2014-09-24 Meeting Notes ADWG

• Housekeeping

Group

Katie

• Meeting time is good for everyone
• We can allow a couple of minutes at the beginning for folks to look over the agenda and write down questions
• Since there are two meetings per month, one meeting a month could be a presentation and then the second meeting could be a discussion or working session

• EAD3 Webinar

• PCL on October 23rd; what is the room size
• Donna will send it out to the ut-archives list
• The instructions are with the email to sign up through texclass
• Minnie sent it out to the TARO folks

• Minnie is looking for new people for the TARO site

• If you wish to have yoru name out there send it to Minnie - there is the PB wiki to respond to for the groups

• Overview of TARO activities

• TARO submitted a grant and DPOCH proposal for Minnie to do the work to convert all our finding aids to schema compliance using the DPOCH money

• There is an internship program at UT which is 10/hrs/wk for three years - a programmer intern to work on that

• There was a survey done through the TARO site

• Donna did a survey for the repositories to respond to about their collection

• TARO went back to a group like this 3 years ago (wishlist of improvements: website, how it functions, etc)

• Only standards TARO has defined are authorities - making people consistent - EAD3 and the possible implications

• Other folks are working on web issues

• Here back from the planning grant in March to hire a consultant to help us a manager and write an implementation grant

• No governance since 2001, not updated, looks old and lacks functionality

• They are hoping to do some outreach and education- many smaller institutions might be interested in getting involved, but don't have IT departments

• Relationship between TARO and ADWG

Beth

Jessica

• Would this group better serve TARO if we consider ourselves the UT TARO group?

• Would it make sense to include other groups outside of campus - AHC, Presbyterian Seminary

• Cost-sharing w/in campus may be more feasible, state vs. regional. TARO is State, not regional.

• We should align ourselves better in what we are all working towards - could we do something in a centralized way

• The documentation, system evaluations, and ideas for approaching legacy records could all be shared with existing and potential TARO partners - UT as the case study (would require some up-front work)
• It might be helpful to survey existing partner repositories about how close they are to investing/migrating to their own archival management system, because that would point TARO in the direction of being a fancier version of what it is now, which is a centralized location for finalized finding-aid data. Repositories may need to make decisions faster than TARO's 3-year time-line.

• Putting together a list of needs to bring greater visibility to special collections on campus

• We are going to be a new VProvost and director and it would be nice and poised to say “we need this and here’s why”

• The VProvost should know about all the groups working on things: perhaps preparing a list of groups and give a blurb for what each one does

• Bullet points on the homepage for the provost about who we are and the same thing for digipres

• What is TARO? Here’s a deconstruction of a finding aid, here's how archives work - getting some of those resources linked to from the library

• Standards - how do we explain what our tools are

• UT Libraries Collections Group

• There’s a collections group by Jennifer Hecker and Aaron Choate - people want to write a white paper to discuss the needs of special collections and archives

  • TARO

  • Web updates

  • DAMS

  • Ways to support and showcase exhibits

  • Increase visibility of archives on campus- put links to all archives on one page

• We (members from ADWG that represent other repositories on campus) could get a template for the paper and submit some use cases for other repositories

• Documenting what you do already to showcase exhibits

• Jennifer could post the last notes from the meeting

• Members from this group could submit non-UTLib use cases for the white paper

• Exploratory Topics for 2014-2015 academic year

• Where is the nicest place to see our stuff:
  • Portal to Texas History
  • DPLA
  • Portal to Texas History is a hub of DPLA
    
  • Do our metadata align with DPLA?
    
• How do we get ourselves in the digital libraries
  • Portal to Texas History
  • Could we get our stuff in TAMI?
• What is the relationship between digital libraries (item-level access) and archival description (contextual; aggregate access)
• Ayse writing a paper on multi-provenential collections, looking into item level/contextual linking. Can report back at end of semester when paper is done.
• Find out how DPLA structures its data. Schedule a google hangouts or skype to talk to people at DPLA? - Schedule with Mark Westbrook
• Ann-Marie Viola has created a US based Atom user group. Have a conversation with her about how the decision to use Atom was made and any conversion issues? Is there a US-based Atom profile? Was ArchiveSpace also evaluated? Maybe a google hangout can be arranged?
• Any archival management system needs to support multi-repositories. Each repository needs some privacy for draft finding aids.
• Assuming there will be cost-sharing for maintenance, support, any customizations. Ongoing costs are not a choice. How do we determine cost breakdowns? Need to research that.
• Adopting a campus-wide system would be good for IT- easier to support.
  
• NW Digital archives may be leaving ArchiveSpace. Find out why?
  
• Implementing EAC-CPF on campus
  • Look for presentations e.g., SAA 2013 Yale and Harvard
  • AIA Historical Directory - Nancy Hadley has implemented her own EAC-CPF records (been doing it since 2005)
• Strategy for addressing legacy finding aids
  • HRC - Joan and Daniella, moving from card catalog
  • Briscoe - moving from Word Docs; reconciling versioning issues across TARO, typed in the reading room, and on the server. Masters also used as a reference tool: how to communicate with reference what's going on?
    
• Cost sharing model for a campus-wide implementation of an archival description system
  • Creating a proposal template to present a case to administration at our respective institutions
• Taking a closer look at the impact of the new DACS - renewed importance for standardization
  • Donna is willing to share the case study of the AAA catalogers; questions that arose in the process
  • using RDA or AACR2
• Create resources for the UT Lib special collections page of the website such "deconstruction of a finding aid"
  • Amy mentioned that SAA has some excellent resources that we might be able to compare with what repositories are currently using to education patrons and come up with an optimal resource

• Presentations for Fall 2014

• EAC-CPF - Multi-provenancial collections
• Mark Phillips from UNT on the Portal and its role as a hub for DPLA; any possible motion on bringing archival description along; how does the Portal elect materials to DPLA
• US AtoM user group - Google hangout in the month of October
• Northwest Digital Archive about moving from ArchivesSpace to AtoM

• Metadata Conference; Preconference Archival Fonds & Bonds at the HRC

• Our next meeting would be October 8th, but that is the date of the archival description preconference, 
• We have rescheduled our next meeting for the 15th
• We can review SNAC and EAC-CPF , and other issues discussed during the preconference
• Share resources with folks that may not be able to attend