2025-08-12 UAC Meeting agenda and notes

10 mins

Introductions

@Aikaterini Dimitriadou-Shuster

Brief introductions for each member

Name, where you work, how long have you been on Council, sub-team(s)

Icebreaker: If you had a superpower, what would you like that to be?

2 mins

Roster Updates

@Aikaterini Dimitriadou-Shuster

A warm welcome to our newest members:

• Joanne Archer

• Katerina Dimitriadou-Shuster

• Bo Doub

• Barbara Ilie

• Nick Pavlik

• Evalyn Stow

• Karen Trop

• Lindsay Wittwer

A Video recording of the new member orientation is available.

3 min

About This Meeting

@Aikaterini Dimitriadou-Shuster

• UAC meets monthly except in December, when there will be no meeting.

• UAC and TAC hold two joint meetings - one in September and one in the Spring.

• Meetings typically consist of:

  • Overall UAC report

  • Report from the ArchivesSpace Program Manager

  • Reports from sub-teams on recent work

  • Block of time for discussion, usually led by one sub-team each month.

• Discuss notetaking assignments for this term (alphabetically to non-sub-team lead members?)

5 mins

Program Update

@Christine Di Bella

5 mins

The Year Ahead

@Aikaterini Dimitriadou-Shuster

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.

• 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.

• Quarterly reports to the Governance Board in August, October, January, and May

• No December meeting

• 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).

10 min

UAC Business

@Aikaterini Dimitriadou-Shuster

• Documentation and Workspaces:

  • https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3137961986

  • Atlassian accounts for Confluence and JIRA, and Google Drive permissions should be up-to-date; if you or a member of your team do not have access to something you should, let me know!

• Expectations for sub-teams:

  • Hold first meeting, if you have not already

  • Craft workplan for the term, to be presented at the TAC/UAC meeting in September

  • Identify sub-team Vice Leads

• Expectations for all:

  • 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

• Goals for this term:

  • Investigate Modules as overarching theme

  • Encourage Council leadership

• UAC Monthly Meeting days/times

  • Starting October, third Tuesday of every month 12-1 has been identified as best option. Confirm during meeting.

• Joint TAC/UAC Meeting on September 18, 12-1pm (instead of normal UAC meeting).

• Sub-team Leads/Vice Leads had a bi-monthly check-in last term - continue with this structure?

10 mins

Sub-team Reports

Sub-team Leads:

• Provide a general overview of sub-team responsibilities

• Provide a summary of current projects

• In the sections below - provide updates (if any) from work completed in July and August.

Development Prioritization

@Brianna McLaughlin

• Welcome new members Beth Mawhinney (TAC) and Evalyn Stow(UAC)!

• Passed two tickets and will solicit community feedback on one ticket

Member Engagement

@Christine Liebson

• Member matches done

• Forming workplan

• Welcome Karen!

Testing

@Mary Kidd

• Kickoff meeting is tomorrow

• Primary focus: continue Phase II of conditional statements project from last Term

• Little testing needs in near future

Usability

@Noah Lasley

• Met in August, began discussing work plan

• Work this year will focus on writing and submitting tickets for community priorities for surfacing configuration file changes (outlined in Executive Summary)

Users Documentation

@Elizabeth Delmage

• General responsibilities are to create, update, and maintain documentation for the ArchivesSpace Help Center

• Current projects: continue review of User Manual pages

• User Docs has not met yet this term

3 mins

Sub-team Workplans

@Aikaterini Dimitriadou-Shuster

What goes in a workplan:

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3417636865

• Identify overall goals for the term

• Identify specific tasks or projects to accomplish

• Optional: identify opportunities for new or continued collaboration with other sub-teams (both within UAC and across to TAC)

• Optional: identify themes for how you intend to approach your work

• Optional: identify projects or areas that are out-of-scope for the term

Methods:

• Review your sub-team’s workplan and retrospective from the previous year

• Be realistic! Small, achievable goals are important!

• Think long-term about maintenance

• Feel empowered to be creative

Other notes about workplans:

• Sub-team Leads will be asked to present a summary of their workplans at the September TAC/UAC meeting

• TAC and UAC Chairs and Co-Chairs will meet after the September meetings to review all workplans to identify areas for support or further collaboration

10 mins

Discussion: use Modules to frame our work?

@Aikaterini Dimitriadou-Shuster

Possibly, start with Digital Objects (October), followed by Classifications, Events, and others as we go along. Pilot the idea for a couple of months.

2 mins

Next Steps

@Aikaterini Dimitriadou-Shuster

• Joint TAC/UAC Meeting on September 18 (instead of normal UAC meeting).

  • Sub-team workplans are due at the September meeting

• Katerina will reach out to UAC members for Modules suggestions and ideas