April 29, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Link to this page: go.osu.edu/DPA-Meetings-2020-2022

February 22 - September 27, 2002

On hiatus

January 25, 2022

Attendance: Morag Boyd, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

Regrets: Miriam Centeno

Guests: Sue Beck and Amy McCrory

Agenda:

• What's next for DP&A?
• Does this group need to exists?
  • recommendations based on workflow & rubric - may need to be a new group that is implementation/operationalizing
    • group of stakeholders
    • governing principles
  • This is a workgroup; are we moving to something more standing in nature?
    • is the next step a task force then a standing committee? OR or charge a standing committee that then sanctions a task force?
      • ex offico membership??
  • We do need to pay attention to what is working
  • Need presentation to Management Committee
  • currently lack of cross-organizational vision/strategy for digital initiatives
    • prior groups, SDIWG, MIWG, DRWG

Other business:

• None

Action Items:

• Dan to meet with Jennifer and Karla on January 28 to discuss next steps.

December 14, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

Guests: Sue Beck, Tamar Chute, Jenny Robb & Gene Springs

Agenda:

• Rubric Review:
  • Copyright:
    • not "risk assessment"but moratorium exmption right now
    • Copyright consultation will need to happen for any of the three "yes" type answers.
    • How does Copyright Services work get prioritized if not by this rubric process?
• Next Year - did not get to
• New Subgroup - did not get to

Other business:

• None

Action Items:

• Dan to reach out to set up new sub-group
• Dan to crreate virtual discussion regarding next steps and DP&A makeup for year 3.

November 23, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Dan Noonan, Terry Reese

Guests: none

Regrets: Sue Beck, Courtney  Hunt, Johanna Meetz, Beth Snapp & Maureen Walsh

Agenda:

• Meeting decimated by holiday vacations
• Project Updates:
  • Initial Recommendations Report
  • Workflow analysis status
    • THOSC - Patron Digitization
    • Digital Preservation -Still drafting
  • Rubric Revisions - coming in December
  • Photograph Scanning Sub-group
• December Meeting - Will try to reschedu.e to included Prioritization sub-group, if not will cancel and pick up in January
• Strategic Directions for 2022 DID NOT GET TO THIS PART OF THE AGENDA
  
  • DP&A membership
    • What is the work and who should be there?
    • Should this be dictated by the Initial Recommendations Report

Other business:

• TBD

Action Items:

• Dan reschedule December Meeting
• Dan to reach out to set up new sub-group

October 26, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

Guests: Sue Beck & Amy McCrory

Agenda:

• Project Updates:
  • Initial Recommendations Report
  • Digital Preservation Ethos
  • Workflow analysis status
    • Area studies - no real need; would be similar to THOSC
    • Digital Preservation - Dan has started the SIPOC; it will be "drafty" at best as it is a very ad hoc process at  this point in time.
    • THOSC born digital for the time being can rely on similar workflows as identified by ARV, BICLM and Digital Preservation
  • Rubric Table-top Exercise v2
    • unstructured project descriptions made it difficult to rate in a reliable way; we really need a template
    • having proposer in the room would be valuable
    • Have discussion before scoring
    • Who has the info to properly assess
    • Elements in the rubric make sense
    • Some info may come from others than the proposer
    • It is valuable and useful and a barrier, but in a good gatekeeping way.
    • Having the discussion and understanding the resources is valuable
    • Similar to candidate vetting model (first cut) and is useful
    • Group rank vs individual rank
• Photograph Scanning Sub-group Proposal/Recommendations (Miriam & Amy)
  • NC: If we are scanning photos and worried about future additional scanning and light exposure what do we need to consider? As well as how to handle photographic formats?
  • MC: This works well w/P&D annual goals. Selection considerations beyond handling and care go itnto these considerations.
    • NEDCC Leaflet (NEED LINK)
    • CLIR Selecting materials based on intellectual content report (NEED Link)
    • Additional decision trees (Canadian Council) and prioritization factors (other univs) (NEED Links)
    • Former work at UIUC for training students (NEED Link)
  • AM: Patron requests may be complicated, especially if the originals are fragile; how can the local curatorial staff make those decisions in the moment
    • Previously, Brittle Books project had a printed checklist to consider that evolved to an Access DB to track decision-making. It is no longer used, but also doesn't have a replacement
    • We do have existing scanning technical guidelines, and AM has either trained or created documentation; but implementation has been uneven, w/o an over-arching framework
    • Settings can be designed for particular projects, as well as content/material types; stations set up and personnel trained
    • In terms of light sensitive materials, we should also digitize only once.
    • We need to "build" a "tool" regarding the decision of who digitizes and with what equipment.
    • Workgroup:
      • Amy McCrory, Lisa Iacobellis, Check w/Tamar & Jenny
      • Keep it focused on photopgraphic materials, currently; could be broaden out in the future
• Strategic Directions for 2022 DID NOT GET TO THIS PART OF THE AGENDA
  
  • DP&A membership
  • Potential Projects

Other business:

• n/a

Action Items:

• Dan to reach out to set up new sub-group

October 7, 2021

Attendance: Morag Boyd, Miriam Centeno, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

Regrets: Nena Couch

Guests: Sue Beck

Agenda:

• Rescheduled from September 28
• Action Items Review:
  • Digital Preservation Ethos (Dan)
    • Complete
    • Messaging to come from Jennifer & Karla soon
  • Final draft Conclusions and final revisions of Preliminary Recommendations (Dan)
    • Final draft shared on 2021.10.06
    • Comments to Dan no later than 2021.10.13
  • Photograph Scanning Sub-group Proposal (Dan & Miriam)
    • Potential issues for this group to address:
      • Do we need a decision tree?
      • What appropriate standards?
      • Collection usage implications
      • Downstream impact
      • © implications
      • Why do we need it?
        • Reproduction quality?
        • Information only?
      • Condition of material?
      • Potential for reuse?
    • First steps:
      • Amy McCrory will draft a contextualized decision tree/matrix in consultation with Miriam for discussion at DP&A 2021.10.26 meeting
• "Born Digital" Preservation Repository
• Digital Content Policy/Governance Sub-group update
• Workgroup makeup
• Potential new sub-groups
  • Photograph Scanning (see above)
  • VRR Documentation
    • may be beneficial for standardized dicscussion around how we share outside of our repos
    • potential members:
      • Spec Collections
      • Scholarly Sharing/Copyright
      • Digital Initiatives
      • Metadata Initiatives
      • Archival Description and Access
      • Preservation & Digitization
  • Digital Projects Inventory
    • Dan and Anna K are working on files and projects inventory
    • Miriam is working on projects and capacity inventory
    • Do we need a workgroup?

Other business:

• n/a

Action Items:

• n/a

August 24, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

Guests: Sue Beck

Agenda:

• MS Teams/OneDrive Migration
• September Meeting - needs to be rescheduled
• Action Item Review:
  •  Dan to forward documentation to Jennifer and Karla
  • Dan to review and propose rework of "Selection and Acquisition" section of Ethos to Share w/DP&A and sponsors
• Draft preliminary recommendations discussion (Dan & Sue)
• Kaizen event proposal (Sue)

Other business:

• n/a

Action Items:

• Dan to put finishing touches on Digital Preservation Ethos
• Dan to draft Conclusions and final revisions of Preliminary Recommendations
• Holdover:
  • Dan to reach out to Miriam about Photograph Scanning Sub-group Proposal

July 27, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Beth Snapp and Maureen Walsh

Guests: Sue Beck, Karla Strieb, Jennifer Vinopal

Regrets: Terry Reese

Agenda:

• Status - Dan & Sue
• Draft preliminary recommendations discussion
• Digital Preservation Ethos Framework - DRAFT
  • Concern expressed regarding Selection & Acquisition Section

Other business:

• n/a

Action Items:

• Holdover:
  • Dan to reach out to Miriam about Photograph Scanning Sub-group Proposal
• Dan to forward documentation to Jennifer and Karla
• Dan to review and propose rework of "Selection and Acquisition" section of Ethos to Share w/DP&A and sponsors

June 22, 2021

Attendance: Morag Boyd, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Beth Snapp and Maureen Walsh

Guests: Sue Beck, Tamar Chute, Jenny Robb & Gene Springs

Regrets: Miriam Centeno & Terry Reese

Agenda:

• Status - Dan
• Photograph Scanning Sub-group Proposal - Nena

  • When should we scan photographs at preservation level or not? Among the issues are degradation on repeated exposure to light, various photographic processes/media/techniques, and space for preservation size images, so a range of inputs would be good. Is it just about photographs or the potential fragility of any scannable item?

  • Consensus that we should form a tactical sub-group, but will wait until Miriam is back to consider actual charge and makeup of the group (likely to include Amy M. and Lisa I.).
• Draft Recommendations - Dan
  • Had substantive discussion with changes and suggestions being added to the document online.

Other business:

• None

Action Items:

• Dan to reach out to Miriam about sub-group
• Dan will revise DRAFT Recommendations to share with the rest of the group.

June 2, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Dan Noonan, Beth Snapp and Maureen Walsh

Guests: Sue Beck

Regrets: Johanna Meetz & Terry Reese

Agenda:

• Meeting rescheduled from May 24, 2021
• Update on Workflow visualization - Dan & Sue
  • Status
  • Draft Recommendations
  • Presentations:
    • Best Practices Exchange May 18, 2021 - Presented
    • Poster proposals submitted: iPres 2021
    • Session proposals submitted: EDUCAUSE, DigiPres & DLF Forum
• Update University Libraries Digital Content Policy & Governance - Dan
• DP Ethos Framework - Postponed to the upcoming June or July Meeting

Other business:

• n/a

Action Items:

• Dan to re-draft recommendations in the document created by Morag and share with the DP&A for common editing.

April 29, 2021

Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

GuestsGuests: Sue Beck

Regrets: Terry Reese

Agenda:

• Update on Workflow visualization - Dan & Sue
  • ALX

    • Is there a way to make a digitization request from, say, Special Collections (just an example) such as a form? What is that workflow currently?

    • If images are made for affordable access, should they be kept for future use and how would they be secured if under copyright?they be secured if under copyright?

    • Need to develop rubric around lifecycle management
    • Creating OER is different from course reserves management
    • Some of this is being addressed in the Digital Scholarship Additional Support group
    • Information for submitting a Digitization Project Proposal - Information for submitting a Digitization Project Proposal
  •  Presentations:
    • Best Practices Exchange May 18, 2021 - Accepted
    • Poster proposals submitted: iPres 2021
    • Potential proposals to be submitted:
      • Due May 10 - EDUCAUSE
      • Due May 17 - DigiPres & DLF Forum
• Update University Libraries Digital Content Policy & Governance - Dan
  • Definition of a "Project"
    • Prioritization Factors

  Other business:
  

  ...

  • • • When does a project start?
      • Initial review/discovery phase/pre-project feasibility
    • Prioritization Factors
      • Factors can be used in both pre-project and project phase
      • Governance group would want to decide on priorities of "projects" not "pre-projects"

  Other business:
  

  • Is it time to deliver a first set of iterative recommendations?

  Action Items:

  • Dan & Sue draft a first set of recommendations

  March 23, 2021

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck, Karla Strieb and Jennifer Vinopal
  

  Regrets: Terry Reese

  Agenda:

  • Welcome guest/sponsors
    

  • Update on Digital Preservation Ethos Framework - Dan
  • Update on Workflow visualization - Dan & Sue
    • Presentations:
      • Best Practices Exchange May 2021 - Accepted
      • Midwest Archives Conference May 2021 - Declined
      • Potential proposals to be submitted: DigiPres, DLF Forum, EDUCAUSE & iPres
  • Update University Libraries Digital Content Policy & Governance - Dan

  Other business: n/a
  

  Action Items: Invite KS & JV to May meeting - Dan
  

  February 23, 2021

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck
  

  Regrets: Terry Reese

  Agenda:

  • Action Items updates:
    

    • Digitization prioritization documentation - Miriam
  • Update on Digital Preservation Ethos Framework - Dan
    • Need to double check tone/style for consistency
  • Update University Libraries Digital Content Policy & Governance - Dan
    • a key concern will be balancing needs vs. resources
  • Update on Workflow visualization - Dan & Sue
    • Concern expressed about how much details required of brainwriting
      • More than SIPOC less than a procedural manual
  • March meeting visitors - Dan

  Other business: n/a
  

  Action Items: n/a

  January 26, 2021

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck
  

  Agenda:

  • Review of Digital Preservation Ethos Framework
    
    • Generally well received
    • Need to specify When and by whom annual review will be conducted
    • Need to address Ohio States' and University Libraries' commitment to accessibility
    • Tweak "Challenges" section; seems less about actual challenges and more about per-requisites
    • Make changes and share w/DP&A and Jennifer V.

  • Digital Content Policy/Governance Update go.osu.edu/dpaDPA-digitalDigital-contentContent-policyPolicy

  • Workflow Analysis Update
    • Showed new status tracking pages
    • Process getting back on track

  ...

  • Miriam to continue to seek out digitization prioritization documentation

  December 22, 2020

  Agenda CANCELLED

  November 24, 2020

  Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: n/a None
  

  Agenda

  • Digital Content Policy/Governance Update

  • Workflow Analysis Update

  ...

  Action Items: See Review above for additional Action Items
  

  October 27, 2020

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Courtney Hunt, Dan Noonan, Beth Snapp and Maureen Walsh

  ...

  • Dan - Making progress again and close to completing first set of Brainwriting visualizations. Working on circling back to completed SIPOCs and RACI reviews, as well as starting sessions with new groups/workflows. For more details see: go.osu.edu/dpaDPA-workflowWorkflow-analysisAnalysis-statusStatus.

  Action Items Review

  • BTAA follow-up regarding checklists for digitization prioritization
    • Miriam - Preservation Group
    • Dan - Digital Preservation Group: reviewed email inquiries to BTAA and NDSA on 2020.06.12 re: Workflow capacity and "temporary" storage; only one response, and the sub-question "What prioritization metrics do you use?" was answered with, "Not sure what you mean here, prioritization of what?"
  • Create Selection Criteria Subgroup - defer this to discussion below

  ...

  • BTAA follow-up regarding checklists for digitization prioritization
    • Miriam to check with Preservation Group
    • Dan to check with Digital Preservation Group's documentation
  • Create and launch digital content policy sub-group - Dan

  September 22, 2020

  Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck,

  Regrets: Terry Reese

  Agenda

  Action Items Review

  ...

  • BTAA follow-up regarding checklists for digitization prioritization
    • Miriam - Preservation Group
    • Dan - Digital Preservation Group
  • Create Selection Criteria Subgroup

  August 25, 2020

  Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Beth Snapp and Maureen Walsh

  Guests: Sue Beck

  Regrets: Terry Reese

  Guests: Sue Beck,

  Agenda

  Action Items Review

  ...

  • Dan: Do we need SIPOC for Access Services re: Google Books?

  July 28, 2020

  Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck, Sarah Collier, Amy McCrory
  

  Agenda

  Action Items Review

  ...

  • Dan: Do we need SIPOC for Access Services re: Google Books?
  • Dan/Sue: Recap JamBoard discussion

  June 23, 2020

  Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  Guests: Sue Beck, Karla Streib & Jenifer Vinopal

  Agenda

  Welcome of guests & new member

  ...

  • Do we need SIPOC for Access Services re: Google Books

  May 26, 2020

  Attendance: Miriam Centeno, Nena Couch, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh

  ...

  • Dan redo Meeting invite
  • Dan update unit/dept names
  • Dan update RACI template

  April 28, 2020

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Johanna Meetz, Dan Noonan, Beth Snapp, Maureen Walsh

  Guests: Sue Beck

  Regrets: Terry Reese

  Agenda

  Action Items Review:

  ...

  • RACI Template – Dan
  • “Parking Lot” - Dan on Wiki
  • Wiki – Dan
  • Clean up dept/unit titles – Dan

  March 24, 2020

  Attendance: Morag Boyd, Miriam Centeno, Nena Couch, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp, Maureen Walsh

  ...

  • SIPOC Template: Dan
  • SIPOC Pilot w/DP&A: Dan & Sue
  • SIPOC video: Sue

  February 25, 2020

  Attendance: Leigh Bonds, Morag Boyd, Miriam Centeno, Nena Couch, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp, Maureen Walsh

  ...