MSEG ENUMERATE Workshop Nick Poole, CEO, Collections Trust

Introduce the purpose of the ENUMERATE Thematic Network Review the key findings of the ENUMERATE surveys Answer your questions & benefit from your insights Plans for the future & key lessons learned Aims for today

The State Library in Vienna is digitising its entire collection Having this material in digital form enables them to serve 1000s of researchers & members of the public every week The library could not resource physical access at this scale & to do so would risk permanently damaging the collection, denying access for future generations Making the commitment to access in digital form has opened up both new partnership opportunities and new ideas inspired by their collections, making them more relevant & helping deliver their core mission in a connected age Context

A defining challenge The digitisation, digital preservation and provision of meaningful access to Europes vast treasures of cultural heritage is one of the defining challenges for our generation. It is the fuel which will help power smart, sustainable growth, founded in the Enlightenment ideals that created the European Union.

Why ENUMERATE? Digitisation, long-term preservation and provision of online access to Europes cultural heritage presents an immense challenge Meeting this challenge depends on effective decision-making & prioritisation at institutional, Member State & European level Good decisions depend on current, accurate and relevant contextual information The provision of this information is the aim of ENUMERATE

What kind of process is Digitisation? Digitisation is an industrial-scale process that happens through a combination of core management and additional directed activity As such digitisation cannot easily be separated as a distinct entity from the other activities of the institution Although there are digitisation projects, digitisation itself is not a project The efficiency, impact & sustainability of this process is highly context-sensitive & different in different sectors

One size does not fit all Digitisation means different things in different sectors: In the AV & film community, digitisation is an urgent challenge of conversion from unstable formats In the library community, success equates to mass-digitisation, distributed access and discovery In the museum community, success is about boutique digitisation, curated content & end-user experiences In the archive community, success tends to be about management, preservation, discovery and connection

Who are the ENUMERATE Thematic Network?

A European network of expertise ENUMERATE Consortium (10 Project Partners) Core Group (DEN, DIGIBIS, CT, SPK) National Coordinator Project Manager (CT) Member States' Expert Group (MSEG) on Digitisation and Digital Preservation Advisory Group (Invited participants) Coordinator (CT) National Coordinator National Coordinator National Coordinator

Our role as Coordinator Ensuring that the ENUMERATE project was managed in accordance with the formal project management framework; Ensuring that deliverables were delivered on time and within scope Ownership of the overall project timeline and ensuring that activities were coordinated and dependencies met; Ownership of the change management process, and creation of necessary support tools and mechanisms.

The Core Group Meeting the objectives; Carrying out the tasks; Authoring the deliverables; Passing the milestones; Ensuring the quality of the work.

The Advisory Group Reviewing proposals for the ENUMERATE core and thematic survey methodology; Making recommendations to promote engagement in ENUMERATE by the stakeholder communities; Providing technical and other specific expertise to ensure a valid outcome from ENUMERATE; Contributing to project deliverables

National Coordinators Personal and organisational commitment to the project; Representation of their National community; Provision of resources, contacts and perspective; Contribution to the development and rollout of the survey; Translation, localisation and analysis. On behalf of the whole consortium, we would like to thank the National Coordinators, without whom the success of the project could not have been achieved

Who participated?

Participation by organisation type

Participating countries + important contributions from Cyprus, Monaco & Lichtenstein

What were the original objectives of the ENUMERATE Thematic Network?

Objectives for ENUMERATE Objective 1: The development of a vibrant and sustainable European community of practice, connecting practitioners in statistical analysis and digital content creation and preservation and supporting the sharing of knowledge and best practices Objective 2: The creation, promotion and development of a statistically-valid open methodology for surveying the digitisation, use, preservation and associated costs of cultural heritage materials in Member States

Objectives for ENUMERATE Objective 3: The implementation of a multi-annual programme of coordinated surveys based on this methodology, including wide-scale harmonised statistical data-gathering and more in-depth and analytical surveying of digitisation activities by European cultural heritage institutions Objective 4: The creation and maintenance of an open, sustainable data platform to collate, analyse and promote the use of normalised data and intelligence arising from these surveys

What did we do to achieve these objectives?

Key activities Project began Feb 2011 Project identity established March 2011 Survey Methodology delivered December 2011 First ENUMERATE Core Survey January March 2012 Launch of ENUMERATE Data Platform June 2012 Launch of Thematic Survey December 2012 Second ENUMERATE Core Survey June - September 2013 Reporting of responses December 2013 Planning future development January 2014

What has the ENUMERATE Thematic Network delivered so far?

Conceptual Framework A conceptual model of how digitisation activities can be quantified and measured in cultural heritage institutions

Survey Reports (2012 & 2013) Two comprehensive survey reports detailing the findings, analysing the data and uncovering trends

Executive Summaries 4 Stakeholder Reports summarising the key findings, highlighting national activities and presenting the data

Communications Wide-scale engagement with the professional community through social media, newsletters, email and other networks

Data Platform An innovative, open platform through which the data can be accessed, interrogated and used, including a dashboard to facilitate visualisation

Survey sample An approach to sampling cultural heritage organisations across Europe to ensure a reasonable coverage of institution types & scales

Multilingual survey Thanks to our National Coordinators, survey questionnaires were available in: Czech Dutch English Estonian French Hungarian Lithuanian Polish Slovenian Spanish

Lots and lots of data! ENUMERATE was successful in generating raw data about digitisation activities across 1951 European institutions

What did we already know? Some baseline figures...

NUMERIC & SIG Stats Predecessor project NUMERIC provided core elements of methodology Special Interest Group on Statistics formed the core ENUMERATE consortium

Digitisation Costs Study Estimated number of books to be digitised between 59 95m (compared to Google Books estimate of a total of 135m titles in existence) An estimated 7m rare books, periodicals and incunabula to be digitised Estimated 265m man-made artefacts and 221m natural artefacts in museums (with a very significant margin of error!) More than 350m photographs in museums & archive collections Approximately 700,000 units of microfilm in library & archive collections

What were the key findings of ENUMERATE?

Disparity between strategy & action

An ongoing process

A huge variety of collection types

An emerging openness

A preservation challenge

An economic puzzle

Key figures (core survey 1) c83% of cultural heritage institutions have a digital collection; c20% of all collections have been digitised and c57% still needs to be digitised (for 23% of collections over all there is no need to digitise); More than 50% of cultural heritage institutions collect born digital materials; c34% of institutions have a digitisation strategy; c85% of institutions use Web statistics to measure the use of their digital collections; 2 years from now institutions estimate to make twice as much of their collections accessible through Europeana as compared to today; On average 3.3% of paid staff in all cultural heritage institutions is working full time on digitisation.

Key figures (core survey 2) The number of institutions with a distinct digitisation policy is 36%, which is slightly higher than it was in 2012 (34%). However, more than 87% of institutions say they have a digital collection (this was 83% in Core Survey 1) If we take all types of heritage institutions together, approximately 17% of the analogue collections has been digitally reproduced, whereas about 52% still needs to be digitised (for an estimated 30% of all collections there is no need to digitise) If we cautiously assume that these 17% has been digitised in the past 10 years, it will take at least 30 years to meet the present digitisation needs of European heritage institutions.

What did we achieve, what is the impact and what did we learn?

Achievements: Community Providing continuity of effort with previous networks/SIG Creating a vibrant network across Europe Securing participation from 27 Member States & MSEG A huge voluntary contribution of time and effort Effective engagement with European/sector-wide initiatives A strong identity and good brand-recognition Excellent knowledge exchange

Achievements: Process Creating & refining a viable methodology Building on past achievements/survey activity Achieving consensus on standards & definitions (normalisation) Delivering a solid body of multi-lingual survey activity Providing full documentation of methodology & rationale A significant advance in the state-of-the-art & a good foundation for future efforts

Achievements: Intelligence A body of evidence highlighting key strategic challenges and opportunities in digitisation An open data platform, providing strategic sector intelligence for public & private sector use A corpus of professional analysis and insight into the digital transformation of Europes cultural heritage sector Connection to long-term, coordinated evidence-gathering at European, Member State and institutional levels Improved, current data about European cultural institutions

Objectives Community of practice Valid open methodology Coordinated surveys Data and intelligence ENUMERATE has achieved significant advances in the field where previously activity was diffuse and fragmented, our future efforts can now be built on a foundation of best practice, tried- and-tested methods, standards and definitions

What didnt go so well? Cannot claim statistical validity on the basis of the sample from the 2 ENUMERATE Core Surveys There is no single, authoritative way to measure digitisation activity across all domains Concerns about validity of findings relating to AV material (partly as a result of non-participation by AV community) In-depth survey activity hampered by lack of resources

Lessons learned Critical success factors include: Existing policy environment Strategic commitment by organisations & agencies Individual personal commitment Structure of the sector in each Member State Consistency of personnel in institutions Continuity of previous efforts (NUMERIC, SIG STATS) Embedding into existing frameworks for reporting Longitudinal data-gathering and analysis

Impacts At a European level, ENUMERATE has impacted on policy (MSEG) and delivery (Europeana v3) At a National level, ENUMERATE has informed national policies & funding programmes (for example in the Netherlands and UK) At an institutional level, ENUMERATE has encouraged organisations to revisit their policies for digitisation & preservation At a professional level, ENUMERATE has promoted collaboration, knowledge-sharing & networking between experts

How does this relate to other initiatives?

European Statistical surveys EGMUS Conference of European National Librarians (CENL): European Association for Library & Information Education and Research (EUCLID) European Bureau of Library, Information and Documentation Associations (EBLIDA) European Commission on Preservation and Access (ECPA) European Confederation of Conservator-restorers' Organisations (ECCO) Europa Nostra pan-European Federation for Cultural Heritage The EUROPEAN FORUM of HERITAGE ASSOCIATIONS European Network of Cultural Centres/Historic Monuments (ACCR) ICOM-Europe International Council of Museums Europe Alliance NEMO - The Network of European Museum Organisations

Interaction outside Europe Institute for Museum at Library Services (Washington) Smithsonian (Washington) Instituto Brasileiro de Museus (IBRAM, Brasilia) Board of Museum Computer Network (United States) ISO TC46 SC8 (Quality - Statistics and performance evaluation) WG11 International museum statistics

National Registration/surveying A key component of our future success lies in securing the integration of the ENUMERATE core methodology into National statistical work We need to liaise with National Coordinators to understand and improve our modelling of national statistical efforts & how they can connect up into an overall European picture

Private sector market analysis Survey data had been requested for download 30 times as at February 2014 7 Universities requested the full data for research projects 3 private companies including Boston Consulting Group requested access to the full data Engagement with the Google Cultural Institute and digitisation project to share further insights and intelligence

Where do we go from here?

Critical Success Factors Digitisation is a long-term transition for Europes cultural heritage sector Effective monitoring & strategic intelligence depends on longitudinal analysis We need to embed this as an ongoing data-gathering process: At European level (eg. in bi-annual reporting to MSEG) At Member State level (eg. in annual Registration processes) At Institutional level (eg. in Performance Indicators/reports)

Europeana v3! Digitaal Erfgoed Nederlands (DEN) and the Collections Trust have joined the consortium for Europeana version 3 Bringing the ENUMERATE methodology to bear on providing statistical data for Europeanas planning and development as a core service platform At least one more year of survey activity A channel to promote and disseminate the findings

ENUMERATE Partnership Agreement We are committed to sustaining the effort and impact of ENUMERATE to inform future work The purpose of this Agreement is to set out a framework of agreed actions and activities to support: Ongoing access to the data and documentation developed by the EC- funded ENUMERATE Thematic Network; Networking and knowledge-sharing activities to promote the future development of the ENUMERATE methodology; Collaboration to embed the ENUMERATE methodology and Conceptual Framework into institutional, National and European data-gathering initiatives on Digitisation.

ENUMERATE Partnership Agreement Participants commit to: Promote awareness of ENUMERATE and its findings Promote the findings of the ENUMERATE Thematic Network Meet annually to review progress and to identify opportunities for further development; Encourage the embedding of the ENUMERATE methodology and national data-gathering efforts Develop key messages and policy recommendations to inform decision- making by the European Commission; Work to identify future opportunities to build on ENUMERATE

We need you! Sign up to the Partnership Agreement Promote awareness of ENUMERATE in your community Where possible, embed the methodology in your national statistical work Encourage your communities to participate in the work for Europeana v3 Tell us your ideas!

Thank you! nick@collectionstrust.org.uk @NickPoole1