Transcript aparsen.eu
Co-funded by the European Union under FP7-ICT-2009-6 Alliance Permanent Access to the Records of Science in Europe Network D44.1: Communications Plan Dr William Kilbride ([email protected]) Digital Preservation Coalition APARSEN Year 1 Review, Luxembourg, Feb 2012 Co-ordinated by aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: Work Package Overview Title: External Communications and Awareness Raising Duration: August 2011 – October 2014 (Dec 2014) WP Leader: ONB - Veronika Prändl-Zika No. of Tasks: 7 Total PMs: 53.5 No. of Participants: 16 D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: Objectives • Disseminate the results of APARSEN’s research and consolidation work • Raise awareness of digital preservation • Encourage alignment and collaboration between digital preservation projects and initiatives • Promote the Virtual Centre of Excellence D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: Partners D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: Tasks • • • • • • • 4410 – Draft Communication Plan (D44.1) 4420 – Communication Outreach and Awareness Monitoring 4430 – Support Communication of Project Management 4440 – Set-Up of Editorial Board 4450 – Install and Curate Social Media Facilities 4460 – Drafting and Issue of Newsletters 4470 – Interactive Map D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 Spreading Excellence Work Packages D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: 4410 - Draft Communication Plan • Task Lead: DPC • Main task for WP44 in the first year of APARSEN (From start of WP in August 2011) • Started with an analysis of Communication Plans from other FP6 and FP7 projects – Including SCAPE, PLANETS, DPE, TIMBUS, CASPAR – Identified best practice, potential stakeholder groups and possible communication channels – Helped determine document structure • Incorporated input from consultation on Wiki and AHM • Consulted plans for all Spreading Excellence WPs D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1 – Communication Plan • Public deliverable that will be made available on the APARSEN website • Sets out the high-level strategy for all internal and external communication activities carried out by APARSEN – Including the identification of stakeholder groups, communication channels to be used and roles and responsibilities • Also provides a more detailed plan of communication activities to be carried out by WP44 • Plan will be reviewed and updated in M18, M28 and M38 D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Objectives and Key Messages • Lists 9 objectives, including and expanding upon the WP44 objectives mentioned earlier – Includes awareness raising, promotion of the VCoE, stakeholder engagement, dissemination of APARSEN outputs and alignment with other initiatives • APARSEN key message: APARSEN will provide a new way of engaging with digital preservation, a consistent way and one which ties into the demands of the developing information society; you can be part of its development and benefit from the creation of the Virtual Centre of Excellence • Also includes 7 other key messages linked to objectives D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Stakeholders • Identifies 11 internal and external stakeholder groups refined from DoW: 1. APARSEN Partners 2. External Advisory Board 3. Related EU-Funded Projects 4. Preservation Practitioners 5. Cultural Heritage Institutions 6. Research Institutions 7. Students and Young Researchers 8. Commercial Organisations 9. Policy/Decision Makers and Funders 10.The Media 11.The General Public • Includes a description of each group and analysis of relevant objectives and key messages D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Communication Strategy (1) • On-going tasks and focused activities around milestones • Proactive and reactive approaches – Will develop and maintain own communication channels – Will tailor messages according to chosen channel – Will respond to external requests and opportunities as they arise • Plans, templates and procedures to be developed to ensure efficient, high quality and timely communication outputs • All APARSEN partners are expected to contribute to ensure communication outputs are regularly updated and informative D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Communication Strategy (2) • Preparations to be made near the end of APARSEN to ensure consistency of communication when handed over to VCoE • Internal and external communication channels defined – Including what messages should be communicated through the channel, when it will be used, who has responsibility for its maintenance and stakeholder groups that should be targeted • Editorial Board to oversee activities of WP44 • High-level description of the editorial process – Description of the Editorial Board and their function – Scope of their activities – Membership of the Editorial Board D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Plan of Activities • Sets out the APARSEN milestones, relevant work packages and proposed communication activities. • Includes a list of tasks to be completed before the first review of the Communication Plan in M18, including: – – – – – Design a PowerPoint template (completed) Produce the editorial procedures Plan for APARSEN newsletter Design a project brochure Contribute to expansion of the APARSEN website • Also includes a timeline showing these tasks and on-going activities D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 D44.1: Roles and Responsibilities • Defines the roles and responsibilities of: – – – – – All APARSEN Partners The WP44 Lead All Work Package Leads WP44 Participants The Editorial Board • Expands and refines the responsibilities included in the DoW • Encourages consistency in both the management of communication activities and the content and format of outputs D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN Co-funded by the European Union under FP7-ICT-2009-6 WP44: Next Steps • Finalise plans for social media and newsletter • Continue development of the interactive map • Assemble a project brochure • Complete drafting of editorial guidelines • Contribute to expansion of the APARSEN website • Identify external communication channels to be monitored • Begin collecting, editing and communicating project outputs/messages through available channels D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 aparsen.eu #APARSEN