2015-04-15 Meeting notes

Date

15 Apr 2015

Attendees

• Jessica Wesley Meyerson

Goals

• Updates from working groups
• Housekeeping - upcoming events, any additional announcements
• Virtual Chat with Michael Rush, Accessioning Archivist - Beinecke - Yale University
  • Questions about EAC-CPF:
    • What were your assumptions about implementing EAC-CPF at the start of "Connecting the Dots"? What were some of the desired outcomes and what were some of the expected challenges?
      
    • Was their an institutional model - another institution that you knew had created their own authority records - a model that "Connecting the Dots" was attempting to extend or formalize?
    • Tell us about the process of partnering with a another institution to create the authority records? Both institutions had manuscripts concerning the same key figure, Samuel Johnson. I assume many of the same people were mentioned in both collections - how did you divide the record creation responsibilities?
    • What the process for creating a specification for the EAC records -
      
    • How did you determine what percentage of staff time was used for the project in both institutions?
    • It's been ~4 years since the project, how has Yale's views on the value of authority record creation changed? Is EAC-CPF record creation part of the standard workflow - if so, how long did it take to reach that point?
    • Which related authority projects, if any (Ex. xEAC), are you currently looking to integrate/expand/implement? Were the EAC-CPF records created during this pilot integrated into Yale's ArchivesSpace instance?
    • What do you consider the renaming barriers, if any, for EAC-CPF in your archives?
  • Questions about ACMS/Migration:

    • What method did you use to account for staff hours required to complete the migration? How did you determine what the timeline for migration/implementation was?

    • Do you or your colleagues have experience with writing a proposal for a new digital management system? How did your team raise awareness and earn executive support for the project? How much money did you anticipate asking for, and how did you go about getting it?  How did you designate where and how the money would be used?  How much time did you designate for all of the tasks?  Was it enough?

    • Specific to ArchivesSpace: 

      • Does your institution host your own instance of ArchivesSpace or do you pay ArchivesSpace directly?  What are costs you've seen associated with the implementation, maintenance, training of employees, staff hours, and other needs with regard to ArchivesSpace? 

      • Are your colleagues using the public interface of ArchivesSpace or just the staff interface?  

      • Are you using a single repository or multi-repository instance of ArchivesSpace?  (Beinecke + Yale University Library)  How is it suiting your needs? 

      • Is their integration between your digital repository(ies) and your ArchivesSpace instance? (Did you factor in IT staff time to develop digital repository integration by extending or using the ArchivesSpace api <http://archivesspace.github.io/archivesspace/doc/file.API.html>?  

      • Do you integrate MARC record creation into your workflow at all? 

      • How does migration of EAD records work for authorities and control terms?  How realistic is it to expect that we might export EAD from ArchivesSpace and require little or no manual correction in something like Oxygen?

Discussion items

Action items