2015-11-13 Meeting notes

Update and evaluation of recent changes to Archon Migration Tool

• What works / doesn't work?

Matt G. and Phil Suda summarized recent testing of Archon Migration tool. Both noted that the tool is much improved and most outstanding issues are related to local data and not the tool itself. Matt noted inconsistent results after running a couple of test migrations. Phil will run a test migration with Matt's database to look for any remaining issues.

Nathan Stevens was the primarily developer for the AT and Archon migration tools and is no longer with the project. It's unlikely that there will be continued development of these tools. Brian and Chris are not that familiar with the code. There is still some confusion about what level of support the Migration Sub-team can provide re: the Archon and AT migration tools. Perhaps we can clarify the support expectations with Brad.

Summarize recent Hackathon activities related to migration and import/export

• EAD Import/Export discussion
• Impact of container management changes on migration
• Discussion of formalizing role of TAC members in responding to user-list queries

There were several migration and import/export related sessions at the recent Hackathon meeting in NY. Several members of the migration sub-team attended the meeting. Schedule: https://docs.google.com/document/d/1dRn6aKju9_-h-K-zVY3NGdhk0Mizdx3EC6aSRH4K9fs/edit#heading=h.z3qvmmms5yvj

All the EADs: https://drive.google.com/drive/folders/0BwuQ8ydSFk4scG9MeFgwWDlORVk

• During this session, a group (mostly Mark Custer and Maureen C. from Yale, Noah, and Steve Majewski) identified and documented some outstanding issues with EAD imports and exports: https://docs.google.com/document/d/1wMGPDSdhfh3FsFZmJ3tngMWtmFNkRUHqwfFcxZp5Txk/edit
• The group also put together a draft workplan to:
  • Develop a suite of EAD preprocessing and validation tools to support EAD import (mostly Terry C. and Dave Mayo from Harvard). Preliminary work here: https://github.com/tcatapano/EAD_Archivespace_Import.
  • Clean up existing labels for EAD import/export issues in JIRA so they are easier to identify
  • Add any outstanding issues to JIRA
  • Review current EAD import/export mapping spreadsheets for accuracy

Container Management:

• We discussed the impact of the new container management functionality on migration. In particular:
  • • User migrating from AT or Archon will need to migration to v1.4.2 and then upgrade to later versions
    • Upgrading to versions with the new container management functionality will probably require data cleanup to prevent separate containers from being merged into one "top container" This currently happens when two or more containers share the same container number 1 value but do not have unique barcodes. For example, a box 1 and map-case 1 will be merged into one top container. Maureen C. (Yale) and Patrick G. (RAC) have plans to document these potential problems. The group suggested that the update-database migration script be changed to account for container type values when merging containers into top containers.
    • The user community will need clear documentation about changes associated with container management and any potential migration issues

Role of TAC members in responding to user list queries:

• Noah brainstormed ideas for formalizing role of members in answering user-list questions related to migration. One possible strategy might be to transfer unanswered questions to the support JIRA and then assign them out to migration sub-team members. There was no consensus on the best approach, but Noah encouraged sub-team members to respond to questions as they have time and expertise. Perhaps this is a larger issue to be addressed at the TAC level.

We quickly reviewed the work plan at: Work Plan - 2015-2016

• Noah asked for volunteers to take on some of the other work plan tasks and assign their name to the to-do item.
• Terry C. will work on some of the EAD import issues as described above
• Michael V. will contribute to reviewing some the EAD import and Accession CSV import mapping spreadsheets
• Noah will begin cleaning up labels for migration and import/export issues in JIRA. Brian Hoffman noted that this will not have any adverse affect on developers (can't be any more lost in JIRA than he already is).
• We will check-in on work plan progress on the next sub-team call.