2019-11-22 Documentation meeting agenda/notes

Item	Time	Who	Discussion Topics and Questions	Notes
Roll Call	5 minutes		Note taker: Kevin	New team member, Kandice Harris, taking the place of Jamie Weeks from Weber. Rotate notetakers alphabetically. Sarit Hand will be notetaker at next meeting.
Updates from Jessica	15 minutes	Jessica Crouch	Progress with new help center and tentative launch date Sections to prioritize for augmentation: digital objects, events, and classifications Review and editing of early drafts of new sections: languages and ARKs	Administrators in the Help Center for member institutions should clean up their accounts in the old help center soon. The new Help Center is hoped to be launched on December 13; by then we (the User Docs sub-team) should be happy with the pages that are presently in the User Manual. Jessica has been making a few structural changes to the User Manual to transform it into the Help Center; the old manual is still there in the form we recognize, Jessica is just going about adding links to training videos and other resources in different formats which were not in the Manual before. At some point in the next week or two we'll get a chance to look through the new Help Center and let her know if there are any bugs or issues related to accessibility, user experience, etc. that will make the Help Center difficult to use. New pages (languages and ARKs) ready to go by December 13. These are the only sections that are missing from the docs at the moment, since they're new with 2.7.0. Links are in the column to the left. Jessica proposes that these could be used as guidance as we come up with a formal process for creating and revising existing docs in the user manual. Sarit asked what specific aspects of DOs/Events/Classifications get feedback. Jessica said most comments indicate that it's just very "flimsy," not very robust. Sarit noted that these are sections of the application that don't get used consistently across institutional ArchivesSpace instances. Should we provide use cases or examples of use in the manual, or do we not want to be that prescriptive? Ex. digital objects, which let you be very descriptive about what the digital object is – does that level of complexity lose people? Is that how people are using ArchivesSpace? Could we work with Integrations? Build out use cases then point to documentation that Integrations is linking to Have a page of link to other resources in the manual that are useful Make the manual more approachable in the language (user). Current language is formal. Any documentation about what the user manual has historically set out to do, or assumptions in the ArchivesSpace data model? Should we provide some?
Updates from last meeting	5 minutes	Jasmine Jones (Unlicensed)	Connecting to Testing sub-team and Dev Pri ticket activity	Testing sub-team Brittany Newberry (Unlicensed) will send Jasmine Jones (Unlicensed) an email to let us know when the sub-team is conducting testing and will share the testing website for us to use for writing documentation. Jasmine Jones (Unlicensed) will be setting up a time to discuss working with Testing sub-team and Christine to get information about releases. Not everything that gets tested ends up in the release, so we need to determine the sweet spot between when testing is completed, implementation is finalized, and the release comes out for creating documentation. Dev Pri sub-team Shared with Lydia Tang (Unlicensed) that we will be building documentation for general users of the manual to submit feedback/revision requests via comments in Confluence. For issues that come to Dev Pri, considering adding a checkbox to the GitHub pull requests for folks to indicate if dev will require technical doc or user manual update. Jasmine Jones (Unlicensed), Brittany Newberry (Unlicensed), and Lydia Tang (Unlicensed) will be meeting to follow up on these things within the next month. The next community call is scheduled for January 22; it could be a good opportunity for User Docs to reach out to discuss some of these issues, if there are topics we want to talk about.
Review and discuss 2019-2020 workplan	20 minutes	Jasmine Jones (Unlicensed)	UAC Documentation Sub-Team: 2019-2020 Work Plan Feedback on timeline, other objectives and activities to undertake Assigning leads and team members to different objectives	Strategies for completing the work plan: Each member of the team should take the lead on one item of the workplan. This keeps one person from taking on too much, and also allows for members to pick tasks based on their own capacity for taking on work at any given time. What's the difference between work plan items 1 and 2? 2 is focused on documentation specifically for new releases, and communication with Dev Pri/Testing related to that process. 1 is more about who on the team is responsible for certain sections of the manual, how to incorporate feedback about the Help Center from users, or how to tackle requests for documentation that come in from e.g. Tech Docs, LYRASIS, etc. Editorial processes for approving changes that are saved but not yet published. Work plan item 4 ("Develop documentation for users about how to use new User Manual and Help Center") is LYRASIS' responsibility so we don't have to do it. Jasmine will remove. Comments on the Help Center are public. We'll need an editorial process for that. Should we clear comments when their issues are resolved, and/or keep a record of comments as they are submitted? Can we generate Jira issues from comments, and have them assigned to User Docs members? In Jira comments may be directed to bug reports or feature requests, where Dev Pri will prioritize them. We would need a way for Dev Pri to divert these tickets to User Docs. Or would it be easier to just address issues directly as comments come in, and only create a Jira ticket for comments requiring more substantial action? Team members volunteered to take on the lead for various Work Plan objectives. These are documented on the Work Plan page. Team members also volunteered to look at the five sections of documentation that were prioritized for revision/augmentation: Digital Objects: Sarit Events: Kevin Classifications: Angela Languages: Candice ARKs: Jasmine Drafts done by 09 Dec 2019 so that there's time for feedback from other User Docs members that week. Feedback on drafts due on 12 Dec 2019 Update documents on Confluence on 13 Dec 2019
Team onboarding documentation and communication	10 minutes	Jasmine Jones (Unlicensed)	What information do/did you wish you knew to onboard onto this team? What channels should our team use to communicate?
High-level Confluence overview	10 minutes	Jasmine Jones (Unlicensed)	Confluence documentation Creating, editing, and moving pages Adding images, links, and other content types Page layouts and templates Reordering Collaborating on documents Adding comments @mentions Page restrictions
New business	5 minutes	All	Documentation requests from TAC	Tech Docs received requests for enhanced documentation regarding the definition of permissions in the staff interface, and on ingest using MARCXML. These seemed out of scope for them, so they wanted to forward them to our attention.

Action items

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