2022-10-26

Intro, agenda review

Paloma facilitating, until 11:00am; Melanie taking notes and facilitating after 11:00am.

• Call for volunteers – Group Google folder owner? 
  • Points from last meeting: 
    • Move to shared folder in an individual’s drive - personal vs business UTMail, UTL staff vs. others, utexas.edu vs gmail.com owner
    • Archive/backup content in UTBox (renamed existing folder) - move finalized/archival content from Google folder to UTBox annually
    • Videos stored in UTBox only, for space economy
  • Melanie will work with Katie to make the move before Nov. 1
• Additional group documentation needed, when folks have time to work on it:
  • Inventory of communication & documentation platforms
    • Who has ownership/access permissions
    • Melanie will make this and post on wiki
  • Document a succession plan for folder/document owners

Continue workshop planning (Wikidata Workshop Planning)

• Review action items from last meeting
  • Create email thread with workshop planners - DONE
  • Review Workshop Sections in planning sheet  and add names for owners
    • Discuss remaining sections without clear ownership claimed
    • Add reviewer column to facilitate comprehensive review of each section
      • Review deadlines? Set end of November deadline for all sections to be ready-for-review
    • Ask Katie about [Katie?] owner indications - Melanie
    • Discussed and confirmed presenters will also serve as facilitators for discussion and hands-on exercises
    • Discuss Scheduling dress rehearsal
      • Plan to schedule one in both Dec before break and January 3/4th 2023 (if we make the December one, we can skip the January one, or keep if needed)
      • Think through test attendees when scheduling
        
• Review of status by deadlines
  • October 21 - Dates/times (January 12^th & 13^th 2-4pm)

Discuss viability of January 12 & 13 dates/times for delivering workshop

• • Elliot will be out of town, won't be able to attend after all
  • Some doubts about the viability of these dates for GRAs given end/start dates of appointments
  • These dates push up against the long weekend with MLK, Jr. holiday on Monday January 16th
  •  Consensus to move forward with these dates, instead of trying to reschedule, with idea that we can deliver workshop again in later Spring/Summer terms, and we'll have more info/be better prepared for that. 

• •  
  • October 21 - dataset
    Progress report from Elliot and Yogita (see also Katie’s email, spreadsheet notes), Nov 18 deadline for next pass
    
    
  • October 26 - Zoom setup
    Michael - no update yet, Paloma will follow up with him
    
    
  • October 26 - Registration
    Michael - no update yet, Paloma will follow up with him
    
    
  • October 26 - Outreach

Update from Elliot and Brenna - draft document in progress

• • • Communications schedule
      • Review schedule & target email addresses
      • Adjust schedule to fit January delivery dates
      • Will there be 2 separate registrations? Need to confirm with Michael, looks like Google form registration strategy will simplify that.
      • Targets for communications: 
        • lib-all@utlists.utexas.edu
        • HRC broad list (Paloma and Brenna will invite)
        • UTL cataloger list (lib-content_management@utlists.utexas.edu) 
        • Digipres list (Brenna will invite)
        • Targeted outreach to staff at campus partner institutions (Briscoe, Blanton)
        • iSchool 
        • other ideas can be added to the draft document
          
• Next steps
  
  • November 23 deadlines
    • Paloma and Katie are owners of all three tasks with this deadline, so not able to get their thoughts now 
    • This deadline date is aligned with our next scheduled meeting, which is day before Thanksgiving Break, and several people will be out on vacation
    • Consider rescheduling next meeting (1 week earlier?) and asking owners for updates via email
      
  • Schedule a December meeting?
    • per regular schedule, would fall on 12/21
    • Agreement that scheduling this meeting earlier would be ideal (1 week earlier, like suggestion for November)
    • Need to schedule December dress rehearsal AFTER this meeting.