Organisational and Process Plan

This Organisational and Process Plan document provides an outline of and access to descriptions of important RDA processes and relevant policies and other documents. It is an evolving hub of information on how RDA works. The Secretariat maintains and disseminates the plan, the OAB advises on its development, and Council periodially reviews and evaluates the document. 

Stefanie Kethers is the primary person in the Secretariat responsible for maintaining this document.

List of documents and their status

Document Status Responsible for next step Document owner
RDA Governance Document Approved by Council June 2015, published in b2share. Revised (V2.3) and approved by Council July 2018, now in Zenodo. Stefanie Hilary

Articles of Association for RDA Foundation

Published     Hilary
Council Nominations Committee Selection Process and Guidelines Approved by Council 28 May 2016 after discussion 24 and 25 May 2016.   Hilary
Nominations Committee Terms of Reference Sent out to Nominations Committee for Council elections at P9   Hilary
Selection of Council Co-Chairs Discussed and agreed by Council on 24 May 2016. Juan Bicarregui tabled a new document at P9, updated before the Council meeting in July 2017 Stefanie to work out status of the document Hilary
RDA TAB Responsibilities and Processes Document

V2.0 published in Zenodo 17 July 2018 by Stefanie

Organisational Membership Process Document Current version in Zenodo.


Internal Secretariat Processes

Account information

GoTo Meeting

Twitter, gmail, etc

Yolanda to check and add more accounts if needed   Yolanda 
Annual Operations Plan For review by Council. Current version (May 2018) in draft form on Google Drive Hilary to update as necessary, Secretariat to provide input / content. Hilary
Moderating new users     Sara P?
Responding to enquiries process Outdated, needs revision   Sara P
How to create Drupal Organic Groups OK Timea to revise based on Web overall Sara P
RDA Group Creation and Review Process Written by Lynn To be tried out and revised where necessary Stefanie / Marieke
Explanation of Group Details page fields & how to fill them   Needs to be updated and reviewed by someone else Stefanie
How to add and remove Chairs Created by Luigi. Needs to be tested.   Stefanie

RDA Group Metadata Maintenance Checks

Google ddoc written by Lynn   Stefanie / Marieke / Yolanda
How to send a newsletter or announcement OK   Sara P
How to publish a document in the RDA repository including DOIs  Revised by Stefanie, 25 Oct 2016. Needs to be tested by someone else. Stefanie
Description of the Repository Curation Policy

Describes the two Zenodo collections and what documents should be published in each.

OK as discussed in Secretariat meeting March (?) 2018

List of DOIs and their corresponding records Ongoing   Stefanie
Outputs Process Page Revised by Stefanie, 10 Mar 2017.    
Outputs Tracking Spreadsheet Ongoing, tracks where we are at with RDA Outputs (Recommendations and Supporting Outputs)   Anthony, Marieke, Daniel
Closing out groups Draft version in progress   Stefanie 
Historical groups and whether they should appear in "RDA in a Nutshell" Draft version in progress   Stefanie
RDA Foundation Fiscal Polices and Processes Working draft managed by the Council Finance Subcommittee   Hilary
Individual Membership revocation and appeal mechanisms.  Need to be described   Hilary
Organisational Membership revocation and appeal mechanisms. Need to be described   Hilary
Code of Conduct Written by Amy and Andrew. Policy document accepted by Council at P11. Stefanie to publish in Zenodo (?) Hilary
Organizational Member application OK link to form and put formal document in B2Share Fotis link to both subscriber and member form Fotis
MoUs Hilary to discuss with affiliates whether to open these   Hilary
Organisational Member Tracking Process OK   Fotis
Reviews and Endorsements
WG and IG approval process OK?   Stefanie
Working Groups - Options after WG finishes OK? Has been in use since P7 Stefanie
WG Stage 2 approval process OK? Has been in use since P7 Stefanie
Encouraging Adoption and Maintenance of RDA Recommendations OK? Basis for WG Options after group finishes and WG Stage 2 approval process documents  

Endorsement of Recommendations. Includes process diagram for Council.

Paper was submitted to Council and tentatively accepted; process needs to be tested - see also below.   Stefanie
OAB commentary processs for RDA Recommendations Draft written by Fotis in November 2016   Fotis
Review process for Supporting Outputs OK. Written by Stefanie, November 2016, based on   Stefanie
Document publication policy

Updated by Stefanie, sent out for comments 29 Nov 2016. DOI (10.15497/59B658F1-EEF5-49CF-BAFF-D4341C8CE0AC) needs to be re-pointed and document to be published in Zenodo when finalized.

Old version at Stefanie
Endorsement and Logo Usage Guidelines Needs some minor revision based on graphics document Hilary Hilary
RDA Outputs and Intellectual Property Policy Needs revision to reflect current output approval process and clarification of what a Recommendation is. May also need to be revised based on outputs sustainability. Stefanie to revise once Governance document  finished. Hilary
Process and Criteria for RDA Recommendations Needs revision - process has changed. May need be retired or merged with endorsement process above Stefanie? Hilary, supported by Stefanie
Norms for contributing to and using RDA products Needs revision (also linking to RDA Outputs and Intellectual Property Policy and Process and Criteria for RDA Recommendations that in turn need to be revised). Stefanie? Hilary
Sustainability of outputs Needs to be described   Hilary (with TAB, OAB, Council)

Common Voting Process for RDA-Wide Elections

Current and approved Secretariat review and comment Hilary

Council Elections

Current and approved Secretariat review and comment Hilary
RDA TAB Elections Process Document See above under governance.   Lynn
OAB elections Draft to be updated in document above   Fotis
Past TAB Elections   Stefanie to capture records Stefanie
Past Council Elections   Stefanie to capture records Stefanie
Past OAB Elections   Stefanie to capture records Stefanie
Plenary guidelines

DOI minted. Landing page created on RDA Web site that DOI points to. Latest version attached to page. 

This is for external bidders. Needs to be updated after each plenary. 

How to deal with BoFs Sort-of written as part of   Stefanie
Internal Plenary planning processes To be documented   Stefanie to coordinate
Plenary scheduling process Developed by task force led by Rainer after P6   Stefanie (and plenary org committee)
Plenary session request templates Developed by task force led by Rainer after P6   Stefanie
Graphic and branding guidelines   Hilary find and update Hilary
Communications plan Plan for Jan - Jun 2017 Review in May 2017 Yolanda / Sara P
How to update RDA EU / US / AU newsletter members     Sara P
Public Secretariat Page to be updated to link to this and other documents and profiles, etc.   Yolanda


For the old version of the Organisational and Process Plan Document, see here: