1. Management Policies on Digital Collections
Christiane Quaisser & Stefanie Krause
Museum für Naturkunde Berlin
contact:
SYNTHESYS Final Meeting, 6th – 7th June 2017
London, 7th June 2017

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

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

14. 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
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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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