2023-10-30 Metadata meeting notes

Call Information

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Participants

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

Regrets

@Elizabeth Roke

Minutes

Jacqueline took notes

Announcement of Diane as new Vice Chair

Next time will look at MARC: Elizabeth and Kate have been working on some updates. They will update us next meeting

Kate met with Dave Mayo a programmer in ASpace about MARC formatting

EAD Mapping: Do they import correctly? The mapping shows all possibilities of EAD. We have a test file from Regine that has been adapted. Originally this was for the ASpace update 2 updates ago

How did we decide certain attributes were MVP?

The goal was anything in DACs minimum description should be uploading correctly onto ArchivesSpace

We didn’t finish looking at ISAD (G) mapping. Kate will follow up, but everything doesn’t match up 1 to 1 (Regine).

Is it a formatting tag or not? Is this necessary or not?

The goal for it was not to import?

Is label a formatting tag?

Maybe we cannot make decisions like p, because it may be local practice dependent

Test files:

Regine’s test value is the field is the x path

Kate’s is slightly different, can see if it uploaded or not

Regine would like to finish column L because people may not be able to…column L is what actually happens

Everything marked as mixed content is actually treated as such, but we are not sure if it is a hard ask

Kate says nested lists do not import…partially, only get the first section, but hasn’t tested it in a bit

Index does not import

Kevin Column L this is what happens now, maybe create a new column

What happens to things that are not imported in any way…don’t want that information to be lost

We need current column and then desired experienced

Kate, leave no metadata behind.

Regine wants a report to say it didn’t import because then you can follow up on that

What are the action steps for EAD?

Kate wants to finish mapping for the ISAD (G) on column J

But Regine said the standard is about to be superceded….it will be replaced with RiC. Not endorsed anymore.

Kate reflects that this is the same problem with RDA implementation

Try to do column M, should be easily figured out using the test files, using importer on GitHub

Documentation

Moving forward we can create a finding aid, more findable

Regine started creating a Read Me in GitHub, some thing may no longer be true. Update?

Kevin will double check these and see if they need to be updated…may add to links at the top of the agenda

We keep code thing in GitHub, Google sheets for spreadsheets, and Confluence for meeting notes

Regine, asking the question about changes in leadership? Google can be challenging because of leadership changing every year restrictions. GitHub is a more public space. Google drive transition can be difficult. Transparency, only documents for us versus the greater community. How do we keep those two spaces separate?

Kevin, Google can be great for collaborating, but it’s an extra step. We to have a process where our working files for how to make things official

Working with other sub teams

Tech Docs may be the answer to see how we transfer contents from our working materials into more official documentation.

This may also involve the transfer of this information for user docs

Action items for documentation

do something this year to work with User Docs and Tech Docs

Kevin and Diane will work to figure out a plan for Google drive transferring at the end of terms

ASpace metadata standards, could also update the Description of the Metadata Standards subteam

Kevin thinks may be a good place to start following the model of tech docs on the ASpace confluence site

User Engagement

From the joint meeting, in the breakout room starting to discuss the committee

It requires technical knowledge of a standard, how do we include different levels of expertise to engage our committee and the greater public. How people respond could help inform our practice.

What would it look like for us to bring in users from the community?

Spring Forum

The Spring Forum can be a greater opportunity to engage audiences. i.e. Kevin mentioned the subjects module had a larger conversation about it.

Misalignment on What ASpace does (ArchivesSpace programmers) versus What ASpace should do (the user perspective). We can try to get other teams interested in this?

Kevin said we can keep working on it

The expectations surrounding, as Kate says “Pain Points” or “Opportunities”

Survey? Last time with EAC

Forum Space in the Spring, you can ask people what is upper most in your mind? Take a general pulse about what people are interested in for the forum. Kate says to make sure that you have an other field, ask 1 question with plenty of free response

Code for Lib, vote for the topics of your choice Regine said that could be an option

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: https://archivesspace.org/using-archivesspace/migration-tools-and-data-mapping
The MARC importer: Spreadsheet | Code
EAD 2002 importer: Spreadsheet | Code
Regine’s version of the EAD 2002 import mapping: https://docs.google.com/spreadsheets/d/1uBWibkBRy3o39sZf8cQfNDiCZ7v36Hds/edit#gid=2022215819&fvid=202912311
Jira tickets: https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues

Agenda

Time	Item	Notes

Time	Item	Notes
5 mins	Housekeeping	Volunteer to take minutes? Volunteer to serve as chair-elect / chair for next year? Diane volunteered to be the next Vice Chair
25 mins	Overview of import/export work	https://docs.google.com/spreadsheets/d/1uBWibkBRy3o39sZf8cQfNDiCZ7v36Hds/edit?pli=1#gid=2022215819 (Google Docs) https://docs.google.com/spreadsheets/d/12qxgYtkGi21FeEXbIcekQowVaxZvRWmCRiZvvlGE58U/edit#gid=1527709562 (Google Docs) Review spreadsheet structure for the benefit of Jacqueline and Diane Recap of past work (returning members) Should we continue to work on EAD export as our main priority at the moment? Should we devote time to MARC work, beyond the active Jira tickets? How do we feel about our documentation? Do we want to revise any of it, or create more / better documents?
25 mins	Other workplan projects	What is our plan for documentation? What tools do we want to use, and how do we want to use them? How should they relate to one another? User engagement: Do we only want to check the pulse of the community about their metadata needs/concerns, or do we have specific questions we want to answer? Do we want to work with any specific sub-teams on the Advisory Committees on this? How can we open a communication line between ourselves and the user community?
5 mins	Action items and next steps	Next meeting is scheduled for November 27 – will people be able to attend? Or should we move it to December? (11/27 is the Monday after Thanksgiving.)