@t Ease with E-mail

What are the advantages of e-mail?

E-mail has many advantages over other modes of communication such as conventional mail, telex, telegram or cable, fax and telephone. It is impossible to list them all, but it is clear that e-mail:

• saves time and resources: letters do not have to be printed on paper, placed in envelopes and transported over long distances to their destination;
• is a fast and relatively cheap means of communication, compared to air mail and fax;
• makes it easy to send a message or letter to many recipients simultaneously at little or no extra cost;
• allows you to exchange messages at all hours regardless of time zone differences;
• provides flexibility for exchange of messages between recipients when away from a physical address;
• makes it possible to reach individuals, institutions or the public at little or no additional cost;
• allows you to reuse text-based material received via e-mail without re- typing it into the computer;
• lets you exchange formatted documents for use in publications anywhere in the world (writing a final document, or producing a newsletter collaboratively when people live in different parts of the world);
• needs no separate or dedicated phone line;
• needs no separate or dedicated computer;
• offers the possibility of sending and receiving faxes or telexes;
• can be used to search on-line databases on computers worldwide;
• has multi-media capabilities, making it possible to transmit data, audio and video material;
• makes it possible to keep an ongoing, permanent record of discussions with few resources;
• allows you to gather, store and disseminate vital information (on health, food, social justice, agriculture, and other economic and social issues);
• helps organize computer-aided long distance learning and tutoring.

What are some of the problems of using computer communications?

Though the use of computers is gathering momentum in developing countries, the necessary equipment is not always affordable or available. Furthermore, the telecommunications infrastructure needed to support e- mail is inadequate in some countries.

The following factors limit the widespread use of computer communications in developing countries:

• computer technology may be culturally alien, causing techno-fear or a reluctance to use computers;
• computer communications can end up excluding those who are not computer literate;
• initially, it takes longer to learn to use this technology than paper mail, telephones or fax machines;
• the equipment needed for computer communications computers and modems is not always easy to operate;
• training and other resources in local languages have yet to be developed or become widely available;
• computer programs for communications are not always user friendly. Instruction manuals are often published only in English and, worse, are poorly written;
• software tends to support very few languages for communications. One has yet to see easy-to-use programs in most Asian languages, for example. Support for other languages such as Spanish or French is also limited;
• unlike conventional paper communications, the legal status of messages received on-line is not yet established;
• some of the above factors often combine to make this technology expensive and exclusive. In the absence of both local computer technology educators and community-access facilities (sometimes called telecottages ), computer communications remain inaccessible in many parts of developing countries, and often appear irrelevant to those dealing with the harsh daily reality of poverty.

How much will it all cost?

Costs depend on the specific situation, and some indication of local costs can be found in the directory in Part 3.

Some of the following will be included in the costs:

• installation (modem, software, account setup fee);
• ongoing operating costs, including phone calls to the host computer, use of packet switching networks where applicable, and the monthly subscription fee to the host computer;
• in many cases, the cost of each e-mail message sent or received;
• fees for extra services, such as specialty databases.

Generally, the cost of using computer communications compares favorably with fax, courier services, and regular mail but this should be checked. The costs of using a local dial-up service should also be compared with the cost of a service accessible long-distance via PSNs, since costs for PSNs and local services can vary greatly from country to country.

How do I decide whether I should use computer communications?

Your decision will be influenced by a number of factors over which you have little control, such as poor quality phone lines, costs, an erratic electricity supply, and limited access to computers, software, or e-mail service providers.

Here are some situations in which you might need access to e-mail:

• you or your organization have major communications needs which are not being met; this is particularly relevant if you need faster and cheaper communications with colleagues, friends, or partner organizations, whether locally, regionally, or internationally;
• you experience severe difficulties using traditional forms of communications (fax is too expensive, unreliable postal services);
• you need to communicate regularly with others inside and outside the NGO community, such as researchers, while keeping within certain budget and time limits;
• you need to access information relevant to your activities;
• you wish to interact and exchange information with your NGO partners.

Do any networks based in developing countries focus specifically on NGO needs?

Yes. These are sometimes referred to as 'Not-for-Profit Social Change Networks.' They link national and regional networks serving people and organizations working on social issues. By offering e-mail, computer conferencing, and increasingly, on-line databases, they facilitate communication on issues such as peace, environment, social justice, international development, health, and education.

Some of them are small, with fewer than 50 users, while others have more than 1000 subscribers. Many are based in developing countries and are used extensively by NGOs.

Do all these networks use the same system?

No. Some use state-of-the-art computers and software, offering access to Internet tools such as the Gopher (for example, Alternex Brazil). Others use off-line software supporting UUCP (Unix to Unix Copy Protocol) or Fidonet. And, some offer only very simple on-line bulletin board system (BBS) services, including the capacity to send e-mail.

A large number of e-mail networks in sub-Saharan Africa use Fidonet software, while many in Latin America use software supporting UUCP standards. Recently, however, UUCP has also been spreading in Africa. Both of these software types are used widely in the Asia/Pacific region.

Is access to the Internet important to developing country NGOs?

Yes. Internet can facilitate access to information resources from around the world using such tools as Gopher and the World Wide Web. Networks linked to the Internet can offer faster and cheaper national and international communications. In other words, the cheapest and widest range of computer communications services are available to NGOs through these networks.

How can NGOs improve their chances of getting access to Internet connected networks?

In most developing countries, NGOs cannot easily gain direct access to the Internet or to Internet tools due to high charges or to the policies of Internet providers. Many NGOs are not considered part of the research/academic community, usually the main beneficiary of Internet access.

NGOs may therefore need to justify their request for access to communications resources available via Internet connected hosts.

Here are some points worth raising when discussing Internet access with a provider:

• in many countries, NGOs are considered essential organizations which help governments implement their policies (especially at grassroots level);
• NGOs have been accepted as partners in developing policies at the international level by the United Nations. They played a strong and well-publicized role at the Earth Summit, the International Conference on Population and Development, the World Summit for Social Development, and preparatory meetings for the Fourth World Conference on Women; all are good examples of the acceptance of NGOs as key partners in developing and implementing development policies;
• NGO activities include research and analysis on wide range of development, social justice, environment and other issues. A number of Internet providers aim to service groups and individuals associated with research activities.

  Concerted effort and lobbying by NGOs may help persuade some of these service providers to facilitate direct Internet access to NGOs.

Are any UN agencies or programs promoting or exploring the use of computer communications in developing countries?

A number of UN agencies and programs are directly or indirectly involved in building high-speed Internet links. The following is a sample list of some initiatives in this field. Those interested in receiving more information should contact the country representative or other related UN project staff in their own country.

UNDP

UNDP, through its various programs, has helped countries like India and Brazil get linked to the Internet. Without this help, it would have taken years for many developing countries to hook up to global networks.

A number of other UN agencies and programs such as the United Nations Volunteers (UNV), UNDP s Sustainable Development Network (SDN), UNICEF, UNESCO, or UNIDO have been extensively using or encouraging their project partners to use computer communications in developing countries. In some countries, these agencies were the first to establish sophisticated international e-mail links. Partnership with some of these projects can provide some of the easiest and cheapest solutions to e-mail access for NGOs in most developing countries.

The following initiatives deserve detailed description due to their scope and special importance for developing countries:

SDN

UNDP's Sustainable Development Network (SDN) initiative combines face-to-face meetings, electronic and other means of communication to link sources and users of information on sustainable development issues. Participants include government bodies, research institutes, NGOs, grassroots and entrepreneurial organizations worldwide.

The SDN is more than an information network, since it fosters informed dialogue and communications to encourage and empower stakeholders to become active participants in the development process. The SDN is a tool to facilitate implementation of the recommendations of UNCED, especially Agenda 21.

Countries having established e-mail networks under the SDN program include the Philippines, Pakistan, Nicaragua, Angola, Fiji, and other Pacific countries.

For up-to-date information on SDN, contact:
The Director
Sustainable Development Network, UNDP
304 East 45th Street, Room FF-12108
New York, NY 10017, USA
Tel: +1-212/906 5862; fax: +1-212/906 6952;
e-mail: chuck.lankester@undp.org / nid.kongsamut@nygate.undp.org

UNV Southlinks Program

This UNV initiative pays special attention to developing participatory networks of grassroots and community-based organizations, and of institutions with a commitment to the more vulnerable communities. The Southlinks program attempts to create an information framework to link these organizations. Southlinks places special emphasis on the use of electronic networks to support these initiatives.

This project supports networking initiatives in India, Colombia, Brazil, Kenya and South Africa. It aims to expand its support to Sri Lanka, Nepal and various other developing countries in Africa and Latin America.

For more information contact:
Miguel Peirano
Project Manager
Southlinks Program
United Nations Volunteers
Palais des Nations
CH-1211 Geneva 10
Switzerland
E-mail: miguel@unv.ch / mpeirano@igc.apc.org

You may want to consult the UNDP country representative in your country for more information about UNV programs and their involvement in computer communications projects.

UNESCO

UNESCO has been interested in informatics and has developed programs on training for over 20 years. In 1985, UNESCO's 23rd General Conference created the Intergovernmental Informatics Programme (IIP) to promote international cooperation and national efforts in the field of informatics. It aims to:

• train specialists,
• develop infrastructures, and
• define national policies and create better recognition of the role of informatics.

Apart from interagency cooperation within the UN system, the IIP collaborates with NGOs. One of its priorities is to develop and establish networks and training in the field of informatics. NGOs in this field or concerned with its applications are considered essential partners for IIP.

NGOs may want to explore possible collaboration with IIP. NGOs with a special focus on education, those needing software to communicate in local languages and those using computer communications for exchange of information in local languages may find a relationship worthwhile.

For information contact your UNESCO country representative, or write to:
The Director
IIP Division, CII Sector
UNESCO
1, rue Miollis
F-75015 Paris, France
Tel: +33-1/45 68 10 00.

UNU

The United Nations University has also focused on informatics development for the developing world in its programme. An international institute for software technology has been set up in collaboration with donor countries.

ITU

Activities of the International Telecommunication Union to improve telecommunications in developing countries have a direct impact on informatics, particularly in the development of networking and access to remote databases all over the world.

Within the UN system, a number of international agencies such as ILO, WHO and UNIDO also work to develop informatics applications not only within their main program activities but also in the internal management.

Who are the key Internet providers in developing countries?

To find out whether there is a full Internet access provider in your country, we suggest that you contact the e-mail service providers listed in the directory section (Part 3) of this handbook.

The answers to the following questions may also be found in in Part 3:

• Where can I find information about e-mail service providers in my area?
• How much does it cost to join an e-mail network?
• How can I estimate my monthly network expenses?
• How much information can I transmit every month?
• How can I obtain lists of other NGOs who use e-mail?