Notes on APARSEN MegaMeeting Thursday 7 June 2012


  • David Giaretta
  • Krystina Giaretta
  • Jeffery van der Hoeven
  • Orit Edelstein
  • Barbara Bazzanella
  • Suenje Dalmaier-Thiessen
  • Yannis Tzitzikas
  • Christoph Bruch
  • Silvio Salza
  • Kirnn Kaur
  • Patricia Herterich
  • Olivier Rouchon
  • John Lindstrom
  • Susan Reilly
  • Rene van Horik
  • Juha Lehtonen
  • William Kilbride
  • Hans Ulrich
  • Herve L'Hours
  • Eefke Smit


We have not heard anything yet from the Project Officer about the reviewers report. If we do not hear anything by tomorrow, DG and SL will contact the PO to chase this up.

Review of notes from previous meeting

Agreed as an accurate record of the meeting.

Review of Actions

DG went throught the action list and reiterated the on-going action to check the Risk Register.

There is an action for all WP leaders to produce information about the Common Vision and John L is trying to finalise the planning workshop at the LIBER conference.


ALL - Reminder to all WP leaders to produce information about the Common Vision

ALL - On-going action to check the risk register.

All Hands/GA Meeting 19-21 June, Brussels

There are still some participants missing from the list on the Wiki. DG will send out a reminder to everyone and would like to firm up the agenda for the All Hands Meeting next week. The second day will be a Common Vision workshop with splinter sessions. During the first day, we will use the morning to alleviate some real issues that need to be discussed i.e. improvements on the streams and then follow up with the plenary session in the afternoon.


1. Please let DG/SL know about any additional issues that need to be covered in the GA session. 2. The questionnaire for the workshop has been circulated and DG will get an update on the responses and follow up with a reminder e-mail. Please look at this - the deadline for the template is 15 June.

3. We also need to produce WP Risk Registers.

Administrative matters

The first year reporting including cost statements SL sent out an e-mail advising everyone that the EC require additional information. If you look under WP51, there are links to the information required. It appears that most of the partners need to provide more information, otherwise the funds will not be distributed. If you have problems putting in the details, send an e-mail to SL and DG and they will assist you.

Effort Reporting Please continue to fill in your effort.

Review of Risk Register

DG asked everyone to ensure they look at this and identify any risk and add them to the register. Please use OAIS terminology to enure consistency.


We will update the Wiki page now and every month or every quarter, we will re-release the document with this information. WK suggested we should include a requirement to use OAIS terminology and this should be used in the deliverables as well as including it in the 'Quality Review' process.


1. Add additional columns 'Action' and 'Date'

2. Add the risk - 'lack of suitable expertise in staffing'. Mitigation: Regular evaluation of staff carrying out the work in the project.

3. Review the whole Risk Register and number the items

4. Mention that quantifying the cost benefits is being addressed in WP32.

5. Christoph suggested the addition of 'Project Costs' as a project risk factor i.e. travel costs, conferences, meetings, publications.

6. Remove the word 'personal' from the risk register - Add clarifications and examples.

7. Add WP specific numbers where they are appropriate.

Stream 1 Integration - Deliverables and Work Packages

WP11 - preparing for the workshop and filling in the survey circulated from the external facilitator.


WP13 - Hans Ulrich reported that they are continuing work on their WP and awaiting feedback from the last deliverable.

WP14 - DG advised that a mega meeting is being organised and has updated the mechanism for collecting data examples. AH has offered preservation as a service from Tessella and several other test beds where practical.


Please look at the additional deliverables coming up to Month 26. There are quite a lot of them that we need to be working on.

Stream 2 Technical Research - Deliverables and Work Packages

WP21/22 - Barbara Bazzanella commented that they are collecting comments.

WP26 - The report is due and this is currently being worked on. A new draft will be sent out today and they are confident that this will be delivered on time.

Stream 3 Economic & Legal Research - Deliverables and Work Packages

WP32 - There is a meeting today and Kirnn said that they need to increase momentum and more participation from partners.

WP34 - DG hosted a meeting on the 10 May and has put the minutes on the Wiki. We need to pick up some momentum.

WP36 - Christoph reported that this is progressing and has sent round a draft report with comments.

Stream 4 Sustainable Uptake - Deliverables and Work Packages

WP44 - The plan is to re-organise the web site looking at a number of options for the re-design and also in the process of producing a leaflet that should be available to distribute to partners in Brussels.

WP45 - Planning for the first Webinar, which is intended to show the first results of the WP's, firstly around Trust with the 32 partners, people from the EAB and stakeholders in other projects. As a tentative programme, the speakers we have preliminarily selected are: Silvio Salza Hans Pfeiffenberger or Christoph Bruch Yannis Tzitzikas David Giaretta & Simon Lambert will give two short presentations on the project itself Guest Speaker from the EAB e.g. someone from the Open Planets Foundation

This will be recorded so that it is available for those who could not be there and repeat the webinar in other time zones a few days later. This will occur in the week beginning 9 July. ES will send round a Doodle Poll to see who will be available - DG and ES will discuss the logistics off-line.


Eefke Smit will send round a Doodle Poll to see who will be available for the Webinar.

Any other topics

-- KrystinaGiaretta - 2012-06-11

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