Program is working on version 3.0, which focuses on revisions to the Agents module
Had hoped that it would be out by end of the year, but are still working on quashing bugs found during testing
Work is also being done to update the application documentation in areas affected by the updates
A webinar will be held on January 13 (either as a preview or concurrent with the release). Jessica Crouch will send out more information in advance
Also received approval from the Board for a diversity partnership, based on discussions over the summer and fall about addressing diversity and equity issues
Program will be taking applications from underrepresented institutions (e.g., HBCU or tribal archives) for introductory memberships or other assistance
Participants commented on the questions below provided by the User Doc subteam:
How do you use the User Manual? Who is the audience of the User Manual?
Noted that manual was used for implementing new features, but once things are in production staff rely instead on tooltip features. They have also developed their own local manual based on the ArchivesSpace project documentation for institutional use
Noted that many institutions use their own local implementation guides--which may need to be taken into account when considering the documentation’s audience
Noted that the ArchivesSpace documentation was particularly useful for reference and for new features
Noted that the Testing Subteam used the manual to verify how the system was designed to be used, necessary even if institutions use local implementation guides
Noted that even in cases where local documentation is used, users may still be encouraged to use the ArchivesSpace documentation
Noted that local administrators or descriptive coordinators often used the documentation
Noted that it was used for developing training materials (especially the glossary) to be sure that vocabulary and local documentation is consistent
Noted that the documentation could be used by a broad audience, and that it should be accessible to anyone who decides to use it
Noted that the documentation does not deal heavily with archival/procedural/conceptual training, which may require institutions to develop local processing guides that incorporate ArchivesSpace
Noted that it is beneficial that it does not heavily reference DACS or other descriptive standards, allowing greater flexibility and use of application
2. What areas of improvement do you think are needed in the User Manual?
Noted that in some places the text could be supplemented by short tutorials, perhaps by linking out to the training videos portion of the manual
Noted that there may be issues with maintaining video tutorials, leading them to be out-of-date
Suggested that this could be addressed with notes on version being demonstrated in the video
3. Are there pages that need to be updated?
Noted that community members are allowed to comment on page content if it is out of date, and comment sections are being watched
Some questions about whether the community is aware community of this feature
Noted that it could be helpful to make commenting feature more visible in the manual itself (currently a subheading on introductory page)
Noted that outreach to the community to encourage use of commenting feature might be useful
4. How do people use the glossary? Who uses the glossary?
Noted that the move from PDF to the Confluence site made linking to specific terms in the glossary harder
Some questions about what should be included in the ArchivesSpace glossary compared to something like the SAA Dictionary (https://dictionary.archivists.org/)
5. Is there a way for the User Doc team to get more advanced notification of needed changes to the User Manual due to version releases?
Noted that for some releases, significant work is needed to meet needs (e.g., v3.0)
Noted that streamlining communication between subteams such as Dev-Pri, Testing, and User Doc would ensure that the User Doc team is aware of upcoming changes
Testing team also noted that it has fairly short notice of features to check, so not sure that is enough of a time frame either
Suggested that the program could look at updating roadmap so that UAC can make assignments and provide resources if needed
Group would be glad to get any additional feedback, if anyone would like to reach out to them.