2014-10-15 Meeting notes ADWG

• The TARO committee may be having a demo (AtoM and ArchivesSpace) on November 12th at PCL (1-3 pm). Everyone agrees to push the meeting time up for that day to join the TARO folks on the demo
• The follow up meeting will be moved to November 19th, since the 4th Wednesday of November is the day before Thanksgiving and many members won't be on town
• In case the November 12th demo doesn't happen, there could be an ArchivesSpace demo for the group on December 3rd, with a follow up meeting on December 17th

Esther

Group

• Seats still available for the EAD3 webinar (PCL, October 23rd)
• Some people have not been able to access the TARO wiki; Esther is going to send the URL; do people need specific permits to access the wiki?
• Overview of the Resources section added to the wiki; the Briscoe processing documents and repository case study are already there as example; everybody will keep on adding resources (current processing manual, resources for educating patrons on the use of archives, etc...) and their repository case study
• Review of the group description draft on the wiki homepage; everyone seems to agree with what is there so far and will keep on adding new ideas

• Ideally we should have a proposal for an archival management system ready to go by the end of Spring  2015

• Need to create user stories in order to identify the functional requirements

• Amy - it may be helpful to have a short presentation for each one of the repositories in addition to the processing documentation added to the wiki; differences on each repository workflow. HRC, for instance, switched to create records on a table format to allow exporting in tab delimited files that help with the tagging

• Need to prepare specific questions related to each repository needs before the TARO demo on November 12th

• Katie did some work with the ArchivesSpace sandbox and found it very limited ; however, it would be good to check it again with specific use cases before the demo

• Amy would like to have some experience with the the tool in order to come up with the "hard" questions

• Kathy suggests having a meeting on a computer lab so the whole group can poke around the tools; Esther will talk with Jessica about this option

• Evelina - it would be interesting to have the user cases ready by then for a consistent testing

• People interested in testing AtoM should contact Jessica about getting a user account; The demo accounts are temporary so those who had theirs several months ago will have to check with Jessica to renew it

• Links to the ArchivesSpace sandbox will be added to the resources on the wiki

• ArchivesSpace has an annual cost of 7,500$ plus hosting; AtoM is open source but would require a customization investment. Not clear yet which one would be more affordable

• Do we want to produce a proposal as a group for the University to fund this?

October and November presentations

Esther

Katie

• Jessica is working out scheduling a presentation with Mark Philips from UNT (where the Digital Portal of Texas is hosted) to come and speak with us in-person about their metadata model and DPLA. Not everything on the Digital Portal of Texas is sent to DPLA; which one the selection criteria is?

• The Architecture Library people have get together with the new metadata librarian to discuss metadata interoperability and strategies to feed DPLA.

• Ayse presentation about her research paper on multi-provenential collections and item level/contextual linking is scheduled for the last meeting in November.  

• Examples of user stories creation available online (http://www.mountaingoatsoftware.com/agile/user-stories#nav)

• Paloma - Need to identify tasks for the user stories

• Esther - Adding an accrual to an existing collection

• Amy - Separating materials. At the HRC they separate materials to specific media collections, but so far there is no consistency on the way it has been documented.

• Katie -They are starting to use provenance notes  for the separated materials; the item records on their special collections catalog link to the finding aid of the collection they were part of

• Amy and Katie- Would it be possible to move stuff around or reorganize the archival description once it has been introduced in the archival management system? Possibility to change the relationship between the different levels of description?

• Amy - What the interoperability is with other systems? HRC has their data on several databases and ContentDM

• Katie would like to edit the EAD code directly; would the archival management system substitute oxygen and how the migration would be? They migrated their data from filemaker to cvs files in order to do the tagging on an excel record and finish it on oxygen

• Paloma - A stylesheet will be needed in order to preview the finding aid before exporting it

• Need to look at the way AtoM exports EAD; do the tags created by AtoM relate to our EAD template tags?

• Esther - New version of AtoM 2.1 includes the option to add alternative IDs (TARO#, OCLC#..), but it still lacks some of our TARO EAD template elements, for example preferred citation.

• Review of the workflow chart and the processing spreadsheet developed for the AtoM evaluation made by the Briscoe; they will be added to the wiki with a link to the application used to create the workflow chart

Fonds and Bonds DCMI pre-conference

• Jessica has share her notes on the wiki Conference notes section
• Katie has been checking how their collections are represented on SNAC and has identified some errors ; SNAC still keeps the old version of an archival description record tupdated 1 or 2 years ago
• General agreement on the need to make sure that our collections are well represented on those international archival initiatives (SNAC, ArchivesGrid…); how to work that out? Katie is going to do some research about SNACS and how to better contribute to it
• Need to do some research about EAC-CPF implementation
• Paloma - There is a RAMP workshop and documentation published by the University of Miami on wikipedia (http://en.wikipedia.org/wiki/Wikipedia:Tools/RAMP_editor/Workshops/University_of_Miami/RAMP_workshop_March_2014)
• The xEAC presentation is available at Slideshare. Are there other presentations already available? They said that will communicate via Twitter
• Esther - How is EAD3 going to impact our current archival descriptions? Would our finding aids encoded in EAD2 be compatible with the new schema?
• Both AtoM and ArchivesSpace will support EAD3. How will the management systems deal with the coexistence of both versions? Is there going to be some migration support? Question to ask Brad during the ArchivesSpace demo.