Terms of Reference of the ADHOC Work Group

The Work Group is to:

• review the relationships between ACH and ALLC, and between these associations and related organisations specifically including, but not limited to, the TEI Consortium and NINCH (hereafter the 'core organisations')
• assess the roles of the core organisations in the wider world of scholarly applications of technology in the humanities, and in the cultural heritage and digital library arenas more generally
• investigate possibilities for more effective collaboration between the core organisations in promoting their objectives
• investigate possibilities for collaboration between all the bodies and initiatives whose interests lie within the field of digital scholarship in the humanities, or intersect with them to a significant extent
• investigate possibilities for economies of scale that would make possible lower operational costs or more effective use of existing resources, or would provide a basis for attracting or generating additional income
• develop models of organisational structure and association that will provide a framework for the future
• prepare recommendations for the executive bodies of the core organisations

Work Group Membership

Preamble

There has been some discussion over a number of months, if not years, about possibilities for rationalising activity in the area of humanities computing, and for seeking new opportunities for collaboration.

The two main professional associations - ACH and ALLC - instituted annual joint international conferences in 1989 and there are formal protocols governing their conduct. The TEI represents another major collaborative effort between the two associations, this time in association also with ACL.

At their July 2002 Council/Commitee meetings, ACH and ALLC authorised the establishment of a joint Work Group to explore what opportunities there might be for closer and more effective collaboration between the organisations active in the humanities computing field.

Preparatory to these meetings John Unsworth (ACH) and Harold Short (ALLC) prepared briefing papers for their respective executive committees. These are available to Work Group members from this web site.

Key issues & initial discussion

The idea of an umbrella organisation which would provide an over-arching collaborative framework for the activities of affiliated organisations was made early in the discussions, and has found universal favour. It is proposed, therefore, that the Work Group proceed consciously and specifically on the basis of exploring this idea further, and of developing a set of position papers that define in some detail what such an umbrella might look like, and how it could be brought into being. Because 'the devil is in the detail', it is hoped that this way of working will tease out the issues in a detailed way, will identify barriers and ways round them, and will provide a concrete basis for the proposals that are to be made to the relevant executive committees when the time comes.

The following sections are proposed as focal points for investigation, discussion, and for producing position papers. It is proposed that WG members take responsibility for developing one or more sections, aiming as a final product of their work to produce a detailed position paper dealing with their area(s) of investigation. The initial proposal for allocation of responsibilities is shown in the table.

In discussion, John and I felt that the first four sections were so closely inter-linked and so closely involve issues of organisational identity that it would make sense for us to tackle them together. Other WG members have indicated willingness to tackle their assigned area. Nothing, however, is set in stone, and WG members should feel free to suggest additions and changes. Other WG members may wish, for example, to work in pairs. The final deadline for changes to this allocations proposal is 31 Oct, at which point the table as it then is will stand, and I'll remove this paragraph.

It will help the coherence of the final recommendations document if each section/position paper is developed along similar lines. It is proposed that the structure of each includes:

• Aims & objectives
• Current practice
• Range of possibilities
• Proposals
• Financial implications
• Transition requirements/options

Although preparing the constitution and bye-laws of a new structure is not the task of this Work Group, it might be borne in mind that this task would follow naturally if the Work Group is successful in developing a coherent set of proposals, and if these proposals are accepted by the relevant associations. The final proposals in each section should therefore contain sufficient detail that the sense and structure of future formal documents are anticipated to whatever extent is feasible.

Work Plan and Timetable

Modus operandi

The adhoc discussion list will continue to be the main forum for discussion. It is assumed that WG members will use this to float suggestions, invite and send comments and criticisms, and so on.

The WG web site has been set up primarily as a repository for the section position papers as they are developed. As shown in the timetable above, there are three deadlines for drafts to be received: 31 Dec 02, 31 Mar 03, and finally 30 Apr 03. WG members should feel free, however, to send intermediate drafts if they feel this would be appropriate and helpful. As drafts are received they will be added to the web site, and an email msg giving notification will be sent to the adhoc discussion list.

The WG web site can also be used for any additional static documentation that WG members feel it would be helpful to have available for reference, e.g. the table of activities developed by JU.

Conference calls may be useful from time to time, and I'll be glad to try to co-ordinate these as and when they are felt to be necessary or helpful.