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Title:

Dublin Core Metadata Initiative - Structure and Operation

Creator: Renato Iannella
Creator: Rachel Heery
Date Issued: 1999-05-31
Identifier: http://dublincore.org/documents/1999/05/31/dcmi-structure/
Replaces: Not Applicable
Is Replaced By: Not Applicable
Latest version: http://dublincore.org/documents/dcmi-structure/
Status of document: This is a DCMI Working Draft.
Description of document: This document outlines a proposal for the structure and operation of the Dublin Core Metadata Intiative [DCMI]. DCMI is responsible for the development, standardisation and promotion of the Dublin Core metadata element set. With the continuing growth of international and interdisciplinary interest in the Dublin Core activity, it is now necessary to develop greater formality around the organisational structure and the decision making process. Providing explicit process and structure is critical for sustaining community confidence. The DCMI will be managed so as to reflect the broad interests of diverse stakeholders. This document should be read in conjunction with the Dublin Core Process Document. The Process Document details the operation of the Working Groups and the procedures for the development of proposals and recommendation documents.

Table of Contents


Introduction

This document outlines a proposal for the structure and operation of the Dublin Core Metadata Intiative [DCMI]. DCMI is responsible for the development, standardisation and promotion of the Dublin Core metadata element set. With the continuing growth of international and interdisciplinary interest in the Dublin Core activity, it is now necessary to develop greater formality around the organisational structure and the decision making process. Providing explicit process and structure is critical for sustaining community confidence. The DCMI will be managed so as to reflect the broad interests of diverse stakeholders. This document should be read in conjunction with the Dublin Core Process Document [PROCESS]. The Process Document details the operation of the Working Groups and the procedures for the development of proposals and recommendation documents.

Structure

This proposal seeks to clarify management responsibility and decision making process. It recommends:

  • simplifying the committee structure by merging the DC PAC and TAC into a single Advisory Committee (DC-AC) consisting of DC Working Group Chairs and DC Communtity Representatives
  • appointing a Chair and Deputy Chairs for the DC-AC
  • introducing an Executive Group (DC-EG) made up of the Directorate and Chairs of the DC-AC
  • establishing a procedure for appointing the above positions

This structure is shown in the Figure One below.

A drawing showing the interactions between the different DCMI organizational groups.

 

DC General

Responsibility

To contribute to discussions related to the Dublin Core Metadata Initiative including commenting on proposals, raising technical and management issues, and proposing new items for discussion.

Composition

Unlimited

Selection

Any interested person may join the DC General mailing list.

DCMI Directorate

Responsibility

The DCMI Directorate has overall and executive responsibility for the Dublin Core Metadata Initiative. Its primary role is to ensure that the Initiative meets the needs of the broader community.

Composition

The DCMI Directorate consist of:

  • Director
  • Deputy Director

Selection

At the present time, the DCMI Directorate is hosted by OCLC.

DC Executive Group

Responsibility

The objective of the DC Executive Group (DC-EG) is to manage and coordinate the activities within the DC standardisation effort. In particular, the DC-EG will undertake to:

  • prioritise issues that require action,
  • establish activities to respond to those issues,
  • operationalise and monitor those activities,
  • conclude and implement decisions and recommendations for each activity, and to
  • widely publicise those decisions and recommendations

Composition

The DC Executive Group consists of:

  • Director of DCMI Directorate
  • Deputy Director of DCMI Directorate
  • Chair of DC-AC
  • Deputy Chairs of DC-AC

Selection

The DC Executive Group members are selected by the processes discussed for the individual members.

Operation

The DC-EG will play a major and significant role in the operation and management of the DCMI. The DC-EG, apart from an email list, will teleconference fortnightly and discuss current and planned activities. This information will then be passed onto the appropriate representatives for action/discussion within their groups.

The DC-EG will produce summary and status information for major DCMI activities, including:

  • Responsible person
  • Clear objectives of the activities
  • Defined scope of the activities
  • Timeline for Deliverables
  • Reporting schedule
  • List of dependencies
  • Post-activity actions

The DC-EG will periodically review this information to monitor the progress of activities and identify any potential opportunities, issues, or risks. Regular reports will be made to the DC-AC and to DC-General.

DC Advisory Committee

Responsibility

The DC Advisory Committee (DC-AC) is the primary decision-making body for the DCMI and has responsibility for:

  • Advise DCMI Directorate on technical recommendations and policy issues
  • Represent the DC community stakeholders
  • Forum for discussion of Working Group issues
  • Ratification of Working Group proposals
  • Collaborate with related external activities and organisations

Composition

  • Chair of DC-AC
  • Deputy chairs of DC-AC
  • Director of DCMI Directorate
  • Deputy Director of DCMI Directorate
  • Chairs of DC Working Groups
  • DC Community Representatives

Selection

The DC Advisory Committee members are selected by the processes discussed for the individual members. Chairs of all DC Working Groups are automatically members of the DC-AC.

Chairs of Advisory Committee

Responsibility

The Chairs of the DC-AC will manage the objectives and responsibilities of the Advisory Committee. The Chairs will also form part of the DC-EG and will contribute to its objectives. The Chair will liaise between the DC-AC and DC-EG. The Deputy Chairs will assist the Chair as required.

Composition

There are three positions:

  • Chair of DC-AC
  • Deputy Chair of DC-AC (two)

Selection

Appointment will be for one year at which stage a selection process will occur with the possibility of re-appointment. The process should be completed within a four week timescale. Appointments will be reviewed on an annual basis. The existing position holders will be asked if they wish to commit to another year's membership. Re-appointment is allowed to enable some continuity of involvement and build-up of experience, and to ensure sufficient effort is available to carry out the required tasks.

The selection process includes:

  • DCMI Directorate calls for nominations (self-nominations accepted) from the members of the DC-AC.
  • Nominees and their employers must make a time committment of 25% of their time to the position of Chair
  • Nominees and their employers must make a time committment of 15% of their time to the positions of Deputy Chair
  • The nominations are posted to DC-AC and recommendations made to DCMI Directorate
  • Directorate confirms appointments

DC Community Representatives

Responsibility

The DC Community Representatives are responsible for representing a significant sector of the DC community. For example, a particular discipline or area, national inititaive, major implementation effort, or technical expertise. The DC Community Representatives will provide feedback to the DC-AC on a regular basis and coordinate interactions with their respective sectors.

Selection

Appointment will be for one year at which stage a selection process will occur with the possibility of re-appointment. The process should be completed within a four week timescale. Appointments will be reviewed on an annual basis. The existing position holder will be asked if they wish to commit to another year's membership. Re-appointment is allowed to enable some continuity of involvement and build-up of experience, and to ensure sufficient effort is available to carry out the required tasks.

The selection process includes:

  • DCMI Directorate calls for nominations (self-nominations accepted) from the DC General community
  • Nominess must provide a brief resume of their Dublin Core expertise and experience
  • Nominess must indicate the significant sector they wish to represent and the rationale
  • The nominations are posted to DC-AC and recommendations made to DCMI Directorate
  • Directorate confirms appointments

The number of appointments of DC Community Representatives will be in balance to the number of Working Group Chairs.

DC Working Groups

Responsibility

The DC Working Groups (DC-WG) are the primary mechanisms for the development of major deliverables for the DCMI and has responsibility for:

  • Establishing a DC-WG charter
  • Undertaking a process of consensus to deliver promised outcomes
  • Inform wider DC community of activities

Composition

Working Groups consists of:

  • a WG Chair,
  • a WG Co-Chair (if deemed neccessary)
  • a number of WG members

Selection

The DC WG Chairs and members are selected by the processes discussed for the individual members.

DC Working Group Chairs

Responsibility

To develop a WG Charter outlining the objectives and outcomes of the Working Group in consultation with the DC-EG. To progress work within the WG to ensure delivering those outcomes in a timely fashion. See the DC Process document [PROCESS] for more details. To liaise with the DC-AC regarding progress and outcomes. To publicise outcomes to dc-general.

Selection

Appointment will be for the duration of the working group or one year whichever is shorter, at which stage a selection process will occur with the possibility of re-appointment. The process should be completed within a four week timescale. The existing position holder will be asked if they wish to commit to another year's membership. Re-appointment is allowed to enable some continuity of involvement and build-up of experience, and to ensure sufficient effort is available to carry out the required tasks.

The selection process includes:

  • DCMI Directorate calls for nominations (self-nominations accepted) from the DC General community
  • Nominess must provide a brief resume of their Dublin Core expertise and experience
  • The nominations are posted to DC-AC and recommendations made to DCMI Directorate
  • Directorate confirms appointments
  • Nominees and their employers must be willing to make a significant time committment to the position of WG Chair

DC Working Group Members

Responsibility

To contribute to achievement of objectives as defined in the charter by means of e-mail discussion, tele-conferencing, face-to-face meetings, and written reports as appropriate. See the DC Process document [PROCESS] for more details.

Composition

Unlimited

Selection

An individual becomes a member of the WG by joining the appropriate mailing list.

Removal From Positions

Early removal from any of the above positions will be at the discretion of the DCMI Directorate and under agreement from the DC Advisory Committee.

Migration Recommendations

It is recommended that the above positions and selection processes be undertaken immediately after the next Dublin Core Workshop (DC7) in October 1999 and that this be the annual event at which all positions are renewed.

In the meantime, it is recommended that

  • the TAC and PAC be merged into the DC-AC
  • the selection process for DC-AC Chairs be undertaken
  • the DC-EG become operational
  • this document should be reworded to reflect the official view of DCMI (not a proposal)
  • the DC General community be informed of these changes

References

[DCMI]

Dublin Core Metadata Initiative. OCLC, Dublin Ohio. http://dublincore.org/

[PROCESS]

Guidelines for Dublin Core Working Groups (draft) OCLC, Dublin Ohio. http://dublincore.org/documents/1999/06/02/wgguidelines/

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