NDSA:Outreach Meeting Minutes 12-12-11

NDSA Outreach WG Meeting Minutes: Monday December 12, 2011

Agenda:

Monday December 12, 2011, 3:00 p.m. EDT

• Announcements
• Social Media Updates: Follow http://twitter.com/ndsa2 and/or use the hashtag #NDSA2 in their tweets.

Action Team Updates:

Brief updates on the current status of the work of the “Stories” and the “Digital Preservation in a Box” Action teams.

“Storytellers” have a call scheduled for Thursday Dec. 15 at 3:00 p.m. EASTERN.

The “DPB” action team has a call scheduled for Tuesday Dec. 13 at 1:00 p.m. National Campaign:

Reintroduce and revisit some of the ideas explored earlier this year around developing a national-scale marketing campaign, possibly in conjunction with an entity like the Ad Council, to dramatize the importance of preserving digital information for the long-term.

One of the initial tasks is to generate an outline of the different discrete activities that will make up an overall approach to a national campaign. There is an updated space on the wiki for this activity:

http://www.loc.gov/extranet/wiki/osi/ndiip/ndsa/index.php?title=Large-scale_national-level_Public_Awareness_Campaign Other business

Participants:

Linda Reib, Vickie Allen, Pam Greenburg, Dever Powell, Helen Tibbo, Jane Zhang, Sue Manus, Deborah Rossum, Dan Dodge, Jaime Stoltenberg, Sarah Rhodes, Bob Downs, Dan Mealo, Carol Minton Morris, Blane Dessy

Guest scribe: Vickie Allen

Action Team Updates:

DPB:

Dan from Easy Scan has put an Omeka instance on a draft website for “Digital Preservation in a Box,” so feel free to offer feedback (http://ndsa.ezphotoscanning.net/omeka/home). There is forum software associated with the box, as well, so you can answer questions in a “forum within a forum” section.

Dan said there would be more information on the call Tuesday, 12/13, with the DPB action team. He said the animation is up and running.

Future plans call for about a 60 sec video intro to get people comfortable and up and running with the site layout. Video script can be shared with anyone interested.

Storytellers:

Carol Minton Morris provided an update on the “Storytellers” action team. Work is continuing on the page (https://docs.google.com/spreadsheet/viewform?formkey=dE54RFprc0duVHg2aXRoUkNNZ0xTeVE6MQ) that Amanda French put up of primarily personal data loss stories, and more details will be available in the call on Thursday, 12/15. There is a combination of personal and institutional stories that have been submitted, and there is an effort to come up with a process to gather more personal stories, as well as find production assistance.

General Discussion:

Butch opened with a reminder to take time over the next month or so to think about our action agendas for the new year, and the reinvigoration of the national campaign. He provided the following updates:

• 1.Thanks to Carol Minton Morris’ diligent work, the official twitter account for NDSA has been established. (See info in above agenda under Social Media Updates.) More information on the password and more are on the Social Media wiki page: http://www.loc.gov/extranet/wiki/osi/ndiip/ndsa/index.php?title=Social_Media
• 2.A reminder that NDIIPP has a Facebook page, so don’t be afraid to post updates directly to the page to get the word out or to draw attention to your work. Or you can email Butch or Carol with info, if you prefer.

Butch offered a congratulatory “shout out” to newly elected members of the NDSA Coordinating Committee, especially Helen Tibbo and Amy Rudersdorff of the OWG. Congrats to John Spencer and Kate Wittenberg, as well.

Butch continued by asking what kind of actions would folks like to see in the new year? What can we do as a group that we can’t do individually?

Blane would like to see cementing of stronger relationships with professional organizations and associations, and explore getting commitments from larger players. Is there any value to a bigger push here?

Carol MM suggested we could do a mini-outreach campaign.

Butch noted that the partner recruitment page of the wiki has posted a toolkit to assist folks with outreach. Building on this, we could coordinate with each other to do outreach at events or meetings we may attend.

Blane suggested partnerships could help promote our websites or conferences and position us to be part of a larger conversation, and asked how do we get to leadership and what do we want a group like, for example, ALA to focus on? Added that people don’t know what we are offering.

Butch noted we can offer expert knowledge on digital preservation, and added that policy is our strength and asked how we can proceed at this level.

Carol MM said we should make our NDSA brand more understandable, and noted that the “Storytellers” group found during outreach activities that the chain of our brand is not always understood.

Blane noted that NDSA is a network, rather than a preservation organization, and we need to make our “info sharing” structure distinct, and asked what can we prepare and send out that would resonate. He added that Roberta Schaeffer (new head of Library Services at LC), is very interested in this issue and we should think about having a high level LC advocate.

Butch outlined the key factors: What is the ask? Need 5 items, or 3, or 1. And what is the offer from us? There must be a trade and it must be clear.

Blane asked if there exists a coalition of industries or a vendor community that is identifiable.

Butch said there are some possibilities… The Open Geospatial Consortium creates standards and the like, but he likes the idea of starting with established library organizations. Suggested we have our message honed before we take it more broadly. What does NDSA want from, say, ALA?

Blane suggested we might want to see if the ALA council would consider adopting a resolution acknowledging work we do, or partnering with us, or working on legislation, etc. We would need to do more research to figure out how to get to management offices.

Carol MM said we need to first identify the organizations we would like help from or would like to work with.

Blane suggested SAA may have an interest in digital preservation work.

Helen asked what we would be asking SAA to do that would have an impact. Do we want more people doing dp? Knowledge of NDSA? Our own label on this? She said SAA has a 5 year plan and change comes very slowly, and we can reference the strategic goals on the SAA website. They have a new Digital Archivist certificate program curriculum. Suggested we can give our stamp of approval on what they are doing, and that would get our name out there. She pointed out that libraries and archives differ on rights and access policies, and these initiatives take diplomacy and persistence, and perhaps LC has the cachet to make inroads.

Blane pulled up SAA document online and said it is divided by “Desirable Outcome” and “Measurable Activities.” Asked how we fit within this structure. Can we meet with them to discuss, and can we help them achieve their goals. Maybe ALA is too big, and we can continue to search out more suitable partners.

Butch said maybe we can look at 10 organizations that range in size and divide work, then take a look online at their strategic goals and see where we might fit. We can set up a “getting to know you” meeting and present the “ask” and “offer.” Asked for other thoughts.

Jaime (Wisconsin) asked about collaborations at the state and local level and with people or groups in your own community. She said she has given several presentations in her area and on her campus, and there is a definite interest. Her area of expertise is mapping and geospatial technology data, and the library school at Wisconsin is active in this area of digital preservation. She has an upcoming presentation at the library school.

Blane suggested that perhaps Wisconsin could be a test case. How can we realize DPB? What are lessons learned? Also suggested capturing presentations via teleconferences.

Butch said DC and Michigan are already testing the Digital Preservation in a Box resources. Suggested groups share slides and other info on presentations by members, and thereby we collect stats, etc. on outreach. Reminder that Wiki has recruitment info for help.

Jane asked her students to journal and document progress and outcomes on using DPB tools in Digital Curation class at Catholic U. Will discuss with students the possibility of sharing and posting their findings on Wiki. (More discussion during DBP call on 12/13.)

Action Items: • 5 bullets to constitute the “ask” • 5 bullets to constitute the “offer” • List 10 organizations to contact/target • Split out some of the work and mine the online docs for information

Members were in agreement, so an “Organizational Outreach” section has been added to the wiki at http://www.loc.gov/extranet/wiki/osi/ndiip/ndsa/index.php?title=Organizational_Outreach.