Agenda

• Define the Data Dictionary
• Discuss distributed management of the Data Dictionary by the TAC Documentation Sub-team, UAC Documentation Sub-team, and UAC Reports Sub-team.
• Brainstorm tools and workflows to manage updates to the Data Dictionary

Attendance

The following members of the Technical Advisory Committee, User Advisory Committee, and Program Team were present.

• Suzanne Stasiulatis (Unlicensed)
• Max Eckard
• Scott Hanrath (Unlicensed)
• John Zarrillo (Unlicensed)
• Carolyn Runyon
• Jasmine Jones (Unlicensed)
• Ashley Knox
• Laney McGlohon (Unlicensed)

Minutes

• The group convened and the history of the development of the Data Dictionary was discussed to provide context.
  • The Data Dictionary was developed by the UAC Reports Sub-team during a period of downtime in order to meet the needs expressed by the ArchivesSpace community.
  • Additional information in the Data Dictionary might include Public User Interface (PUI) and Staff User Interface (SUI) labels as well as metadata crosswalk data for various OAI and XML exports.
• The group discussed responsibilities.
  • The UAC Documentation Sub-team is willing to contribute non-technical documentation, including Descriptive and Example Data for fields visible in the PUI and SUI.
  • The UAC Reports Sub-tea is willing to support future work on exports, including metadata crosswalks for OAI and XML exports as well as as future reports added to the application.
• The group discussed potential workflows.
  • The Program Team will need to coordinate updates to the Data Dictionary through JIRA tickets that notify appropriate sub-team leaders of a new release. Updates to the Data Dictionary should not impact the release cycle and may be a up to a month behind the release.
  • The group discussed adding Data Modified, ArchivesSpace Version, and Schema Version fields to the Data Dictionary.
  • The Data Dictionary will be reflective of the most recent version of ArchivesSpace, and will not include documentation for every past version of the application.
• The group agreed to test the proposed workflow with JIRA notifications for an upcoming release with significant changes to the data model.
• The group discussed a suitable domain for the Data Dictionary.
  • data.archivesspace.org and dictionary.archivesspace.org were determined unsuitable as they may be misleading.
  • data-dictionary.archivesspace.org was determined the most appropriate
• The group agreed to re-visit the proposed distributed management model discussed in the meeting after following updates to the Data Dictionary in the next release.

Action Items

• Laney McGlohon (Unlicensed) will create a separate JIRA project to organize work on and updates to the Data Dictionary.
• Laney McGlohon (Unlicensed) will submit and assign JIRA tickets to appropriate sub-team leads to update the Data Dictionary in an forthcoming release.
• Laney McGlohon (Unlicensed) will determine a home for the Data Dictionary with the subdomain.domain of data-dictionary.archivesspace.org.
• Laney McGlohon (Unlicensed) will work with Christine Di Bella to find a suitable home on the ArchivesSpace wiki to document management of the Data Dictionary.