Meeting Information

Date and Time: June 25, 2025, 15:00-16:00UTC

Meeting link: See calendar invitation

Attendees

• Jyrki Ilva 
• Erica Johns
• Pierre Lasou  
• Isabel Bernal 
• Ianthe Sutherland 
• Dirk Verdicchio 
• Lieven Droogmans 
• Agustina Martinez-Garcia 
• Pascal-Nicolas Becker 

Ex-Officio:

• Tim Donohue 
• Holger Lenz 

  Note taker

Apologies

• Andrea Bollini (4Science) 
• Maureen Walsh 

Agenda

Notes

Strategic Vision Document & Wiki Proposal - Update

• Vision Document is in good shape; we had a few comments from Steering; this is now the final version, we will send this to Steering
• We will mention the documentation announcement in the communication to the community

OR2025 updates

• Suggestion to send out slides pertaining to the merger from Tim and Holger's presentation to the community
• Include also a link to the feedback form
  • Q: How will we address the comments in the feedback form?
• Also distribute it to the National User Groups Coordinators (To do for Holger)
• Suggestion to send it out to all DSpace Members
• Q: would it be confusing if we send it out to everyone on its own without context? Perhaps wait until the communication from Steering has been sent out
• Had two DSpace dedicated tracks at OR, which is unique (no other repositories have that)

Communication Plan

• Suggestion to have a communication plan in place that keeps us on track
• Suggestion to also put in place a webinar series in order to provide a platform for people to ask questions; Holger has been working on this
• Is it too early to talk about the decision making process? The two planning groups ought to give a recommendation to Governance, which will then make a decision
• Q: How will we incorporate feedback in general in the communication to the community? Depends on comment – is it valid? Do we need to address it?
• It's important that the community feels heard and has a voice in the process
• Suggestion to hold a webinar in conjunction with the merger
  • Prepare a document that avoids duplicate comments and questions and prepopulate it 
• Holger will start a draft of the high level communication piece to the community; will discuss this in two weeks at our next meeting
• Put in place a continuous feedback loop for the community that's always available and open as we communicate with the community
• Holger will send a message to the two people who have left their contact information in the form to acknowledge receipt of their questions/feedback
  • Add language about intentions with form and thank them in advance to filling it out; we use this to tap into community feedback

Action items

• Holger will draft high-level communication piece
• Work out communication plan
  • Schedule webinar/Q+A in September
• Redesign the feedback form to avoid duplication

Next meeting

• Review of communication piece draft
• What elements do we need to include in the comms plan?
• How to rework the feedback form