2024-01-23 UAC Meeting agenda and notes

Jan 23, 2024 12pm ET/ 11am CT/ 10am MT/ 9am PT

Call-in Information:

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Participants

@Rebecca Baugnon (Vice Chair)

@Susannah Broyles

@Kellen Carpenter (Unlicensed)

@Regina Carra

@Mattie Clear

@William Clements

@Christine Di Bella (Ex-Officio, Program Manager)

@Kelly.Francis

@Matthew Gorham

@Margaret Kidd

@Ryan Lee

@Jaime Margalotti

@Matthew Neely

@Cory Nimer – Regrets

@Mary Pedraza

@Suzanne Reller (Chair)

@Rachel Searcy (Ex-Officio, TAC Chair)

@Keli Schmid

@Chris Tanguay

@Dillon

@Ashley Williams Clawson

Goals

Update members on UAC activities including activities of sub-teams
Discussion: Learn about the User Documentation Subteam

Notetaker

@Mattie Clear

Time	Item	Presenter/Facilitator	Notes

Time	Item	Presenter/Facilitator	Notes
10 mins	Introductions	@Suzanne Reller	Icebreaker: Do you prefer board games or card games?
5 mins	UAC Updates	@Suzanne Reller	Quarterly board report contributions due this Thursday, January 25th No big update with the holidays Reminder to add notes to quarterly report by Friday
5 mins	Program Update	@Christine Di Bella	New tech lead started yesterday! - Thimios Dimopulos - will be at next joint meeting Testing ongoing for new update/release Virtual member forum announcement and calls for proposals forthcoming
5 mins	Sub-team Reports (if any)
	Development Prioritization	@Matthew Neely	Reviewed 10 tickets at December meeting (no meeting held in January. Presented at Member Engagement mixer in December.
	User Documentation	@Rebecca Baugnon	Completed work on “Managing Subjects” section review. Completed spreadsheet documenting Resource record fields that publish in the PUI; began discussing next steps for how to incorporate this information into the User Manual. Determined next steps in workplan with regard to manual review - will focus on PUI documentation.
	Testing	@Ryan Lee	Regression testing for 3.5.0 - goal to be done by end of the month 3 new tickets testing 3 retests of previous tickets
	Usability	@Kellen Carpenter	Completed a community survey on multilingual description needs, and established a task force of interested partners. First meeting held January 10, with a follow-up in early February. The group will initially focus on developing use cases for community feedback, which should be available in March.
	Member Engagement	@Mary Pedraza	Held successful event Dec 12 with Matthew, thanks again! Instituting Take a Break with ArchivesSpace, first Friday informal event, come along if you like! Feb 2 at 12pm EST (Zoom) Meeting this week to pick date/topic for Member Match Mixer 3 (will be sometime early to mid March). Open to having another sub-team join us (please). Email Mary if interested!
	Code of Conduct Review Task Force	@Regina Carra @Mary Pedraza	Task force officially assembled! Distributed call for community volunteers – received one volunteer First “official” meeting of full task force is next week Initial goals: review existing code of conduct, decide on DEAI facilitator
5 mins	Open Mic/Questions for Subteams
15 mins	Subteam Discussion/Demonstration: User Documentation	@Rebecca Baugnon	User Manual - If you are a member you have access to this - https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/909934631 descriptive not proscriptive. Meant to describe what something does or doesn’t do. Doesn’t provide use guidance. Individual repositories are responsible for how they implement a feature Purpose of subteam: Create documentation for new functionality work completed in a limited time frame - between testing and release candidate work includes page versioning, updated screenshots, drafting of language and more depending on extent of feature Includes documentation in response to user needs Update user manual documentation update in response to new release document responses to page comments, Jira tickets, and direct feedback directions for how these comments work is available on the first page of the user manual team will get notified of these comments and will act accordingly systematic review of the user manual maintain communication with other subteams work closely with dev-pri, testing, and tech docs open to other collaboration Current projects Reviewing managing subjects section assessment of fields that publish in PUI creation of documentation ahead of anticipated version release Looking at PUI materials moving forward How can you contribute? See something - say something collaborate Discussion focused on PUI content in manual How do we want the info represented? screenshots helpful mixed bag of how folks liknk or don’t link to the user manual in their institutional documentation spreadsheet data in confluence - how make it pretty? contact metadata standards committee Questions for User Docs: What is your timeline on documentation for new releases? It varies and can be hard because there is varying info on what is given to them based on the tickets and the changes that were made We can help by submitting feedback when things are missing or are unclear
5 mins	Questions and Final Thoughts	@Suzanne Reller
5 mins	Announcements and Next Steps	@Suzanne Reller	Next meeting: Our February meeting will be a joint meeting with TAC on February 28 at 12pm Eastern/9am Pacific.