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GRUPO 5

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GRUPO 5

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    PULMAN National Workshop

    Oeiras Public Library

    PORTUGAL

    18th October 2002

    REPORT

    (DRAFT 1.0)

Maria José Teixeira th28 November 2002

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1. TITLE OF EVENT: PULMAN National Worshop

2. LOCATION: Oeiras Public Library

3. DATE: 18th October 2002

4. ATTENDEES: 49 Persons attended the workshop. From the total of attendees

    10% were politicians and top managers from professional bodies. In what

    the three PULMAN areas are concerned, all the attendees were directors and senior

    professionals (27% from Museums, 12% from Archives and 51% from

    Libraries).

5. ORGANISER: Support group for Project PULMAN in Portugal. This group have

    elements from the areas of Libraries, Museums and Archives as well as from

    Professional and Political Bodies

    6. PROGRAMME: The programme focus Digital Guidelines Manual. DGM were organised

    in five different thematic groups:

    A. Education and Apprenticeship

    B. Citizenship and Inclusion

    C. Access to Cultural Services

    D. Nets and Co-operation

    E. Management

    Note: (Each group correspond to a different working session).

    The workshop started with a session about PULMAN project. During this session the

    focuses were the objectives of the project and the importance of DGM.

    At the end of the day the conclusions of the five different thematic groups were

    presented in a plenary session.

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    Working plan followed by the five thematic groups:

    a) All groups have participants from archives, museums and libraries;

    b) All groups have one speaker and one assessor;

    c) Speaker and/or assessor began the session with one or more questions which

    participants should try to find the answers during the session;

    d) All groups used the Brainstorming technique

    e) All the ideas were accepted and discussed

    f) All the ideas were voted by all participants

    g) The most voted ideas /opinions were presented at the plenary session.

7. Response to the guidelines

    A. Education and Apprenticeship

Speaker: José António Calixto

    Assessor: Maria José Teixeira

    Question discussed:

Considering the PULMAN guidelines as a starting point, what should be done to Portuguese

    Public Libraries, Museums and Archives start to cooperate in a regular basis?

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    Conclusions reached

    1. There is a need to establish local, regional and national policies in order to incentive

    cooperation. This cooperation should start among the national bodies that

    coordinate archives, public libraries and museums. Integrated polices should be

    considered.

    2. The cultural services, at local level, should be managed in an integrated way:

    ? Definition of objectives and organization of joint activities among

    public libraries, museums and archives;

    ? Definition of the concept of Cooperation;

    ? Improvement of Communication systems;

    ? Projects that consider lifelong learning;

    ? Involvement of Municipal Educational Departments;

    ? To share resources.

    3. There is a need of better equipment, financial and human resources. People

    representing archives and museums considered that they are in worst condition

    when compared with Portuguese Public Libraries Network.

    4. There is a need to introduce Training for Cooperation.

    5. Archives, public libraries and museums can start to cooperate, at a local level, with

    the creation of educational packages.

    B. Citizenship and Inclusion

Speaker: Graça Filipe

    Assessor: Fernanda Eunice Figueiredo

    Question discussed:

Which are the priorities for cooperation between Archives, Museums and Public Libraries in

    order to participate in Citizenship and Inclusion of Citizens?

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Conclusions reached

    1. There is a need of knowing better, disseminate and use the already existing

    policies;

    2. It is necessary to cooperate with different sectors inside the same institution in

    order to define common strategic actions;

    3. It is necessary to develop new ways of delivering services, e.g. Online services;

    4. The financial resources should be allocated in order to develop special services

    and/or projects;

    5. It is necessary to guarantee, as a basic condition for social inclusion and citizenship,

    the involvement of the public service provided by public libraries, museums and

    archives;

    6. To promote cooperation between other local and national entities in the area of

    citizenship and social inclusion;

    7. To produce and provide contents about citizenship and social inclusion;

    8. To create cross-sectorial working groups which can play a role as elements for

    lobbying in the international level;

    9. To guarantee that spaces, equipments and services are adequate to people with

    special needs.

    C. Access to Cultural Services

Speaker: Joaquim Silvestre Lacerda

    Assessor: Leonor de Sá

Question discussed:

In what extension are the guidelines applicable to the Portuguese reality?

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Conclusions reached

    1. This group disagreed with the base philosophy of the PULMAN Guidelines because

    they give supremacy to public libraries in projects implementation

     instead of valorise cooperation between archives, museums and public libraries

     as key factor for a real cooperation;

    2. The access to cultural services should be universal and free; 3. The new technologies are indispensable but the traditional ways of services deliver

    should be considered because it can be a danger to create a distance between

    services that are delivered and users needs and skills;

    4. There is a need of formal and informal instruments that improve the communication

    between the cultural entities;

    5. There is a need to implement a national policy in order to guarantee the work in

    cooperation, in a regular basis. This task force can lead to cooperation projects and

    the sharing of resources;

    6. In order to guarantee the access to cultural services, the description techniques

    should be always planned and implemented according to users needs; 7. Public libraries, archives and museums are the “natural defenders ” of users in the

    copyright issue;

    8. There is a need to implement Communitarian Cultural Contracts in which archives,

    museums and public libraries could play an active role in the promotion and

    delivering of cultural services.

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    D. Nets and Co-operation

Speaker: Filipe Leal

    Assessor: Paula Santos

    Question discussed:

It is important that archives, museums and public libraries cooperate?

    Using technologies, in what ways and in what extension could this work be done?

    Conclusions reached

1. It is important that archives, museums and public libraries work in cooperation, in

    a regular basis;

    2. First of all, to cooperate is a personal and/or institutional political attitude and a

    management decision;

    3. To cooperate implies several administrative, technical and financial conditions:

    ? Are considered administrative conditions, national and local structures

     and proceedings that facilitate the establishment of cooperation

     projects;

    ? Are considered financial conditions, national and local proceedings

     that could allow the sharing of financial resources between different

     institutions;

    ? Are considered technical conditions, the existence of a technological

     platform that permits compatibility between institutions.

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4. It is an essential condition that local and national policy bodies work as catalysers

    to cooperation. 5. It is necessary to identify, at a local and national level, strategic areas for

    cooperation. 6. To cooperate is possible only if based in official protocols with a clear specification

    about the roles of each institution.

    7. Cooperation projects should always be planned according to users needs.

    8. Using technology as a support for cooperation, the following issues should be

    considered:

    ? Compatibility;

    ? Standard Equipments

    E. Management

Speaker: Ana Runkel

    Assessor: Maria Helena Borges

    Question discussed:

Archives, Museums and Public Libraries: which management issues have these institutions

    in common?

    Conclusions reached

1. To cooperate is still much works to do.

    2. To cooperate implies a change of mentalities in institutions;

    3. Cooperation should start by the share of experiences among entities (good ones and

    bad ones).

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    E. General actions agreed

    1. All participants agreed about the importance of PULMAN DGM in spite of the

    document be too much public libraries oriented.

    2. Cooperation should start at a local level but should be regulated from the top

    there is a need of national policies, incentives and guidelines for cooperation 3. It was the first time, in Portugal, that people from archives, museums and public

    libraries work together in common issues trying to find common scenarios for future

    cooperation.

    4. Project PULMAN and DGM are a first step to cross-sectorial cooperation 5. Some working groups decide to continue works apart from Project PULMAN what ca

    be intended as positive aspect for Project PULMAN

    6. This document will be sent to all participants in order to agree on future actions in

    the cooperation field

    7. This document will be sent to policy makers and key-players in the area of Archives,

    Museums and Public Libraries.

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