Digital Preservation and Stewardship Committee Terms of Reference

Approved by Board: February 16, 2017

Introduction
The wealth of digital assets in today’s information landscape presents a number of challenges, including what, where, and how information should be stored.  Libraries play an active role in the curation, preservation, stewardship, organization, and access to digital content produced by the library itself and by the communities it serves. As a result of this abundance of digital content, libraries are evolving their services and expertise to meet the ever increasing demands placed upon them.  The Digital Preservation and Stewardship Committee aims to facilitate sharing and collaboration amongst CAUL-CBUA member institutions to ensure the continued support and expertise offered to researchers by our libraries.

Mandate and Role
The Digital Preservation and Stewardship Committee (DPSC) focuses on advancing several of CAUL-CBUA’s strategic goals, particularly those related to Preservation and Digital Collections, Professional Development, and User Needs, and Expectations.

The role of the Digital Preservation and Stewardship Committee is to:

  • to foster and advance digital preservation and stewardship among the members of CAUL-CBUA; and
  • to guide and enhance the capacity to undertake such preservation and stewardship in the Atlantic region.

Authority
The CAUL-CBUA Digital Preservation and Stewardship Committee receives its authority from the CAUL-CBUA Board of Directors, as per section 7.3 of the CAUL-CBUA By-Laws.

Membership
The Digital Preservation and Stewardship Committee is normally comprised of six (6) to eight (8) CAUL-CBUA members with at least one (1) Board member, as approved by the Board of Directors. Committee members will be selected for their expertise in the area of digital preservation and stewardship.  The CAUL-CBUA Manager shall serve as a support person to the Committee. The Chair is selected by the Committee and shall not be the Board representative.

Term of Membership
Members serve on the committee for a two (2) year term.  A member can serve no more than two terms in succession; but may serve again on the same committee in a non-consecutive term.  Exceptions to this limit on consecutive terms may be made at the discretion of the Board. Membership is finalized prior to the first meeting to follow CAUL-CBUA’s Annual General Meeting.

Responsibilities
The Digital Preservation and Stewardship Committee will:

  1. Develop and share best practices and guidelines that support digital and data preservation and stewardship.
  2. Facilitate partnerships amongst CAUL-CBUA members related to services, infrastructure, and expertise in the area of digital and data preservation and stewardship.
  3. Facilitate awareness and training opportunities for staff across CAUL-CBUA institutions to advance digital and data preservation and stewardship.
  4. Foster a culture within CAUL-CBUA committed to the sound management and advancement of digital and data preservation and stewardship.
  5. Represent the interests of the Atlantic region at a national level in discussions and initiatives related to digital and data preservation and stewardship.

Meetings
The Digital Preservation and Stewardship Committee meets no less than four (4) times a year normally via teleconference or virtual modes.

Reporting
The Committee Chair is responsible for preparing written reports on behalf of the Committee for submission to the Board prior to each Board Meeting.  Additional reports may be submitted upon completion of a specific activity.

Communication
The committee communicates using the CAUL-CBUA teleconference system and the CAUL-CBUA Digital Preservation and Stewardship Committee mailing list, dpsc@caul-cbua.ca

When committee membership is not fully representative of all member institutions, it is crucial that communication mechanisms be in place to ensure that all member institutions have a voice in the committee’s activities and deliberations.  To facilitate this bi-directional communication, committee members must actively engage in regular dialogue with institutions not represented in the committee membership, as well as within their own institutions.  This communication includes, but is not limited to, ensuring that committee meeting agendas and minutes are regularly posted to the CAUL-CBUA website in a timely manner.

Collaboration
The Digital Preservation and Stewardship Committee collaborates with other CAUL-CBUA committees on relevant projects.

Created November 30, 2016; Revised April 6, 2017