Management Policies on Digital Collections Christiane Quaisser & Stefanie Krause Museum für Naturkunde Berlin contact: stefanie.krause@mfn-berlin.de SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Framework SYNTHESYS3 NA2 Objective 1: Managing New (Virtual and Physical) Collections Task 1.1 Develop policies for virtual CM and integrate JRA outputs  Christiane Quaisser Task 1.2 Produce handbook of best practice and standards for 3D imaging of NH specimens  Jonathan Brecko Task 1.3 Develop policies for new physical CM  undertaken by Obj. 2 Task 2.4.: Ole Seberg SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Framework SYNTHESYS3 NA2 Objective 1: Managing New (Virtual and Physical) Collections Task 1.1 Develop policies for virtual CM and integrate JRA outputs  Christiane Quaisser Task 1.2 Produce handbook of best practice and standards for 3D imaging of NH specimens  Jonathan Brecko Task 1.3 Develop policies for new physical CM  undertaken by Obj. 2 Task 2.4.: Ole Seberg SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Framework Task 1.1: Develop Policies for Virtual Collections Management and Integrate JRA Outputs lead: MfN, Berlin partners: CSIC, MRAC, NHM, NMP, RBGE, RBGK, UCPH  close cooperation with SYNTHESYS3 JRA Objective 4 CETAF Collections Policy Board (CPB) CETAF Digitization Working Group (DWG) other internal and external experts SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Task 1.1 Description Aimed result: recommendations on common European digital data management policies and procedures, based on existing European digital collections policies Topics to cover: areas such as sustainable storage, open access, and IPR and ABS; also data generated by new digital extraction techniques and crowdsourcing (using JRA outputs) in conjunction with NA3: promotion results via CETAF, CPB, SPNHC, and national fora SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Communication and interaction July 2015: CETAF CPB core group meeting in Paris October 2015: CETAF 38 General Meeting, DWG & CPB meeting, in Geneva June 2016: SPNHC in Berlin October 2016: CETAF CPB meeting in Madrid April 2017: CETAF 41 General Meeting in Bonn June 2017: SPNHC 2017 in Denver All the time: communication with SYNTHESYS3 partners SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Implementation Basis: Questionnaire on the gathering of digital data produced by visiting researchers and on the presence of respective procedures and/or policies (CETAF CPB in December 2014, TAF leaders in February 2015) Research on existing and already established collections management policies (CMP) covering digital data as well as on other principles Dialogue and discussions with internal and external experts Common principles produced by the CPB and experiences SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Implementation Two ways – two products: Policy Statement: Common Principles on Digital Data Produced by External Users of Natural History Collections  implementation common principles, maintenance highest professional standards, clarification authorities and responsibilities, guidance necessary workflows for implementation Recommendations: Management Policy on Digital Collections  online handbook supporting NH institutions during development and implementation of their specific Management Policies on Digital Data (MPDC) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Policy Statement “Common Principles on Digital Data produced by External Users of NH Collections” SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Policy Statement “Common Principles on Digital Data produced by External Users of NH Collections” mainly driven by Michel Guiraud (MNHN), with participation of CSIC, MRAC, NHM, NHMW, NMP, RBGE, RBGK, and UCPH in close cooperation with CETAF Collections Policy Board (CPB) issued on the 15th December 2016 available on the SYNTHESYS website and the website of the CETAF CPB working group SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Policy Statement “Common Principles on Digital Data produced by External Users of NH Collections” aim: develop and adopt common principles for management of digital data produced by external users to balance costs and benefits of them external users: e.g. guests working with the collection and borrowers of collection material principles to optimize the management of digital collection data produced by external users within the legal framework and commitments, e.g. relevant ethical codes and the Bouchout Declaration SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Policy Statement “Common Principles on Digital Data produced by External Users of NH Collections” principles aim to, e.g. facilitate the access to the collections by external users value the contribution to the collections by external users set quality standards (e.g. regarding resolution and available metadata) inform external users comprehensively beforehand guarantee and organize the (long-term) availability and usability of digital collection data produced ensure (standardized) acknowledgments SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections collaborative effort of Task 1.1 participants, JRA Objective 4 participants, and external experts (mainly CETAF CPB and CETAF DWG) working platform: SYNTHESYS 3 Biowikifarm http://synthesys3.biowikifarm.net/syn3/NA2/objective1/task1/cmp aim: provision of comprehensive information and recommendations to support natural history institutions in their efforts to create their own Management Policies on Digital Collections (MPDC)  living document SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections ever evolving document, to be continuously updated and extended will ideally cover all aspects, which should or may be treated in a MPDC available under the Creative Commons Attribution-ShareAlike License (CC BY-SA 3.0) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC D. Related Links and Documents E. Glossary F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements aim and rough content of the handbook, SYNTHESYS background B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC D. Related Links and Documents E. Glossary F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections  nature of a MPDC, its benefits and limitations, measures to enhance the MPDCs acceptance , premises for lasting relevance C. Contents and Suggested Structure of a MPDC D. Related Links and Documents E. Glossary F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC  e.g. target groups of MPDC, clarification of authorities and responsibilities, property rights and licensing, digitization approaches D. Related Links and Documents E. Glossary F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC D. Related Links and Documents  extern websites on relevant topics and with Collections Management Policies covering digital data E. Glossary F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC D. Related Links and Documents E. Glossary  list of abbreviations used F. Attachment (Proposed Phrasings) SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Management Policy on Digital Collections Recommendations: Management Policy on Digital Collections structure of handbook: A. About the Draft Recommendations: Management Policy on Digital Collections and Supplements B. Overview: Background and Aims of a Management Policy on Digital Collections C. Contents and Suggested Structure of a MPDC D. Related Links and Documents E. Glossary F. Attachment (Proposed Phrasings)  proposed phrasings which may be used as templates to create own MPDC SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017

Looking into the future policy statement: to be adopted by SYNTHESYS partners and taken on by the CETAF Collections Policy Board handbook: to be taken over by the CETAF Digitization Working Group for further development Sustainability of the products: sustainable provision and promotion of regularly updated (if necessary) and widely used and recognized documents SYNTHESYS Final Meeting, 6th – 7th June 2017 London, 7th June 2017