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Dublin Core Metadata Initiative - Structure and Operation

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.

    <h3>Table of Contents</h3>
    <ul>
      <li><a href="#introduction">Introduction</a></li>
      <li><a href="#structure">Structure</a></li>
      <li><a href="#general">DC General</a></li>
      <li><a href="#directorate">DCMI Directorate</a></li>
      <li><a href="#executive">DC Executive Group</a></li>
      <li><a href="#advisorycomm">DC Advisory
          Committee</a></li>
      <li><a href="#advisorychairs">Chairs of Advisory
          Committee</a></li>
      <li><a href="#community">DC Community
          Representatives</a></li>
      <li><a href="#workinggroup">DC Working
          Groups</a></li>
      <li><a href="#wgchairs">DC Working Group
          Chairs</a></li>
      <li><a href="#wgmembers">DC Working Group
          Members</a></li>
      <li><a href="#removal">Removal from
          positions</a></li>
      <li><a href="#migration">Migration
          Recommendations</a></li>
    </ul>
    <hr>
    <h3><strong><a id="introduction" name="introduction"></a>Introduction</strong></h3>
    <p>This document outlines a proposal for the structure
      and operation of the Dublin Core Metadata Intiative [<a href="#dcmi">DCMI</a>]. 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 [<a href="#process">PROCESS</a>]. The Process Document
      details the operation of the Working Groups and the
      procedures for the development of proposals and
      recommendation documents.</p>
    <h3><strong><a id="structure" name="structure"></a>Structure</strong></h3>
    <p>This proposal seeks to clarify management
      responsibility and decision making process. It
      recommends:</p>
    <ul>
      <li>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</li>
      <li>appointing a Chair and Deputy Chairs for the
        DC-AC</li>
      <li>introducing an Executive Group (DC-EG) made up of
        the Directorate and Chairs of the DC-AC</li>
      <li>establishing a procedure for appointing the above
        positions</li>
    </ul>
    <p>This structure is shown in the Figure One below.</p>
    <p><img src="dcmi-structure.gif" width="620" height="463" alt="A drawing showing the interactions between the different DCMI organizational groups."></p>
    <h3> </h3>
    <h3><strong><a id="general" name="general"></a>DC
        General</strong></h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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.</p>
      <p><strong>Composition</strong></p>
      <p>Unlimited</p>
      <p><strong>Selection</strong></p>
      <p>Any interested person may join the DC General
        mailing list.</p>
    </blockquote>
    <h3>
      <a id="directorate" name="directorate"></a>DCMI
      Directorate</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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.</p>
      <p><strong>Composition</strong></p>
      <p>The DCMI Directorate consist of:</p>
      <ul>
        <li>Director</li>
        <li>Deputy Director</li>
      </ul>
      <p><strong>Selection</strong></p>
      <p>At the present time, the DCMI Directorate is
        hosted by OCLC.</p>
    </blockquote>
    <h3>
      <a id="executive" name="executive"></a>DC Executive
      Group</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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:</p>
      <ul>
        <li>prioritise issues that require action,</li>
        <li>establish activities to respond to those
          issues,</li>
        <li>operationalise and monitor those
          activities,</li>
        <li>conclude and implement decisions and
          recommendations for each activity, and to</li>
        <li>widely publicise those decisions and
          recommendations</li>
      </ul>
      <p><strong>Composition</strong></p>
      <p>The DC Executive Group consists of:</p>
      <ul>
        <li>Director of DCMI Directorate</li>
        <li>Deputy Director of DCMI Directorate</li>
        <li>Chair of DC-AC</li>
        <li>Deputy Chairs of DC-AC</li>
      </ul>
      <p><strong>Selection</strong></p>
      <p>The DC Executive Group members are selected by the
        processes discussed for the individual members.</p>
      <p><strong>Operation</strong></p>
      <p>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.</p>
      <p>The DC-EG will produce summary and status
        information for major DCMI activities, including:</p>
      <ul>
        <li>Responsible person</li>
        <li>Clear objectives of the activities</li>
        <li>Defined scope of the activities</li>
        <li>Timeline for Deliverables</li>
        <li>Reporting schedule</li>
        <li>List of dependencies</li>
        <li>Post-activity actions</li>
      </ul>
      <p>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.</p>
    </blockquote>
    <h3>
      <a id="advisorycomm" name="advisorycomm"></a>DC
      Advisory Committee</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>The DC Advisory Committee (DC-AC) is the primary
        decision-making body for the DCMI and has
        responsibility for:</p>
      <ul>
        <li>Advise DCMI Directorate on technical
          recommendations and policy issues</li>
        <li>Represent the DC community stakeholders</li>
        <li>Forum for discussion of Working Group
          issues</li>
        <li>Ratification of Working Group proposals</li>
        <li>Collaborate with related external activities
          and organisations</li>
      </ul>
      <p><strong>Composition</strong></p>
      <ul>
        <li>Chair of DC-AC</li>
        <li>Deputy chairs of DC-AC</li>
        <li>Director of DCMI Directorate</li>
        <li>Deputy Director of DCMI Directorate</li>
        <li>Chairs of DC Working Groups</li>
        <li>DC Community Representatives</li>
      </ul>
      <p><strong>Selection</strong></p>
      <p>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.</p>
    </blockquote>
    <h3>
      <a id="advisorychairs" name="advisorychairs"></a>Chairs of Advisory
      Committee</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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.</p>
      <p><strong>Composition</strong></p>
      <p>There are three positions:</p>
      <ul>
        <li>Chair of DC-AC</li>
        <li>Deputy Chair of DC-AC (two)</li>
      </ul>
      <p><strong>Selection</strong></p>
      <p>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.</p>
      <p>The selection process includes:</p>
      <ul>
        <li>DCMI Directorate calls for nominations
          (self-nominations accepted) from the members of the
          DC-AC.</li>
        <li>Nominees and their employers must make a time
          committment of 25% of their time to the position of
          Chair</li>
        <li>Nominees and their employers must make a time
          committment of 15% of their time to the positions
          of Deputy Chair</li>
        <li>The nominations are posted to DC-AC and
          recommendations made to DCMI Directorate</li>
        <li>Directorate confirms appointments</li>
      </ul>
    </blockquote>
    <h3>
      <a id="community" name="community"></a>DC Community
      Representatives</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>The DC Community Representatives are responsible
        for representing a significant sector of the DC
        community. <em>For example, a particular discipline
          or area, national inititaive, major implementation
          effort, or technical expertise.</em> The DC Community
        Representatives will provide feedback to the DC-AC on
        a regular basis and coordinate interactions with
        their respective sectors.</p>
      <p><strong>Selection</strong></p>
      <p>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.</p>
      <p>The selection process includes:</p>
      <ul>
        <li>DCMI Directorate calls for nominations
          (self-nominations accepted) from the DC General
          community</li>
        <li>Nominess must provide a brief resume of their
          Dublin Core expertise and experience</li>
        <li>Nominess must indicate the significant sector
          they wish to represent and the rationale</li>
        <li>The nominations are posted to DC-AC and
          recommendations made to DCMI Directorate</li>
        <li>Directorate confirms appointments</li>
      </ul>
      <p>The number of appointments of DC Community
        Representatives will be in balance to the number of
        Working Group Chairs.</p>
    </blockquote>
    <h3>
      <a id="workinggroup" name="workinggroup"></a>DC
      Working Groups</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>The DC Working Groups (DC-WG) are the primary
        mechanisms for the development of major deliverables
        for the DCMI and has responsibility for:</p>
      <ul>
        <li>Establishing a DC-WG charter</li>
        <li>Undertaking a process of consensus to deliver
          promised outcomes</li>
        <li>Inform wider DC community of activities</li>
      </ul>
      <p><strong>Composition</strong></p>
      <p>Working Groups consists of:</p>
      <ul>
        <li>a WG Chair,</li>
        <li>a WG Co-Chair (if deemed neccessary)</li>
        <li>a number of WG members</li>
      </ul>
      <p><strong>Selection</strong></p>
      <p>The DC WG Chairs and members are selected by the
        processes discussed for the individual members.</p>
    </blockquote>
    <h3>
      <a id="wgchairs" name="wgchairs"></a>DC Working
      Group Chairs</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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 [<a href="#process">PROCESS</a>] for more details. To
        liaise with the DC-AC regarding progress and
        outcomes. To publicise outcomes to dc-general.</p>
      <p><strong>Selection</strong></p>
      <p>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.</p>
      <p>The selection process includes:</p>
      <ul>
        <li>DCMI Directorate calls for nominations
          (self-nominations accepted) from the DC General
          community</li>
        <li>Nominess must provide a brief resume of their
          Dublin Core expertise and experience</li>
        <li>The nominations are posted to DC-AC and
          recommendations made to DCMI Directorate</li>
        <li>Directorate confirms appointments</li>
        <li>Nominees and their employers must be willing to
          make a significant time committment to the position
          of WG Chair</li>
      </ul>
    </blockquote>
    <h3>
      <a id="wgmembers" name="wgmembers"></a>DC Working
      Group Members</h3>
    <blockquote>
      <p><strong>Responsibility</strong></p>
      <p>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
        [<a href="#process">PROCESS</a>] for more
        details.</p>
      <p><strong>Composition</strong></p>
      <p>Unlimited</p>
      <p><strong>Selection</strong></p>
      <p>An individual becomes a member of the WG by
        joining the appropriate mailing list.</p>
    </blockquote>
    <h3>
      <a id="removal" name="removal"></a>Removal From
      Positions</h3>
    <p>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.</p>
    <h3>
      <a id="migration" name="migration"></a>Migration
      Recommendations</h3>
    <p>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.</p>
    <p>In the meantime, it is recommended that</p>
    <ul>
      <li>the TAC and PAC be merged into the DC-AC</li>
      <li>the selection process for DC-AC Chairs be
        undertaken</li>
      <li>the DC-EG become operational</li>
      <li>this document should be reworded to reflect the
        official view of DCMI (not a proposal)</li>
      <li>the DC General community be informed of these
        changes</li>
    </ul>
    <hr>
    <h3>References</h3>
    <p><a id="dcmi" name="dcmi"></a><strong>[DCMI]</strong></p>
    <blockquote>
      <p><em>Dublin Core Metadata Initiative.</em> OCLC,
        Dublin Ohio. <a href="/">http://dublincore.org/</a></p>
    </blockquote>
    <p><a id="process" name="process"></a><strong>[PROCESS]</strong></p>
    <blockquote>
      <p><em>Guidelines for Dublin Core Working Groups
          (draft)</em> OCLC, Dublin Ohio. <a href="/documents/1999/06/02/wgguidelines/">http://dublincore.org/documents/1999/06/02/wgguidelines/</a></p>
    </blockquote>
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