2020-02-05 Documentation meeting agenda/notes

Date

  12:00pm EDT / 11:00am CDT / 10:00am MDT / 9:00am PDT


Attendees

Johanna Carll

Kevin Clair

Jessica Crouch

Sarit Hand

Jasmine Jones (Unlicensed)

Krista Oldham (Unlicensed)

Angela White

Not in attendance


Conference Call Info

https://ucla.zoom.us/j/843533179

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        +1 669 900 6833 US (San Jose)

        +1 646 558 8656 US (New York)

Meeting ID: 843 533 179

Find your local number: https://ucla.zoom.us/u/aLp51XpUu


Discussion items

ItemTimeWhoDiscussion Topics and QuestionsNotesAction Items
Roll Call5 minutes

Note taker: Jasmine Jones (Unlicensed)

(Next note taker: Krista Oldham (Unlicensed))

Welcome to Krista and Johanna!
Updates from Jessica10 minutesJessica Crouch
  • Update from Community Call
  • User manual updates for 2.7.1
  • Nothing to update for the community call –
  • Jessica has been getting communications – mostly nothing to do about content, just about access
  • 2.7.1
    • Once release candidate goes out, Jessica will send out email to team with testing protocol.
    • New features that require new documentation

      Merging Container Profiles - https://archivesspace.atlassian.net/browse/ANW-550

      Where documentation will need to be edited:

      Container profile added to browse and create dropdowns on global navigation: https://archivesspace.atlassian.net/browse/ANW-443

      You can now remove a location associated with a container profile without adding a new location via the Manage Top Containers module: https://archivesspace.atlassian.net/browse/ANW-973 (make sure to play around with feature during writing; there will be some caveats with this feature)

      You can now get a CSV export of container profiles: https://archivesspace.atlassian.net/browse/ANW-659

      The RDE template issue of publishing notes automatically has been resolved so the note in the documentation about this can be removed (potentially want to version the RDE page?): https://archivesspace.atlassian.net/browse/ANW-873

      Things that need to be updated that aren't related to JIRAs:

      The finding aid data page needs to be updated to reflect the changes to language fields in finding aid data (from 2.7) - I can probably take care of this.

      ARKs deletion caveat - I can cover this in the meeting and I can also address it in the documentation.

  • Comment made on setting preferences about updating screenshots (maybe something for the style guide)
  • Discussion about who is watching user manual and updates based on user feedback. Each member will be assigned to 3-4 sections to be a primary watcher and 3-4 to be backup watcher. These folks will be in charge of updating manual based on their assignment.
  • Krista will go ahead and make updates to container documentation before style guide is in place, since container doc constitutes new or updated features.
Update on process for revisions15-20 minutesKevin ClairSee draft here: UAC Documentation - Review Process
  • First part of document – actions we would take as a committee to respond to documentation requests
  • Second part of document – different pathways for revisions
  • How do we want to format our guide; need to create a style guide
    • When do we create separate pages
      • Kevin example: Sometimes had documentation that was a paragraph, but wanted to keep it separate page because referred to a lot
    • Archiving documentation for previous versions
    • End of March – have draft
  • Once you make your changes, email your backup to let them know they need to review your changes before publication.
  • How do we alert backup of what was changed? Way to do this in Confluence, but may be easier to just change color of revised text and have the reviewer change the color back 
  • Regarding use of Jira tickets to track process – we are a few months out from this and will check back in about it in the spring. Larger question beyond doc sub-team.
  • Kevin will make revisions and send to the group this week or next for another round of review.
  • For new sub-team members – keep a fixed breakout for section assignments.
  • Updates to user manual (such as those recently assigned – events, digital objects, and classification) will be made once style guide is completed.
  • Kevin Clair will make revisions to outline and share with the group for another round of review  
Work plan updates10 minutes

All

  • Each sub-team member will provide updates on work to date for 2019-2020 Work Plan objectives, how work will be carried out, where we need to pool resources/time, timelines for work

Kevin - see above

Jasmine - No updates at this time.

Changed work plan to update objective 3 (wholesale review of manual) and 4 (removed Sarit as lead on Jira assessment)

New objective – create a style guide for user manual. Draft will be completed before end of March. Shared with team a week before next meeting for feedback. Aim to implement after April meeting.


Planning for future5 minutesJasmine Jones (Unlicensed)

Jasmine will be cycling off of UAC. Kevin also cycling off. Angela will be returning for a second term.

Will be looking for someone to lead the team. Jasmine will be working with this person starting in the spring to ensure smooth transition.


New business5 minutesAll

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