EUCHIC Steering Committee and Advisory Committee Meeting Internal

EU-CHIC Steering Committee and Advisory Committee Meeting Internal review meeting WP 5: EU-CHIC Guidelines February, 12 th and 13 th 2012, National Technical University of Athens, Greece Venue: The Acropolis Museum, Athens

EU-CHIC Meeting Agenda Proposal, Sunday, 12 th February 09. 00 - 10. 30: Museum Tour 10. 30 – 11. 00: Coffee Break 11. 00 – 11. 30: Welcome: introduction, timetable and work plan of the EU-CHIC project (Coordinator/UL, WP 5 Leader/NTUA) 11. 30 – 17. 00: WP Progress and Milestones. Analysis of WP 5 elaboration 11. 30 – 13. 00: EU-CHIC Steering Committee members + Advisory Committee members: Review of Project Progress: WP Presentations of work in progress and milestones (WP leaders UL, Tecnalia, UNIBO, FRAUNHOFER, Z-Z). 13. 00 – 14. 30: WP 5 progress and milestones (WP Leader NTUA). Task 5. 1 (UL, NTUA), Task 5. 2 (NTUA), prof. A. Ronchi (Special Advisor to WP 5); Advisory Committee contribution. 14. 30 – 15. 30: Lunch Break 15. 30 – 16. 00: WP 5 Task 5. 3 input and progress (NTUA, Labein-Tecnalia et als) 16. 00 – 16. 15: Coffee Break 16. 15 – 17. 30: Overview and further planning of WP 5 integration (chaired by prof. A. Moropoulou, prof. R. Žarnić); Additional contribution to the EU-CHIC state-of-the-art (Mr. W. Kippes); Moderated Discussion. 17. 30 - 19. 00: EU-CHIC Advisory Committee meeting (separately)

EU-CHIC Meeting Agenda Proposal, Monday, 13 th February 09. 00 – 09. 30: Coffee 09. 30 - 11. 30: NTUA proposal of a pilot in situ application of the integrated protocols criteria in Schönbrunn palace for protocols and guidelines validation (prof. A. Moropoulou) 11. 30 – 13. 00: Round Table discussion and press conference “Evolutions and Initiatives of European Research from FP 7 to FP 8 regarding Cultural Heritage Protection” (prof. R. Žarnić, prof. V. Rajčić, prof. A. Moropoulou, prof. A. Lobovikov-Katz, Ms I. Rodriguez-Maribona representative) 13. 00– 14. 00: Lunch Break 14. 00 – 15. 00: EU-CHIC: Work plan, timetable and definition of future work (UL); Discussion on Conclusions and finalisation of the Project Planning and Dissemination (chaired by UL); Awareness and dissemination plan strategic orientation (Mr. W. Kippes); Address to the consortium by the Advisory Committee (Mr. I. Maxwell). 15. 00 – 16. 30: Acropolis Monuments Guided Tour

PROJECT MANAGEMENT PROGRESS REPORT University of Ljubljana Slovenia Athens, Greece, 12 February 2012

Work packages and tasks timetable

Deliverables and Milestones submitted Nr. DELIVERABLE WP/Lead Beneficiary Status D 1. 1 EU-CHIC Leaflet WP 1 / UL Submitted D 1. 2 Quality Assurance Plan WP 1 / UL Submitted D 1. 3 Contacts with Advisory Network WP 1 / UL Submitted D 1. 4 1 st Periodic Report WP 1 / UL Submitted D 1. 5 Written Contact with Ministries/Corresponding Authorities WP 1 / UL at National/Regional Level Submitted D 1. 6 Mid-term Assessment/Review Report WP 1 / UL Submitted D 2. 1 Collection and assessment on current ID-Card models WP 2 / Tecnalia Submitted Updated D 2. 2 Roadmap for future research priorities in IC models WP 2 / Tecnalia Submitted Updated

Deliverables and Milestones current status Nr. DELIVERABLE WP/Lead Beneficiary Status D 3. 1 Risk Indicators & Roadmap for future research priorities WP 3 / UNIBO Submitted Updated D 4. 1 Existing MTTs for data collection and presentation WP 4 / ITAM Submitted D 6. 1 EU-CHIC Portal – setting up and maintenance WP 6 / ZZ Submitted D 6. 2 Awareness and Dissemination Plan – mid-term WP 6 / SKB Submitted D 6. 4 Proceedings of the Workshop 1 WP 6 / ZZ Submitted

Deliverables current status 2 nd Reporting Period Nr. DELIVERABLE WP/Lead Beneficiary Status D 1. 7 2 nd Periodic Report WP 1 / UL Submitted D 4. 2 Assessment, evaluation and presentation of MTTs and establishment of criteria for their selection WP 4 / Fraunhofer Submitted D 5. 1 Integrated documentation protocols and harmonised criteria for IC models WP 5 / UL, NTUA In progress D 5. 2 CHIC Identity card guidelines WP 5 / NTUA In progress D 5. 3 Strategic planning for EU-CHIC guideline implementation with cse studies included WP 5 / NTUA In progress

Deliverables to be done Nr. DELIVERABLE WP/Lead Beneficiary Status D 1. 8 Exploitation plan WP 1 / UL May 2012 D 6. 6 Proceedings of the final conference WP 6 / ZZ August 2012 D 6. 7 EU-CHIC related papers in journals and proceedings WP 6 / ZZ August 2012 D 6. 8 EU-CHIC publication and updated leaflet WP 6 / ZZ August 2012 D 6. 9 Translations of CHIC guidelines in partners’ languages WP 6 / ZZ August 2012 D 6. 3 Awareness and Dissemination plan - final WP 6 / SKB August 2012 D 1. 9 Final EU-CHIC report WP 1 / UL August 2012/ 30 October 2012

Milestones current status 2 nd Reporting Period Nr. MILESTONE WP/Lead Beneficiary Status 1 Kick-off meeting of Steering Committee & Advisory Committee meeting WP 1 / UL Achieved 2 The first workshop on the existing methods of collecting and exploitation of data about the cultural heritage assets. Steering Committee & Advisory Committee meeting WP 2 / Tecnalia Achieved 3 Current methodologies and risk assessment: Steering Committee & Advisory Committee meeting WP 3 / UNIBO Achieved 4 Midterm review. Assessment of methods and tools. Workshop 2 Steering Committee & Advisory Committee meeting WP 4 / Fraunhofer Achieved 5 Internal review meeting. Steering Committee & Advisory Committee meeting WP 5 / NTUA In progress Presentation of outline of EU CHIC Guidelines

Milestone to be achieved Nr. 6 MILESTONE Final review. Closing Steering Committee & Advisory Committee meeting Final EU CHIC Conference. WP / Lead Beneficiary WP 6 / ZZ Status In progress

Management of the Project 2 nd Reporting Period q Web portal www. eu-chic. eu development q Participant portal update www. chiceu. net q Mid-term Meeting Olimia, Slovenia, May/June 2011 – organisation, follow-up q Coordination, communication, monitoring (deliverables of 2 nd reporting period) q Support to the Advisory Committee activities q 3 rd Periodic Report (May 2010 – November 2011) – submitted

2 nd Reporting Period Objectives Main result of EU CHIC will be a guideline to harmonise criteria to collect and understand a set of information about building and assets which are growing during their entire lifetime and to select the most effective tools to store the information. Other important outputs of the project : ü Collection and assessment on current Identity Card like models and harmonisation of criteria and indicators of existing European standards for the development of the Identity Card concept ü Analysis of risk indicators and roadmap for future research activities in this field ü Assessment, evaluation and presentation of methods, techniques and tools for the support of IC models, and establishment of criteria for their selection Recommendations and strategic planning for further EU policies and measures to implement EU CHIC and to develop new research projects or products Dissemination outputs: website, proceedings of the 3 workshops, EU publication and updated leaflet, CD of EU CHIC and set of papers

2 nd Reporting Period Objectives The partial scientific objectives that will be reached in the CHIC proposal are: ü To identify past and current initiatives and RTD projects regarding identity card methodologies, in order to assess the most valuable initiatives in this field. ü To identify and analyze the criteria and indicators for risks assessment, in respect of the policies and principles for the protection of heritage, that could be considered in the identity card models. ü To identify and assess about methods and techniques used for data collection and evaluation of the most suitable and adequate tool or system to collect and store data. Identification of key players in the collection and storage process. ü To establish criteria for the data collection, including the level of protection of the heritage and the minimum standard required. Suggestion of integrated documentation protocols and strategic planning for implementation and validation of the CHIC procedure. To build criteria and protocols to follow in order to have a common methodology in every country and to encourage the exchange of document between European countries, and to establish and implement the dissemination strategies of the project results.

Guidelines The final achievement of the project will be a guideline establishing the assessment of Identity Card concept to the European Cultural Heritage. These guidelines will contain: v The assessment of the data collection that should be undertaken, including risk indicators. This part of the document will be created in a form of specific kind of combination of questionnaires and data sheet, including harmonisation of criteria and indicators of existing European standards for the development of the Identity Card concept v The evaluation of the most usable tools and methods to collect and store the data and the criteria to select the most appropriate in every case v The criteria to be considered regarding further and past alternation of assets. This guideline will be written in English and translated in languages of all CHIC partners: Arabic, Croatian, Czech, Flemish, French, German, Greek, Hebrew, Italian, Polish, Slovenian and Spanish.

Next steps FINAL REPORTING – PRELIMINARY INFORMATION All partners: 4 th Peridoc Report (1 December 2011 – 31 August 2012) = 28. September 2012 Financial statement - FORM C + explanation of the use of resources (1 March 2011 – 31 August 2012) = 28. September 2012 Coordinator: Final Summary Report (1 September 2009 – 31 August 2012) = 30. October 2012 Final Payment Report (1 September 2009 – 31 August 2012) = 30 days after the final payment from the EC Additional input from all partners: dissemination activities report.

Final payment Expected December 2012 (45 days after submission of the final report) 61, 7 % Prepayment (- 5 % guarantee fund) Received 23, 3, % Mid-term payment Received 15, 0 % Final payment (10 % + 5 % guarantee fund) Expected end 2012 100 % Total

Final Payment

Split conference More info WP 6 leader ZZ EU-CHIC final conference, Split, Croatia, 29 May – 1 June 2012

EU-CHIC PROJECT Coordinated Action, Grant Agreement 226995 Call: ENV 2008 3. 2. 1. , EU Cultural Heritage Identity Card Starting date: 1. September 2009, Duration 36 months EU-CHIC Coordinator University of Ljubljana, Jamova 2, SI-1000 Ljubljana prof. Roko Žarnić, Ph. D Main Market, Ljubljana – Sunset, September 23, 2009 (Conclusion of the Kick-off Meeting, EUCHIC Project) ©Anna Lobovikov-Katz, Aquarelle

EU-CHIC WP 5 Task 5. 1 Integrated Documentation Protocols University of Ljubljana Athens, Greece, 12 February 2012

EU-CHIC WP 5 Task 5. 1 Do. W definifion Task 5. 1: Integrated documentation protocols (Leader: UL. Participants: NTUA, UNIBO, IPPT, Z-Z) It comprises: • Presentation and evaluation of the existing documentation protocols in the sector of cultural heritage protection • Suggestion for the creation of integrated documentation protocols, which will provide new documentation procedures, upgrading in data level the current documentation methodologies (WP 2), responding to criteria and indicators for risk assessment (WP 3), responding to advanced diagnostics and data management (WP 4). • Harmonisation of existing criteria and indicators of existing European standards for the development of the Identity Card concept Significant feedback of the relevant data will be given by the Network of Researchers, consisting of experts from all over Europe dealing with documentation protocols used for cultural heritage protection. D 5. 1: Integrated document protocols and harmonised criteria for IC models, at month 22 (UL): Based on the previously developed documents the integrated documentation protocols will be developed. They will include presentation and evaluation of the existing documentation protocols in the sector of cultural heritage protection used in EU countries and recommendations for the creation of integrated documentation protocols in the sector of cultural heritage protection.

NTUA WP 5 Task 5. 1 assignement (9. 12. 2011) The approach of Task 5. 1: “Development of integrated documentation protocols” is built upon a 4 - stage research and discussion comprising: 1. The identification of the recommended documentation data level and the fields to be included 2. The identification of criteria and indicators for risk assessment to be included 3. The optimal documentation methodology and tools to be used 4. The existing criteria and indicators of European standards to be considered and harmonised within the integrated protocols The input for the above mentioned goals is offered from the outcome of previous WPs: The 1 st step demands the process of the data and the results deriving from previous related work packages’ tasks. More specifically, for the determination of the documentation data level to be included in the Chic Card, part of the input is the elaboration of the most significant existing Greek documentation protocols, as well as the Deliverable 2. 1 Activity Report on Task 2. 1 “Collection and assessment on current Identity Card directives – Summary of Dataset, the WP 2 Workshop that took place during the Vienna Meeting April 2010 and the CHIC ID CARD Top Level based on the working session in Ravenna October 2010. Regarding the 2 nd step, seeking the risk assessment criteria and indicators to be considered in an integrated protocol, Deliverable 3. 1 “Report on risk indicators and roadmap for future research priorities – Annex A / Identification of needs for future research priorities” must be studied thoroughly, together with several comments and additions on behalf of NTUA as well as from other partners.

NTUA WP 5 Task 5. 1 assignement (9. 12. 2011) For the 3 rd step, the most appropriate methods and tools for data acquisition is already investigated through processing of Deliverable 4. 1 “Report on Methods and Tools for data collection and presentation”, Deliverable 6. 5 “Proceedings of Workshop 2 - “Assessment of methods and tools (WP 4); Practical application of the results”, as well as 4. 1 “New Questionnaire” and contributions of various partners’ additions on the proposed Categories & Subcategories, should be considered. The 4 th stage of the integrated protocol research, the identification of European criteria and indicators as well as the harmonization procedure reveals the necessity of studying the existing European standards and codes regarding the cultural heritage documentation. The input for this survey is offered by member of the Advisory Committee Mr Nypan Terje who has sent, as requested, the “List of Directives reviewed by the working group and now part of the EHLF work”, as well as from invited member to the Advisory Committee, Professor Alfredo Ronchi, who provided us with the “EU Legislation and Cultural Heritage / MEDICI Framework of Cooperation”. Other major EU models such as Council of Europe, CEN/TC 346, FACH, etc, must also be taken into serious consideration into the final conclusions, as well as the European Standards regarding the diagnostic methods and techniques protocols. In addition to the main requirements of Task 5. 1, several proposals were made by partners for further expansion: Mr Rocco Mazzeo (UNIBO): • glossary of terms-common terminology • more concise structure and definition of each Method , Technique and Tool (MTTs) Mrs Vlatka Rajcic (Zagora-Zagorje): • establish evaluation marks for all documentation protocols, compare their similarity and differences, good and weak points and criteria pf desired Integrated protocol suggested to EU strategy bodies Mr Marek Sklodowski (IPPT): • work with other Partners on suggestions of new integrated documentation protocols, • translation of the documents into Polish language

NTUA WP 5 Task 5. 1 assignement (9. 12. 2011) Mr Epich Rand Robert (LABEIN): • Do you think we need a bibliography? I think it will be very useful and I´ve begun to collect data that could form the basis of a bib. • Do you think we can or need to launch a User Survey? This may provide data from potential end-users that will feed into Report 2. 2 and the final guidelines WP 5. This could easily be done with a surveymonkey… • Finally, since the project is just over one year away from finishing I suggest an article or publication of some type. This would provide feedback into the reports and improve the final product. Mr Roko Zarnic - Mrs Barbara Vodopivec(UL): • Integrated overview of all previous WPs development with special attention to recommendations regarding final EU-CHIC model/system. To this purpose analysis of D 2. 1, D 2. 2, D 3. 1, D 4. 2 (UNIFE part, Fraunhofer is still to deliver its part) , texts by I. Maxwell and workshops results (proceedings) will be done. • Analysis of transnational integrated approaches and some national-based initiatives: Council of Europe (Doblin Core Data Index), Herein, Standard CEN/TC 346, FACH material, COST C 5 action, E!2694 – Eurocare 2000, Getty Conservation Institute model, ICOMOS Burra charter and CIPA, UNESCO World Heritage list, RILEM, Monumentenwacht model, Italian risk map. . . • Proposal of integrated documentation protocol: a. Recommendations b. Proposed form of a questionnaire/data-sheet for each monument under observation. .

• UL will prepare bio profiles of EU-CHIC partners to be included in the final guidelines. Partners will be further informed in Athens. Task 5. 1 contributions so far • Partner from Poland IPPT PAN has uploaded to our members area page an overview of Polish protocol for monument inscription into the national register. A list of references is added. • Partner from Italy UNIBO uploaded terminology oriented document with WP 2, 3, and 4 extracts and proposal for changed structure of table from Deliverable 4. 1. UNIBO proposed to work on MTTs terminology with Fraunhofer, ITAM and UNIFE. • Partner from Slovenia UL uploaded draft introductory part of 5. 1 deliverable with analysis of all previous deliverables and general context of WP 5 in terms of the whole project development. It will be further elaborated. • Tecnalia prepared bibliography survey draft to be included in the final guidelines and to be further developed by the consortium. It will be disseminated to all partners. • Tecnalia prepared end-users survey draft. It will be disseminated to all partners. • Mr. Alfredo Ronchi, Mr. Terje Nypan and partner from Croatia ZZ prepared survey on European standards for protocols harmonisation as Task 5. 1 input. • Mr. Ingval Maxwell works on terminology, as well as he is proof-reading and editing all EU-CHIC outcomes before they are ready to be submitted.

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