Concept Paper on ASEM Infoboard
1. All ASEM partners agree that the day-to-day management and information systems for ASEM should be reinforced. At the SOM in Rome in November 2003 several ASEM partners have proposed a full secretariat, others have suggested a smaller secretariat, and some proposed just an ASEM Infoboard (the latter idea developing upon the initiative proposed by the Philippines). Various ASEM partners have expressed doubts as to the over-institutionalization of the ASEM process and its possible costs.
2. ASEM partners agree to develop upon the idea of "Information Board", and propose to establish an ASEM Infoboard.
3.The ASEM Infoboard should have the following functions:
(a) Archive Function
To compile information related to ASEM activities, so that anyone (not only government officials but also the public) can have an access to it. Some specific details are:
- Outline of ASEM
- Calendar of ASEM events
- Documents issued after leaders' meetings, Ministerial meetings, initiatives, etc.
- Information of ASEM initiatives:
a) pre-implementation: draft programme, outlines, etc.
b) post-implementation: related documents such as a summary, Chair's Statement, etc.
- Contact detail(s) for each ASEM member and ASEM events
(b) Recipient Function
To establish an "information reception desk" to;
- receive information to be updated (by the request of Governments)
- receive the inquiries on individual events and forwarding them to host country
(c) Dissemination Function
To disseminate updated information through the website, and/or periodically (ex. once a week) send information in a format of a mail magazine. Registration for the mail magazine will be possible at all times through the ASEM Infoboard. Possible recipients are:
- Government officials (ASEM members and candidates for future ASEM Enlargement)
- Participants to ASEM initiatives
- Others (Academics, media, interested civil societies (business, NGOs, etc.)
4. The ASEM Infoboard should be set up and managed by ASEF for the time being as a pilot project by ASEF. ASEF has been set up to promote exchanges between think-tanks, peoples and cultural groups between Asia and Europe. While ASEF has successfully conducted various activities to promote exchanges between Asia and Europe, it seems that there is not sufficient understanding of ASEM or the activities under the ASEM framework, even among the participants of ASEF activities. The exchanges under ASEF can be enhanced by knowing the activities under ASEM as well as views of ASEM partners. The Pilot project of ASEM infoboard should be financed by voluntary contributions to and through ASEF and should be managed by ASEF in close coordination with ASEM partners. Any longer financing will remain on a voluntary basis.
The role of ASEF in conducting the function of ASEM infoboard in the longer term shall be reviewed. ASEF can either undertake the task by itself, or contract out to a private company or a think-tank, or in a joint venture co-management mode.
5. While the "public information and transparency function" can be implemented by the ASEM Infoboard, the official or confidential coordination among ASEM members should be continued through the Contact Points using E-mails and fax, as before.
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