2018-09-18 Meeting notes-DSpace/Elements whole group working meeting

Questions about the group and process going forward: 

• What's the exact role of this implementation group? Membership?  Purpose? 
• Do we need to get other people involved (in order to benefit from their expertise)? If so, what's the best way to do that (i.e. enlarge our current group, form some subgroups, etc.)?

Phases and timelines- outline for the group

Updates and additions

Overview project progress

Demonstrate workflow

Describe limitations

Gabe's intro and updates

Live demo of RT2 connection

Completed tasks: 

• Repository connection up and running
• Test crosswalk xml files created and working well 
• Departmental data successfully transmitted 
• SHERPA RoMEO advisory data incorporated in Elements deposit interface
• License/advisory submission template created and ready to fill in
• URIs working

Still to do:

• ETDs
• DOI assignment
• Direct submission to DSpace by faculty or Librarians

Limitations affecting workflow and repository structure:

• Deposit button must be globally enabled in Elements
• Crosswalk limitations
  • The crosswalk allows conditional statements that will send an item to a particular collection based on its title, publication type, author name, etc.  However this can't be done using the name of the department, meaning moving individual items into departmental 'collections' would have to be done manually through DSpace.  This can't be done as a part of metadata review, but is a separate process.  

Holly's updates and additions

Overview- mapping work so far ; Test crosswalk XML

Metadata options: 

1. A 'flat structure' wherein front-end structure (far down the line) could be provided through metadata?
2. A structure based on communities and collections 

'Flat structure' option would still require the following divisions:

• ETDs
• 'Research' (Articles, misc.)
• Data??

Annie's Updates and additions

The submission template is ready to fill in.  Annie will populate this when the time is right.  

Which material types will we accept?  

Cynthia's updates, and additions.

David''s updates, and additions.  

Ongoing workflow roles to be filled:

Elements:

• Someone will have to submit.  Faculty? Librarians? Student workers? 

DSpace:

• Metadata from Elements needs to be reviewed.
• ETD workflow... two options at present, but both require metadata review

How can we ensure that the crosswalk won't be broken by Elements field and system adjustments happening outside the library?