2015-09-11 User Advisory Council Meeting

Date

11 Sep 2015

Attendees

Goals

Discussion items

Time	Item	Who	Notes
Welcome to the new User Advisory Council Members		Gordon Daines
ArchivesSpace program update		BradleyW (Unlicensed)
Subteam reports
Documentation		Linda Hocking
Reports		Nancy Enneking
Feature Prioritization and Testing		Julie Patton (Unlicensed)
Help Desk		Gordon Daines
Discussion: Are there other subteams that are needed?		Gordon Daines BradleyW (Unlicensed)

Minutes

Welcome to the new members of the User Advisory Council
- Gordon Daines opened the meeting by taking roll, and asked members of the UAC to introduce themselves by stating their institutional affiliation and role on UAC.
- Gordon Daines welcomed new members to UAC, and stated that the group is now 15 members strong, bringing the membership up to the full authorized number.
ArchivesSpace program update
- Brad Westbrook and Angela Spinazze informed the UAC of the following:
  - ArchivesSpace membership is up to 250
  - The public user interface enhancement project is beginning phase 2 of this work. Sue Luftschein is a member of the working group that has just completed a personas exercise as well as some end-user testing of them. More details are available here. The design firm is developing an initial set of wireframes, specifically targeting user interface and user interaction enhancements. The member working group will be discussing the first set of wireframes next week as part of their bi-monthly call. The PUI enhancement team will invite comments from the UAC and the broader community in the near future.
  - Gordon Daines inquired about Nathan Stevens' contract ending at the end of September 2015 and Brad Westbrook replied that the end date is a little up in the air.
  - Brad Westbrook noted that the ArchivesSpace developers are working on the following:
  - Brad Westbrook also notes that the bug related to rendering large multi-part objects appears to be fixed.
  - Brad Westbrook reported 2 recent workshop: 1 held at Stanford University at the beginning of August, which was presented by Lisa Calahan and Nancy Enneking and one at Harvard University in mid-September presented by by Christine Di Bella and Brad.
  - Brad Westbrook also reported the following updates from the SAA annual meeting:
    - A successful vendor table
    - Met with members of the University of Michigan's Bentley Historical Library to discuss the ArchivesSpace-Archivematica-DSpace Workflow Integration project.
    - Met with Aeon users group to discuss Aeon-ArchivesSpace integration.
    - Attended an ArchivesSpace board meeting where the migration survey was discussed and a draft communication plan was presented.
    - Concluded SAA with the 1st ArchivesSpace Members Forum, which was successful and looks forward to subsequent fora.
  - Gordon Daines asked if the next release of ArchivesSpace was on target and Brad Westbrook replied that the development team will not release the next version until the component re-ordering bug is resolvedddressed.
- Documentation
- - Linda Hocking welcomed 3 new members to the subteam.
  - Linda Hocking noted that the sub team is working on 2 additional glossary pages to crosswalk terms from AT and Archon to ASpace nomenclature.
  - Linda Hocking asked the UAC to share ideas for documentation, specifically use cases and Brad Westbrook suggest posting that question to the listserv with some examples of use cases.
- Reports
  - Nancy Enneking welcomed 3 new members to the subteam.
  - Nancy Enneking reported that the group is developing criteria for new reports and suggested a need to improve tabular data outputs for existing reports.
  - Nancy Enneking noted discussion by the group about designing parameters for existing and new reports and how best to support a reports module.
- Feature Prioritization
  - Julie Patton reported that the group has analyzed member voting results for feature prioritization and are working with the development team to rank them by difficulty of implementation.
- Help Desk
  - Gordon Daines provided a brief history of the UAC teams and noted that the Help Desk report will dovetail into the forthcoming agenda item about re-organizing adding and removing subteams.
  - Gordon Daines stated that a majority of help desk questions require a great deal of technical expertise to answer, requiring the developers to step in and answer questions. He questioned the efficacy of a Help Desk subteam and suggest that the burden of answering questions fall collectively to members of the UAC and TAC.
  - Brad Westbrook stated that UAC members should answer questions posted to the listservs in order to cultivate community-driven help, in addition to providing support to users..
  - Brad Westbrook brought up the idea of a knowledge base to supplement or re-package the existing documentation, and another member suggested making the documentation site full text searchable.
  - It was also suggested that screencasts be added to documentation, and that webinars will be designed to provide orientation/introduction for users to ArchivesSpace functionality.
  - Gordon Daines concluded this discussion by suggesting the UAC sunset the Help Desk subgroup and reminded members to monitor the listservs.
  - Brad Westbrook said that he and Gordon Daines may prompt appropriate members to answer specific questions posted on the listservs.
Are there other subteams that are needed?
- Gordon Daines suggested a screencast development subteam to organize video tutorials for ArchivesSpace, such as these developed by Hudson Molonglo for developers as part of the initial development effort.
- Brad Westbrook clarified that Christine DiBella is leading an effort to begin developing screencasts of 3-5 minutes for a small set of topics that have already been identified.
- Linda Hocking suggested asking the community to add screencast content.
- Gordon Daines asked UAC members to send Brad and Gordon an email stating interest in being involved with the screencast subteam.
- Gordon Daines concluded the discussion by stating that the current subteam structure is not permanent, and another member suggested that a dedicated subteam for the user interface might be useful in the future.
Brad Westbrook asked if it was possible to establish a regular meeting time and Gordon Daines agreed to create a Doodle poll to try to establish such a time.
Gordon Daines welcomed all of the new members again.
The meeting was adjourned at 2:51 EDT.

Action items

Email Brad Westbrook and Gordon Daines if you are interested in joining the video subteam.