Project
Research Data Collections Project
Title
Communication Strategy
Version
1.0
Date effective
5 November 2010
Last updated
5 November 2010
Scope note
Provides a template for documenting channels, messages and
responsibilities for communicating with different groups of
project stakeholders. Covers both internal and external
communications.
Authorship
Research Data Collections Project Team
Contact
URL: http://www.researchdata.monash.edu/collections-project/
Email: researchdata@monash.edu
Licensing
This document is licensed under a Creative Commons
Attribution-NonCommercial 3.0 Unported License.
Project
This project is supported by the Australian National Data
acknowledgement Service (ANDS) through the National Collaborative Research
Infrastructure Strategy Program and by Monash University
Library.
1
Communication Strategy
Name
Research Data Collections Project
Owner
Sam Searle, RDCP Project Manager
Sponsor
Sue Clarke, Director, Information Resources
Objectives
See project plan objectives.
Background
See project page:
http://www.researchdata.monash.edu.au/collections-project.html
Target audiences
See attached table of stakeholders, channels and activities.
Timeline
April 2010 - June 2011
Communication
See attached table of stakeholders, channels and activities.
channels/activities
Contact person
for inquiries
Sam Searle (ext 52080, samantha.searle@lib.monash.edu.au)
Cost to advertise /
communicate $
Costs are mainly associated with salaries of staff with outreach
responsibilities.
(include cost of printing)
Evaluation
(how this
communication strategy
will be evaluated and by
whom)
The success of the communications strategy will be measured by:
 Attendance at events; positive evaluation
 High participation rates in the project from researchers and Library
staff
 Positive feedback from Library staff and researchers
 Positive feedback from staff at ANDS and other organisations involved
in similar projects
 Statistics for resources (e.g. page views or downloads from websites)
Director’s
approval*
Signature
Date
2
Communication within Monash University
1.
2.
3.
Stakeholder
Channel
Frequency
Communications Objective
Target Audience/
Stakeholder Group
Lead
Priority
Monash Research
Committee
Email/letter from
University
Librarian
Once only – at
start of project
Alert Associate Deans of Research
(ADRs) to the Research Data Collection
Project and engage support for the
project.
Inform ADRs that researchers in their
faculty will be approached by project
team, and ask them to encourage their
staff to participate.
ADRs
Faculty research
management, via
ADRs
Researchers, via
ADRs
University Librarian, or
delegate
High
Meetings
Monthly
As above, plus progress report and final
report
ANDS Working
Group meetings
Fortnightly
Identify and resolve cross-project
issues
Coordinate communication with ANDS
Quarterly
Other meetings
As required
Confluence wiki
Ongoing
Progress reports
Share documents, processes, tools,
instruments, and lessons learned
Problem solve and troubleshoot
operational issues collectively
Coordinate communication with ANDS
Director, Information
Resources Division
(IRD)
Project Manager
Res Data Librarians
Repository Manager
Metadata Librarian
High
Cross-project
‘all hands’
meetings
Data Capture team in
Monash e-Research
Centre
Parties & Activities
team in ITS Integrated
Admin Systems
Phone
On demand
Outline project goals
Outline criteria for selection
Invite participation
Arrange interview
Researchers
Res Data Librarians
High
Interview
On demand
Gather information required for creating
collection records
If willing to share, assess collection
Provide overview of data management
tools and services
Researchers
Res Data Librarians
High
Other ANDS-funded
projects at Monash
Researchers – participants
in the projects
4.
Research Data Mgt
Subcommittee
Meetings
Quarterly
Progress reports and final report
Senior staff
Project Manager
Medium
5.
Research Data Mgt
Advisory Group
Meetings
Quarterly
Progress reports and final report
Faculty office staff and
researchers
Project Manager
Medium
3
Communication within the Library
1.
Stakeholder
Channel
Frequency
Communications Objective
Target Audience/
Stakeholder Group
Lead
Priority
Client Services
Dare meetings1
Dare emails
As required
Progress reports
Facilitate participation of contact
librarians in the project with regard to
both faculty and campus based
opportunities
Client Services staff
Res Data Librarians
High
All staff
Metadata Librarian
High
Res Data Librarians
Medium
Faculty team
meetings
2.
All Library staff
Campus based
meetings
Various
Library intranet
As documents
are finalised
Share processes, tools and instruments
developed by the project team during
the life of the project.
Formal feedback on the progress of the
project over its twelve month lifespan.
Library Bulletin
By arrangement
with Library
comms team
Introduction to the project and new
Research Data Librarian roles
Final report - project outcomes
3.
Information Resources and
Services Committee
Meetings [attend
or report]
Monthly
Progress reports
Senior library staff
Contact Librarians
Library Directors of IRD
and Client Services
High
4.
Information Resources
Division
Meetings
Email
Monthly
As required
Progress reports
Facilitate participation in the project
(where possible)
IRD staff
Cataloguers Group
Project Manager
Repository Manager
Metadata Librarian
Medium
Intranet page
about metadata
As required
Information about metadata
IRD staff, esp. those
in the Cataloguers
Group
Metadata Librarian
Medium
5.
Library Management
Committee
Meetings
Ongoing
Progress reports
University Librarian
Directors
Director, IRD
Medium
6.
Library Strategy Group
Largely covered by Dare
Meetings
As required
Progress reports
Senior library staff
Contact Librarians
Project Manager
Low
Dare is Monash University Library’s professional development initiative for Library staff. Dare provides a forum for staff – in particular, contact librarians in faculty teams – to learn about data management
through attending regular meetings and seminars that encourage staff to engage with researchers to improve the way research data is stored and managed. Library staff are also encouraged to present at
and participate in related events such as the Victorian eResearch Strategic Initiative (VeRSI) fortnightly eCoffee seminars, the Monash e-Research Centre's annual e-XPO, at which a booth was staffed by
volunteers from across the Library, and one-off events such as a seminar by the visiting Data Librarian from the University of Edinburgh.
1
4
External communications
Stakeholder
Channel
Frequency
Communications Objective
Audience
Lead
Priority
1.
ANDS
Project reports
Meetings
As set out in
project plan, with
additional
communication
as needed.
Formal progress updates
Informal updates
Maintain good relationship with ANDS
Meet project objectives and
deliverables
Seek and share information about
lessons learned
ANDS partners
Data management
community
Project Manager
High – but
will take
place as
part of
business
as usual
2.
Other research
organisations involved in
similar projects
Visits
Audio/teleconf
As needed
Share documents, processes, tools,
instruments, and lessons learned
Build peer networks
Other research data
librarians
All members of project
team
High
3.
ANDS community / data
management community of
practice /
Research Data
Mgt Website
As needed
Share documents, processes, tools,
instruments, and lessons learned
Build peer networks
ANDS community
All members of project
team
High
eResearch
Australasia
November 2010
As needed
National / international
data management
community of practice
All members of project
team should make
contributions to
professional events and
publications
Medium
Articles and
case studies
Share documents, processes, tools,
instruments, and lessons learned
Build peer networks
Showcase project successes and
highlight lessons learned
Conferences,
e.g. Educause
As needed
Showcase project successes and
highlight lessons learned
Highlight professional/career issues in
librarianship and university libraries
relating to data management
Share documents, processes, tools,
instruments, and lessons learned
National / international
library community
All members of project
team should make
contributions to
professional events and
publications
Medium
http://community
.ands.org.au/
[ands-general]
Seminars etc
4.
Library profession
Publications e.g.
AARL
Meetings, e.g.
VALA
5