September 22, 2020
Attendance: Miriam Centeno, Nena Couch, Courtney Hunt, Johanna Meetz, Dan Noonan, Terry Reese, Beth Snapp and Maureen Walsh
Guests: Sue Beck,
Agenda
Action Items Review
- Dan: Do we need SIPOC for Access Services re: Google Books?
Continue discussion of prioritization process: The following was posed as homework questions for the group to consider. Feedback is captured in a document in the DP&A's BuckeyeBox folder.
- How does our historical documentation (http://go.osu.edu/DigiPresEthos-task1) inform this discussion? Did any of the previous working groups develop any governance policies, recommendations, etc. that we can use, tweak, or adjust, based on what we have learned during this process?
- It was agreed that our process should not be monolithic; there are different pathways, uses and rationales. Therefore, the UL should be asking:
- What are our preservation intents?
- What are our lifecycle management considerations?
- What are our risk management considerations?
- What are our use cases?
- What are the considerations for the rubric/model/decision tree?
Update of SIPOC/RACI/Brainwriting sessions:
- Dan demoed/explained new Brainwriting tool and updated Workflow Analysis status
Other business:
Action Items:
- 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
Regrets: Terry Reese
Guests: Sue Beck,
Agenda
Action Items Review
- Dan: Do we need SIPOC for Access Services re: Google Books?
- Dan/Sue: Recap JamBoard discussion
Continue discussion of prioritization process:
- Recap of JamBoard session
- UL Communications plans
- Additional Insights:
- An overarching concern expressed here and in other conversations is how does the UL define “digital projects”?
- The University Libraries (UL) has a lack of overall priority management:
- Who decides on the priority?
- What drives the priority decisions?
- The UL lacks digital content policy to clarify the selection criteria for long-term preservation and stewardship versus transactional work that can be discarded; preservation and long-term stewardship of digitized content is assumed, as opposed to being assessed. UL should be looking to balance:
- retaining all digitized content to ease access (research must go on while everyone works remote) and
- discarding one-off content that does not support a priority or strategic plan
Update of SIPOC/RACI/Brainwriting sessions:
- First brainwriting session with ARV/BPA/OCA; partially recorded
- Will begin to schedule additional sessions
- Will be scheduling additional SIPOCs
Other business:
Action Items:
- 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 - not completed
Initiate discussion of prioritization
- How do we know what digital project are currently being worked on?
- How do we find out about potential digital projects?
- How do we prioritize digital projects?
- How do we prioritize digital ingest?
- How do we communicate to the organization these priorities & processes?
- Done via JamBoard
Update of SIPOC/RACI/Brainwriting sessions:
Other business: None
Action Items:
- 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
Action Items Review
- Dan redo Meeting invite
- Dan update unit/dept name
- Dan update RACI template
Update of SIPOC/RACI sessions
- Recapped the overall process for guests and new member
- Provided update of status
- Discussed some early impressions, "Ah Ha" moments, gaps
- Q&A from Jennifer and Karla
Brainwriting tool demo
- Google Jamboard
- Sue demonstrated how we will use it
Initiate discussion of prioritization
- Did not get to; next meeting
Other business:
Action Items:
- 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
Guests: Sue Beck
Agenda
Action Items Review
- RACI Template – Dan
- “Parking Lot” - Dan on Wiki
- Wiki – Dan
- Clean up dept/unit titles – Dan
Review of Archives SIPOC sessions
- Overall digitization workflow
- Eventually for legacy & born digital
RACI
- Exercise with Preservation & Digitization
- Expand the RACI v2 to consider Internal/External roles
- Completed RACI v2 for Preservation & Digitization's "Classic Digitization"
Potential Brainwriting tools review
Other business: None
Action Items:
- 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
Agenda
Action Items Review:
- SIPOC Template: Dan
- SIPOC Pilot w/DP&A: Dan & Sue
- SIPOC video(s): Sue
Review of Digitization SIPOC sessions
- Helpful to have facilitators to keep on track and working through terminology
- The very high level SIPOC led to a more granular one
- Other SIPOCs need input from folks from other groups
- Potential need for prioritization around workflows to that may inform proposal process; make sure Miriam is informed about other workflows that would inform this workflow
- Associate Deans’ priorities mapping end-to-end workflow
- Brainwriting can begin before all SIPOCs done
RACI
- Should be role based
- May be more granular than the SIPOC, but the SIPOC process steps are the starting point
- Dan needs to reconfigure the RACI part of the template.
Need space for articulating gaps and other insights as process progresses (wiki)
Next Steps:
- Special Collections Forum
- Recorded Zoom
- SIPOC, RACI, & Brainwriting Intro
- SIPOC sessions
- Scheduling SIPOCs
- Feedback form
Request for Wiki space
Other business: None
Action Items
- 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
Guests: Sue Beck
Agenda
Membership Review
Mapping end-to-end the current state of the born digital, digitization, digital preservation and access workflws.
- Pre-work: Review “DPA-Presentation-20200317.pptx” and “bpe2019-s23a-slides-sorenson.pdf.”
- DPA-Presentation-20200317.pptx, developed by Sue Beck, will be our jumping off point for discussion.
- bpe2019-s23a-slides-sorenson.pdf is documentation of a similar project the State Library of North Carolina conducted.
- IDing Key Stakeholders and the RACI (Responsible, Accountable, Consulted, Informed) Model
- Add: Accessibility 2 coordinators and workgroup – working on toolkit
- AD&S IT/informed
- General collections eg MUS
- Bus Offc vendors/purchases
- Collections Strategist – books digitization efforts google/hathi – ohio-centric
- Access services (consulting)
- SIPOC (Supplier-Inputs-Process-Outputs-Customer) Diagram
- How do we calibrate appropriate level of detail? Sue & Dan will dev rules of engagement
- Dan & Sue to facilitate small group SIPOCs
- Brainwriting
- Assignments
Other business: None
Action Items:
- 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
Agenda
Background: Dan
Purpose: Dan
Proposed Purpose: The Digital Preservation & Access Workgroup (DP&A) works to coordinate the long-term curation of digital collections at The Ohio State University Libraries (University Libraries). The DP&A’s purpose is to guide the University Libraries' policies, strategies and tactics for managing, preserving and providing access to its digital collections. It brings together key individuals to ensure that information sharing and best practices are reflected throughout the organization.
Prioritized Task from ADs:
“We’d like this group to first work on mapping end-to-end the current state of the digital preservation workflow. Miriam has been working with Sue Beck on this and I don’t know how far they’ve gotten.”
Potential Tasks:
- Define, refine, and clarify roles and responsibilities around preservation and curation of digital collections
- Standardize accessioning and processing of born digital collections
- Standardize the digitization processing for at risk collections
- Standardize the digitization prioritization and processing for providing online access to collections
- Ensure consistent implementation of metadata profiles
- Implement best practices for digital collection lifecycle management
- Establish an open access clearinghouse/portal for University Libraries’ policies, guidelines and best practices for digital preservation and access
- Sponsoring internal education sessions about or in support of University Libraries’ policies, guidelines and best practices for digital preservation and access
- Continually evaluate University Libraries’ current capabilities, and make recommendations with input from all stakeholders around the evolution of services
General Discussion:
- Sue B. has studied Lean and getting certified. Need to optimize overall workflows, not just departmental. We could use her as a consultant to look at value-stream for this.
- Currently, P&D is on hold looking at other PM tools.
- Levels of Digital Preservation and what is appropriate
- Cloud storage and how does that work?
- Does all digital content go to DC or KB? How do we lifecycle manage especially, non-permanent content.
- Where does this overlap w/Digital Scholarship? Helping us identifying infrastructure needs. The two will interact, we will likely implement the framework.
- How are we prioritizing content ingest?
Action Items:
- Facilitated group sessions to begin to strategize
- Have people map what they think the digital preservation workflows are and where they interact with them:
- Distinctive Collections
- THO
- Archives
- Billy Ireland
- Area Studies
- Music
- Digitization
- IT
- Metadata Initiatives
- AD&A
- ILL
- Depository
- Publishing
- Preservation
- Bibliographic Initiatives
- Research Services
Key Resources:
- Digital Preservation Ethos @ University Libraries Project http://go.osu.edu/DigiPresEthos
- Foundational Documents:
- Digital Preservation Policy Framework (2013) – to be revised & updated soon
- Digital Initiatives Guiding Principles (2013)
- Implementation of a Modern Digital Library (2014)
- Master Objects Repository Task Force Report (2014)
- Digital Content Management Workflow Task Force Report (2015)
- Digital Preservation Disposition Task Force Report - Draft (2016)
- Digital Reformatting Guidelines for 2D Imaging (2016)
- Others?