NDSA:Organizing Workshop Notes

NDSA:Next Steps and Timeline

Organizing Committee Review
1/10/11 Circulate notes from the workshop to entire organizing committee
1/10/11 Draft compromise language for controversial topics
1/21/11 Request commentary from organizing committee on unresolved issues
1/21/11 Write up an executive summary or synopsis of the meeting
1/28/11 Incorporate new comments from organizing committee

NDSA Entire Membership Review
Timeline for document review and ratification by all NDSA members
2/04/11 Send revised draft of organizing documents to all members
2/18/11 Review and comment period for documents
2/25/11 Incorporation of revisions from entire membership
3/01/11 Vote by entire membership for ratification
3/08/11 Voting period ends

Determine initial Coordinating Committee formation practices
Confirm the next NDSA meeting –as a workshop at the NDIIPP Partners Meeting
Compile and circulate for review definitions of key terms (Member, Participant, Working Group, Action Team, etc.)

NDSA:Executive Summary

Members of the new National Digital Stewardship Alliance gathered for a two-day workshop, held December 15-16, 2010 in Washington, DC, to discuss how the NDSA will be structured and function as a collaborative, volunteer organization. The goal of the workshop was to make decisions about the basic structure of the NDSA.

Prior to the workshop, the member volunteers worked virtually to develop a draft set of recommendations for the Alliance mission and values, a membership model and governance structure. This Organizing Committee of volunteers reviewed and discussed those documents during the workshop.

The workshop allowed small groups to discuss each of the draft recommendation documents (see Appendix). Following the small group discussions, each group reported out to the larger group on the topic and questions presented for discussion. Overall, this exchange of information brought out similar comments, ideas and recommendations that were raised in the small group discussions. Conversely, contentious topics or conflicting viewpoints were identified during the report outs as areas where there did not appear to be a consensus or agreement.

The discussion on the values, mission and action statements resulted in a majority agreement around the draft documents. Pointed discussion revolved around specific terms in the mission and action statements, but overall, the group appeared to agree “stewardship” as the central, defining value of the Alliance. Agreement on the tightly crafted mission, value and action statements was the product of these discussions and the revisions of these documents will be put forward for the NDSA membership to ratify.

A spectrum of viewpoints was represented during the membership discussion. While the small group discussion revolved around how new member institutions could join the Alliance, divergent views emerged during the report outs as to ultimately what type of membership model the Alliance should follow. In particular, there was no consensus on membership eligibility (open to all interested parties vs. a restricted membership), if membership could be revoked, and what membership treatment (such as an affiliate status) international organization and commercial vendors/hi-tech companies should receive (or not at all). However, all participants in the discussions agreed that new member organizations should share the values of the Alliance, should demonstrate a commitment to digital preservation, and membership requirements/eligibility should be transparent. Based on the discussion, the Library will review the notes and comments from the workshop and attempt to derive a “middle of the road” membership model that will take into account the various opinions. This model will be proposed for review to the Organizing Committee for review and comment before being circulated to the entire NDSA membership for review, comment, and, eventually, ratification.

The discussions around the organization structure of the Alliance had many areas of consensus, similar to the mission and values discussion. Discussion highlighted that a light-weight governance structure is preferred over formal, hierarchical structure. It was also agreed that there should be a Coordinating Committee which will be tasked with providing the Alliance strategic vision and performing liaison duties with the working group to avoid duplication of work efforts, among other duties. While certain areas remain undecided (how to nominate Coordinating Committee members and that whether a Committee convener or chair/officer is needed), it was decided that a draft bylaws-lite document will be incorporate decision points and the document will provide a basis of the Alliance will work together in the first three-year period.

Also during the workshop, each of the working groups reported out and highlighted their work achieved to date. Many working groups drafted charters and work plans. Participants expressed concern how work across the groups would be transparent (this will be solved as a Coordinating Committee task) and asked for clarification of Working Groups and Action Teams. The Library agreed to draft NDSA terms for the membership to review to clarify roles and responsibilities; these terms will be incorporated in the organizational documents.

Regarding next steps, the Library agreed to review notes and decision points and revise the draft recommendations documents (see above timeline for more specific information). These documents will be forwarded to the Organizing Committee and posted on the NDSA wiki for review. Following the comment period, the revised documents will be distributed to the NDSA membership for review and ratification. Some matters remain undetermined – such as how Coordinating Committee members will be nominated – but it appears that the process of these organizational matters will be determined during or following the review of the documents.

NDSA:Appendix

Workshop Agenda Organizing Documents [Draft One From the Workshop] Participant List