[Archivesspace_core_committers] calendar and new communications option for scheduling ArchivesSpace group meetings

[Christine Di Bella]

Hi everyone,

Thanks so much for all you and your groups do to make the many activities of ArchivesSpace move forward. Kim and I have been working on a few items related to communication options and wanted to let you know of some resources available to you when scheduling a meeting of your group.

Conference Call line

As most of you know, ArchivesSpace groups have access to a LYRASIS-provided phone conference line for meetings. Conference calls have their plusses and minuses, but this is a good low tech option that ensures everyone in the group can participate, and can accommodate open calls and other activities for which you don't necessarily know who is going to want to join. Please contact Kim or me if you would like the details for hosting a conference call.

Of course, the larger the group, or the greater the need for collaboration in the meeting, the more difficult a conference call becomes, which is why ArchivesSpace groups also now have access to:

Zoom *New option*

Many of you already use or have been in Zoom meetings hosted by others. Zoom provides the benefits of video conferencing (such as being able to see each other, chat, and share documents or screens) with the backup of a phone number that people without access to a computer (or whose institutions do not allow access to video conferencing software) can use to call in to participate. Zoom can also accommodate open calls since you can publicize the link and/or phone number without requiring that people sign up ahead of time or be on an invite list.

Some of you are already using Zoom accounts provided by your institutions to host meetings. For those without access to an account, or who would prefer to use an ArchivesSpace-provided resource, we now have an ArchivesSpace Zoom Pro account. Please contact Kim or me if you would like the details and we can add you to the list of people who can schedule Zoom meetings.

(Before deciding to use Zoom or any other conferencing option with your group, we suggest discussing with your group members what is possible/more desirable from a technology and communication standpoint.)

Shared Calendar *New place to check when scheduling*

For both options only one meeting at a time can be held using them (i.e. there can only be one conference call scheduled for 1:00-2:00 p.m. today and one Zoom meeting scheduled for 1:00-2:00 p.m. today), but an unlimited number of meetings can be scheduled over the course of a month. To keep track of who's using which option and when each option is available, we now have a shared calendar for conference call and Zoom meetings.

We suggest continuing to use whatever mechanisms you currently use with your group for actual scheduling, but that if you want to use the ArchivesSpace conference call line or Zoom account for your meeting, you also check the calendar for availability. If your desired slot is available for your communication medium, add ArchivesSpace.calendar at gmail.com<mailto:ArchivesSpace.calendar at gmail.com> as an attendee for the meeting invitation. The calendar and more information about using it are at https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103881479/Conference+Calls+and+Zoom+Meetings+calendar.

Please contact Kim or me if you have questions or would like more information about any of the resources mentioned in this message. Thanks again for all you and your groups do for the ArchivesSpace community, and we hope these tools make the logistics for meeting a bit easier.

Christine

Christine Di Bella
ArchivesSpace Program Manager
christine.dibella at lyrasis.org<mailto:christine.dibella at lyrasis.org>
800.999.8558 x2905
678-235-2905
cdibella13 (Skype)

[ASpaceOrgHomeMedium]

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