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Location

Via GoToMeeting

Agenda

ArchivesSpace Implementation Plan
Digital Preservation Working Group Report
OER Group Report
Share Collections Group Report
FY17 Working Groups
Team Appointments
Summer Meeting Reminders

Members Present

Isaac Gilman, Devin Becker, Ann Lally, Rose Krause, Maija Anderson, Mark Dahl, Jodi Allison-Bunnelll

Members Absent

Karen Bjork, Trevor Bond

Key Documents

ArchivesSpace Implementation Plan

Minutes

ArchivesSpace Implementation Plan (Jodi)
The ACMWG recommends that:
  • The project be carried out in four phases: Pre-Migration (Jul-Dec 16); Cohort 1 (Jan-Jun 17); Cohort 2 (Jul-Dec 17); and Cohort 3 (Jan-Jul 2018).
  • Cohort assignments be made according to the list in Section II.
  • Documentation be created by the ACMWG in the Pre-Migration Phase including:: Workflow Overview, Migration Preparation Guidelines, AS Configuration and Permission settings Guidelines; AS Usage Manual. See more detail in Section IV.
  • Three training sessions per Cohort be offered: Workflow Planning, Migration, and Usage. See more detail in Section IV.
  • Training materials for Cohort 1 be created in the Pre-Migration Phase by the CCD Program Manager in collaboration with the ACMWG; additional training materials to be created for later Cohorts according to the Timeline. See more detail in Section IV.
  • Creation of Alliance tools for ingest of AS EAD to AW (already approved) be facilitated by the CCD Program Manager during the Pre-Migration Phase
  • A new ACMWG be appointed and given a charge to complete the Pre-Migration phase as soon as possible.
Questions and discussion:
  • How this is consonant with the Alliance”s general direction (e.g. SILS)
  • Training and documentation is a HUGE project; is there a way to make it more approachable? All the pieces need to be in place, clearly part of ‘work smart’ model
  • Right now the WG has suggested that the ACM WG be charged for six months, then allowed to rotate off if needed, and form a new WG for 2017
  • The Team accepted the Working Group's recommendations
Digital Preservation Working Group (Devin)
There is obvious interest in this topic, given the high response rate to this survey. As such, the Alliance should seriously consider delivering additional, high-level digital preservation education via webinars or in-person presentations, as well as pointing to and publishing digital preservation resources via the Alliance website.
In order to improve the Alliance”s overall digital preservation score, two actions would be particularly welcome to address, respectively, Alliance institutions” lack of implementation of file fixity and & data integrity practices and consistent lack of storage space in diverse geographic locations. In order to address documented institutional needs, as reported in the survey, the Alliance should take several additional steps to improve coordination and communication.

Accordingly, the working group recommends that the Alliance:
  • Investigate the cost and feasibility of establishing a hosted or cloud-based digital archive for digital archival content from Alliance members. Making available storage in locations with different disaster threats for Alliance members would greatly improve the levels of digital preservation for many members. Note: the need for investigating a shared archive was demonstrated in the analysis of NDSA levels, and echoed in the survey comments.
  • Provide in-person or web-delivered education and assistance with integrating the creation and checking of fixity information into workflows, including providing information on available tools, as well as when/how and where/how to store information.Instruction could also be used on how to record and store transformation metadata, which was another consistent lack across the Alliance.
  • Create or point to digital preservation training kits online, and develop checklists/quick-start guides for Alliance institutions looking to improve their digital preservation practices.
    • Note: Introductory levels of digital preservation education are still needed for many institutions across the alliance. However, delivering webinars on these activities seems inefficient given the many resources available online.
    • Some specific requests:
      • Create an online resource that documents which institutions have readers of obsolete file formats.
      • Provide lists of tools for various tasks and contacts at institutions using them on Alliance documentation site.
      • Provide a template for a digital preservation plan.
      • Provide list of digitization vendors and who has used them.
      • Quick / High Level Digital Preservation FAQ - what it is/isn”t and why it is important.
Discussion:
  • Strong support for an Alliance role from respondents
  • Larger archives tend to correspond to digital preservation activities
  • File fixity and data integrity is the area needing most improvement
  • Cloud-based archive service could be a strong direction, especially for those with less than 5 TB. The initial steps can be very challenging for small institutions.
  • [fill in recommendations]
  • Annual meet-up or portion of summer meeting to share digital preservation knowledge/offer support. This WG had some very skilled people, and we could make better use of their expertise. Devin will be doing a lightning talk at summer meeting on the report and recommendations
  • Brings forward some very specific and actionable recommendationsIntegration/not into DAMs and IRs continues to be a major question; for now DP lies in separate systems; increasing understanding of what tools do and don”t do is an important element (messaging and visuals are important to consider)Workflows and humans are really important in this; the tools don”t just do everything for us (this is a big message to push)
  • Digging into specifics is valuable; the basics are covered well
  • Relationship to Data Group: There is a lot of expertise at the Alliance that we”re not drawing on right now. We need to explore other options (advanced topics symposium)
Exploration WG/OERs (Jodi for Karen)
We recommend that the Alliance take an active role in OER collection, creation, and management. 

This would include:
  • Provide trainings/workshops in two tracks: an introductory level and a master level. 
  • Use Primo as the main discovery tool for OER in the Alliance
  • Create an OER Group that would work towards creating sustainable programs including:
    • Mentorship
    • Workshops and training
    • In-depth environmental scanning through surveys focusing on students and faculty at each institution
  • Investigate joining the Open Textbook Network and work to support the OTN in other ways.
Summer meeting session will bring together this group, the TRLN application, and the professional development award. This will be a great opportunity to talk this through and see where this takes us.

Discussion:
  • Is this as strong an area for Alliance work as other areas that we are exploring? There seem to be many players, a crowded space.
  • Is Primo a sufficient interface for discovery? May be too generic. How invested are we in Primo as discovery for everything? Discovery of open access resources is a big area of discussion. Bigger question: How should open content be discoverable? Could Alliance scale be an advantage? Getting records into Primo is difficult; how can we take advantage of our scale?
Exploration WG/Share Collections (Trevor)
The team reviewed this group's report. 

Discussion:
  • The group is doing a lightning talk at summer meeting
  • The group recommends further work on this initiative in FY17 to do some open calls, more fully consider what would be required to add this program, as there is some real potential

Working Groups FY17 (Isaac and Jodi)
Considering goals for FY17, review proposed WG structure for year and what actions we think we should take in FY17.

We have a great deal of work to do in FY17. How much more do we want to do?
  • Devin would like to keep DP WG and charge them with some more work; there is good expertise there
  • The Exploration WG component groups have made a good start with initial explorations
Proposed:
  • ACM WG with charge (appoint right away in July--immediate tasks)
  • AADC WG with charge (appoint right away in July--immediate tasks)
  • EAD EB WG (monitor standards, assist staff with tech plan follow-up--when to start?)
  • DP WG?Exploration WG?
Jodi asked that we follow this sequence:
  • Think about the Digital Preservation and Exploration efforts together
  • See what the reaction is at summer meeting to the OER breakout group and the lightning talks from share collections, data sets, and digital preservation
  • Discuss what we hear with the CCD Representatives on July 14, and subsequently with the new Team
  • Check in with the Board at their August meeting (if the ED and chair approve) before we proceed with any further activities
Team appointments (Jodi)
Our Team appointments are in place for terms beginning July 1. We”ll be welcoming Beth Joffrion, Janet Hauck, Talea Anderson, and Anne Jenner to the Team, with Maija as chair-elect.

Karen, Ann and Trevor will end their terms at summer meeting. Isaac, Devin, and Rose will continue for another year, with Isaac as chair.

Summer meeting (Jodi)
Reiterate schedule:
  • CCD related breakouts on Wednesday, July 13
    • Hot topics (noon)
    • AADC initiative (1 PM)
    • OERs (2 PM)
  • Unique content in infrastructure (3 PM)
  • CCD Team dinner July 13 at 5:30CCD Team and Reps Thursday, July 14, 9-11 AM
  • CCD Team Thursday, July 14, 11-noon
  • CCD Team chair and PM at Council, July 14, noon-5