[Moims-dai] Notes from today's meeting

Robert R Downs rdowns at ciesin.columbia.edu
Tue Jul 5 15:50:07 UTC 2016

For the action items, please find the following examples of documents to 
be managed during each project phase and share any suggestions for 

3.2.1 Project Initiation

Examples of documents to begin managing during project initiation 
include the list of project participants and organizations represented,
the criteria for repositories where the project data and documentation 
will be preserved, agreements among participants regarding authorship 
ownership of intellectual property produced by the project as well as 
relevant policies of participating organizations regarding such rights, 
... .

3.2.2 Project Planning

Examples of documents to be managed during project planning include the 
project management plan, the communication plan, the risk management 
plan, assignments for roles and responsibilities of team members, the 
list of project deliverables, the list of candidate repositories and how 
they meet the established criteria for managing data and documents 
produced by the project,  ... .

3.2.3 Project Execution

Examples of documents to be managed during project execution include 
signed contracts, approvals received from stakeholders or other 
authorities, and ...

3.2.4 Project Closing

Examples of documents to be managed during project closing include 
invoices, signed acceptances, procurement documents, evidence of 
payments received, and ... .

3.2.5 Project Monitoring and Controlling

Examples of documents to be managed during project monitoring and 
closing include Configuration Change Requests and other documents 
describing proposed changes, documented decisions of the Change 
Management Board or other decision bodies, ...


Robert R. Downs, PhD
Senior Digital Archivist and Senior Staff Associate Officer of Research
Acting Head of Cyberinfrastructure and Informatics Research and Development
Center for International Earth Science Information Network (CIESIN),
The Earth Institute, Columbia University
P.O. Box 1000, 61 Route 9W, Palisades, NY 10964 USA
Voice: 845-365-8985; fax: 845-365-8922
E-mail: rdowns at ciesin.columbia.edu
Columbia University CIESIN Web site: http://www.ciesin.columbia.edu
ORCID: 0000-0002-8595-5134

On 7/5/2016 11:27 AM, Mark Conrad wrote:
> Present: John Garrett, Mike Kearney, Robert Downs, Terry Longstreth, 
> Mark Conrad
> We discussed section 3.2.
> I came up with the following set of points that we need to be sure to 
> make explicit in this document:
> During the course of a project you are likely to create the following 
> types of additional information
> a. If you are not creating this additional information, you should be.
> b. You should create this additional information in a responsible manner.
> c. This additional information should be preserved with the data you 
> are producing.
> Bob Downs came up with the following points related specifically to 
> data management and data management plans:
> Data Management Plan is created at the beginning of the project.
> Organizational policies related to data management.
> Potential repositories
> Intellectual property rights
> Access to the data
> Will you make the software available
> Action: All
> The group decided that it would be a good idea to come up with a list 
> of example documents that might be created  for each process group in 
> sections 3.2.1 - 3.2.5.
> Mark Conrad
> NARA Information Services
> The National Archives and Records Administration
> Erma Ora Byrd Conference and Learning Center
> Building 494, Room 225
> 610 State Route 956
> Rocket Center, WV  26726
> Phone: 304-726-7820
> Fax: 304-726-7802
> Email: mark.conrad at nara.gov <mailto:mark.conrad at nara.gov>
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