ISTC Meeting Spring 2016 Bratislava CIO

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Prior to the meeting we would like to encourage you to revisit or fill for the first time our resource comparison: - Please request access if not accessible.

On April 11, 2016, from 13:00 to 18:00, the afternoon before the main CETAF ISTC meeting, we will hold a NHM-CIO meeting in Bratislava (Slovak Academy of Sciences, Dúbravská cesta 9, Bratislava, Slovakia). See also the main page for the ISTC Meeting Spring 2016 Bratislava for further information.

The meeting is primarily intended to exchange leadership experiences and discuss options for cooperation

Attendance (so far, please add your name if yet missing):

  • Gregor Hagedorn, CIO of MfN Berlin
  • Anton Güntsch, CIO of BGBM Berlin
  • Cathy Emery on behalf of Eric Danon, CIO of the Royal Belgian Institute of Natural Sciences
  • Wilfred Gerritsen on behalf of Jeroen Snijders, CIO of Naturalis
  • Christian Steinwender and Rainer Heimo, NHM Vienna
  • Stuart MCLELLAN, CIO of MNHN, Paris
  • Karol Marhold, Matus Kempa, SAV Bratislava
  • David Harris and Elspeth Haston, RBGE, Edinburgh
  • Jakub Bělka, Lukáš Bělka, ICT administrators, National Museum, Prague


  • Dagmar Triebel
  • Vincent Smith, CIO of NHM London


(Please send you requests for additional topic to gregor.hagedorn at the

  • Welcome by Karol Marhold
  • Round of introductions, finalizing the agenda, protocol?
  • European initiatives:
    • Update on the Natural History Collections Research Infrastructure
  • Information about new developments at each institution (or country)
    • Germany: DCOLL Common Collections Research Infrastructure Roadmap application submitted Jan 15 2016
    • No other country present has a concrete national roadmap proposal, several (UK, France) are working on it.
  • Potential and experiences in redirecting resources from the management of Office software to research data management through use of cloud services (e.g. gdocs, office 365)
  • Results of the CETAF CIO questionnaire (Gregor Hagedorn)

Specific Results (beyond those indicated in Agenda)

  • Name: "CETAF ISTC Information management strategies / CIO group"
The group is composed of CIOs or conveners of teams filling this role. Participants to the CIO meeting should have a strategic role in their institution or within the department responsible for CETAF relevant decisions regarding natural history collection or geo-/biodiversity information infrastructures. The participation is not limited to members of large institutions. The main purpose of the CIO meeting is to develop common strategies and exchange experiences and solution for common problems. Members can act as a single point of contact, which may then redirect requests to a team. The should have a decision role in their organisation, although naturally they may need to align possible decision with other directors.

Comparison of planning methods and schemes

Discussion how to strengthen responsibility for long term sustainable information infrastructure. Deep integration of service and research is needed, developing in department 1 and maintenance in department 2 does not work well for any institutions present.

Topics of interest for next meeting:

  • Funding situation and opportunities, EU eInfrastructure policies
  • User motivation in house, what gives the users most benefits, motivation for adoption (Christian)
  • Which media repository systems are we using?
  • update on Cloud-based office software, case studies, off.365, owncloud,
  • OpenStack experiences (Wilfred, Naturalis, Paris is experimenting)
  • Indoor geolocalization/geopositioning incl. beacon (Stuart, also Cathy, Elspeth)
  • Experiences with Long-term data preservation (Elspeth)
  • Achieving service robustness: offering to others, but the downside is we are unable to assess or certify on the robustness (Anton)
  • Opportunities for striving towards a shared authentication and authorization system
  • Collaboration around the DINA / Specify developments?

Next regular meeting (depending on EU-ESFRI or other needs, other meetings may be called for).

  • Spring 2017. Meeting together with either the special CETAF ISTC or the main CETAF meeting (lunchtime-lunchtime, boards, working group before and after)

CETAF CIO Questionnaire for those who had not answered it in the first round:

(Copy this and fill it directly on this page, or send in by email:)

Type of strategic decisions 1. developing a vision for the overall information strategy of institution including strategic decisions regarding hardware (server, client) purchases, choice of office and back office software, as well as administration of IT services

(Name, email, comments)

2. deciding which scientific information systems to deploy, including collection databases

(Name, email, comments)

3. coordinating information networking, data science activities, and interoperability with international infrastructures?

(Name, email, comments)

4. investments into strategic in-house or collaborative software developments

(Name, email, comments)

5. develop the strategy for long term sustainability of information systems

(Name, email, comments)

6. overview the strategic decisions regarding IT security or certifications according to ISO quality or archival standards

(Name, email, comments)

7. open data open content policy

(Name, email, comments)