Europeana Network Association Members Council Meeting 2019, The Hague by Marco de Niet

Members Council
meeting
The Hague| 5-6 March 2019

Agenda
• Welcome, apologies and introduction
• Updates on activities of Europeana Foundation
• Vision/Strategy for ENA in the next 2 years
• Energizer exercise: Kahoot quiz
• ENA contributing to Europeana Strategy 2021-2025
Day 1
MC meeting 5-6 March 2019
The Hague
CC BY-SA

Welcome
● Ice-breaker session
● New Management Board introduction
● Message from the previous MC
Introduction
The Hague
CC BY-SA

Welcome
The Board and the Council: We work together

Welcome
The new (and old) Management Board

”We managed to successfully keep the ENA alive and to attract new members” “We're happy to have achieved
progress in communicating Europeana as the main European community for digital transformation of the
cultural sector, with cross-national and cross-sectoral collaboration as it main characteristic. “
“We've realized that some of the major issues with the ENA were a lack of focus, and not taking on
responsibility”. “We've realized that it takes quite an effort to keep the ENA alive. “Accept that we move slowly
and understand that you have many hats on as an MC member: employee, elected representative, colleague,
representative of a sector.”
“In our role as members of the Council we have learnt that there are opportunities, challenges and
interesting times ahead.” “We have learnt that people from diverse institutions: libraries, archives and
museums, coming from so many countries and speaking so many different languages can work together In
harmony and cohesion.”
“We would like to advise you, as the new Council, to focus on what you can bring to the table. We advise you
to engage more profoundly in spreading the Europeana gospel and be active in what you are passionate
about.”
The previous Council has a message for you
The Hague
CC BY-SA

EUROPEANA FOUNDATION:
ACTIVITY UPDATE
United Kingdom
Snell, A practical guide
to the examination
Wellcome Collection

VISION & STRATEGY
FOR ENA
2019-2020
Netherlands, Public Domain
1660 - 1625, Rijksmuseum
Anonymous
Arrival of a Portuguese ship

The Hague
CC BY-SA
The object of the Association is to support accomplishing of the joint aspiration of Europeana:
We transform the world with culture. We build on Europe’s rich cultural heritage and make it easier for
people to use for work, for learning or for fun. Our work contributes to an open, knowledgeable and
creative society.
The Association is the community that shapes Europeana. We believe in creative collaboration
and teamwork. We are committed to making, sharing, promoting and repurposing Europe’s
digital cultural heritage.
We endeavour to achieve this objective by:
★ using our individual expertise to encourage innovation and foster cross-border and cross-
domain collaboration between people from cultural heritage, creative, technology, education
and research areas;
★ developing, validating and implementing the standards and frameworks that improve access
and discovery;
★ promoting Europeana’s activities within professional networks;
★ participating in Europeana governance and strategy by electing 6 members for the
Governing Board of Europeana; and supporting and advising the Board regarding its policy
and business.
Aspiration of the ENA

The Hague
CC BY-SA

SWOT of the ENA (2019)
Strengths:
★ Number of members (2300)
★ Crossdomain composition
★ Rooted in European core values
★ We have proven innovation in some areas (copyright,
impact)
★ Tech community as thought leaders
★ Connection to other networks
★ Democratic setup
★ Relationship with EF
★ Core of dedicated people
Weaknesses:
❏ Engagement of the MC
❏ Benefits of membership unclear
❏ Lack of continuity (follow-up) on previous results
❏ Not clear what ENA expects from its (new) members
❏ We overestimate our innovation in different areas
❏ Relationship with EF
❏ Heterogeneous composition (too loosely connected)
❏ No clear branding
Opportunities:
➢ Other funds for networking are available
➢ New community setup
➢ Bring EU-level cross-domain curation into equation
beside access
➢ Stronger connections with the EF and EC- strategies
➢ Innovative force of the network (e.g in relation to
research and Open Science)
➢ More inclusiveness, capacity building and thought
leadership
➢ Audience development approaches
Threats:
❖ Other communities/networks provide better/more
information
❖ EC diverts its attention to other areas/activities
❖ Lifecycle developments
❖ Identity politics
❖ Becoming too incrowdy
❖ Time constraints of members

→ Relatively low-engagement of the MC in between meetings (W) can be improved with the new setup of
communities (O).
→ Because there is no clear branding of ENA (W), it is not always clear what ENA expects from its members (W),
and as their time is constrained (T), there is a danger of a lack of continuity and follow-up on previous results (W).
We could address these issues by finding additional funds (O), by getting inspired by other networks (O) and by
paying more attention to audience development approaches (O).
→ Unclear membership benefits (W) together with heterogeneous composition (W) and lifecycle developments (T)
could be addressed by bringing EU-level cross-domain curation into equation as a key value of the digital
transformation of cultural heritage institutions.
→ Stronger connections with the EF and EC/DCHE strategies (O) can contribute to more focus, engagement,
inclusiveness, capacity building (e.g. through trainings) and thought leadership (O) (although a close relationship
with EF can be considered both a weakness and a strength)
→ The ENA has a core of dedicated people (S) but it can start to feel too ‘incrowdy’ for others (T), making it
difficult for outsiders to get connected. Communities (O) need to find a balance between exclusiveness,
inclusiveness and becoming too heterogeneous.
→ The ENA can improve its innovation capacity building by reinforcing already existing thought leadership in
successful areas (Tech, copyright, impact) (S) and look for more opportunities in others (research, education) (O).
ENA SWOT confrontations (mitigations)

Strategic direction and work plan for
ENA by the end of 2020
• Group work on priorities and
opportunities for ENA
• Report back
The Hague
CC BY-SA
Letter carrier from "Letters from the Land of the Rising
Sun”.1886 - 1892, British Library
United Kingdom, Public Domain

Energizer exercise: Quiz
Stephan Bartholmei
Sweden, Public Domain
1948, Örebro läns museum
Klingberg, Gösta
ÖSK:s "isprinsessor" Karin Åslund, Inga-Maj
Säflund och Ingrid Skarström vid Eyravallen

Quiz
Let’s play …
Kahoot.it
570825 Title here
CC BY-SA
The Hague
CC BY-SA

Finland, CC0
National Digital Library
The masquerade ball
Pesne, AntoineENA CONTRIBUTING
TO EUROPEANA
STRATEGY 2021-2025

ENA contributing to Europeana
Strategy 2021-2025
Advice on the Europeana Initiative Strategy 2025 (due November 2019)
● 1st meeting 28-02-2019 in Luxembourg, 2nd meeting in April 2019
● Merete Sanderhoff represents ENA
● The European Commission set up a list of 9 questions to underpin the discussions
about the future strategy (e.g.: What will change from what we are currently doing?
What value can Europeana bring to end users, e.g. European Union citizens and how it
should be reflected in the future Strategy?)
● Merete will participate in MB virtual meetings prior to DCHE meetings
● In between MC members may be asked to provide feedback on specific questions
Outcomes of February DCHE Sub-Group meeting
The Hague
CC BY-SA

Strategy 2021-2025
Evaluation of Europeana (by public consultation)
The Hague
CC BY-SA
“Aims to provide evidence for, and support to, the
evaluation of Europeana and the assessment of
possibilities for its future development.”
“The study methodology has been designed to gather
and analyse relevant information to address the
evaluation questions relating to the relevance,
effectiveness, efficiency, coherence and EU added
value of Europeana. To address these questions, the
study used mixed methods for data gathering and
analysis, combining the characteristics of both
quantitative and qualitative studies.”

Evaluation of Europeana by public consultation
The Hague
CC BY-SA
“Europeana Network Association has great
potential” (p.107)
“based on the public consultation analysis, 24%
of the responses indicated dissatisfaction with
their participation in ENA activities, particularly
highlighting that the respondents felt that their
contributions were not taken into account by
Europeana decision makers.” (p.108)
“This new Members Council provides a better
representation of aggregators and cultural
heritage institutions.” (p.107)
“The benchmark shows that Europeana is in
line with best practices when it comes to the
generation of networks and
ecosystems of cooperation and value
exchange.”

The Hague
CC BY-SA
Europeana is relevant to EU needs and priorities, as it provides added value by creating a
network of experts and cultural heritage institutions, enables European cooperation, as
well as improves the availability and re-use of European cultural heritage across sectors
and across national borders.
Relevance:
Europeana is targeting a significant number of user profiles, whose motives for engaging with
Europeana are quite diverse. The diversity of users and their interests in Europeana creates a
challenge in maintaining a high quality of services for all user groups
Effectiveness:
The Europeana infrastructure faces a number of challenges and there are constraints in
relation to data input from partners. Additionally, from a technical point of view, there is
significant room for improvement in areas such as increased automatisation and semi-
automatic indexing combined with semantic networks.
Efficiency:
The evaluation results confirm that Europeana maintains overall internal coherence.
Europeana’s services and activities (e.g. creating a network of content providers, developing
tools for the provision of content, the definition of a common metadata standard and a
platform to access this content) are in line with its main objective to make European cultural
heritage content accessible through a single access point.
Coherence:
Europeana has played a significant role in the digital development of the cultural heritage
sector in Europe. In particular, the Europeana Network is seen as a relevant element for
the continuation of cross-border and pan-European collaboration among cultural
institutions, while contributing to international standardisation. The case study analysis
indicates that Europeana's efforts have been fundamental to enhancing cooperation and
standardisation activities across borders, with a common goal of increasing the use of
international standards for sharing digitised cultural material throughout Europe and beyond
EU Added Value:

The Hague
CC BY-SA
Selection of issues relevant to ENA:
“Although a number of actions have been launched with data partners to improve data quality, the varying
quality and inconsistencies of metadata, as well as the lack of translated metadata, continue to affect the
findability of objects through searches on Europeana as well as the overall user experience.”
“Although two thirds of the public consultation respondents indicated satisfaction with various aspects of
Europeana content, the majority of responses to the open question on the same topic were
constructively negative. These answers pointed to issues related to geographical (underrepresented
countries) and thematic coverage, as well as the unsatisfactory quality of the content.”
“The level of multilingualism of the portal is another issue. Respondents pointed specifically to the lack of
translation of metadata and to inconsistencies in search results when searching in different languages.”
“Duplication of work and a lack of motivation is evident from some cultural heritage organisations that
follow a ‘publish and forget’ model especially if their contribution to Europeana was funded by a European
project.”
“There is a need for Europeana to further attract end-users and to improve the way how they are reached.
Services in particular needs to be adapted to the fast-technological changes and to the new modes of
communication.”

Strategy 2021-2025
Feedback on specific points of the
Europeana Strategy 2021-2025 and
the Europeana Evaluation
Discussion
The Hague
CC BY-SA

Agenda
• Association business
• Communities (plenary)
• Communities (breakout groups)
• Wrap-up and next steps
Day 2
Title here
CC BY-SA
The Hague
CC BY-SA

ASSOCIATION
BUSINESS
1644, Rijksmuseum
Adriaen van Utrecht
Banquet Still Life

Association business
● MC and ENA communication sources & channels (ZM)
● Update on role of Aggregator Forum (SdG)
● Europeana conference/AGM and role of the communities (GvdL)
● The governance of Europeana & the ENA communities (SB)
● Working Groups (SB):
○ Annual WGs set-up: Governance WG
○ State of the inactive WGs
● Budget update (FT)
○ Reimbursement rules
Items to cover
The Hague
CC BY-SA

Information sources
● Dedicated pages on Europeana Pro: ‘about ENA’, sign-up, MB, MC, ENA
members, communities, TFs, WGs, events
○ Main source of information
● Pro updates on ENA and Europeana activities
○ Pro news = latest blogs
○ Publications
○ Press releases
● Monthly newsletter ‘Network Update’ (1292 subscribers, 45-52% open. rate)
○ Overview of latest ENA and Europeana news
○ Community news
○ Calls to action
● ENA Mailing list (2334 recipients)
○ Relevant information related to ENA membership (elections, campaigns,
AGM, etc.)
MC and ENA communication sources & channels
The Hague
CC BY-SA

Communication platforms
● Europeana LinkedIn Group (4180 subscribers)
○ Regular updates
○ Active communication and information sharing among ENA members and
beyond
● Community specific channels
○ Mailing lists (Tech)
○ Twitter (Tech, Research, Copyright)
○ LinkedIn (Education, Impact, Communicators)
○ Newsletter (Copyright, Impact, Communicators, Tech)
○ ...
● Basecamp
○ Active communication and information sharing for MB, MC, EF Gov. Board,
community steering groups, TFs, WGs, Aggregator Forum, projects, etc.
○ Does’t work very well… do you know a better alternative??
MC and ENA communication sources & channels
The Hague
CC BY-SA

● 31 Accredited aggregators to the Europeana service
● Accreditation package: letter, factsheet, logo
● Set up the Agenda of the EAF meeting spring (The Hague, 3-4 April)
● Culture Commons project kicked off on 1 January 2019 and it will run for 18
months. It will develop an harmonised and coordinated environment for
national aggregators
Activities carried out (July 2018-March 2019)
The Hague
CC BY-SA
Update on role of Aggregator Forum

● EAF meeting spring (3-4 April)
● Recommendation paper: Aggregators response to the report from the
Commission on the evaluation of Europeana and the way forward
● Revamp Europeana Pro: develop a section to showcase the accredited
aggregators
● Next round of applications for new aggregators (+ 5 expected in 2019)
● Preparing the second EAF meeting of the year hosted by the Swedish National
Aggregator and supported by the Swedish Ministry of Culture
Next steps (April-October 2019)
The Hague
CC BY-SA
Update on role of Aggregator Forum

• Event set-up
• Venue
• Reimbursement
• Set up Programme Committee
• MC input and engagement (AGM WG)
Items to cover
The Hague
CC BY-SA
Europeana Annual event 2019

The Hague
CC BY-SA
ENA membership composition

The Hague
CC BY-SA
ENA membership composition by domain

The Hague
CC BY-SA
ENA membership composition by sector

The Hague
CC BY-SA
ENA membership composition by community

The Hague
CC BY-SA
Governance of the Europeana Foundation
2300!!
(March 2019)

Governance of the communities
The Hague
CC BY-SA

• … and where to find them (TODO SB: show on Pro)
• statutes
• Mandatory rules, legal requirements
• dutch version is definitive (notary involved)
• last updated February 2018
• changes need approval by General Assembly
• bylaws
• build upon statutes, supplementary rules
• last updated February 2018
• changes by absolute majority of members councillors
• procedures & decision making grid
• how-to, day-to-day guide
• documents do not yet reflect the existence of the communities.
The Hague
CC BY-SA
ENA Governance Documents

• Annual WGs set-up: Governance WG & AGM WG
• as in Art. 17.2 (e) and Art. 18 of the bylaws
WG chaired by Stephan Bartholmei
• Voting & Elections Committee forms out of Gov. WG
• at least three MC members
• State of the inactive (?) WGs
• Libraries WG (proposal: vote to abandon)
• #AllezCulture WG -> Communicators Community ?
• Copyright WG -> Copyright Community ?
The Hague
CC BY-SA
Working Groups (unlimited, no funding)

• Budget update March 2019
The Hague
CC BY-SA
Budget update
Items to cover

The Hague
CC BY-SA
Budget update
Budget category
Total
budget
2018
Actual
costs
In %
Budget
remainin
g
* Travel costs MC meetings 23.000 25.540 111,0% (2.540)
* Other costs (meetings and elections) 2.000 5.705 285,3% (3.705)
* Taskforces 21.000 7.917 37,7% 13.083
46.000 39.162 85,1% 6.838

The Hague
CC BY-SA
Budget update
Budget category-
Total
budget
2019
Actual
costs
In %
Budget
remaining
* Travel costs MC meetings 17.000 164 0,97% 16.836
* Other costs (meetings and elections) 2.500 180 7,19% 2.320
* Communities & task forces 30.000 0 0,00% 30.000
49.500 344 0,81% 49.156

The Hague
CC BY-SA
Budget update
Proposal
6 communities * 5000 = 30000 euro’s / community
Mid-term evaluation: if money not allocated/spent
then redistributed among other communities

COMMUNITIES
Netherlands, CC BY-SA
1911, Circus Museum
Anonymous
Troupe Banola leur dernière création

Netherlands, CC BY-SA
1911, Circus Museum
Anonymous
Troupe Banola leur dernière création

Communities
• Who are current community managers, chairs & co-chairs?
• What has been done so far?
• What is needed to make the community work better?
Progress update
Plenary
Title here
CC BY-SA
The Hague
CC BY-SA

Communities
● Finalize work plan and vision for 2019
○ Decide on concrete steps towards their implementation
● Discuss how ENA-members can get involved and contribute and how they can
benefit from being a member of your community
● Discuss Task Forces and plan your meetings
● Discuss success criteria
● Prepare the Governance of your Community
○ Agree on how to install the Community’s Steering Group within 1 month
● Report back on these issues
Progress in action
Breakout groups
The Hague
CC BY-SA

Each community to have:
● List of follow-up actions
● Success criteria
● Procedure for implementing governance
● Progress update - early April 2019
Norway, CC BY-SA
1921, Oslo Museum
Ernest Rude
Ernest Marini - dancer in a costume

NEXT STEPS
United Kingdom
Snell, A practical guide
to the examination
Wellcome Collection

● Approval: Minutes
and actions from
previous meeting
● Next MC meeting:
time and place
Title here
CC BY-SA
Woman Reading a Letter | Johannes Vermeer
1663, Rijksmuseum
The Hague
CC BY-SA

Wrapping up:
● What’s on the board?
● Any other questions or ideas?
United Kingdom, CC BY
1870s, Wellcome Collection
Kunimasa IV
Cats in human dress playing a variety of games,
including arm wrestling and tug of war.

Find your buddy!
The Hague
CC BY-SA
Franchise from BL YT 21, f. 11 | Guillaume de Lorris and Jean de Meun
c. 1380. The British Library | United Kingdom, Public Domain

Europeana Network Association Members Council Meeting 2019, The Hague by Marco de Niet

Europeana Network Association Members Council Meeting 2019, The Hague by Marco de Niet

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Europeana Network Association Members Council Meeting 2019, The Hague by Marco de Niet