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Date: July 25 2018 - 2:00pm ET

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Lydia Tang

Goals

Update members on ArchivesSpace program activities including activities of sub-teams

Discussion items


Time	Item	Who	Notes
2:00 pm EST			AnnouncementScheduled Notetaker: Kevin Clair
Eastern time	Roll Call	Ashley Knox	Scheduled Notetaker:	Program Update	Christine Di Bella	Working on things on the development side. Next release toward end of this month/beginning of June. Search/index improvements, mostly on PUI, though some impact on SUI. Improvements related on built in importers and exporters, notably MARC XML exporter and OAI-PMH harvester. Smaller features and bug fixes. Discussions with folks at ePadd and Archive-It on cooperation and collaboration. Connect if you use this or colleagues use it and share use cases. First regional member forum at Tufts; another at UCI at end of June. Smaller scale versions of one at annual forum. Annual forum on August 14 at Washington D.C. Subscribe to the blog. There is a series that focuses on the work of the UAC	Updated User Advisory Council and Subteam rosters on wiki Welcome to new UAC members: Kate Blalack, Woody Guthrie Center (Documentation, Reports) Kevin Clair, University of Denver (Documentation) Terra Gullings, University of Texas at Tyler (Development) Adrienne Harling, San Francisco Symphony (Reports) William Modrow, Miami University of Ohio (Documentation) Julia Novakovic, The Strong (Reports) Joshua Shaw, Dartmouth College (Testing) Angela White, Indiana University – Purdue University Indianapolis (Testing)
	Program Update	Christine Di Bella	Christine, along with Laney and Christine Kim, gave summaries of their roles on the ArchivesSpace Team for the benefit of incoming UAC members. Christine also reported that the team hopes to have a new release of ArchivesSpace out by SAA; the main development in this release is reports refactoring for performance improvements, developed by Sarah Morrissey (Jr. Software Developer). A webinar on the topic is scheduled for July 31.
	Sub-team Reports
	Development Prioritization	Lydia Tang	Since March, the Development Prioritization subteam has met twice per month and addressed 61 tickets to the Awaiting More Information, Ready for Implementation, or Closing queues. We have been focusing on giving priority to accessibility issues, addressing program bugs and tickets related to completing projects such as the PUI, import/export capabilities, and reducing the legacy backlog of tickets older than 3 years. Development Prioritization subteam members Jason Loeffler, Lydia Tang, Patrick Galligan, as well as Lead Developer Laney McGlohan presented on “A Bug’s Life” webinar on April 11^th. Due to institutional changes, co-leader Jason Loeffler is stepping down from the subteam. Jason led the Dev. Pri. Subteam since July 2016. We are so grateful for his leadership and contributions, and wish him the best in the road ahead.	Documentation	John Zarrillo	The Documentation Sub-team has drafted a list of tooltip definitions for the Public User Interface and are working to refine/tighten up and finalize the definitions.	Reports	Carolyn Runyon	Members of the ArchivesSpace UAC Reports Sub-team met with other members of the TAC, UAC, and Program team in early April to discuss the sustainability of the Data Dictionary originally created by Laney McGlohon (Unlicensed) and Nancy Enneking of the Reports Sub-team. A record of the meeting is published in the Data Dictionary Meeting Minutes, 2018/04/03. The group decided that the Project Team will use JIRA to assign work and updates to the Data Dictionary among the TAC Documentation Sub-team, UAC Documentation Sub-team, and UAC Reports Sub-team as appropriate. Pending approval. The Project Team will also find a permanent home for the Data Dictionary, which is currently hosted in a beta environment at herokuapp.org. The group continues to work to enhance the Data Dictionary with crosswalk information for EAD XML, MARC XML, OAI DC, OAI DCTERMS, OAI EAD, OAI MARC, and OAI MODS. Laney McGlohon (Unlicensed) has been hard at work re-factoring reports so that they should all work in the upcoming release. The upcoming release should also including the following new reports, which are both awaiting assignment to a developer: ANW-126, Shelflist Report ANW-634, Resources List Report	Testing	Miloche Kottman	Development activity on ASpace has increased! There are now three development streams: regular development, contractor project(s) and community pull requests. To keep up with this activity, ASpace has gone back to a two-week sprint process. This allows the testing timeline to be more predictable and to have issues tested as close to when they’ve been marked Ready for Testing as possible so that any that need to be fixed are still fresh in the developers’ minds. We have completed two sprints so far with a total of 49 issues assigned to sub-team members for testing. Starting May 1, Brittany Newberry (vice-chair of the Testing sub-team) has taken on the day-to-day management of the team's activities. Please address any questions/comments to her. Brittany Newberry is taking over as chair on July 1st.	Other Business	Carolyn asked a question about UAC term periods. She is rolling off but is welcome to participate in reports, like Nancy Enneking has done. With regard to transition planning, sub-teams can take the lead to decided how transitions will happen and what leadership in the group looks like, or they can work with the UAC chair to help with transition.Reports subteam will discuss at their next meeting. Dev. Pri. has been on hiatus for this summer with the exception of a meeting on June 14th to wrap up remaining open issues. We thank Cory Nimer and Suzanne Sustasiulatis for their service and welcome Terra Gullings to the subteam. Lydia gave birth to a baby girl, Emily, on May 21st. The subteam will resume meetings at the end of August, after SAA. Kanban board stats: Bugs: 24 Awaiting Prioritization 13 Awaiting More Info 49 Ready for Implementation Feature Requests: 137 Awaiting Prioritization 43 Awaiting More Info 48 Ready for Implementation
	Documentation	John Zarrillo	We recently developed a short survey that we are going to distribute to the ArchivesSpace community to help assess our members' needs in terms of improving documentation. We plan on distributing the survey via listservs and the blog. We are also planning to hold a Twitter chat (or chats) with the community in early August. Incoming members of this sub-team are Kate Blalock, Kevin Clair, and William Modrow.
	Reports		No report From the call: The Reports sub-team is still in the process of appointing new leadership. Kate Blalock, Adrienne Harling, and Julia Novakovic are the sub-team's incoming members.
	Testing	Brittany Newberry	The Testing sub-team helped with testing of version 2.4.0 release candidate in May and early June and has been on hiatus this summer. Have two new sub-team members – Angela White and Joshua Shaw. We are waiting to hear about new bug fixes to test for future releases.
	Other Business	Christine Di Bella and Christine Kim	ArchivesSpace member engagement directory discussion: https://goo.gl/forms/trBEGR3c6dNLdKBk2 Developing a member directory to facilitate community engagement. Directory consists of community members as well as the types of development they are doing with the application, and/or aspects of the application they are using, so that others know whom they may approach with questions. Looking for guidance on whether the right questions are being asked (too many? not enough?), potential distribution of the member directory survey, and whether access to this directory should be free or a benefit of membership. The wiki is an option but some community members have been reticent to sign up for accounts on it. For now the team is considering creating a member directory PDF that would be circulated via the LYRASIS ArchivesSpace members list. Testing of the form is also welcomed. Questions and discussion from UAC members: Questions: * Desired outcomes? Community members have had questions about who else in the community is using particular aspects of the application, or who has migrated to ArchivesSpace from various collection management systems, to cite two examples. It would therefore be helpful to have a user reference documenting that information. * A couple of people on the call noted that conversations on the list tend to be quite technical; by having the directory, users can contact individual community members more directly instead of broadcasting to the list, where questions may be lost in technical details and other conversations. * Could there be a free-text description of how an institution is using ArchivesSpace? This might provide more of a narrative of institutional use cases, with more context than a list of integrations or plugins that people use. Christine K.: this is a good point, and the team is balancing that against the need to keep the survey simple enough that people will complete it and they can construct a directory from its results

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