2022-07-15 TAC/UAC New Member Orientation

5 mins

Introductions

 @Regina Carra @Valerie Addonizio

Ice Breaker: Name, Institution, Favorite ArchivesSpace Module/Feature

 Council Handbook

5 mins

ArchivesSpace program and governance

@Christine Di Bella

• Governance

• Program staff (LYRASIS)

• TAC/UAC Coordinating Committee

• Technical Advisory Council (TAC)

• User Advisory Council (UAC)

15 mins

Communication & collaboration tools

@Christine Di Bella

Tools and Workspaces

• Atlassian accounts

  • Same account for JIRA (issue tracking) and Confluence (wiki, meeting notes)

  • New members should all have accounts (confirm with CDB)

  • Pro-tip for wiki navigation: Open in new tab!

• JIRA

  • https://archivesspace.atlassian.net/secure/Dashboard.jspa

  • Brief tutorial on Jira and Confluence

  • Links related to wiki and JIRA

    http://development.archivesspace.org

    http://wiki.archivesspace.org

  • There are some videos highlighting some of the major features and navigation available in Tools and Workspaces

  • How to Report a Bug

    How to Request a New Feature

  • Example JIRAs: https://archivesspace.atlassian.net/browse/ANW-1562 or ANW-922: Ability to search user-defined fieldsClosed-Will Not Do

• Google Drive

  • https://drive.google.com/drive/folders/16An6jjW-EpFW0zFcY_Yyiw6gA4VywKqG?usp=sharing

• Email lists

  • TAC: archivesspace_tac@lyralists.lyrasis.org

  • UAC archivesspace_uac@lyralists.lyrasis.org

5 mins

Responsibilities and Expectations

@Regina Carra @Valerie Addonizio

Responsibilities and Expectations

Yearly Timeline of Council Activities

Meetings:

• Council-wide meetings occur monthly
  (TAC - bimonthly for second half of the term)

• Joint TAC/UAC meetings are held twice a year, one early in the term (Sept) and one towards the end of the term

• Sub-team meetings usually occur monthly but vary based on the work of the team (i.e. Testing)

• Members each take a turn as note-taker

• Last meeting is retrospective of activity for the term

Leading by example when possible:

• Answering questions on AS lists

• Commenting/voting on JIRA tickets

• Code contributions

• Participating in ArchivesSpace community programs and events

5 mins

TAC Subteams and working groups

@Valerie Addonizio

• Integrations sub-team
  Integrations

  • Documents the integration of systems with ArchivesSpace

  • Integrations section on the main ASpace Wiki: https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/17137746

• Metadata Standards sub-team
  https://archivesspace.atlassian.net/wiki/spaces/AC/pages/2889678883

  • Documents the metadata standards used by ArchivesSpace  and monitoring the standards landscape

  • Current Mappings Maintained by TAC-MD

• Technical Documentation sub-team
  https://archivesspace.atlassian.net/wiki/spaces/AC/pages/2888892490

  • Maintains and enhances all ArchivesSpace technical documentation

  • Tech Docs Github repo: https://github.com/archivesspace/tech-docs

5 mins

UAC subteams

@Regina Carra

• User Documentation sub-team

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/103258189

  • Maintains user documentation in Help Center and Confluence

  • Creates new user documentation when needed

• Usability sub-team

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/893714474

  • Develop functional and practical recommendations to improve usability/accessibility of ArchivesSpace

  • Works closely with Development Prioritization

• Member Engagement sub-team

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/1306394630

  • Focuses on providing outreach and community support for the ArchivesSpace membership

  • Runs the Member Match Program

5 mins

Cross-council teams

@Regina Carra @Valerie Addonizio

• Development Prioritization sub-team

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/38502430

  • Prioritizes feature requests and bug reports for developers working on future releases of ArchivesSpace

• Testing sub-team

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/38502432

  • Tests features and bug fixes during the first three weeks of a sprint

  • Unlike other sub-teams, coordinates work via email and only holds meetings when necessary

5 mins

Next Steps

 @Valerie Addonizio

https://docs.google.com/spreadsheets/d/10Z6RRzhxJj5gFUAJ65fHksJ3UiW-NKkJ9pbR582FSxI/edit?usp=sharing

1. Get ready for your first meetings if they have not already occurred

• Fill out Doodle polls for the council meetings for August if you have not done so already

• Keep an eye out for the first communication from your subteam leads and more Doodle polls.

2. Read the Retrospectives for your new subteams:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3109847050

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3118039041

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3120398355

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/2983428132

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3120234497

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3125739562

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/2725117956

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3130228737

3. Bookmark the following (if you’re into that):

Everyone

The page you’re on right now!

The Homepage of the Advisory Councils Wiki Space – This link will bring you to the top-most level in the Wiki space after which you can navigate the tree on the left side of the screen to find your destination. If you are more comfortable with direct navigation, navigate here first, find your destination, and then bookmark it for future use.

System Dashboard View of the ASpace JIRA – This is the link I (Valerie) keep on my bookmarks toolbar. There are a few ways to splash down into JIRA, but this is my favorite.

UAC

2022-2023 Roster, Meeting Agendas, and Notes – Navigate here to find the agendas of UAC-specific meetings, which are the monthly meetings attended by all of UAC. You are prompted to attend these by first filling our Doodle polls sent by your Chair, Regina.

Navigate to The Homepage of the Advisory Councils Wiki Space to find your subteam’s section and bookmark it! This will help you practice your wiki navigation in this space.

2022-2023 TAC/UAC Meeting Agendas and Notes – Navigate here to find the agendas of UAC/TAC Joint meetings, which are special meetings attended by all members of both councils a few times a year. You are prompted to attend these by first filling our Doodle polls co-signed by both Chairs, both Regina and Valerie. These meetings require advanced planning to accommodate so many attendees.

UAC Google Drive – Navigate here to find your subteam’s Google Drive folder, should you need to access it. Some subteams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

TAC

2022-2023 TAC Meeting Agendas and Notes – Navigate here to find the agendas of TAC-specific meetings, which are the monthly meetings attended by all of TAC. You are prompted to attend these by first filling our Doodle polls sent by your Chair, Valerie.

Navigate to The Homepage of the Advisory Councils Wiki Space to find your subteam’s section and bookmark it! This will help you practice your wiki navigation in this space.

TAC Google Drive – Navigate here to find your subteam’s Google Drive folder, should you need to access it. Some subteams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

Cross-Council

In addition to the resources for your parent council mentioned above, consider bookmarking

Cross-Council Google Drive – Navigate here to find your subteam’s Google Drive folder, should you need to access it. Some subteams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

10 mins

Questions