Notes from ArchivesSpace Council Coordination Group 7/17/14

Submitted by Katherine Kott

Attending: Brad Westbrook, Chris Fitzpatrick, Gordon Daines, Linda Kachurek, Katherine Kott, Sibyl Schaefer

LYRASIS transition

LYRASIS is working on a plan to fill the gap left by Robin Dale’s move from LYRASIS to IMLS. Who from LYRASIS will sit on the ArchivesSpace Board is part of the discussion. Although the transition should have little impact on Council work, Brad will let Gordon and Sibyl know if that changes.

Other Project Resources

The Board has approved a temporary part time administrative support position to help with member enrollment, confluence setup, etc. They will consider requests for additional resource for both administrative support and software development at the September meeting. The requests will be for two additional one year temporary positions—one for administrative support and one for development support.

Communication and Workflow Between Councils

UAC subgroups are going along pretty well. The Product Comparison subgroup is close to completing its charge and may be disbanded with members joining other subgroups. Gordon would like to see members of the Help Desk subgroup get more involved in answering questions. 

Sibyl  has some concerns about TAC integration into the project. How can TAC members help? Could the documentation subgroup document the release cycles?

The migration subgroup recently met with Chris Fitzpatrick. This meeting helped clarify the migration subgroup’s role and identified ways that members of the subgroup could help.

Decision—Use a similar process to get other subgroups; documentation, architecture, committers on track.

Action: Sibyl will talk with subgroup leaders about setting up meetings with Chris to get more clarification on direction for subgroups.

Action: Brad and Chris will set goals for councils/subgroups for the coming fiscal year.

Action: Council chairs and Board liaisons will participate in communicating Council activity to the Board at the September meeting. Gordon and Sibyl will write bullet point summaries of Council activities. Linda and Chris E. will present the highlights and answer questions at the Board meeting. Summaries are due to Brad by Labor Day.

The goal will be for subgroups to meet with Chris before the next TAC meeting on August 4^th and for Brad and Chris to have a list of goals available for review at that meeting.

• Development priorities—process with UAC subgroup seems to be working well.
• Development cycles remain at 30 days. This cycle length seems to be working well.
• Additional development resources

Establishing a committers group is dependent on approval of CLAs by the Board. As mentioned above, a request for additional development support will go to the Board in September. Depending on the level of membership renewal, it may be possible to add additional programming resources to the project. In the mean time, there are tasks that members of the committers group could help with. Chris F. will discuss this with the group when they meet with him.

Added agenda items:

Confluence

Brad now has the proper permissions for creating Confluence accounts to support ArchivesSpace governance. Yay! He will work on migrating documentation from Google Drive to Confluence. Gordon and Sibyl will assist with some of this work.

SAA

ArchivesSpace will host two events at SAA—both on Thursday. The first is a lunch for ArchivesSpace Council members only. Some business may be conducted, but the lunch will mostly be a meet and greet with some project updates.

The second event is an open reception for members and other interested parties. There will be a cash bar and desert trays. Brad is organizing poster presentations to have available at the reception and will be soliciting Council member volunteers to “host” the posters—be willing to answer questions, etc. [Did I get this right?]

Future Meetings of this Group

The Council Coordination Group will continue to meet. Brad will convene the meetings which will move from ad hoc scheduling to a regular biweekly time slot (TBD) beginning after SAA.