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EFAN Report 9-2000 |
Centre
for Fish Ageing in Sweden
Quality
assurance by Swedish fish ageing laboratories
–
a progress report
by
M.
Appelberg1, J. Modin2 and H. Svedäng3
1) Institute of Freshwater Research
SE-178 93 Drottningholm
2) Kristineberg Marine Research Station
SE-450 34 Fiskebäckskil, Sweden
3) Institute of Marine Research, National Board of Fisheries,
SE-453 21 Lysekil, Sweden
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European Fish Ageing
Network (EFAN) |
|
Phone: (47) 37 05 90 00; Fax: (47) 37 05 90
01; Email: bente.lundin@imr.no Office address: Flødevigvn. 49, Hisøy
(Arendal), Norway. Coordinator: Erlend Moksness, Phone
(direct): (47) 37 05 90 41; E-mail: moksness@imr.no |
Introduction
The
importance of Quality Assurance (QA) has increased during the last decade. By
QA it is usually meant that a certain product or service should fulfil some
specified criteria, in agreement between the producer and customer. QA affects
the way work is performed, and it could be described as a cycle including
planning, execution, performance, control and revision.
In
Sweden there has been an increasing focus on QA of biological programmes, and
laboratories involved in the national environmental monitoring are advocated to
be accredited. There is also an urgent need for QA when data are used for
transboundary comparisons, as for example in the International Council for the
Exploration of the Sea (ICES) and
other international bodies. Also in Baltic co-operation and in transboundary
freshwater studies, as for example Long Range Transported of Air Pollutants (LRTAP), comparative measurements of
biological data are of significant importance. Possibly will the implementation
of the EU Water Frame Directive further increase the need for quality assured
data inside the union.
The
present work on QA of determination of fish age was initialised in a freshwater
cooperative workshop by the Nordic Freshwater Fish group (NOFF), who started
inter-Nordic inter-calibrations of some freshwater fish species in early
1990’s. Results from these studies indicated a need for extended comparisons
and further inter-calibrations. However, the major catalyst of the work was the
start of the European Fish Ageing Network (EFAN), where fish ageing expertise
was gathered from different countries working in different habitats. The start
of EFAN initialised the formation of Centre for fish Ageing in Sweden (CfA) in
1997 to co-ordinate resources and personnel at NBF ‘s fish ageing laboratories.
The major
objectives for CfA are to
-
increase quality in fish ageing in
Sweden and ultimately reach a level of accreditation in year 2000
-
implement new methods and techniques
for fish ageing at the participating laboratories
-
develop personal skills and
knowledge in the field of fish ageing
-
increase co-operation between age
readers for better use of know-how and communication, as well as increased
enthusiasm and ownership in work
Performance
Centre
for fish Ageing (CfA) is a collaboration of three geographically separated
laboratories dealing with fish ageing on mainly routine basis in Sweden;
Institute of Marine Research, Lysekil, Institute of Coastal Research, Öregrund,
and Institute of Freshwater Research, Drottningholm. All laboratories being
governed by the Swedish National Board of Fisheries (NBF). CfA is structured as
an virtual centre, without specific physical location. The reason for not
suggesting a centralised fish ageing unit at NBF was an unanimously belief in
the importance of a close contact between age readers and researchers supplying
and using age data. This contact supports the enthusiasm of the age readers and
also increases the awareness of possible problems involved in the actual age
reading.
CfA is
headed by a steering group with representatives from each of the three
laboratories and the board of directors at NBF. In total about 20 people
(researchers and technicians) are involved in the work. All work is
co-ordinated through regular workshops, which are held annually or twice a
year. In connection to workshops, courses in fish ageing, fish ecology and fish
growth have been carried through.
The first
workshop was held in April 1997. This meeting was mainly focused on structuring
the work and to identify problems in ageing of fish from different points of
views. The second workshop was performed in October 1997, including a short
course in QA and the first discussion with a QA consultant. At this meeting it
was decided that the QA work should follow the EN45001 and ISOG25 standards for
quality assurance. These two standards have recently been replaced by ISO17025
CfA was divided
into five workings groups in close accordance with the structure of EFAN, each
group with participants from each of the laboratories. The responsibilities are
split between 1) QA, 2) implementation of new methodology and techniques, 3)
training and education, 4) validation and 5) information.
In May 1998, new
aspects on QA were given, and the work within the different working groups was
discussed. In April 1999, the workshop focussed on the defining of fish ageing
methods, manual for validation and a QA steering document. In connection to the
workshop a course in fish ageing was held. In November, same year, discussions
on the manual for methods and processes, Swedish glossary for fish ageing,
validation and QA-steering document were continued. In May 2000 the workshop
finalised the work with describing methods and processes in a “Handbook for
fish ageing methodology” and a Swedish glossary for fish ageing. In July 2000,
the first versions of both publications were distributed to all participants.
The main
part of the work was performed in between the gorkshops, and much of the communication
between the participating age readers was done through email.
Goals achieved
Handbook
for fish ageing methods
The
work within CfA has so far resulted in a number of achievements. The major
result is a description of fish ageing methods and processes used at the three
laboratories, compiled in a “Handbook for fish ageing methods” (Anonymous
2000a, see Appendix 1 for table of content). This methodological quality manual
covers fish ageing at all three laboratories, and is currently adopted by the
NBF’s laboratories. It will be revised and updated at least once a year. The
handbook starts with describing procedures for sampling hard structures from
fish, and describes the processes for fish ageing until storage/reporting of
data and structures. It was decided not to include descriptions of fish
sampling by several reasons. Usually this process is out of the control of the
age reader, and the difference in sampling procedures varies considerably
between habitat (freshwater, coastal and marine) and objectives of the studies.
However, it was agreed upon that sampling is one of the most important part for
the final results.
After
extensive discussions the methodological handbook was hierarchically divided in
a) species when it was appropriate, b) methods and procedures used at different
laboratories and c) in type of hard structure used. Large efforts were put in
describing interpretation of annual rings, where each age reader had to
formulate the criteria used for defining annual rings, false rings and check
marks. Definitions varied depending on type of hard structure, on preparation
of the structures and on the use of light. In total, ageing of 15 freshwater
and coastal (mainly Baltic) species and 9 marine species were described.
The
“Handbook” consists of one main document with, at the moment, 19 enclosures
defining specific routines and methods used at the different laboratories.
2. Swedish
glossary and term list for fish ageing
It was early realised that there was a need for a uniform use of terms
and expressions. This is of special importance during training,
inter-calibration exercises and conference readings. For that reason a Swedish
glossary for fish ageing was compiled (Anonymous 2000b). The glossary is
primarily based on ”Glossary for
Otolith Studies” (Kalish et al. 1995), which was translated into Swedish. The
glossary is used all through the methodological description.
3. New
fish ageing techniques
Basic
instrumentation such as microscopes and image analysis systems has been
upgraded at all NBF laboratories. Two new techniques for fish ageing were
implemented at one of the laboratories; an image analysis system (TNPC), and
equipment for cutting otoliths on a routine basis. The image analysis system is
mainly used for ageing Eurasian perch (Perca
fluviatilis) for which species distances between annuli’s are estimated.
The otolith saw is used for a number of freshwater species, and will possibly
be used by all three laboratories in collaboration in the future.
4.
Training
Training and personal development of age readers was included as one of
the original objectives in CfA. So far it has been partly successful. Initially
two courses was planned, one in fish ageing physiology, and one in fish ecology
and growth. A course in fish ageing was held in addition to QA discussions.
Additionally lectures in quality assurance have been performed at several
occasions. New courses related to fish ageing and growth will be held at the
NBF in the future.
5.
Communication
One of the
major goals of CfA was to increase the communication between age readers at NBF
in order to improve work and results, as well as to increase the enthusiasm for
the work. This part of the project has been quite successful, as all participants
have actively participated in discussions and in suggestions for new solutions.
The increased communication between age readers and between researchers and age
readers within NBF has gained the general quality of the work. It has also
increased awareness of fish ageing problems at several different levels. By
increased communication, fish ageing has been raised to one of the major
activities at the three laboratories.
Goals not
achieved
Despite
that the most important goals have been achieved, some major objectives was not
realised. At the start of CfA it was suggested that the QA would work for
accreditation of the age reading at NBF’s three laboratories. Firstly, accreditation
needs the involvement from the central administration, especially concerning
development of a “Quality steering document”. This document, which regulates
the QA from the general director to the single age reader, also needs
involvement and engagement from the administrators. Secondly, the accreditation
process it self is subjected to extra costs, not taken into account in the
common CfA budget.
Irrespective
these facts, the work done so far within CfA will form the necessary platform
for a future accreditation process. By keeping the QA process vital among age
readers, we believe that it will be a minor work to develop the work further to
an application for accreditation.
The second major goal not achieved
was regular inter-calibrations schemes for the different fish species included
in the QA-process. Although internal ring and conference reading procedures
within each laboratory are suggested, it is necessary to include external
inter-calibrations with other laboratories to fulfil the requirements of
accreditation. Similar ring tests are used for e.g. water chemical analyses.
This type of inter-calibrations are heavily relying on international
collaboration, and it is believed that international organisations focusing on
fish ageing, such as ICES, EFAN and also regional organisations such as the
Nordic Freshwater Fish group, will be of general importance.
The third
major goal not achieved is the part of the steering document (or Quality
Handbook), dealing with assessment of inter-calibration data, specifying
criteria for approval of methods used for a certain species/stock, as well as
approval of precision related to specific age readers. These criteria
constitute a fundamental part of the QA steering document and accreditation
process.
Necessary components in the QA work
The work within
CfA in Sweden has provided significant experiences in QA of fish ageing. To
complete the QA process a number of requirements have to be fulfilled. At
first, it is important to create the necessary conditions for the work. Staff involved
in the process have to be allowed to spend enough time (and money) on the work,
without feeling that they are doing the work on spare time. Thus, QA work
requires a considerable effort and it is necessary to allocate a realistic
amount of time and money to the work. Secondly, engagement from the staff
involved in the QA is crucial for a successful result. It is therefore of
utterly most important to clarify the advantages by the QA process for
employees at an initial stage, and it also important to let everybody involved
be genuine part of the work.
Thirdly,
engagement from managers and directors is necessary to co-ordinate the work and
to take part and formulate steering documentation. Although the description of
methods and procedures should be performed by staff actually working with age
reading, the quality manual has to be worked out by the directors. To increase
the engagement from managers a cost/benefit assessment of the QA-process should
be worked out at an early stage.
Fourthly,
it is often necessary to include a trained QA consultant who can inspire people
involved in the QA-work and to guide the development of the work. Lastly, it is
important to set realistic objectives and follow a clearly defined plan through
out the work.
Costs
The total
costs for CfA has so far been kept within the initial budget. In total nearly
20 persons have been involved in the QA work and the main part of the costs is
to be related to salaries for employees. The annual time spent for the QA work
within CfA have been estimated to about 10 man months the years 1997 – 2000,
including time spent at workshops and courses. This would correspond to an
annual cost of about 37,000 ECU. Adding costs for travelling, allowance
external QA-consultants and external teachers the total annual cost is about
50,000 ECU. An application for accreditation would increase the total amount of
money with some 10-15%.
Conclusions and future perspectives
There is a
strong believe that QA in fish ageing is a necessary practice for all
laboratories performing fish ageing at a national or international level.
Increased pressure that laboratories have to be accredited to be part of
national or international programmes is already apparent both at national scale
and in the European Union.
One of the
main advantages with the QA work in CfA has been the increased communication
and awareness among age readers. This has increased the quality of the age
reading, and provided a necessary basis for further development. It has also
increased the motivation for implementing new and more effective methods for
preparation and reading, thereby making fish ageing procedures more accurate.
In the
future CfA will continue the work by continuously revise and improve the methodological
“Handbook” and increase the co-operation between the three laboratories
further. Efforts will be made also to increase exchange with laboratories
outside Sweden. An application for accreditation will hopefully be provided
during the coming years.
Acknowledgement
We thank
all persons involved in the CfA during the years. Without you there had been no
QA: Inger Abrahamsson, Björn Ardestam, Eva Bergstrand, Barbara Bland, Patrik
Clevestam, Peer Doering, Olof Filipsson, Pia Florenius, Kerstin Holmgren,
Marianne Johansson, Birgitta Krischansson, Maja Reizenstein, Raili Sjöberg,
Rose-Marie Svensson, Yvonne Walther, Håkan Wickström and Carin Ångström. Last,
but not least, thanks to our QA consultant Krister Bergknut. The National Board
of Fisheries has provided financial support.
Literature cited
Anonymous, 2000a. Metodhandbok för
Fiskeriverkets åldersanalyslaboratorier (Methodological handbook for fish
ageing laboratories at the Swedish National Board of Fisheries). 49 p. (In
Swedish)
Anonymous, 2000b. Svenskt Åldersanalytiskt
Lexikon (SVÅL) - term- och definitionslista. (Swedish fish ageing lexicon –
terms and definition) 20 p. (In Swedish)
Kalish, J. M., Beamish, R. J., Brothers, E. D,
Casselman, J. M., Francis, R. I. C. C., Mosegaard, H., Panfili, J., Prince, E.
R:, Thresher, R. E:, Wilson, C. A., Wright, P. J. 1995. Glossary for otolith
studies. In: Secor, D. H., Dean, J. M., Campana, S. E. (Eds.) Recent
developments in Fish Otolith Research. University of South Carolina Press,
Columbia, SC pp. 723-729.
Appendix
1.
Handbook
for fish ageing methods in Sweden
Table of
content
1.
Equipment at sampling, preparation and interpretation
2.
Sampling of hard tissue
2.1 Otoliths
2.2 Scales
2.3
Operculum bones
2.4
Metapterygoid
2.5
Cleithrum
3.
Methods for preparation and reading techniques
3.1 Otoliths
3.2 Scales
3.3
Operculum bones
3.4
Metapterygoid
3.5
Cleithrum
4.
Age determination and interpretation of hard tissues
4.1 Otoliths
4.2 Scales
4.3
Operculum bones
4.4
Metapterygoid
4.5
Cleithrum
5.
Data registration
5.1 Data
registration
5.2
Control and correction of data
5.3
Printout and data files
5.4
Responsibility
6.
Filing
6.1 Hard
tissues
6.2
Reports and printouts
6.3 Data
files, databases, data band
6.4
Responsibility