WP41 External Workshops, symposia and events: amending the DoW

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Start month End month WP leader
7 46 LTU


The objective of this WP is to contribute to the mobilisation of stakeholders towards creating the conditions for the existance and sustainability of the VCoE. To address this aim, WP41 will be focused in sharing APARSEN results with the targeted audiences defined in the APARSEN Communication Plan develped through WP44. The main communication channel of WP41 are events, mainly workshops and symposia involving participants outside the consortium. The aim will be to spread information and knowledge, and further advance the level of understanding digital preservation issues. Existing industrial and engineering networks, like for instance aerospace, automotive, and manufacturing industries pertaining to long term preservation, will be used part of this.

The scope of these workshops and symposia will be to inform stakeholders outside the consortium about Digital Preservation (DP) issues and the foreseen benefits DP practictioners could reap from VCoE services.. These stakeholders will then be able to “spread the word” both in academia and in industry to promote that digital preservation becomes a part of the research or information production workflow, as well as provide feedback to the APARSEN project.

Description of work and role of partners

This work package will be executed in different levels - identification of different needs among the groups of interest, planning, design and coordination of information and finally execution. This work package will act also in consultation with project internal workshops and programmes (mainly within WP 1500.) The work package will also cooperate with APA and other DP inititatives/projects regarding external arrangements such as workshops, conferences etc. The tasks will integrate key persons from inside and outside the consortium dealing with digital preservation in order to share the latest findings of the project and enable those key persons to spread the messages and findings of APARSEN to their own networks. The key persons will also feed information from the field back to the APARSEN project.

Task 4110: Identification of priority target audiences for workshops and communication actions (Task leader FTK)

This task will identify researchers outside the consortium membership which should be invited to the workshops. In addition to from research and industry further circles of interest such as senior or data managers, publishers, functionaries etc. will be identified and their needs examined throughout a survey or questionnaire.

Task 4120: Events and conference tracking (Task leader DANS)

In addition to the identification of target audiences also core events such as conferences, symposia etc. have to be spotted and registered. Keep on track relevant events and conferences and ensure presence of NoE in cooperation with other work packages and the project management. The list of gathered events has to be continuously maintained. The findings will be kept track of in the internal wiki and distributed to regular online updates (to be established within 4400).

Task 4130: Production of information material (Task leader INMARK)

This task involves the conceptualisation, drafting, publishing of information material, presentations etc. that may be of relevance for workshops. It will gather and take into account already existing material on digital preservation, etc. and output from other streams, integrate this information and create relevant information material.The collection of information material produced to support the portfolio of APARSEN events, will be annually reported in Deliverable D41.1.

Task 4140: Organisation and administration of events (Task leader LTU)

This task involves the actual organisation and administration of external events and symposia. It includes the finding of location, organisation of facilities, accounting etc. This wp also requires strong interdependency with wp 4300 (training), relying on its findings and programmes. 6-8 events will be organized/co-organized annually by APARSEN.

Task 4150: Engagement of external actors 1: Research (Relevant Actors and Stakeholders from Libraries, Publishers, and Data Centers and Research Institutions) (Task leader: LIBER supported by FTK)

In alignment with Tasks 1110 and 1330 actors and stakeholders within and outside the consortium will be engaged to reflect on existing gaps within the European e-infrastructure and discuss about the possible impact of measures aimed at optimizing the business relationships between libraries, archives, data centres. Possible models for cooperation and co-existence, but also common standards and policies will be assessed according to the perceived benefits of the respective parties involved. The task activies will be reported on in the D41.1.

Task 4160: Engagement of external actors 2: Industry and Engineering communities (Task leader: AIRBUS supported by ICT)

As described in Task 1120 and 1340 the technical recommender level of major industries are identified and addressed in the selected associations. In this work package liasons at industrial bodies will be engaged to collaborate in active workgroups, and thus work within and support the recommended activities also outside the consortium.

This will also lead into the development of a workshop to inform and educate industrial IT (PLM) Mangers about requirements to allow integration of long-term preservation evolving their current PLM processes. The task activies will be reported on in the D41.1.

List of deliverables

  • D41.1 Workshops planning and summary report (M46)

Description of deliverables

D41.1) Event planning and summary report: These reports will provide valuable evidence of the effectiveness of our work in Spreading Excellence. We would hope to see a cumulative growing number and variety of organizations attending these events, ensuring that we are not just speaking to those already converted. There will be intermediate deliveries at M14 and 26 [month 46]

Further revisions in response to feedback from Project Officer 12th/14th December

-- SimonLambert - 2012-10-17

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Topic revision: r9 - 2013-01-24 - JohnLindstrom
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