2022-11-16

Date

16 Nov 2022

Attendees

Paloma (left 30 min early)
Melanie
Yogita
Brenna
Katie
Elliot (joined halfway through)

Recording

Zoom recording (link, includes chat)
- part 1 video | part 1 chat
- part 2 video | part 2 chat

Agenda

Intro, agenda review
Review of action items from last meeting
- Documentation and communication strategies (Melanie)
- Workshop invitations (Brenna)
- Zoom registration form (Do we need to have domain validation?)
- Dress rehearsal scheduling (Melanie)
Pre-workshop tasks with Nov 16 deadline
- Wikidata item profile - Katie and Yogita
- Wikiproject landing page - Paloma and Katie
Upcoming deadlines
- November 23 - Wikiproject and Dashboard
- November 30 - Workshop sections ready for review
December meetings

Discussion items

Agenda Item	Specifics	Notes
Action items from October	Documentation repository and strategy	Katie and Melanie touched base and Katie was able to move the documentation into her business account shared folder: https://drive.google.com/drive/folders/15MksFxLDCSOnbr1ZJjgpTp2zYx94wn8F. Checking with everyone on the call and everyone has access to the folder. Will keep an eye on potential access issues, because this type of account doesn't allow for shared ownership, so we need to be very mindful about succession planning. Records retention and public records requests apply to this account. Melanie has created a new document that is an inventory of all the platforms that the group is using for documentation and communication: https://docs.google.com/spreadsheets/d/1NMhgPnXCU2zV44tbNWQKrnRShW0ZW0hyyWlwOYXWlo8/edit#gid=0 Need to move this inventory to UTBox or Wiki instead of Google folder? TBD
	Email invites and zoom registration	Elliot and Brenna have finished the outreach email Should we remove the domain validation for utmail? yes Michael will add co-hosts (Melanie and Paloma), and change the validation to "password" There is a discrepancy between the registration confirmation (contact Michael with questions) and the invite email (contact Brenna and Elliot). This is something that Zoom does by default Everyone should test the registration Everyone plans to send messages out starting tomorrow, 11/17 (check off action items below to indicate complete), and no later than noon on Friday 11/18.
	Dress rehearsals	Melanie has sent save the dates for four different time blocks: 12/9 - 2-4pm 12/16 - 9-11am 01/02/23 - 2-4pm 01/03/23 - 12:30-2:30 We can do all, or we can skip if not needed. Brenna will be out for the January 2nd and 3rd run-throughs. Decide in December group meeting on 12/14 whether we want to keep January run-throughs scheduled as is, or if it's better to reschedule closer to workshop (Melanie will be out January 5-11) December 9 good opportunity to test sections/slide decks based on first round of review (setting deadline of Friday Dec 2nd as content completion - ready for review)
Pre-workshop tasks with Nov 16 deadline	Wikidata item profile - Katie and Yogita	Slides in progress: https://docs.google.com/presentation/d/1h0KhWnFNK7yNFTgtGnMlE3XaKV66fJEN2HoayxIZmmY/edit?usp=share_link Should sex or gender be included as a priority property? b/c of dataset we’ve chosen how best to cover this point in workshop We will revisit this point of discussion in Dec 14th meeting, plan to prompt ongoing discussion via workshop planning email thread. Yogita referred to the workshop data prep spreadsheet and the process of thinking through editing activities and points to make in the presentation: Adding HOT or NACO ID as value-add Editing existing wikidata pages may not require login Creating new wikidata page may require login Caveats about editing when not logged in - saving IP address, what you can/can’t do.
	Wikiproject landing page - Paloma and Katie	Paloma will reach out to Katie and work on this in the coming week.
Upcoming deadlines	November 23 - Wikiproject and Dashboard	Paloma will reach out to Katie and work on this in the coming week.
	November 30 - Workshop sections ready for review	Group decided Friday December 2nd felt better as the ready-for-review deadline.
December meetings	December 9th	Planning to use for early slide/presentation run-throughs, more opportunity for feedback among section owners and reviewers.
	December 14th	Review action items Confirm plan to send reminders to registrants (timing, who will send, inclusion of Wikiproject and Dashboard links/explanations) Address questions/concerns arising about workshop section content/flow/logistics Decide whether to keep January run-throughs as scheduled, or adjust.

Action items

Send announcement to lib-all list - Melanie Cofield
Send announcement to HRC list(s) - Paloma Graciani Picardo and Brenna Edwards
Send announcement to UT DigiPres group - Brenna Edwards
Send announcement to UT Libraries cataloger list - Melanie Cofield
Send announcement to MCMU - Elliot Williams
Send announcement to Olivia Solis at BCAH - Paloma Graciani Picardo
Send announcement to Shelby Lakins and Mickey Lanning at Blanton - Melanie Cofield
Send announcement to iSchool insider list - Katie Pierce Meyer
Complete Wikiproject landing page and Dashboard - Paloma Graciani Picardo and Katie Pierce Meyer