iPres Working Group Wiki

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This page is hosted by DPC for the iPres community

Introduction to the iPres Working Group


The iPres Working Group (iWG) was convened after iPres 2018 to undertake a review of the current structure and governance of iPres, and to make recommendations for its future in the Action Areas listed and explained below.

To date a number of actions and activities have taken place:

  • Spring 2019 - current version of the iPres charter shared for community review and comment
  • Spring 2019 - a brief survey conducted to gather information from the community about the future of iPres
  • Ongoing: coordinate with interested individuals or groups to ensure that issues and concerns are heard and included
  • September 2019: outcomes and recommendations from the Future of iPres Survey and the iPres Charter Review shared at iPres 2019 (81 responses from community members) - see presentations and data here:
  • September 2019: the continuation of the iWG to address the 2019 recommendations approved by the iPres Steering Group at its annual meeting
  • Winter 2019 - Summer 2020: iWG 2019-2020 worked to consolidate the 13 recommendations presented at iPres 2019 into five action areas (amid pandemic disruption)
  • September 2020: action areas packaged for the community to engage with - and volunteers sought to help with next steps and gathering feedback from the whole community to ensure that the outcomes align with expectations.

The aim of the iWG is to complete work on the recommendations and to present iWG 2020-2021 outcomes at the rescheduled iPres 2021 in Beijing.

Following the iWG update at #wemissipres (Day 3), continuing and new members of the iWG will work on the Action Areas, inviting feedback from the iPres community at intervals.

Purpose and Culture


2019 Recommendation 1: iPres is a conference that supports the development of a diverse and inclusive digital preservation community and facilitates the exchange of knowledge, experience, and skills.

iWG Outcome: approved for use by the iPres community

2019 Recommendation 2: iPres should have a statement of values supporting diversity, inclusion, accessibility, and environmental sustainability.

iWG Outcome: Draft iPres Statement of Principles that supports diversity, inclusion, accessibility, and environmental sustainability ready for community feedback.

2019 Recommendation 3: iPres should have a standard Code of Conduct that is enforced at all iPres conferences [and events]. Organizers should inform attendees about the code of conduct and its enforcement.

iWG Outcome: Using the iPres 2018 Code of Conduct, the first for iPres; the iPres 2019 Code of Conduct and other community examples as a starting point, the proposed iPres standard Code of Conduct is ready for community feedback


Governance


2019 Recommendation 4: iPres should continue to have a governance body with specific changes to its membership and selection to ensure diversity and reflect a broad range of skills. See the complete recommendation for more details.

iWG Outcomes: Proposal: - the proposed iPres Governance and Election Framework is ready for iPres community consideration and action:

  • convene a small group of 5-7 iPres community members to seek review/approval by iPres community then address these recommendations by iPres 2021
  • adjust current iPres Streering Group membership to include a representative from five previous iPres conferences and a representative from the next two iPres conferences
  • reach out to allied organizations to identify liaisons to include in the iPres Governance group to inform iPres initiatives

2019 Recommendation 5: iPres should have a community governance document in place of the iPres Charter to reflect the principles and practices expressing in the feedback shared with the iPres Working Group (2018- 2019) iWG Outcomes: Proposal: Seek volunteers for a small group of iPres community members to propose a revised iPres Charter using the community from the 2019 review as a starting point and seeking additional community input.

2019 Recommendation 6: iPres should hold regular elections to fill elected posts on the iPres governance body. See the complete recommendation for more details. iWG Outcomes: Proposal: Building on the iPres Governance and Election Framework, conduct an election to elect 5 members from the iPres Community to serve on the revised iPres governance group.

Elections


iPres will hold regular elections to fill elected posts on the iPres Governance Group. Registration to vote is open to the whole digital preservation Community and may be carried out online. Elections aim to ensure diversity of gender, geographical spread, organization type (including different sizes and maturity), and level of seniority.

See our draft election process for iPres (pending: nominating committee suggestions) and add your comments

Transparency


iPres is transparent in its governance and organizing activities, including but not limited to: governance papers; engagement around selection of hosts; communications and opportunities for community input.

This webpage is a hub for open and transparent communications where you will be able to find developmental documents relating to iPres governance and other documentation in support of active community feedback.

Regular communications for those interested in staying up to date with iWG news and developments are sent to the email listserv DIGITAL-PRESERVATION-IPRES@JISCMAIL.AC.UK, you can subscribe to this list here

Meetings


The iPres governance group will meet annually and as needed throughout the rest of the year with shared agendas and support for online open agenda items, providing reports and updates.

COMING SOON: Agenda for the next iPres STG meeting and past documentation

Conference Hosting


After 2023, the criteria for location selection will be as follows: a. Geographic diversity (expanded to include Africa and South America) b. Political climate in host country (particularly in relation to issues of discrimination) c. Accessibility (with regards to ease of travel and physical access to the spaces) d. Appropriateness of facilities

iPres community members will be invited to share their feedback about future hosts.

Revisit the call for hosts for iPres Conferences in 2024, 2025, 2026

Access


iPres supports streaming for as many conference sessions or events as possible to enable access for those members of the community who may not be able to attend in person. At a minimum this will include streaming of keynote and other plenary presentations, as well as recording and share recordings for all/most sessions with online collaborative notes.

All future iPres conferences and other events will include accessible and supported virtual options.

COMING SOON: Draft guidelines for streaming and other virtual conference options

Conference Program


iPres is taking steps to increase participation from underrepresented groups and countries, and going forward the conference program should include research, innovation, and established and emerging practice as well as time for community discussions and ad hoc programming.

COMING SOON: Draft guidelines for diverse and balanced conference programs

Proceedings


iPres proceedings represent all sessions and content shared at the conference, including full conference proceedings, recordings, and community notetaking.

COMING SOON: Draft guidelines for sharing full conference proceedings

Future of iPres


The iWG will continue to address the recommendations presented as part of the community feedback sought in 2019. If you would like to join the iWG please contact: Digital-preservation-ipres@jiscmail.ac.uk