Co-funded by the European Union under FP7-ICT Alliance Permanent Access to the Records of Science in Europe Network Co-ordinated by aparsen.eu #APARSEN D44.1: Communications Plan Dr William Kilbride Digital Preservation Coalition APARSEN Year 1 Review, Luxembourg, Feb 2012

D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN WP44: Partners

D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN Spreading Excellence Work Packages

D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN WP44: 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN D44.1: Stakeholders Identifies 11 internal and external stakeholder groups refined from DoW: Includes a description of each group and analysis of relevant objectives and key messages 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

D44.1: Communication Plan Dr William Kilbride, DPC APARSEN Year One Review, Luxembourg, Feb 2012 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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 Co-funded by the European Union under FP7-ICT aparsen.eu #APARSEN 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