2021-08-16 meeting agenda and notes

Aug 16, 2021 3:00pm EDT / 2:00pm CDT / 1:00pm MDT / 12:00pm PDT

Attendees

@Joanne Archer (Unlicensed)

@ebeckman (Unlicensed)

@Johanna Carll

@Jessica Crouch

@Regina Carra

@Margaret Kidd (absent)

Join Zoom Meeting
Meeting URL:	https://harvard.zoom.us/j/96512490463?pwd=RE5ZaDE0aGMzVkhtRklzUng5c2ttUT09&from=addon

Join by telephone (use any number to dial in)
Dial:	+1 929 436 2866 +1 301 715 8592 +1 312 626 6799 +1 669 900 6833 +1 253 215 8782 +1 346 248 7799
Meeting ID:	965 1249 0463
International numbers
One tap mobile:	+19294362866,,96512490463# US (New York)
Join by SIP conference room system
Meeting ID:	965 1249 0463
Password:	393020
SIP:	96512490463@zoomcrc.com

Agenda and notes

Agenda item	Item description	Notes

Agenda item	Item description	Notes
Welcome and check-in
Membership for 2021-2022	No replacement for Krista, although someone could still decide to join our subteam. User Docs will get new member in next FY to address future leadership concerns
Unresolved work from 2020-2021	A few pages assigned to Krista in the AS basics and managing accessions pages didn’t get updated. Have been noted in the User Manual Review Google Spreadsheet
Check in on Managing Resources page updates	Division between Creating and Managing Resource Records, Creating a Minimal Resource Record, and Adding Additional Information to a Resource Record Thoughts on .yml instructions in manual, found in https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/895812108 and https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/893976727 . The instructions verge into tech doc territory, but are more fleshed out than this page https://archivesspace.github.io/tech-docs/customization/locales.html . Should the instructions remain in user manual or change to link to tech doc? If remain, can anyone confirm the instructions are correct and that the screenshots are current?	Johanna will attempt merging pages. Will also investigate documentation for spawning and add if necessary. Should coordinate with tech docs about yml file documentation. Since does require some tech knowledge/skill, change user doc pages to indicate sys admin needed, see further info at customizing text in AS page
Duplicate pages issue	There are several pages in each section of the manual that essentially repeat information found in other sections of the manual. We’ve talked about removing those pages from their current locations and moving them to a single stand alone page that is linked to from the appropriate places in other pages. For the time being, I made a wiki page recording the project, which could be used to document any other ideas that come up: . Should we keep this as a future project and continue systematically reviewing each section or should we work on the merging project now? If we continue updating, should part of our review process be to look for duplicating pages and copy updates into all of them so that the information is the same?	Topic will remain a future project. Going forward, reviewers will look for pages that document same function as page being updated and copy updates into all of them so that the information is the same. This will lessen the editing work needed during the project.
Update on upcoming AS version release	What is the timing? Are there impacts on the user manual? Is custom reports going to be included?	goal release candidate by end of August, release in early September, so early September when documentation needs to be done Custom reports will be in release, other improvements accessibility Custom reports should be own page in reporting section rather than added to existing page. Jessica agreed look over new documentation before publishing
Other topics?		During the discussion of custom reporting, the topic of documenting which fields the existing “canned” reports pull from came up. Johanna will add it to the Future projects list.