Project no. 269977
APARSEN
Alliance for Permanent Access to the Records of SciencE
Network
Instrument:
Network of Excellence
Thematic Priority: ICT 6-4.1 – Digital Libraries and Digital Preservation
STAKEHOLDER
IDENTIFICATION AND
COMMUNICATION STRATEGY
Grant Agreement 269977
Document identifier:
APARSEN-REP-D45_1-01-0_1
Due Date:
31-04-2011
Submission Date:
24-12-2011
Work package:
45
Partners:
ALL
WP Lead Partner:
STM
Document status
DRAFT
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Abstract: This document describes how we will keep track of organisations where there is a
requirement for digital preservation.
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Delivery Type
Author(s)
Approval
Summary
Keyword List

 CONSORTIUM and EU
Availability
Document Status Sheet
Issue
Date
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Comment
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Project information
Project acronym: APARSEN
Project full title:
Alliance for Permanent Access to the Records of
SciencE Network
Proposal/Contract no.: 269977
Project Officer: Liina Munari
INFSO-E3
Information Society and Media Directorate General
Content - Learning and Cultural Heritage
Address:
Postal mail:
Bâtiment Jean Monnet (EUFO 1167)
Rue Alcide De Gasperi / L-2920 Luxembourg
Office address:
EUROFORUM Building - EUFO 1167
10, rue Robert Stumper / L-2557 Gasperich / Luxembourg
Phone: +352 4301 33052
Fax: +352 4301 33190
Mobile:
E-mail: [email protected]
Project Co-ordinator: Simon Lambert/David Giaretta
Address:
STFC, Rutherford Appleton Laboratory
Chilton, Didcot, Oxon OX11 0QX, UK
Phone: +44 1235 446235
Fax: +44 1235 446362
Mobile: +44 (0) 7770326304
E-mail: [email protected] / [email protected]
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
CONTENT
Content
1
INTRODUCTION .........................................................................................................................................6
1.1
1.2
PURPOSE OF THIS DOCUMENT .................................................................................................................6
OVERVIEW AND RATIONALE ....................................................................................................................6
2
CATEGORISATIONS ..................................................................................................................................8
3
IDENTIFICATION STRATEGIES ............................................................................................................9
3.1
OBJECTIVES OF THE IDENTIFICATION STRATEGIES....................................................................................9
3.1.1 The Strategic Aims of our Identification Strategies ............................................................................9
3.1.2 DIRECT CONTACTS: External Advisory Committee ......................................................................10
3.1.3 INDIRECT CONTACTS ...................................................................................................................11
3.2
NETWORK MULTIPLIERS .......................................................................................................................11
3.2.1 Rapid multipliers .............................................................................................................................. 11
3.2.2 Membership multipliers ....................................................................................................................11
4
VISUALISATION .......................................................................................................................................13
5
COMMUNICATION STRATEGY ...........................................................................................................15
5.1
5.2
5.3
COMMUNICATION GOALS ......................................................................................................................15
COMMUNICATION CHANNELS................................................................................................................15
COMMUNICATION TIMELINE..................................................................................................................16
6
APPENDIX 1: MEMBERS AND PROSPECTIVE MEMBERS OF THE EXTERNAL ADVISORY
COMMITTEE: .....................................................................................................................................................17
7
APPENDIX 2: PROJECT PARTNERS IN THIS WORKPACKAGE: .................................................20
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
1
INTRODUCTION
1.1 PURPOSE OF THIS DOCUMENT
As part of our outreach plans, and making use of the interactive map (WP4400), this document
describes how we will keep track of organisations active in the area of digital preservation.
1.2 OVERVIEW AND RATIONALE
This work package is one of a group of work packages, shown below, within Spreading Excellence
the stream of the Network of Excellence.
The first 4 are essentially (although not exclusively) one way communications from APARSEN
outwards. The last two, including this work package, are much more two way communications
channels.
The relationship between these WPs is illustrated below.
In line with this picture, this work package will first and foremost attempt to reach Colleagues in DP
with the aim of active two-way engagement and interaction.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
This document fits into the overall communications strategy laid out in the Communications Plan
(D44.1)
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
2
CATEGORISATIONS
At the moment we have, inherited from PARSE.Insight, a classification of organisations as
1. Funding/policy agencies
2. Researchers
3. Preservation (professionals including data managers)
4. Publishers
In the ODE project a consultation is being prepared in which (3) is split into (a) data managers (b)
infrastructure providers and (c) libraries.
Researchers (class (2)) has sub-classes of

Agriculture and nutrition

Behavioural sciences

Humanities

Life sciences

Medicine

Physical sciences

Socio-cultural sciences

Social sciences

Technology

Psycholinguistic

<no Community>
These sub-classes are also used to indicate the communities which (3) serve.
In our Identification Strategies, we shall follow these classifications for the section of ‘Colleagues in
DP’.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
3
IDENTIFICATION STRATEGIES
3.1 OBJECTIVES OF THE IDENTIFICATION STRATEGIES
3.1.1
The Strategic Aims of our Identification Strategies
The official objective of this WorkPackage is to make contact with other stakeholders across Europe
and beyond, with a focus on reaching out beyond the constituencies represented in the consortium.
The strategic rationale behind this is simple. Within project APARSEN we are only too well aware
that many activities and initiatives are undertaken around the globe in the area of digital preservation
and permanent access.
While the size of the Network of Excellence as created within this project aims at an almostcomprehensive coverage within the EU-context, we need to help avoid fragmentism and siloism
beyond this reach for digital preservation to be truly effective. In the global environment of research
data, standards need to be aligned in early phases and best practices can be best introduced if endorsed
by many actors in the information chain.
This Workpackage plays a pivotal role in that aim. The strategic objective is best summarised as
twofold:
A. Identification of parties active in DP:
For the identification of stakeholders, we chose a networking approach based on a conceptual
model of concentric circles (see illustration next page). Via our network inside and beyond the
APARSEN-project, we shall use the multiplier effect of all these contact points to constantly
add and further complete our stakeholders list.
The concentric circles model (or: Onion Model) works as follows:
- the inner circle represents the hard core of the APARSEN project partners (33 in total)
- the next circle represents the External Advisory Committee (now 33 organisations)
- the circles beyond that represent organisations and people affiliated and or interested in the
area of digital preservation.
B. Communication with parties active in DP
The Onion Model with the concentric circles indicates the level of intensity of communication
and engagement. Evidently, the inner circle will have the highest level of interaction, followed
by the next circle where the focus of this particular workpackage lies. The goal of this WP is
to come to a roadmap of opportunities for common approaches across key stakeholders
OUTSIDE APARSEN.
The External Advisory Committee is composed in such way that we can expect the most
active stakeholders around the world to be represented (see appendix). We wish to accomplish
this by organising active engagement from the External Advisory Committee.
The External Advisory Committee consists of a group of DP experts who will provide
feedback on APARSEN and provide links with other organisations within the community in
the EU and around the world.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
With this group, we aim to:
- come to interaction and bi-directional engagement about Digital Preservation solutions
and infrastructure being developed;
- inform these stakeholders of milestones reached in the APARSEN project in an in-depth
way that fits their own level of expertise;
- learn from milestones reached elsewhere by other stakeholders;
- encourage uptake of outputs of APARSEN and proposals for further research;
- ensure alignment and collaboration with external initiatives within and related to the
digital preservation community
- in order to help facilitate convergence of standards and best practices in this area.
Hard Core:
APARSEN
project partners
External
Advisory Board
Other parties
Via the experts in this Board and their affiliations with important organisations in this area, we will be
able to work via:
- Direct Contacts
- Indirect Contacts
- Network Multipliers
- Membership Multipliers
3.1.2
DIRECT CONTACTS: External Advisory Board
For this task we shall work together closely with the External Advisory Board. This Board will consist
of 25 to 40 people, selected and invited on the basis of:
-
their particular expertise on the topic of preservation and permanent access to research data
-
their link with organisations and institutions active in this area
-
their geo-spread, with good representation outside the EU, in particular: US, China, Russia,
Latin-America, Australia, Asia and South Africa.
First invitations have been sent out, generally with a positive response, and more are to follow. Full list
of candidates who accepted and prospective candidates can be found in the appendix.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
3.1.3
INDIRECT CONTACTS
Indirect contacts are all interest groups as identified in D44.1, the communication plan. We shall
continuously enquire with EAC members if we can expand the names and addresses we have for those
lists.
We shall also regularly harvest the indirect contacts list to fiond out if any groups are worth promoting
to the direct contacts. Important and proven useful indirect contacts will be transformed into direct
contacts.
3.2 NETWORK MULTIPLIERS
3.2.1
Rapid multipliers
Via the Onion Model of concentric circles, we wish to leverage our activities in this workpackage via
network multipliers.
There are existing organisations which can be used as rapid multipliers, especially those that also act
as coalitions or consortia. Our list of External Advisory Committee members, for example, counts 15
people affiliated with an organisation categorised as ‘preservation professionals’ (from data managers
to national libraries). As many as 11 of these can be typified as coalition- or consortium-type
organisations that assemble a group of organisations with digital preservation interests. To provide
some examples:
-
Datacite is a new international consortium from libraries engaged in central registering of
research data and making them retrievable via a common system of persistent identifiers.
Pangaea does something like that for earth observation data, while
-
CoData is aiming at a World Data System (WDS) bringing together an interoperable networks
of trustworthy data repositories.
-
the Open Planets Foundation combines over 20 organisations in their aim to provide tools and
solutions for digital preservation and to create a digital networks of organisations engaged in
digital preservation.
Via these networks, we hope and aim to engage actively with many more contact points.
By liaising effectively with initiatives like these, the NoE can establish better aligned common
practices in the area of Digital Preservation.
3.2.2
Membership multipliers
Membership of the External Advisory Committee shall be used to create a multiplier effect to the
organisations with whom our Advisory Board members network. Presently, the number of people
invited and to be invited (see appendix) counts 31 names.
Their organisations are spread over the categories as listed in the introduction as follows:
Goverment body/ funding/ policymakers: 4 (UK, US, SA, Can)
Research: 12 (1x Int, 2x UK, 4x US, NL, SA, Can, Aust, China)
Preservation Coalitions: 11 (2x Int, 4x US, 1x EU, 2x UK, Brazil, India, Ger)
National Libraries and Archives: 4 (US, NL, DK, Finl)
If each of these organisation with whom contacts are established via membership of the External
Advisory Committee, networks on average with another 5 to 10 organisations, we have a massive
multiplier – and no matter if some overlap occurs there.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Another multiplier that will be applied is that of the membership of the Alliance for Permanent
Access. The Alliance, who has always played an important role in the creation of APARSEN, counts
17 members now and is growing rapidly.
(see http://www.alliancepermanentaccess.org/index.php/membership/ourmembers/)
The Alliance aims to develop a shared vision and framework for a sustainable organisational
infrastructure for permanent access to scientific information. In this sense the goals of the Alliance and
of project-APARSEN go alongside.
While the membership shows some overlap with the present project-partners of APARSEN, the
Alliance adds the benefit of continuity and sustainability of the project intentions and efforts also after
the project has been concluded. Stakeholders with whom APARSEN manages to achieve good
engagement and involvement, will be invited to join the Alliance so that future convergence of
initiatives is further secured.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
4
VISUALISATION
The database of organisations will be expanded throughout the project and made available for public
use.
In the PARSE.Insight project an interactive map was produced which allowed one to select, by
location, grouping and discipline, to show organisations concerned with digital preservation. This map
is available via the APARSEN web site which links to http://dltpsmap.globit.com/imap/.
As can be seen the groupings available at the moment are

Funding/policy

Research

Preservation specific

Publishing
Zooming in allows one to see individual locations and then obtain further information, including links
to web sites.
Grant Agreement 269977
CONSORTIUM AND EU
13 / 20
Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Throughout the project, this map will be extended and adapted to all useful organisation contacts we
receive via the External Advisory Committee.
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
5
COMMUNICATION STRATEGY
This workpackage will operate alongside and in line with the communication plan of WP 44. In
particular, this workpackage focuses on the active engagement of the groups represented via the
External Advisory Committee.
5.1 COMMUNICATION GOALS
As mentioned in the strategic rationale of Chapter 3, the aim is to come to a roadmap of opportunities
for common approaches across key stakeholders OUTSIDE APARSEN.
With this group, we aim to:
- come to interaction and bi-directional engagement about Digital Preservation solutions and
infrastructure being developed;
- inform these stakeholders of milestones reached in the APARSEN project in an in-depth way that
fits their own level of expertise;
- learn from milestones reached elsewhere by other stakeholders;
- encourage uptake of outputs of APARSEN and proposals for further research;
- ensure alignment and collaboration with external initiatives within and related to the digital
preservation community
- in order to help facilitate convergence of standards and best practices in this area.
5.2 COMMUNICATION CHANNELS
For this, we shall use the following channels:
1. Webinars
2. All material and social network activities as produced via the communication plan
3. Conferences and meetings as mentioned in the Communication Plan
4. External Reviewer tasks
Via the External Advisory Committee we shall reach out to stakeholders elsewhere and actively invite
their input. The following channels will be used for this:
-
-
dedicated webinars (2 x p.a.) for the External Advisory Committee -- with updates on progress
in various WP's of APARSEN, as well as open discussions on possible alignments,
collaborations, in the area of common standards for preservation and permanent access
invitations to all APARSEN conferences and workshops, also to contribute as a speaker
-
invitations to be consulted on or act as peer reviewer for draft APARSEN reports
-
circulation of any and all intermediate APARSEN reports that come available
-
dedicated invitations to WP-meetings if and where relevant
Grant Agreement 269977
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
5.3 COMMUNICATION TIMELINE
In general, this workpackage shall follow the timing and scheduling of WP44 who is repsonsible for
the Communication Plan.
Especially for the Webinars with the External Advisory Committee, this workpackage shall
synchronize with the milestones of the various workpackage delivering their output.
This leads to the following rough schedule:
Project Month
Webinar
Deliverables for presentation
M 15-16
Spring 2012 Webinar,
WP’s 14, 24, 26, 33
Topic: Trust
M 22-23
Autumn 2012 Webinar:
(may coincide
with annual conf)
Topic: Standards
Several internal deliverables, aim is to share early
views with stakeholders elsewhere
M 28-29
Spring 2013 Webinar
WP’s: 21, 23, 32, 34, 36
Topic: Sustainability
M 34-35
Autumn 2013 Webinar
WP’s: 16, 25, 27
(may conincied Topic: Usability
with annual conf)
M 40-41
Spring 2014 Webinar
22, 31, 25
Topic: Access
M 48
Grant Agreement 269977
No webinar, replaced
by final conference
ALL
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
6
APPENDIX 1: MEMBERS AND PROSPECTIVE MEMBERS OF THE
EXTERNAL ADVISORY COMMITTEE:
Accepted as member: 12, of whom 7 outside Europe
Name and Org
Neil Beagrie, Ch Beagrie
Email
[email protected]
Accepted
Reagan Moore UNC, USA
[email protected]
Accepted
Martha
NDIIPP
[email protected]
Accepted
Wouter Los LifeWatch
[email protected]
Accepted
Dinesh Katre Indian Centre of
Competence
for
data
preservation
[email protected]
Accepted
Heila Pienaar
South Africa
[email protected]
Accepted
Sayeed Choudhury Datanet
[email protected]
Accepted
Robert Chadduck
[email protected]
Accepted
[email protected]
Accepted
[email protected]
Accepted
Majlis Bremer-Laamanen
National Library of Finland
[email protected]
Marcel Ras
Royal Library Den Haag
[email protected]
AndersonnLoC and
Response
US National Archives
Keith Jeffery
STFC/ ERCIM etc
Birte Christensen-Dalsgaard,
Nat Libr DK
Invited: 6, of whom 3 outside Europe, but still awaiting response:
Invite sent
Responses
Seamus Ross, Canada
[email protected]
YES
Herbert van de Sompel, LANL
[email protected]
NO
Kevin Ashley
[email protected]
NO
[email protected]
NO
Digital Curation Centre
University of Ediburgh
/
Kathleen Cass
ICSU CODATA,
Director
Grant Agreement 269977
Executive
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Jan Brase DataCite director
[email protected]
NO
Michael Diepenbroek World
data Sysem and HA
[email protected]
NO
Prospective candidates: 13, 10 of whom outside Europe, being invited.
Invite sent
Colin Web, Australia
NO
Bram van der werf, OPF
[email protected]
Open Planets Foundation
NO
Mark Hedges
[email protected]
NO
Mark Thorley (Codata UK)
[email protected] NO
Dora Ann Lange
CRIA, Brazil
[email protected] NO
Canhos
Tod Carpenter, NISO
[email protected] NO
John Helly
San
DiegoSuperComputerCentre/
Scrips Oceanography
[email protected] NO
JianHui Li Chinese Academy
of Sciences
[email protected] NO
BrianMacMahon Int Union of
Crystallography
[email protected] NO
Karen Morgenroth National
Research Council Canada
[email protected] NO
Paul Uhlir National Research
Council US
[email protected]
NO
Martie van Deventer CSIR
South Africa
[email protected]
Micah Altman Harvard, IQSS
(Inst Quant Social Sc)
[email protected]
Grant Agreement 269977
NO
NO
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Date:31-10-2011
Stakeholder identification and communication strategy
Project: APARSEN
Doc. Identifier: APARSEN-REP-D45_1-01-0_1
Geo-spread:
US/Can: 12
Europe: 11
Aust-Asia: 3
Int: 2
Africa: 1
Latin America: 1
Background:
Government (funding/policymaking): 5
Research: 12
Preservation coalitions or consortia: 11
Nationa Libraries: 4
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Stakeholder identification and communication strategy
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Doc. Identifier: APARSEN-REP-D45_1-01-0_1
7
APPENDIX 2: PROJECT PARTNERS IN THIS WORKPACKAGE:
Partner
STM
CSC
BL
FORTH SBA
IKIRAS ONB
total
M7–
Person
Months
Start/end
2 (lead)
1
1
1
2
4
3
14
Roles and Responsibilities:
STM: lead, overall responsibilities, planning and organisation of Webinars for the EAC
IKI-RAS: tbd
ONB: maintaining the interactive map of stakeholders
SBA: webinar organisation
CSC: ibidem
BL: ibidem
FORTH: ibidem
Contacts:
STM: [email protected]
CSC: [email protected]
BL:
FORTH: [email protected]
SBA: [email protected]
IKI-RAS: [email protected]
ONB: [email protected]
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M48