MOWCAP BUREAU MEETING 1816-17 May 2019, Asia Culture Centre, Gwangju, Republic of KoreaMINUTESVenue: Asia Culture Centre, Gwangju, Republic of KoreaDates: 16-17 May 2019Present:Kwibae KimDianne MacaskillVu Thi Minh HuongMitsuru HagaChair of MOWCAPVice-Chair MOWCAPVice-Chair MOWCAPVice-Chair MOWCAPAndrew HendersonMisako ItoSecretary GeneralAdviser for Communication andInformation, UNESCO BangkokObservers (present for sessions 1-3 of the meeting)Eun-Jung KimResearch and International AssistantDirector, Research and InternationalRelations Division, Asia CultureCenterJinny ChoiInternational Exchange TeamManagerNanyoung KimStaff, Asia Culture Research Institute1

1. Opening Ceremonyi.ii.Kyung Yoon Lee, Director of the Regional Cooperative and International ExchangeCentre, Asia Culture Center (ACC), welcomed the MOWCAP Bureau members andwished them a fruitful meeting.Kwibae Kim thanked the ACC and the Asia Culture Institute (ACI) for thearrangements and financial support to host the Bureau Meeting.2. Overview of the meeting program arrangements and adoption of the agendai.ii.The minutes of the 8th General Meeting were shared by the Secretary-General forthe review of the MOWCAP Bureau who requested the assistance of the Bureaumembers to review the minutes and provide comments and input via email. Thesewill be considered and reflected in the final draft to be presented for adaptation atthe 9th MOWCAP General Meeting in 2020.The agenda for the 18th Bureau Meeting was adopted (Annex A).3. Bureau Reports3.1 Report of the Chairi.Kwibae Kim gave a report (Annex B) on the activities of MOWCAP since the 8thGeneral Meeting of MOWCAP was held in May-June 2018. In his report, the Chairshared that 2018 marked an important milestone in the history of MOWCAP, the20th anniversary of the Committee. Many things were achieved during this year,including:o The largest ever MOWCAP General Meeting, attended by delegates from 28countries from the Asia-Pacific.o 10 new inscriptions were added to the MOWCAP register at this meeting, takingthe total to 56.o An exhibition and publication were created for the MOWCAP 20th anniversaryo The MOWCAP-ACC cooperation continued to flourish, including the launch ofthe small grants program to support organizations from the Asia-Pacific.3.2 Report of the Secretary Generali.ii.Andrew Henderson gave a report (Annex C) on the activities of the SecretaryGeneral for MOWCAP in relation to financial, administrative and communicationresponsibilities since the 8th General Meeting of MOWCAP was held in May-June2018.Misako Ito, the UNESCO Regional Advisor, shared that previously the budget wasallocated for MOWCAP in UNESCO’s budget line. However, this was an informalarrangement that had been developed between MOWCAP and her predecessor atthe UNESCO Bangkok Office. UNESCO was happy to support the activities ofMOWCAP, for example in supporting developing countries join the MOWCAP2

General meeting, however, this should be discussed on case-by-case basis betweenUNESCO and MOWCAP.4. MOWCAP-ACC cooperation4.1 ACC-MOWCAP session included presentations on the review of the MOWCAP Grants program2018 (Annex D) and discussion.The timeline for the 2018 grants was too tight and many organizations struggled toimplement their projects within the allocated period. This is a lesson for 2019, andthe call for proposals has to be launched much earlier (January 2020).The criteria and evaluation system developed for the grants program seemed towork well although it would be good to have representatives from the ACC and theACI also join the evaluation process.The whole grants process is very time consuming for the ACI staff (and also the SGMOWCAP). This involves responding to email queries, preliminary assessment ofthe applications to check eligibility, and contacting successful and unsuccessfulapplicants, monitoring of the project implementation, following up to get finalreports (and other docs) as well as reporting.The 2019 program will be larger, so this is a consideration that needs to be made interms of allocating enough resources for the ACI staff, and also the available timethat the SG can spend on this work.ACC-ACI would like to be involved in the selection of the projects. It was agreed thatfor the next round of the grants a representative of the ACC and ACI would be part ofthe selection process. That way any projects that particularly align with the ACC/ACIprograms can be identified and supported.The financial reporting of the grants needs to be improved. The ACC has obligationsto report within their Ministry. In this regard, MOWCAP has requested that allgrantees submit an endorsement letter from the UNESCO National MoWCommittee/or UNESCO National Commission as part of their application and finalreporting process.4.2 Digital Heritage Conferencei.The MOWCAP, UNESCO and the ACC agreed to cooperate to hold a conference ondigital heritage preservation in November 2019. Kwibae Kim also shared that theAssociation for the National Debt Redemption, Daegu City, was interested to supportthe conference. It was agreed that a concept note and program would be elaboratedand coordination of the meeting would be shared by the different parties.4.3 The 2019 Cooperation Plan:i.The MOWCAP Bureau members, along with the representatives of the ACC/ACIdiscussed the cooperation plan for 2019 including the respective roles andresponsibilities (Annex E)and working group members (Annex F)3

5: Overview of the MoW ProgramUpdate on the Comprehensive Review of the MoW:i.Misako Ito gave a presentation on ‘Update on the comprehensive review of theMemory of the World Program’ (Annex G). The key points from the update included: In September 2018 the UNESCO Executive Board adopted the Action Plan for theComprehensive Review of the UNESCO MoW Program. An online questionnaire to the Member States on the review documents(Revised General Guidelines; Revised Statutes of the IAC; MoW Code of Ethics)was completed. Establishment of the Member States’ Working Group to examine the mostappropriate legal framework for MoW. April 2019: Joint meeting of IAC and experts designated by the Member States’Working Group. A series of meetings of the Working Group and experts have been held to discussthe issues. In October 2019 a consolidated report on the comprehensive review of the MoWProgram will be submitted to the 207th Executive board meeting scheduled for 9-23October 2019.ii.In September 2018 the UNESCO Executive Board Adopted the Action Plan for theComprehensive Review of the UNESCO MoW Program leading to the final report andrecommendation being considered at the 207th Executive Board meeting in October2019.The MOWCAP Bureau agreed that it was important that MOWCAP matched its ownreview process to the Action Plan for the Comprehensive Review, and wait until thisreview process was finalised to gain greater clarity on the direction of the programat the global level, before revising any of the MOWCAP working documents ormaking a decision on reopening the MOWCAP regional register.iii.6: Supporting MOW Committees6.1 DRR workshop in Bhutani.ii.Mitsuru Haga represented MOWCAP at the Regional Capacity DevelopmentWorkshop on Preservation of Documentary Heritage for Disaster Risk Reductionand Management, co-organized by UNESCO and the Royal Government of Bhutan on29 and 30 November 2018 in Thimphu, Bhutan. Misako Ito also joined the meeting.Dr Haga gave a presentation on the Japanese Funds-in-Trust Projects on DisasterRisk Reduction and Management as well as a summary of the DRR meeting inBhutan and the material delivered during this meeting.4

6.2 PARBICA Disaster Preparedness workshopi.ii.iii.An international archives conference will be held in Adelaide, Australia, from 21 –25 October 2019. The conference is titled “Designing the Archive” and is a jointconference of the Australian Society of Archivists (ASA), Archives and RecordsAssociation of New Zealand Te Huinga Mahara (ARANZ), the International Councilon Archives (ICA) and the Pacific Regional Branch International Council onArchives(PARBICA).The conference is a good opportunity for MOWCAP/UNESCO to support an event toprogress the Pacific Member States Action Plan for the Implementation of theUNESCO Recommendation on Documentary Heritage.All Bureau members agreed this was an important event to support. Misako Itoagreed to contact Fackson Banda at the UNESCO MoW Secretariat to check for anopportunity to support the initiative.6.3 MOWCAP Member Reports.i.The Bureau members discussed the need to increase reporting from the NationalMoW Committees within the MOWCAP network. This should involve the MOWCAPSecretariat sending out a letter annually, requesting an update on the activities ofthe MoW committee. The data from these reports can be used to help guide supportfor National MoW Committees, as well as to collect new stories for the MOWCAPnewsletter.7: MOWCAP Projects7.1 MOWCAP Archives policy:i.ii.iii.iv.Dianne Macaskill shared the draft MOWCAP archives policy (Annex H) that wasdeveloped in consultation with the secretary-general using the template from theKeeping Archives 3rd Edition (2008), published by the Australian Society ofArchivists.This policy document states the purpose of the MOWCAP Archive, the collectionpolicy and the processes for the management of the archive. The objective of thepolicy is to ensure that the records of MOWCAP activities that document keyMOWCAP decisions, discussions and events are collected, preserved and whereappropriate made accessible so that MOWCAP has a record of its history includingits decisions.The MOWCAP Bureau members agreed to adopt the archives policy and to treat is a‘living document’ that can be revised and updated based on the experienceimplementing the policy and on input from MOWCAP experts.The MOWCAP Bureau members also agreed it was important to place the digitalcopies of nomination forms from successful nominations on to the MOWCAPwebsite.5

8: The MOWCAP Register and Register Sub Committee8.1 Composition of the RSCi.According to the MOWCAP RSC Rules of Procedure, the Register Subcommittee(RSC) shall be composed of no fewer than3 members, including a chairpersonappointed by the MOWCAP or the Bureau. The term of office of RSC members is fouryears, with RSC members eligible for immediate reappointment, in order to ensurecontinuity. Under these provisions, no more than four persons can be replacedevery four years.ii.At the 7th MOWCAP General Meeting in Hue, Vietnam, in 2016, the followinglongstanding RSC members were confirmed for a four-year term:Dr Rujaya AbhakornDr Alla AslitdinovaProfessor Kyung-ho SuhHongmin Wang iii.At the 17th MOWCAP Bureau meeting the held in Tokyo, Japan, in July 2017, DrHelen Jarvis, was appointed as a RSC member by the MOWCAP Bureau. This wasconfirmed at the 8th MOWCAP General Meeting in 2018.iv.In October 2018 Dr Rujaya Abhakorn decided to step down from his role as Chair ofthe MOWCAP RSC.v.The current composition of the MOWCAP RSC is therefore the following:Dr Alla Aslitdinova (2016-2020)Professor Kyung-ho Suh (2016-2020)Dr Helen Jarvis (2018-2022)Hongmin Wang (2016-2020) 8.2 MOWCAP RSC Chairi.ii.iii.The Bureau noted that Rujaya was the inaugural Chair of the MOWCAP RSC, and thatunder his guidance and support, from 2008-2018 the register has grown to includemany important and diverse collections from across the Asia-Pacific. All the Bureaumembers joined to express their thanks to Rujaya for his dedication and work togrow the register.The MOWCAP Bureau agreed that it was important to fill the role of Chair of theMOWCAP RSC, especially to help guide MOWCAP in adapting its RSC processes tomatch the outcome of the Comprehensive Review process being undertaken by theUNESCO MoW Secretariat. The MOWCAP Bureau also agreed that as the review wasongoing, the position of Chair would be temporary until the outcome of theComprehensive Review was known.While noting the expertise and capacity of all the current RSC members, the Bureau6

decided to appoint Dr Helen Jarvis, as the Interim Chair of MOWCAP. The MOWCAPBureau members felt it was important to have Helen’s expertise and experience,especially as an immediate past member of the IAC. In addition as her term is until2022 she could gain experience and lead the RSC in any new processes until that dateafter which we would follow any new guidelines.8.3 Appointment mechanism of new RSC membersi.ii.iii.The MOWCAP Bureau discussed the mechanism around the RSC members andChair. While the Register Subcommittee (RSC) Rules of Procedure (1.1) clearlyoutline that the Chair may be appointed by the MOWCAP General meeting or theBureau, there is no established rule for selecting the RSC members.The MOWCAP Bureau members also noted that the MOWCAP RSC’s functionsmirror, at the regional level, those specified in the General Guidelines (para. 5.3.5) ofthe international Guidelines, which are currently being revised as part of the of theComprehensive Review of the MOW program (which will report to the October 2018UNESCO EXB).Once the General Guidelines of MoW are approved at the global level, MOWCAP willneed to assess the mechanisms it uses for appointing new RSC members to ensurethey are in accordance with the global program. It is hoped that the Interim Chair ofthe MOWCAP RSC can work to develop a working paper for the consideration of theBureau members on any changes.8.4 MOWCAP nomination cycle 2019-2020i.The MOWCAP Bureau members agreed that more information was needed beforemaking a decision on whether the register would be reopened. In this regard, it wasagreed that a MOWCAP Bureau meeting would be convened in November 2019(after the 207th UNESCO Executive Board meeting) to discuss the issue again basedon the decision of the EXB.9. MOWCAP communicationsi.ii.iii.The MOWCAP communications report was developed and delivered by DianneMacaskill (Annex I)). Overall, the report shows that use of the MOWCAP website andsocial media channels has significantly increased in the last year. The report alsonoted that YouTube has become a popular way of disseminating information andthe Bureau should consider how to develop the MOWCAP channel.One large factor behind the increased use of the MOWCAP Facebook page has beenthe work of Nicola Cousen who is a MOWCAP volunteer from Australia. Nicola hasbeen posting commentary and images from Memory of the World registers for eachUN international day. All the MOWCAP members joined to sincerely thank Nicola forher work and support for MOWCAP.Kwibae Kim shared the idea of seeking more content from the national MoW7

committee in the region relating to their activities. This would be a way of gaininginteresting stories and updates as well as sustaining contact with the MOWCAPnetwork. Kwibae will ask the staff of the ACI (supporting the MOWCAP Office) todeveloped this in consultation with Dianne (responsible for MOWCAP’scommunications).10. 9th General Meeting of MOWCAP 2020i.ii.iii.iv.v.At the 8th MOWCAP General Meeting, Dr Ramesh C. Gaur, Director, KalanidhiDivision, Indira Gandhi National Centre for Arts (IGNCA), and member of theUNESCO International Advisory Council (IAC) for the MoW Program, proposed thatthe 9th MOWCAP General meeting in 2020 be hosted by the IGNCA in New Delhi.Dr Ramesh C. Gaur kindly developed a presentation for the 8th MOWCAP Bureaumembers (delivered by the Secretary General of MOWCAP on his behalf) giving anoverview of the IGNCA (an autonomous body of the Ministry of Culture, Governmentof India), the Kalanidhi Division, and the facilities available at the IGNCA.The Bureau members thanked Dr. Gaur for preparing the information and wereimpressed with the facilities and felt the mandate and activities of the IGNCA closelymatched those of MOWCAP.One necessary next step is to consult with the UNESCO New Delhi Office on theirwillingness to support the meeting being held in India. This is an important step toensure the MoW Secretariat, UNESCO Regional Advisor, and other UNESCO staff canparticipate in the meeting.Once the support of the UNESCO New Delhi Office is established, the next step wouldbe to formalize the agreement by official letter between the Director of the IGNCAand the Chair of MOWCAP. This letter will include the established expectations ofMOWCAP for meeting hosts (in terms of meeting rooms, logistical, financial andother support).11: Other business11.1. The Goodwill Patron role:i.ii.iii.The Bureau members acknowledged the important contributions of Dr. RujayaAbhakorn in the role of Goodwill Patron, which he stepped down from in October2018. The Goodwill Patron has been an important way for MOWCAP to growawareness about the MoW program in the Asia-Pacific region.The Bureau members noted that the MOW Program has become increasingly wellknown (at the regional and international level), and this has increased demand forrepresentation of MOWCAP at meetings, seminars and workshops to. In addition,there are currently a number of countries developing, or considering developing, aMoW National Committee, and support is needed from MOWCAP in this area.Considering this, the MOWCAP Bureau members decided that all MOWCPAP Bureaumembers should be responsible for carrying out the function of Goodwill Patron, byattending meetings, events, workshops and other outreach activities as designatedby the Chair of MOWCAP. This would share the load between the Bureau and ensure8

greater coverage through the region.11.2. MOWCAP Special Advisorsi.ii.iii.iv.v.The MOWCAP Bureau members noted that at the 17th MOWCAP Bureau the role ofSpecial Advisors (10.3.i) had been discussed, and it was decided that the SpecialAdvisors should contribute in specific roles or tasks, and that the duration of theappointment be specified.The MOWCAP Bureau also discussed the idea of providing for a standing pool ofvolunteers who could offer knowledge, experience and time in various capacities.This may also be a way of maintaining productive links with former Bureau andNational MoW Committee members, as well as drawing on MOWCAP’s extensivenetworks.In this regard, the MOWCAP Bureau members decided that terms of referenceshould be developed for the roles of Special Advisors based on the needs of theBureau (such as fundraising, policy advice etc.), and that a mechanism should bedeveloped around how the Special Advisors are appointed by the Bureau. Theseterms of reference and mechanism for selection will be presented to the 20thMOWCAP General Meeting in 2020.The Bureau members decided that while the terms of reference are developed, theroles of special advisors would not be continued. In the interim, the MOWCAPBureau would seek out support on a needs basis from former MOWCAP Bureaumembers, National MoW Committee members, as well MOWCAP’s network ofexperts in the region.There was a short discussion on whether a system of honorary MOWCAPmembership should be introduced to recognise significant individual contributionsto MOWCAP. It was agreed that further consideration was needed and no decisionwas made.12. Closing ceremonyi.The Chair thanked the hosts from the Asia-Culture Centre and the Asia CultureInstitute for hosting the meeting and for the excellent meeting preparation. TheChair also thanked all the Bureau members for their contributions during themeeting and looked forward to working closely with them all to serve the MOWCAPmembers and to support the preservation of the rich documentary heritage of theregion.9

Association for the National Debt Redemption, Daegu City, was interested to support the conference. It was agreed that a concept note and program would be elaborated and coordination of the meeting would be shared by the different parties. 4.3 The 2019 Cooperation Plan: i. The MOWCAP Bureau members, along with the representatives of the ACC/ACI