2023-08-28 Metadata meeting minutes

Call Information

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Participants

@Regine Heberlein
@Elizabeth Roke
@Jacqueline Asaro
@Kate Bowers
@Diane Biunno
@Kevin Clair

Minutes

@Kevin Clair

Quick Links

Google drive space: https://drive.google.com/drive/u/1/folders/1RQftm8w4XkNISQHVbtjr6sNY4_iyyXMV

Test records: ArchivesSpace Metadata Standards Sub-Team
Published import/export AS standard: Migration Tools and Data Mapping - ArchivesSpace
The MARC importer: Spreadsheet | Code
EAD 2002 importer: Spreadsheet | Code
Regine’s version of the EAD 2002 import mapping: AS_EAD mapping.xlsx
Jira tickets: https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues

Agenda

Time	Item	Notes

Time	Item	Notes
2 mins	Intro	Welcome @Jacqueline Asaro and @Diane Biunno
3 mins	Quick orientation	Files are linked in the Quick Links section above.
3 mins	What is it we do, broadly?	Ongoing ticket review and communication with devs Ongoing review of import/export mappings and the evolving landscape of pertinent standards Support user communities by responding to tickets and/or soliciting feedback Special projects
5 mins	What we did last term	Last year’s 2022-2023 Metadata Sub-team Work Plan Last year’s 2022-2023 Metadata Standards Retrospective
10 mins	What we’ll do this term	Continue to work with DevPri on tickets of interest to the group Check in with ongoing MARC work ANW-1688: MARC export punctuation issuesAwaiting More Information ANW-1602: MARC exporter creates invalid 6xx $2 for ind2=7Awaiting More Information ANW-1748: MARC exporter silently omits very large notes instead of truncatingAwaiting More Information Pivot to EAD 2002 exporter – this will depend a lot on how the MARC work is prioritized Data Modeling Task Force? Link to more information Look into RiC? This relates to the data modeling work. This work has never made it to the top of this group’s priority list. It’s unclear if there is demand for compliance with Records in Context among the ArchivesSpace community. GitHub protocols: we briefly touched on this, but it didn’t come together. It would be good to establish a review and approval protocol for pushes to the repo such that the person that makes the change is not also the person that pushes the change. It’s just good practice to have multiple sets of eyes on changes!
5 mins	Logistics	Decide on a meeting time – once a month (typically 50 minutes) Are there recurring times that work for everyone?
2 mins	Next steps / Homework	Workplans are due by Wednesday, September 27. Guidelines for ArchivesSpace Council Sub-Teams \| Sub team Workplans Workplans

Meeting Notes

Plans for this term

On MARC import/export: If the MARC exporter doesn't know what to do, it should export everything and let users decide what to do with the data. Elizabeth and Kate are going to write up a ticket about this. Did the MARC import ticket ever get into the development queue? Elizabeth and Kate are going to look into this as well.

On EAD import/export: Everyone uses EAD 2002. Do we need to care about EAD3 yet? Nobody on the group thinks so.

Data Modeling Task Force: Data Modeling Task Force -- The data model for ArchivesSpace is not documented anywhere. It would be helpful to a lot of people (not just the ASpace community) to document it. It has fizzled out along the way. Regine is happy to be on it. Elizabeth would be happy to see this on the work plan. Content model, *not* the SQL database model. We should bounce this up to Christine, because the product team should have this available. Our team has identified this as a need but we should not take ownership of it.

Data model needed: "Database Schema diagram"
Should we also publish the tables? We can ask for both but the tables might be too detailed for what we're asking about in this task force. We may as well ask for both though.

Records in Context (RiC): still in draft, supposed to be released in October (Regine says it probably won't be). Wait and see. European archives are interested in it but not so much North American archives. Survey? Also: ArchivesSpace Steering Committee has asked about this before. We should at least have a response to them as to why this may not be a good idea (we can't respond meaningfully to a draft specification).

Tracking our project work: Should we continue to/expand our use of GitHub? or just use Google Drive instead? Either way we should be documenting for sustainability and management. GitHub has more transparent version control, easier to go back to what you had in place earlier if mistakes are made. It's also more public than Google Drive is or could be. For the workplan: Consider documentation practices.

New business

We did a good job in the last two years with keeping on top of tickets and making sure we respond to those. We should continue to do that this year.

Translating ArchivesSpace to other contexts / systems

Use cases for data + metadata in ArchivesSpace --

what are we after for digital preservation? digitization work orders, DOIs, ... ? What information do people want ArchivesSpace to record for them? Digital Objects aren't really based on any kind of standard...
moving people to a "data" perspective from a "finding aid" perspective

Action Items

Complete workplan by September 27