Date

14 Sep 2018

Attendees

David Lacy, Cynthia Schwarz (Unlicensed), Holly Tomren, Annie Johnson (Unlicensed), Gabe Galson

Goals

Update the group on project progress
Define a flexible DSpace structure that can evolve over time and continue to work with Elements
Think through how the decisions we're making now will affect the IR's future development
Discuss policies, and the future goals and form of this group

Links

DSpace Repository

Elements Dev

Discussion items

Time	Item	Who	Notes	Discussion/Decisions
10	Discussion of group's purpose and scope	Group	Discussion of this implementation group: 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.)? Process going forward Phases and timelines- outline for the group Is this timeline still accurate? Any changes?	-How are we going to expand out from ETDs? It's TBD. -How to bring in other expertise? Who? Emily? Rachel A.? -Going forward at least consulting with a larger group could be helpful, however we still want to keep it lean. -A subgroup of people familiar with the project could make decisions related to the IR's scope. Annie would lead efforts to assemble this group. -The advisory group could resemble the strategic partners groups that have been assembled for the blacklight and website projects. -Annie proposes this advisory group: Rachel Appel, Emily Toner, Gretchen Sneff, Fred Rowland
15 minutes	Updates and additions Overview project progress Demonstrate workflow Describe limitations	Gabe	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.	Existing DOI account will be used. A submissions form will be created... who will use it (faculty or librarians) is TBD System Limitations discussion: deposit button is universally enabled. We can't exclude material types, unless we leave them out of the crosswalk, which would trigger an error that would have to be explained in the submission interface. Annie: everything in Elements can go into DSpace. Holly: the metadata challenges aren't terrible, in that the RIM team is addressing them already. Decision: All material types currently Elements will be accepted into the IR
15 minutes	Structure	Holly/Gabe/Group	Holly's updates and additions Overview- mapping work so far ; Test crosswalk XML Metadata options: A 'flat structure' wherein front-end structure (far down the line) could be provided through metadata? A structure based on communities and collections 'Flat structure' option would still require the following divisions: ETDs 'Research' (Articles, misc.) Data??	Holly- getting the underlying info architecture right is essential, however this has to be informed by our long term plans. Holly and David- Back end hierarchy should be simple... support the 'flat' hierarchy. Decision: the structure of the repository should be 'flat' utilizing as few DSpace collections and communities as possible
10 minutes	Policies & Roadmap	Annie/Gabe/Group	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? How to deal with ETD embargoes?	Decision: Tentatively, all material types currently in Elements will be accepted into DSpace.
10 minutes	Workflows	Group	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 One-time work to prep for ETD migration: OCRing older ETD PDFs Concerns: How can we ensure that the crosswalk won't be broken by Elements field and system adjustments happening outside the library?	ADA concerns: Text readable layer is required on all digital objects. This means that the ETD PDFs will have to be OCRed. Videos must be transcribed

Decisions-

-The DSpace repository will have a 'flat' structure, utilizing metadata rather than DSpace collections and communities to support public access and browsing.

-All material types currently Elements will be accepted into the IR

- Holly Tomren will continue to work on metadata mapping, bringing in MADS staff support as needed

- Annie Johnson (Unlicensed) will convene a DSpace Advisory Group that will inform the work, collect information about more established resources, make policy related decisions, and customize the elements submission interface. Gabe will attend these meetings so that decisions can be made based on the systems' technical capabilities.

-Gabe will continue to work on crosswalk testing and DSpace configuration, in additional to creating a DOI generation workflow.

Action items

Annie Johnson (Unlicensed) will convene an advisory group

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