2023-07-18 TAC/UAC New Member Orientation

5 mins

Introductions

 @Suzanne Reller

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

  Council Handbook : much of the information discussed today is available in the Council Handbook. This is a go-to resource for you throughout your time on Council.

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: ANW-1757: As an archivist I would like an option to duplicate a full resource recordReady for Inclusion in Release Candidate or ANW-1562: As a repository manager, I would like to be able to batch link a Location or multiple locations to existing top containers.Awaiting More Information

  • Won’t be covered in the orientation session, but if you want an even deeper dive into resources related to development, see: Everything You Ever Wanted to Know About ArchivesSpace Development (but were maybe afraid to ask)

• Google Drive

  • ArchivesSpace Councils - Google Drive

• Email lists

  • TAC: archivesspace_tac@lyralists.lyrasis.org

  • UAC archivesspace_uac@lyralists.lyrasis.org

5 minutes

The Year Ahead

@Rachel Searcy

Yearly Timeline of Council Activities : this page in the Council Handbook gives a month-by-month breakdown of Council activities, as well as who is responsible for those activities.

• Terms begin in July and end in June. In June and July there is typically little Council work outside of the Chair’s responsibilities.

• Council-wide meetings occur monthly beginning in August. TAC typically switches to bi-monthly meeting after January. Often the December or January meeting is cancelled.

• Joint TAC/UAC meetings are held twice a year, once early in the term (usually September) and again towards the end of the term.

• Workplans are due and presented at the first joint meeting in September.

• Online member forum in the spring – Council participation is strongly encouraged.

• Most Council work wraps up in June. Sub-teams complete a retrospective and work to make term-to-term transition as easy as possible.

• Sub-teams usually meet monthly, although this can vary based on the work and needs of the sub-team (e.g., Testing).

5 mins

Responsibilities and Expectations

@Suzanne Reller

Most of the information for this section is found in:

• Responsibilities and Expectations

• Yearly Timeline of Council Activities

Attendance and Engagement:

• Attendance and/or contributions to Council meetings. Participation in discussions.

• Attendance and/or contributions to sub-team meetings. Communication with your sub-team lead(s) if you cannot attend or complete tasks.

Council as Community:

• Support your fellow Council members

• Abide by Code of Conduct

• Abide by Community Agreements

Leading by example when possible:

• Answering questions on AS lists

• Commenting/voting on JIRA tickets

• Code contributions

• Participating in ArchivesSpace community programs and events

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3137994795/Responsibilities+and+Expectations#Leave-Policies

5 mins

TAC Sub-teams and working groups

@Rachel Searcy

• Integrations sub-team
  https://archivesspace.atlassian.net/wiki/spaces/AC/pages/2888728640

  • 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 sub-teams

@Suzanne Reller

• 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

@Rachel Searcy

• 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

 @Suzanne Reller

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

• Subteam Rosters

• Fill out Doodle polls for the council meetings for August if you have not done so already (see action items below!)

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

2. Read the Retrospectives for your new subteams:

TAC sub-teams:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3372023871

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3385131009

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3358654478

Cross-Council sub-teams:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3371630593

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3380969489

UAC sub-teams:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3382476801

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3138682889

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3372023821

5 minutes

Get Organized!

@Rachel Searcy

Get comfortable with navigating Confluence. This is where most Council work happens and is documented. Update your username if you want!

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 – There are a few ways to splash down into JIRA, but this is nice overview.

UAC

2023-2024 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, Suzanne.

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

2023-2024 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 Suzanne and Rachel. 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 sub-teams 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

2023-2024 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, Rachel.

2023-2024 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 Suzanne and Rachel. These meetings require advanced planning to accommodate so many attendees.

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

TAC Google Drive – Navigate here to find your sub-team’s Google Drive folder, should you need to access it. Some sub-teams 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 sub-team’s Google Drive folder, should you need to access it. Some sub-teams 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