2022-10-26

Intro, agenda review

Paloma

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

Announcements, housekeeping

Paloma

• 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)

Paloma/Melanie

• 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

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  • 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. 

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  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

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    • 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.