Electronic Reporting

What Is Electronic Reporting?

Electronic reporting means using computers or other digital devices to send fishery data instead of paper forms. It makes sharing and storing information faster and more reliable. Fisheries managers, fishing companies, and regional organizations can all benefit when data arrives on time and in a consistent format.

Why It Matters

• Speed: Data arrives quickly, so managers can make better decisions sooner.
• Accuracy: Digital forms reduce mistakes that happen when someone transcribes paper data by hand.
• Consistency: Everyone uses the same format, which helps compare information across countries and regions.
• Efficiency: Less paperwork means staff can focus on analysis rather than filing forms.

Common Types of Electronic Reporting

There are two main kinds:

• Catch and Effort Data: Records of how many fish were caught and the effort spent (such as days at sea, number of hooks, etc.).
• Observer Data: Information collected by onboard observers, like species caught, bycatch (non-target species), and fishing methods.
• Transhipment Declarations: Reports when fish are transferred from one vessel to another at sea (often called “transhipment”).

Background

In 2014, the Western and Central Pacific Fisheries Commission (WCPFC) began looking into how to use electronic reporting (E-reporting) and electronic monitoring (E-monitoring) to track fisheries. A workshop called the E-Monitoring and E-Reporting Workshop was held at FFA Headquarters in Honiara (Solomon Islands) on 31 March – 1 April 2014. At that workshop, participants agreed that the WCPFC needed clear policies and standards for these technologies. They also noted benefits of having a standard format for data, as described in the consultant’s paper WCPFC10-2013-16_rev1. Some benefits included:

1. More timely and accurate data management;
2. Easier sharing of data among the Secretariat, CCMs, and other regional bodies;
3. Better handling of growing amounts of data received by the Secretariat;
4. Alignment with data harmonization recommendations from t-RFMOs (tropical tuna Regional Fisheries Management Organizations).

If there were no agreed data standards, risks included:

• Poor coordination of data;
• More complex data storage and transfer processes;
• Higher risks to data security;
• Increased costs over time for both the Commission and CCMs.

At WCPFC11 (December 2014), members decided that developing draft standards, specifications, and procedures for E-reporting and E-monitoring should be a priority. To do this, they formed the “Electronic Reporting and Electronic Monitoring Working Group” (ERandEMWG Terms of Reference).

Reports on the ERandEM Working Group.

WCPFC E-Reporting Standards

After the first two ERandEMWG meetings, the WCPFC adopted in December 2016 a document called “The Standards, Specifications and Procedures for Electronic Reporting” (E-Reporting SSPs). This document sets out how to format and submit data electronically. It was adopted as a general decision, meaning new types of E-reporting standards will be added over time as they get approved.

In December 2016, the Commission approved adding “E-reporting standards for operational catch and effort data” to the SSPs. In December 2018, they approved “E-reporting standards for observer data.” All these standards are voluntary until the Commission decides to make them mandatory (see paragraph 3 of the SSPs).

December 2018 Decisions

1. The Commission agreed that if someone proposes a major change to an adopted standard, it needs to be considered using the existing process for new proposals. Minor updates can be made by the Secretariat and circulated as drafts to CCMs. If any CCM raises a concern, it becomes a major change and follows the standard process. (WCPFC15 Summary Report, paragraph 405.)
2. The Commission adopted the E-Reporting Standards for high seas transhipment declarations and notices.

Versions and Updates

WCPFC E-Reporting System at the Secretariat

The WCPFC Secretariat has built an IT system specifically for electronic reporting. It can currently receive data formatted according to the “E-Reporting Standards for high seas transhipment declarations and notices.” To help CCMs follow these standards, the Secretariat created an application available here. This app guides users through filling out forms for high seas transhipment declarations and notices and then sends the data directly into the WCPFC system.

Past Reports on E-Reporting SSPs

Paragraph 7(c) of the E-Reporting SSPs asks the Secretariat to “report annually on how well the Electronic Reporting Standards are working, and suggest improvements if needed.” Below are links to past annual reports, including their authors, file details, and issue dates.