[Archivesspace_Users_Group] ArchivesSpace Update - May 2016

Christine Di Bella christine.dibella at lyrasis.org
Thu May 5 15:12:15 EDT 2016

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May 2016 Update
This monthly update will provide news about ArchivesSpace community and program activities and will be sent to our member listservs, the ArchivesSpace Google Group, and SAA’s Collection Management Tools roundtable listserv, as well as being posted on the ArchivesSpace website. Please feel free to share it with people you know who have an interest in ArchivesSpace but may not be on one of these lists.

Membership Update
We welcomed three new members to the ArchivesSpace community in April:  Oklahoma State University, the Texas State Library and Archives Commission, and the Curtis Institute of Music. We currently have 284 General members, nine Educational Program members, and three Registered Service Providers.
Membership renewals will be sent all current members beginning in June. If your organization would like to be invoiced prior to then, please contact us at ArchivesSpaceHome<mailto:ArchivesSpaceHome at lyrasis.org>@<mailto:ArchivesSpaceHome at lyrasis.org>lyrasis<mailto:ArchivesSpaceHome at lyrasis.org>.<mailto:ArchivesSpaceHome at lyrasis.org>org<mailto:ArchivesSpaceHome at lyrasis.org>. For those interested in considering membership, information is available at http<http://archivesspace.org/membership>://<http://archivesspace.org/membership>archivesspace<http://archivesspace.org/membership>.<http://archivesspace.org/membership>org<http://archivesspace.org/membership>/<http://archivesspace.org/membership>membership<http://archivesspace.org/membership> or by contacting us at ArchivesSpaceHome<mailto:ArchivesSpaceHome at lyrasis.org>@<mailto:ArchivesSpaceHome at lyrasis.org>lyrasis<mailto:ArchivesSpaceHome at lyrasis.org>.<mailto:ArchivesSpaceHome at lyrasis.org>org<mailto:ArchivesSpaceHome at lyrasis.org>.

Testing of Release Candidate
ArchivesSpace is happy to announce the availability of a release<https://github.com/archivesspace/archivesspace/releases/tag/v1.5.0-rc1> <https://github.com/archivesspace/archivesspace/releases/tag/v1.5.0-rc1> candidate<https://github.com/archivesspace/archivesspace/releases/tag/v1.5.0-rc1> for the upcoming version 1.5.0 release.  Version 1.5.0 will include the enhanced container management functionality that was originally developed as a plugin by Hudson Molonglo for Yale University. Adding this functionality to the core code of ArchivesSpace was the highest vote getter in the member voting on feature requests and bug fixes that was conducted last spring. Information on these enhancements is available here<https://github.com/archivesspace/archivesspace/blob/master/README_FEATURES_1.5.0.md>. We are aiming to distribute a full production version once testing of the release candidate is successfully completed.
The timing of that release is highly dependent on community testing of this release candidate. Because integrating this functionality into the ArchivesSpace core code required changing the data model in certain areas, upgrading from a pre-1.5.0 version of ArchivesSpace requires repositories to plan for the upgrade, to conduct the upgrade and conversion to the new data model for containers, to review the results, and, possibly, to remediate data either prior to or after the final conversion process. Because of all the variations in which container information can be recorded by repositories, it is impossible to know all the ways the data of repositories will be impacted. A number of members of the community have helped with testing incremental changes to this point. Now that we are nearing the production release, it is essential that we get solid testing data from a broader swath of the ArchivesSpace community to ensure that unanticipated adverse effects are eliminated as much as possible, or, on the other hand, to ensure us the conversion is working as designed.  Not only do we need to know if you encounter a problem or if your container data is not accurately converted, we also need to know if you were able to upgrade to the new version successfully.
Information on preparing for the conversion is available here<https://github.com/archivesspace/archivesspace/blob/master/UPGRADING_1.5.0.md>. To gather testing data in a structured way, we have a feedback form<https://docs.google.com/spreadsheets/d/1HkPaLPZdXq0pmIFFDnGuWWlTfdBfAxnOkBSe4zFrWPk/edit#gid=2016414678> at for you to record your results. We ask that all data be provided by May 16. This tight turnaround is essential to ensure that the production release can come out in a timely way, making both the enhanced container management functionality and other improvements to ArchivesSpace made since the last release in the fall available for use in institutions’ production deployments of ArchivesSpace.

Other Development
While container management and preparing the release candidate took precedence during the last month, other development is also proceeding, including work on the enhanced<https://archivesspace.atlassian.net/wiki/display/ADC/Public+Interface+Enhancement+Project> <https://archivesspace.atlassian.net/wiki/display/ADC/Public+Interface+Enhancement+Project> public<https://archivesspace.atlassian.net/wiki/display/ADC/Public+Interface+Enhancement+Project> <https://archivesspace.atlassian.net/wiki/display/ADC/Public+Interface+Enhancement+Project> interface<https://archivesspace.atlassian.net/wiki/display/ADC/Public+Interface+Enhancement+Project>. For the public interface specifically, we are expecting some other organizations to contribute to this effort in the near future, thereby allowing more of the recommendations of the design team to be implemented. Other development in recent sprints included remedying an issue with the Rapid Data Entry Tool (AR<https://archivesspace.atlassian.net/browse/AR-1457>-1457<https://archivesspace.atlassian.net/browse/AR-1457>), adding the option to export search results as a CSV file (AR<https://archivesspace.atlassian.net/browse/AR-1442>-1442<https://archivesspace.atlassian.net/browse/AR-1442>), and moving reports to the Background Jobs area (AR<https://archivesspace.atlassian.net/browse/AR-1280>-1280<https://archivesspace.atlassian.net/browse/AR-1280>).

Staffing News
Developer Chris Fitzpatrick recently announced he would be leaving ArchivesSpace to pursue new ventures.  His last day was April 29.   Chris has worked as an ArchivesSpace developer since December 2013, and he has contributed immensely to the refinement and advancement of the ArchivesSpace application during his tenure.  In recent months, he has been constructing a process for converting the current ArchivesSpace container data model to a new one. That process is now being tested as part of the release candidate for version 1.5.0.  We will miss Chris’s contributions, but we wish him great success with his new endeavors.
Meanwhile, Brian Hoffman, our other ArchivesSpace developer, is reducing his time to 25%.  Brian has been principally working to enhance the ArchivesSpace public interface in accord with the <https://urldefense.proofpoint.com/v2/url?u=http-3A__cherryhill.github.io_aspace-5Fpui_index.html&d=CwMFAg&c=8hUWFZcy2Z-Za5rBPlktOQ&r=3khRCcIp3JnDL7_O06rcu9l8O7iYXHMCuGqAgvbMnlw&m=raW7gWJbMU0s5L6qAUGolpLqvoPhFROTEVen4pVLEqQ&s=q6V4tYwjGrZeDqJaessTLa5ZA7cJzdjqvIYZyflbpjM&e=> recommendations<https://urldefense.proofpoint.com/v2/url?u=http-3A__cherryhill.github.io_aspace-5Fpui_index.html&d=CwMFAg&c=8hUWFZcy2Z-Za5rBPlktOQ&r=3khRCcIp3JnDL7_O06rcu9l8O7iYXHMCuGqAgvbMnlw&m=raW7gWJbMU0s5L6qAUGolpLqvoPhFROTEVen4pVLEqQ&s=q6V4tYwjGrZeDqJaessTLa5ZA7cJzdjqvIYZyflbpjM&e=> made by the Public Interface design team last December.  Brian will continue to contribute to this effort over the next several months.  The timetable for this work will likely be slower, but it continues to be a high priority.
As we consider the impact of these staff changes, program staff and the Governance Board will also be reviewing and adjusting our staffing model to meet the needs of a growing membership.
Already, we have converted the position of Community Outreach Manager held by Christine Di Bella to full-time. Christine has been doing a tremendous job developing our training and user documentation resources and representing ArchivesSpace at conferences and other events.
To rebuild our technical support and development resources, we are investigating the following options:
●        Having staff from LYRASIS (our organizational home) manage the release of ArchivesSpace updates.  The next release will certainly be managed by LYRASIS staff, and it may prove beneficial to continue that assignment through later releases.
●        Collaborating with LYRASIS to hire a Support Technician who will help new users of ArchivesSpace to implement the application, including troubleshooting user problems.  This position will also assist with technical documentation and overall support of users. (If hired as a full-time position, it could be shared with CollectionSpace, an open source software for museum collection management and also based at LYRASIS.)
●        Considering options for staffing development that include hiring staff, contracting with an outside firm, or with LYRASIS, or some combination of the three.

Unfortunately, development of the ArchivesSpace application will be slower for the next few months as we bring on new development support.  In the very short term, we intend to continue testing of the ArchivesSpace 1.5.0 release candidate, with the aim of releasing that version 1.5.0 at the end of May should testing of the upgrade and conversion process prove successful.
Thank you for your patience and continuing support during this transitional period.

Member Forum 2016
The ArchivesSpace<https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2016> <https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2016> Member<https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2016> <https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2016> Forum<https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2016> will be at the Robert W. Woodruff Library at Atlanta University Center on August 2. This free event will give staff members at ArchivesSpace member institutions a chance to connect with each other and the program team about all things ArchivesSpace. Thanks to member institution Atlanta University Center for making space for us!
The planning group has put some proposed topics for workshops and sessions up on the wiki page linked above. We’re looking for speakers for the proposed topics, as well as suggestions for more topics you’d like to learn or talk about at the meeting in either half-day workshops or 75-minute sessions. Sessions may take any one of a number of formats, including panels, lightning rounds, and discussion groups, and even the proposed topics can take a different format or direction based on who volunteers to take them on.
There is a short Google form available at https<https://goo.gl/IDlu6G>://<https://goo.gl/IDlu6G>goo<https://goo.gl/IDlu6G>.<https://goo.gl/IDlu6G>gl<https://goo.gl/IDlu6G>/<https://goo.gl/IDlu6G>IDlu<https://goo.gl/IDlu6G>6<https://goo.gl/IDlu6G>G<https://goo.gl/IDlu6G>; you can submit ideas or volunteer yourself to speak either via the form or by emailing me directly. We’ve extended the deadline to submit proposals, ideas, and suggestions to May 6, so you still have a little time! We aim to finalize the program as much as possible this month to give people plenty of time to make their travel arrangements.

The ArchivesSpace trainer corps is finishing up a webinar series for the Keystone Library Network that provides the curriculum from our Basics and Digital Objects workshops online. Although this was our first time offering training in this way, we hope to be able to make it available to others as well in the near future.
The ArchivesSpace<http://archivesspace.org/trainingconsultations> <http://archivesspace.org/trainingconsultations> training<http://archivesspace.org/trainingconsultations> <http://archivesspace.org/trainingconsultations> program<http://archivesspace.org/trainingconsultations> works with host institutions and is open to members and non-members, though member hosts receive some concessions on fees. We provide the instructors and instructional instances and the host provides the space and can invite whomever it wishes (and charge if it wishes). In general, hosts are responsible for instructor honoraria and travel expenses. If your institution is interested in hosting a face-to-face or online training, please contact Christine (christine<mailto:christine.dibella at lyrasis.org>.<mailto:christine.dibella at lyrasis.org>dibella<mailto:christine.dibella at lyrasis.org>@<mailto:christine.dibella at lyrasis.org>lyrasis<mailto:christine.dibella at lyrasis.org>.<mailto:christine.dibella at lyrasis.org>org<mailto:christine.dibella at lyrasis.org>).

Connect with ArchivesSpace in Person
Representatives of ArchivesSpace enjoy traveling to conferences and talking with many ArchivesSpace users and potential users in person. April was a full travel month, with Brad and Christine at New England Archivists in Portland, Maine (April 1-2), Brad at Society of California Archivists in Santa Rosa, California (April 8-9), Christine at the Midwest Archives Conference in Milwaukee, Wisconsin (April 28-30), and Madeline Sheldon of LYRASIS’ Digital Technology Services at the Northwest Archivists Conference in Seattle (also April 28-30). Laurie Arp, Director, Collections Services & Community Supported Software at LYRASIS, was at the Mid-Atlantic Regional Archives Conference in Pittsburgh (April 14-16).  May will be a little quieter, but you can visit with Annie Peterson of LYRASIS’ Preservation Services at the Society of Southwest Archivists (May 18-21) and Laurie at the American Alliance of Museums (May 26-29). If you know of an upcoming conference that you think ArchivesSpace should be at, please get in touch about whether it’s already on our calendar or can be added.

That’s the news from ArchivesSpace this month. Please feel free to share this update - and the ones in months to come - with people you know who have an interest in ArchivesSpace but may not be on one of the mailing lists mentioned.
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