scheduling for the rest of the fall semester (holidays, etc)
Action Items from last meeting
Discuss DCMI Archival Fonds and Bonds Pre-conference
Discuss scheduling for presentations in October and November
Recommending an archival management system for campus - steps forward
Discussion items
Time
Item
Who
Notes
Housekeeping
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
Action items from last meeting
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 an 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 ideas for a group description already on the wiki homepage; everyone seems to agree with what is there so far and will keep on adding new ideas
Recommending an Archival management system for campus
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 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
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.
Creation of user stories/cases
Examples of user story/case creation available online
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 materials separated; the item records on their special collections catalog link to the finding aid of the collection they were originally part of
Amy and Katie- Would it be possible to move stuff around or reorganize an 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 as their digital content management system.
Katie would like to edit the EAD code directly; would the archival management system substitute oxygen and how the migration of our records to the system would be? The architecture library has migrated 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 EAD 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
The xEAC presentation slides are available at Slideshare. Are there other slides 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? This is a good question to ask Brad during the ArchivesSpace demo. Maybe the EAD3 webinar will ddress this issue?
Action items
Esther E Kirchner - comment with Jessica the possibility to reserve a computer lab to have the group exploration of the tools