WP44 External communications and awareness raising: amending the DoW

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Start month End month WP leader
8 46 48 ONB

Objectives

This WP helps to raise awareness of the issue of digital preservation. This will be done through the members of the consortium but also through the network of Digital Preservation ambassadors stakeholders as mentioned in Task 4110 identified in WP45 and defined in D44.1 (p.15, onion model). It will help to establish APARSEN as one relevant platform for information on digital long term preservation. This work package tends to serve all major strands of communication – from well-know techniques as newsletters to recently emerged facilities such as social media facilities.

It will bundle the information taken from different work packages and restructure and elaborate relevant information to release and inform on the NoE.

This work package will also continue the maintenance and further development of the PARSE.Insight Interactive Map, which gives an overview of the organisations identified as active stakeholders in Digital Preservation Research and Practice.

Description of work and role of partners

Task 4410: Draft Communication plan

Create the project Communications Plan, as described in part B.

Task 4420: Communication outreach and awareness monitoring

This task will implement and monitor the communication plan. WP44 is one of the core WPs for communication within the APARSEN project. Task 4420 will implement and monitor the communication plan and coordinate all communication activities in this WP44. It will oversee and encourage communication through the different communication channels as e.g. website, social media, newsletter and Interactive Map and provide texts for several dissemination activities. Task 4420 will provide project publicity material e.g. a high level brochure and scientific folders as well as a general APARSEN ppt presentation, which will be updated regularly. Task 4420 will also communicate with all other WP4X in APARSEN stream 4 “Spreading Excellence” to align and coordinate all communication work in this project. In particular, we plan to involve a network of “associate partners”. Additionally in this task a network of “associate partners” will be involved.These are organisations that do not want to join the network formally but would be happy to contribute real world examples of data that need to be preserved. Example associate partners could, from contacts by partners through other projects, include multi-media companies such as the BBC, environmental organisations such as national weather prediction organisations a collaboration of Pharmaceutical organisations, and companies in areas such as defence and engineering or finance. We will test agreed preservation activities on this data using the test environments identified in work package 1400 and report back to them. We will generalise these observations in order to make broader recommendations that can be disseminated to the wider digital preservation public community through partners like the DPC.

Task 4430: Support communication of PM

Coordinate with PM (5200) on key message and deliver input for project communication facilities, website etc – deriving from, for example a track of relevant events gathered in 4100). Serve as point of contact for press and media.

Task 4440: Set up of Editorial team Board for and communication (social media)

It is vital that the communication messages are well installed within the project. This wp work (in coordination with PM, stream and work package leads) is on tying in project members in contribute and informing on their findings, experiences, daily live. On a regular basis deputies from all streams shall give input and news on their findings and contribute to the outside communication of the project. Communication activities within the scope of WP44 will be overseen by an Editorial Board. Its members will ensure communication efforts are consistent in their tone and content. The Editorial Board will act as a pool of reviewers for communication material, who will individually or in small groups review content produced within the communication activities of WP44. The Editorial Board will monitor updates received from WP leads, select those with high publicity potential and check the quality and consistency of outgoing messages.

This is a way to make the project interesting and vital beyond consensual manners. The findings shall be mainly executed throughout social media facilities all communication channels of APARSEN.

Task 4450: Install and curate social media facilities

As findings of previous projects (such as CASPAR) showed, there is a need for getting in touch with a broader community than the target groups within libraries, research centers etc. This shall be executed through a low threshold access as provided by social media facilities (Facebook, Microblogging, Twitter).

It will be relevant for this task to track developments in the field of social media and constantly feed and uptake.

Task 4460: Drafting and issue of newsletters

In coordination with other streams regular newsletters on the project will be written and issued. Mailing lists will be identified and an issue system will be set up (in coordination with 5200)

Task 4470: Interactive Map (FTK, GLOBIT, DNB, KB)

The Interactive Map developed as part of PARSE.Insight visualises active stakeholders in Digital Preservation research in Europe. It is based on data sets which were identified in the course of the project and/or provided by related projects such as DPE. The scope of the Interactive Map needs to be broadened in order to cover all relevant communities of practice addressed by APARSEN, e.g. Industrial Design and Engineering. Additionally, its database needs to be continuously maintained and updated. Therefore, more sophisticated management functions for adding/updating organisational profiles need to be provided.

List of deliverables

  • D44.1Social media facilities plan Communication Plan (M12)
  • D44.2 Annual report on communication activities (M46)

Description of deliverables

D44.1) Social media facilities plan Communication Plan: After setting up the Editorial team Board for communication (social media) this plan reports the identified, relevant social media platforms and outlines strategies for their usage. sets out the strategy for the APARSEN's internal and external communication activities throughout the lifetime of the project [month 12]

D44.2) Annual report on communication activities: This internal delivery collects all information about the implemented communication outreach and the awareness monitoring. Intermediate deliveries M24 and 36 [month 46]

Withdrawal of Philips and IKI-RAS

In terms of Philips one PM gets lost which TESSELLA wishes to take and therefore no further action is needed. With reference to IKI-RAS we will loose 4-5 PMs which as far as I understood was mainly meant for dissemination purposes in Russia. This is not explicitly written down in the DoW so we do not have to reduce the scope of the WP but inform maybe the PO that we loose stakeholders in Russia as recipients of our results.

Future planning of WP44

  • production of a booklet on sustainability
  • intense use of website, the newsletters, our social media channels for dissemination of edited outcomes of the different WPs
  • build up of an APARSEN stakeholder database and further development of the Interactive Map
  • networking in terms of communication with other projects and initiatives being active in digital preservation
  • continue investigations with associate partners from the pharmaceuticals industry to establish a Common Pharma File Formats Initiative/Forum


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

WP44
  • Correct references to other WPs

Simon please correct:

under Task 4420:

Task 4420 will also communicate with all other WP4X WPs (WP41 - WP45) in APARSEN stream 4 “Spreading Excellence” to align and coordinate all communication work in this project. We will test agreed preservation activities on this data using the test environments identified in work package 1400 WP14 and report back to them.

under Task 4430:

Coordinate with PM (5200 WP52) on key message and deliver input for project communication facilities, website etc – deriving from, for example a track of relevant events gathered in 4100) WP41). Serve as point of contact for press and media.

under Task 4460:

In coordination with other streams regular newsletters on the project will be written and issued. Mailing lists will be identified and an issue system will be set up (in coordination with 5200 WP52)

  • T4440: delete first sentence: Simon please delete this sentence
  • T4450: words missing at end

It will be relevant for this task to track developments in the field of social media and constantly feed and uptake update them with the latest activities and outcomes of the project..

  • T4470: be more precise about what “more sophisticated management functions”

Task 4470: Interactive Map (FTK, GLOBIT, DNB, KB)

The Interactive Map developed as part of PARSE.Insight visualises active stakeholders in Digital Preservation research in Europe. It is based on data sets which were identified in the course of the project and/or provided by related projects such as DPE. The scope of the Interactive Map needs to will be broadened in order to cover all relevant communities of practice addressed by APARSEN, e.g. Industrial Design and Engineering. Additionally, its database needs to be continuously maintained and updated. Therefore, more sophisticated management functions for adding/updating organisational profiles need to be provided. The project will design workflows and setup editing interfaces, which allow for continuous maintenance of the underlying stakeholder register and corresponding organizational profiles.

LIST OF DELIVERABLES

Add further deliverable "D44.3 Interactive map of stakeholders in digital preservation (M30)"

DESCRIPTION OF DELIVERABLES

* "D44.3 Interactive map of stakeholders in digital preservation: A web application that allows for interactive search and browsing stakeholders in digital preservation [month 30]" The type of deliverable will be "Other" (no report). Although the web application will serve the public, its resources (software, stakeholder database, etc.) will not be laid open.

-- SimonLambert - 2012-10-17

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Topic revision: r16 - 2012-12-21 - VeronikaPraendlZika
 
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