group II to define what they meant by the concept of "co-ordinated partnership". The group defined a co-ordinated partnership as a network where all members are equal, but a secretariat co-ordinates the practical arrangements. The group also added that an advisory committee, which would meet 2-3 times year, might be ideal for making policy decisions, and thus helping the development and administration of the network.

Dr. Kurppa explained that in some countries a facilitator or a secretariat takes care of the practical meeting arrangements, and many of the networks have politically strong advisory bodies. For example, the Vietnamese national network has a steering committee, which has the necessary high-level political power to make decisions, and in this way guarantees the continuation of the network. They also have task forces to solve specific problems. Dr. Kurppa noted that the secretariat cannot be used as an overall information desk, it would overload the capacities of the secretariat. The secretariat must not provide services of an information centre, but the information should be available in the network itself, or in a specific information centre that may need to be established for Estonia, e.g. at the OHC.

Dr. Kurppa added that in a country such as Estonia it will not be difficult to include new members in the network, and the network will soon have a wide coverage of the organisations in the OH&S field. A minimum requirement for an organisation to join the network should be an understanding that each organisation has to participate provide access to some of their own information. It is planned that a special subnetwork will later be established for training organisations and professionals.

Ms. Laamanen asked how organisations, which do not themselves have the technical knowledge or/and equipment needed, will have a possibility to insert information in an Internet based network. Dr. Kurppa answered that in cases like these other organisations that have the necessary www-skills might help with the technical arrangements. These arrangements can also be agreed between individual organisations. A test survey made at the Seminar (by counting raised hands) indicated that the lack of technical Internet skills may present a problem in a number of organisations. This issue was considered so important that the forthcoming Secretariat should seek ways for providing the required technical training to the network focal points within the member organisations. It was agreed that the Steering Committee of the Twinning Project should be informed about the training needs.

Opening of the Second Seminar Day (by Dr. Kari Kurppa)

Dr. Kurppa begun the day by summarizing the deliberations of the Seminar so far, and by defining three core concepts, as yesterday's discussions clearly proved a need to agree on the definitions.

A steering group or an advisory group: is a political high-level decision making group, which does not participate in the practical running of a network, but advises on the policy, visions, goals, and strategies.

Task force: is task oriented, ad-hoc type group that is established to solve a specific problem. Consists of the top experts on the field.

A secretariat: The secretariat will keep an contact address list of the network members, will inform the members of changes in the network practises, arrange meetings and reporting etc. This is not a political or strategic responsibility, but a practical one.

Dr. Eva Tammaru wished to discuss the ownership of network and about the operating costs, as well as equipment and labour costs. Dr. Kurppa noted that a network is equally owned by its members. It is foremost an intellectual system. The members should each on its own part take care of the equipment and labour costs (which are not high). Of course there might be funds appointed from a central organisation to use for the general operation costs, such as arranging meetings, and promoting the network, but lack of such support will not be a major obstacle. In general, the members should try to utilise the equipment that is already available, and if more up-to-date equipment or programmes are needed, these should be acquired, if possible. The purchases and other finances must remain an internal matter to be discussed at each organisation.

Experiences of the use of Internet by the Information Services Center of the Finnish Institute of Occupational Health (FIOH)

Experiences of the use of the Internet (by Director Irja Laamanen)

Director Irja Laamanen emphasised that the arrival of new technology to any organisations always needs an adjustment period. In FIOH, establishing a home page for the Institute was first discussed in 1994, but it took over a year for the first home page version to be made available. Since then the pages have been continually developed, and the speed of the change has increased rapidly. Also, it is good to be aware that Internet is not owned by anyone, and there are no limitations to the amount of users, or special requirements. A user can be a private person or an organisation.

The European Union aims for a future where all private homes should have access to Internet, and it is taking actions to promote such a development. The Estonian national Internet policy (available in the Internet) has been drawn along similar lines. The Internet already seems to be widely used in Estonia, and there seems to be a lot of technical and programming skills.

Ms. Laamanen offered examples of services, products and information available in the Internet. For example, medical information is quite commonly searched trough the net, and this is one reason why a network on OH&S will most probably be successful. Only 50% of the Internet users are native English speakers, but over 70% of the pages are made in English. It is the prevailing Internet language, which should be taken in to regard when planning a home page.

Ms. Laamanen warns that one should be cautious when evaluating the reliability and correctness of information available in the Internet. Pages should contain references to prove the reliability of the information presented. Information is so abundant in the Net that it is not always possible to find all that has been inserted into it. Most of the information is not available to the general public, but needs passwords to be accessed. Intranets are common inside organisations, and extranet is commonly used for limited information dissemination.

The Estonian home pages available in English through the Baltic Sea Network (BSN) are structured in a user-friendly way, and there is already a lot information available in these pages. Some technical improvements might be in order to lessen the time it takes to download data to the user terminal. There are some main questions that one should consider when setting up a site. First, what will be the technique used to construct the pages, and what will be the best structure in order for the pages to be user-friendly. Secondly, what kind of language should be used (general vs. professional), in which languages should be offered. To further develop the pages, one should offer the users a possibility to comment on the pages. For example, by installing a user questionnaire. The Bilbao OH&S pages offer an example how information and, what kind of information on occupational health and safety matters might be presented. (http://europe.osha.eu.int/)

Databases are easily disseminated through Internet. Magazines, newsletters, and training material are also commonly available in the Internet. Preparing the data for Internet might take some time, but it is worth the effort. There are also many free databases (PubMed, Toxline etc.) that might be linked to a network home page.

Internet - Technical remarks, searchtools and email (by Mr. Keijo Halonen)

(Attachment 7: Internet search tools and searching/ copy of the lecture notes) Altavista is perhaps the best known web-search engine. Some search engines require registration, but most are free of charge. Mr. Halonen recommends www.google.com as a fairly easy and quite fast to use general search engine. www.northernlight.com offers more academic material than some of the other engines. It is also an example of a search engine that offers more information for registered users at a price. www.yahoo.com is an example of an web-directory connected to an search engine. One can make either specific search questions or search through the directory. Internet also offers free metasearch engines, such as Copernic-metasearch engine. A metasearch engine consults several search engines simultaneously. It is good to keep in mind that the engines find only a small part of the information available in the net, quite often web-pages found are not relevant and not all links brought up in a search request are available in the www-services. On the technical requirements for setting up Internet links and editing, Mr. Halonen recommended to keep in mind that speed is essential for data transfer nowadays.

E-mail is a commonly used communication method of today. Mr. Halonen reminds that e-mail is as official as any other written communication, though the language used is not as formal as in a letter. Few basic principles should be remembered when using e-mail: firstly, when writing a message be aware that it might be forwarded to other people. Secondly, remember to respond with in 24 hours of receiving a message, at least only to confirm that you have received the message. Thirdly, fill in the subject line, it will ensure that the receiver will read the message. Fourthly, write short message and be precise, but remember to be polite and chose your style of writing carefully. Fifthly, watch out for viruses in attachment documents. Finally, be warned that all e-mail messages may be followed.

Today Internet portals, which are composed of links to all relevant actors and information on a specific field of interest, are popular. For example, FIOH is currently discussing the establishment of a portal. OSHNET is an example of occupational health portal in the European level.

Plenary: Preparation of the Network Policy Statement and Action Plan (chaired by Dr. Kari Kurppa)

Dr. Kurppa commented that the earlier group work proved that there are no major discrepancies between the participants regarding the goals, purposes, functions, or administration of the forthcoming network. Therefore the results can be used as a basis for the discussion in the Plenary.

The participants decided to establish the Estonian National Network on Occupational Health and Safety Information. It was decided that Ms. Reet Pruul and Ms. Ester Rünkla, from the Working Environment Department of the Ministry of Social Affairs, and Dr. Eva Tammaru from the OH Centre would act as the Secretariat of the National Network.

Dr. Milvi Jänes wished to remind that concrete collaboration projects are in her opinion one of the main goals of the National Network, and that there are already several topics (such as ergonomics) that should be considered for a task force -project. Dr. Kurppa noted that task forces are very much welcome. Regional and subnetworks are also possible arrangements. Subnetworks can also be established between organisations, which have similar interests in a specific area.

The kind of research information that might be published on Internet was discussed. Dr. Pille Korpen explained that EKMI has found that researchers do not wish to publish their research results on Internet, but that typically EKMI publishes only contact information of the research personnel. Dr. Kurppa and Ms. Laamanen advised that only short descriptions (abstracts) of research projects, general description of the findings, and contact address for the researchers, or information on how the results might be acquired, might be published on the Internet. However, many scientific journals already are accessible in the Internet. They offer access to whole articles. There is thus, no need to set restrictions in this respect.

Some of the participating organisations already have home pages, but many of the smaller organisations/units will need technical help to set up the pages. It was agreed that the Secretariat will find out how many organisations need technical help, and what kind of training might be needed in order to set up the technical capacity necessary for the National Network. The Secretariat also agreed to make enquires on how the training might be financed and arranged, and inform the Steering Committee of the Twinning Project of the need for such support.

Survey studies to be arranged in connection with the Twinning Project (by Dr. Kimmo Räsänen)

The survey projects will address 1) employers and employees, 2) occupational health professionals, and 3) training organisations and university teachers. The surveys will be planned in detail in March-April, and all those interested in participating in the survey project are hereby invited to join the planning and actual implementation work. The planning and preparatory stage will take approximately 6 months. The surveys will be executed in autumn 2001.

GROUP WORK: Generation of an Estonian Directory on Organisations with OHS Responsibilities, Capacities or interests

The group work assignment was introduced by Dr. Matti Tuppurainen. (Attachment 8: Generation of an Estonian Directory on Organisations with OHS Responsibilities, Capacities or interests, attachment 9: Estonian Directory of Occupational Health and Safety -questionnaire).

GROUP I. (Ms. Marina Kempinen acted as the spokesperson)

The suggested directory questionnaire was agreeable to the group. In addition, the group suggested that in item 5.1 abstracts and other links might also be listed.

The group estimated that the directory process needs at least one month to give the members enough time to fill in the questionnaire form, return it to the Secretariat, and for the Secretariat to process the information received.

Each member organisation should appoint a contact person. Up-dating of the information available in the Network should be done at least twice a year. Each organisation should up-date information when changes occur.

Other organisations, such as pedagogical universities/institutes, employers unions, trade unions (in minimum central unions), non-governmental professional associations and commercial trade chamber should be invited to join as soon as possible.

GROUP II. (Mr. Indrek Tomson acted as the spokesperson)

In general the questionnaire was found agreeable, but it might be difficult to fill in English. It should at least have Estonian examples, if not have the form translated into Estonian.

All members of the Network should be responsible for the reliability of their organisation's information, which is inserted in the Internet, as other organisations cannot evaluate the reliability of the information nor be responsible for the quality.

The main responsibility of up-dating information presented in the Internet should be with each member, but all members should be equally responsible for informing others of recent changes and news in the field.

Non-governmental organisations, such as professional associations, employers and the trade unions and patient associations (i.e. society of patients of occupational diseases) should be included in the Network in the near future.

Dr. Milvi Jänes told that the Commercial Trade Chamber has a weekly newsletter that might be utilised as a channel to inform about the establishment of the National Network. Dr. Kurppa welcomed this suggestion and noted that employers and trade unions usually have newsletters that might also be used to disseminate information on the National Network and its aims.

Concerning the universities in Tartu and Tallinn, contacts to different faculties/departments within the universities should be made to inform them about the Network. For example, economical universities/departments/institutes, the Biomedical Centre of Tallinn Technical University, Chemicals Notification Centre should be invited to join.

The libraries were also discussed. It was agreed that the principal libraries should be informed, and they should, at least, be linked to the Network home pages.

Follow-up needs and arrangements (chaired by Dr. Kari Kurppa)

The Seminar was very successful as it has managed to establish the Network, draft a Policy Statement, agree on the operating principles and actions to be taken, and initiate the production of a National Directory.

It was agreed after some debating that the official name of the Network will be in Estonian "Töötervishoiu infovörk", but the name in English will be "the Estonian Network on Occupational Health and Safety Information". The name in English indicates to the international organisations that the Network, indeed, deals with occupational health and safety. The Network is considered to include also occupational safety matters.

The Policy Statement of the Network will be drafted by the Secretariat, with the help of the Finnish experts. It will be distributed to the members for comments, and discussed again in the follow-up seminar.

It was agreed that the follow-up meeting will be arranged in May 2001 as a one day meeting. The Secretariat will process the directory questionnaires, clarify training needs and suggest training arrangements, and new organisations will be invited to join.

A list of actions needed:

Consulting the drafting of the Policy Statement /Dr. Kurppa (See attachment 6: Policy Statement Draft)

Translating the Organisational Profile into Estonian and sending both English and Estonian versions of the form (together with a filled-in model) to the member organisations, supervising the return of filled-in forms to the Secretariat /the Secretariat

Consulting with compiling the National Directory/Dr. Kurppa

Preparing a strategy for organizing training to the network officials at each member organisation for providing them with skills to establish a WWW homepage, to edit information and materials into .html format, and to put the information available via the member organisation's WWW pages. The Steering Committee of the Twinning Project needs to be informed about this essential need, which is not in the Covenant. /PAA, the Secretariat

Getting the employers' and workers' organisations to join the network as members. The Steering Committee's assistance needs to be requested. /PAA, the Secretariat

The follow-up meeting will be organised in May 2001 to discuss the Policy Statement Draft, to discuss the need for an advisory committee (for interim, could be the EST-FIN Steering Committee), the organisational profiles, and status of technical WWW skills, status of the establishment of WWW home pages at member organisations.) /PAA, the Secretariat