*dear all, * ** please find below FYI or action an HLF tender on digital policy . Timely! For consultants: the deadline is looming! best wishes, Marcus * * * * *Apologies for cross posting * Dear colleague The Heritage Lottery Fund (HLF) was set up in 1994 under the National Lottery Act and distributes money raised by the National Lottery to support projects involving the national, regional and local heritage of the United Kingdom. Attached to this e-mail is a brief to tender for a piece of research work to be undertaken on behalf of HLF. We want to review our current policies towards digital material and digital technology in order to assess whether we need to make any changes to current policy guidelines across all or some of the areas of heritage. The deadline for returning proposals to tender for this work is Monday 25 January 2010. If you have any queries that cannot be answered in the brief please contact me (details below) I do hope you will be interested in this piece of work and I look forward to hearing from you. Yours sincerely Fiona Talbott Fiona Talbott Head of Museums, Libraries and Archives Heritage Lottery Fund 7 Holbein Place London SW1W 8NR Direct Line: 020 7591 6008 Email: [log in to unmask] Web: www.hlf.org.uk - *Mapping the use of digital technologies in the heritage sector * - *1. Overview* - 1. HLF was set up in 1994 under the National Lottery Act and distributes money raised by the National Lottery to support projects involving the national, regional and local heritage of the United Kingdom. We operate under the auspices of the National Heritage Memorial Fund (NHMF). We are now operating under our third strategic plan, ‘Valuing our heritage: Investing in our future”. 1. Through our grant making we aim to: - conserve the UK’s diverse heritage for present and future generations to experience and enjoy; - help more people, and a wider range of people, to take an active part in and make decisions about their heritage; - help people to learn about their own and other people’s heritage. The areas of heritage that we cover are: - People’s memories and experiences (often recorded as ‘oral history’ or spoken history); - Histories of people and communities (including people who have migrated to the UK); - Languages and dialects; - Cultural traditions such as stories, festivals, crafts, music, dance and costumes; - Histories of places and events; - Historic buildings and streets; - Archaeological sites; - Collections of objects, books or documents in museums, libraries or archives; - Natural and designed landscapes and gardens; - Wildlife, including special habitats and species; and - Places and objects linked to our industrial, maritime and transport history. 1.3 The Heritage Lottery Fund is looking at our current approaches and policy on the use of digital material across the heritage sector. This will help inform us of any potential need to revise our policy on what we fund. It will also highlight to us where heritage practitioners see the use of digital technology and material in future in terms of better engagement with users and non-users. At present HLF policy on digital material in our guidance states: *We will only fund certain types of work if they form part of a wider project that meets our aims. We cannot fund them as stand-alone projects. These include: creating digital materials (for example, websites, DVDs or virtual reality).* *For projects involving creating or using intellectual property (for example creating a database, digital images or audio or other multimedia applications) we expect you to get all permissions, waivers and licences from any other person or organisation who may be entitled to any intellectual property rights which either exist or will be created to allow you to carry out and complete the project in line with your application. * *We can support cataloguing, digitisation and retro- conversion activities where they form part of a wider project that will provide additional activities to help more people access and learn from the material. We will not support projects whose sole aim is to carry out cataloguing, digitisation or retro-conversion.* *How will you preserve digital material? * *You should consider how you can help to ensure that any digital material you produce is maintained over the long term so it is still accessible. This is a complex area but you need to be aware that digital material can have a short shelf-life and can become inaccessible in a relatively short space of time. Digital material can corrupt but it is even more likely that newer technologies will replace both equipment and software. As a minimum you need to create a high quality ‘master’ from which other versions of your digital material (for example images you might make available over the Internet) can be made. This digital master should be stored independently and you should seek specialist advice about how to make sure it remains accessible.* 1. We are aware that our policy and guidance was formulated at a time when digital material and digitisation were less well developed across heritage. We want to ascertain an overview of digital practice in the heritage as determined by practitioners to understand how our current policy areas sit with what is actually happening in the sector and whether we need to consider any changes or update to policy 1. * Aims and Objectives* Digital technology is changing the expectations and experiences of users of heritage. With the onset of Web 2.0 there are new opportunities to view, edit and interact with digital content. There is also an increasing expectation that content will be free at the point of access, and will be available to adapt and share. This is likely to have implications for how and where people access and experience heritage. At the Heritage Lottery Find we want to get an overview of what practitioners’ experience is of the changes that digital material and technology have brought and from their perspective what the public wants and expects. The areas we wish to explore are: - *How digital technology is influencing heritage practice in the field of public engagement with heritage* - *What the public's expectations are of heritage institutions of service provision in relation to digital technology * - *Implications for heritage organisations in terms of digital content creation * - *Possible implications for HLF grant giving from the above three areas.* The study excludes the use of digital technology in heritage organisations for activity which is outside the scope of HLF funding e.g. - Meeting any legal obligations - an organisation’s own current records management - statutory responsibilities such as processing planning applications *At present digital material and /or technology is used across the heritage sector in a variety of ways:* *Natural heritage and designed landscapes * - The National Biodiversity Network is a partnership that was established to set common standards for data management and use across the UK. Biological data is usually held by local Environmental/Biological Record Centres. - Widespread use of Geographic Information Systems (GIS), to record spatial data and use mapping functions for example the distribution and management of green space, the location of Sites of Special Scientific Interest and their supporting meta data. Point data is used to show distribution and trends in biological data. Layering data spatially and using the information as a basis for planning or predicting patterns, designations, constraints or opportunities. - Targeted digitisation of historical records is used in restoring or expanding habitats in the appropriate landscape. - Growing trend of creating digital records directly with handheld and computer devices. The software on these devices is interactive and is beginning to replace some of the traditional field guides and biological keys - aiding identification as well as making the record. - Interactive digital displays and online facilities are also becoming common-place for the environmental sector Museums & Galleries - Interpretation in museums and galleries is increasingly being influenced by digital technology e.g. computer-based interactives, audio guides, guides and interactives on PDAs and GPS-based applications which can deliver information based on the visitors location on the site - Use of websites to download pre-visit information, provide in-depth information on collections - Blogs and social networking sites on which visitors can post their own content including comments about exhibitions, their own interpretation of objects and share their images and videos following visits - Computer based virtual reality tours provide access to areas of buildings and museums and the objects in those areas which are inaccessible to people with mobility impairments. *Archives & Libraries* - *Archives and Record Offices have transferred material from the original paper based or analogue state to digital material. * - *Digitisation of material can act as a method of preservation through provision of digital surrogates and also provide access to wider audiences through availability of material as digital content.* - *Born digital material is becoming more common. * - *Using already * digitised material to involve people in their own content creation by adding new material, or producing their own resources such as oral history, film or blogs - Creating virtual resources can be through shared topics in a single web site, or search engines that link up resources held in more than one location. This is useful in partnership projects where collecting activity by one partner then benefits all the others through shared web sites or portals - *Along with all other heritage areas the use of websites is widespread. Many smaller and community projects use websites as their vehicle for accessing digital material. A major issue is the sustainability and longevity of these websites. * *Historic environment* - Government planning policy (PPGs 15 and 16) require records to be made of the historic environment – notably historic buildings, archaeological sites and landscapes - where they are susceptible to loss, damage or alteration through the planning process. Increasingly this primary information is being captured by the use of digital technology, whether in the form of digital photographs, CAD drawings, scanned images, word processor documents or databases. - On-line resources, such as the Archaeology Data Service (* www.ads.ahds.ac.uk* <http://www.ads.ahds.ac.uk/>) provide guidance and advice as well as offering a service to hold, make accessible and preserve digital data in the long-term. - *3 Methodology* 3.1 The UK heritage sector is very broad in terms of scope and vast in terms of numbers of institutions, which is why we are looking to get an overview of the situation rather than a detailed position. We have outlined above the main areas in which digital technology is used. Using this as a starting point we need a review of the views of lead agencies throughout the UK and some key stakeholder organisations as to the extent that organisations are using digital material and technology in that way and any other ways we have not identified. 3.2 Your research will be a mix of desk research and telephone interviews with heritage bodies across the UK. We want a review of any relevant research on use of digital material in heritage produced since 2006. Telephone surveys will be used to determine how heritage practitioners view the situation now and ascertain how their heritage practice has changed and will change with increased awareness and expectation in the digital world. 3.3 We want you to examine how practitioners view using digital material and technology in their organisations through a telephone survey. The interviews would need to have a representative selection of the heritage sector as well as representation across our regions and countries to reflect our UK wide remit. 3.4 As part of the research you will provide HLF with a list (for approval) of lead agencies, key stakeholder organisations and key practitioners across the UK. 1. We would expect you to consider our three strategic aims (see 1.2 above) when considering any changes for HLF policy or practice 3.6 From practitioners’ views the research in this area will look in particular at the following key research questions: - Who currently engages with ‘digital heritage content’? - What is the level and nature of this engagement and how is it changing? - What is the nature of the digital heritage experience? - How do people value the experience? - What constitutes a ‘quality’ experience? *How digital technology is transforming heritage practice* - How is digital technology changing heritage practice and organisations? - Is heritage practice changing to accommodate those that operate primarily with digital material - What is the relationship between digital technology, excellence and innovation in heritage practice? - Does heritage practice shape digital technologies? 3.7 Although we have stipulated the areas that we wish the successful consultant to explore through this research we are open to the suggestions of any other areas that you may wish to suggest as areas for our consideration. - - *4 Research management* 1. The work includes desk research on published research around digital material and technology, all survey work including design of the questionnaire, any required piloting and full telephone surveying. We expect the desk research and telephone surveys to begin in February 2010. A draft report is required by 31 March 2010 for HLF comment and a final report is required by 30 April 2010. 1. All reports to be produced in Microsoft office format and supplied in both hard copy and electronic format. Spreadsheet models used in the research should be provided, with results, in Excel. The structure of the report should include a description of methodology, result from desk research and focus groups along with any potential recommendations for areas of policy change for HLF. The report should be accompanied by an executive summary. Any potential case studies should be identified with contact details. 1. The research will be managed on a day to day basis for HLF by Fiona Talbott, Head of Museums, Archives and Libraries. You will be expected to attend a start-up meeting, and, depending on logistics, meet with or have regular contact with Fiona Talbott throughput the project. Our aim is to ensure that the project lead can support your work with HLF knowledge. - - *5 Outputs * 1. The following outputs will be required: - An agreed final written report supplied to HLF by 30 April 2010. This will include a complete analysis of findings, potential case studies, with any appendices as agreed between HLF and the consultant. The contents structure of the report to be agreed in advance of writing. A set of research data, qualitative and quantitative data from the fieldwork and focus groups to be stored in a readily accessible electronic format. All reports to be supplied in both hard copy and electronic format. 1. The outputs of this research will be a report with appendices as agreed between HLF and the contractor, plus an electronic version by CD or e-mail in pdf format. 1. In the final report consultants should ensure that: - Font size of the font used is at least 11pt - There is a strong contrast between the background colour and the colour of the text. Black text on a white background provides the best contrast. This also applies to any shading used in tables and/or diagrams. - Italics are not used, except when quoting book titles for citations, items on the reference list should be arranged alphabetically by author. - Colour formatting and use of photos should be of a resolution size that is easily printable and does not compromise the printability of the document. For further guidance on ensuring readability of printed materials, please refer to the RNIB Clear Print guidelines. These can be found on *www.rnib.org.uk* Any additional information, separate to the report e.g. proformas and transcripts, should be supplied so that they can be printed as stand alone documents. They must be fully referenced to the piece of work you are submitting, dated, formatted and numbered appropriately. All reports should acknowledge HLF and we will supply our logo 1. The results will be confidential to HLF. HLF may prepare or commission summary reports and other materials for subsequent wider distribution, based on the results. *6 Procurement* 6.1 The proposal for undertaking the work should include:- - a detailed methodology for undertaking the study; - an overall cost for the work; - details of staff allocated to the project, together with experience of the contractor and staff members in carrying out similar projects. The project manager / lead contact should be identified - the daily charging rate of individual staff involved; - a timescale for carrying out the project. 1. The anticipated budget for this research is £10,000 to include all expenses and VAT. 1. HLF reserves the right not to appoint and to achieve the outcomes of the evaluation through other methods. 1. The procurement timetable will be: - Completed proposal to be returned to HLF by Monday 25 January 2010 - Possible short listing interviews (if required) on Thursday 28 January 2010 - Confirmation of award of contract by Friday 29 January 2010 - Contracted work to be completed by 30 April 2010 1. Proposals can be sent to the following address or e-mailed: - Fiona Talbott Head of Museums, Libraries and Archives The Heritage Lottery Fund 7 Holbein Place London, SW1W 8NR *[log in to unmask]* <[log in to unmask]> 1. We have invited a number of consultants to outline how they would undertake this work within the context of the requirements laid out above in the methodology section. We will be looking for the proposal that best fits our needs and will include: - an understanding of the issues - a realistic timeframe and ability to meet the specified deadlines - outline of how you will undertake the work - outline of how you will incorporate our monitoring information with the qualitative data you collect - who will undertake the work and their expertise - realistic identification of risks and the proposals for minimising these and dealing with any problems. - examples of similar work undertaken 1. The contract will be let by the National Heritage Memorial Fund (NHMF)/Heritage Lottery Fund under HLF terms and conditions, a sample version of this contract is attached (Appendix 3) so that the consultant is aware of the conditions before preparing the tender. 6.8 See HLF website at *www.hlf.org.uk*<http://www.hlf.org.uk/>for further information about the organisation. **************************************************************** For mcg information visit the mcg website at http://museumscomputergroup.org.uk/ To manage your subscription to this email list visit http://museumscomputergroup.org.uk/email-list/ ****************************************************************